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Palo Alto Soccer Club

Manager Handbook

     January 12, 2010




              Version 1.0
Table of Contents
SOCCER TERMS .......................................................................................................................................................4
NEW TEAM FORMATION- MANAGER CHOICE ..............................................................................................7
    MANAGER DUTIES ...............................................................................................................................................7
    MANAGER COMMUNICATION ...........................................................................................................................8
REGISTRATION ...................................................................................................................................................... 12
    SEASONS OF PLAY.............................................................................................................................................. 12
    WHAT PLAYING LEAGUE? ....................................................................................................................................... 12
    CY (REDWOOD) REGISTRATION .............................................................................................................................. 13
      Registration ........................................................................................................................................................ 13
      Adding an adult .................................................................................................................................................. 15
      Releasing players ............................................................................................................................................... 16
      Submitting forms ................................................................................................................................................ 16
    NORCAL REGISTRATION .......................................................................................................................................... 17
TOURNAMENTS/CUPS .......................................................................................................................................... 19
    APPLYING TO A CYSA TOURNAMENT ..................................................................................................................... 19
BANKING .................................................................................................................................................................. 21
    GETTING THE BANK ACCOUNT SET UP.................................................................................................................... 21
    SCHOLARSHIPS ........................................................................................................................................................ 21
    CALCULATING FEES ................................................................................................................................................ 21
CLUB REQUIREMENTS ........................................................................................................................................ 23
SCHEDULING .......................................................................................................................................................... 24
    SCRIMMAGE SCHEDULING .............................................................................................................................. 25
    CHECKING FOR REFEREE ASSIGNMENTS..................................................................................................... 26
    FEES ....................................................................................................................................................................... 26
GAME DAY ............................................................................................................................................................... 29
UNIFORMS ............................................................................................................................................................... 32
EQUIPMENT ............................................................................................................................................................ 32
TRYOUTS .................................................................................................................................................................. 34
SCHOLARSHIP PLAYERS..................................................................................................................................... 36
CLUB LEVEL VOLUNTEERS ............................................................................................................................... 37
APPENDIX A: CYSA GAME CARD ..................................................................................................................... 38
APPENDIX B: EXAMPLE GOLDENROD/CY PLAYER PASS ........................................................................ 41
APPENDIX C: EXAMPLE ROSTER .................................................................................................................... 43
APPENDIX D: EXAMPLE TEAM FACT SHEET............................................................................................... 44
APPENDIX E: PRINTING DIGITAL PHOTOS ON LABEL PAPER .............................................................. 46
APPENDIX F: EXAMPLE AGE-GROUP-SPECIFIC TRYOUT FLYER ........................................................ 48
Acknowledgements
The version 1 of this handbook is kindly prepared by Dahna Pasternak and Susie Spangler.
SOCCER TERMS
Age-group: The age of the players on a youth team. In an "Under XX" format where XX is the
age of the oldest player as of August 1. See, http://www.redwoodsoccer.org/registrationages.
For example, if a player is 12 years old on July 31 then s/he must play in a U13 (or older) age
group. The “U13” designation means "under 13 years of age as of the end of July 31." Players
may "play-up" or be younger than their age group, skill and team permitting. Players are not
allowed to "play-down" or be older than their age group. At PASC, the age groups are named
according to the end of the year (e.g., 99G would include girls born on or after August 1, 1998).

City of Palo Alto: Also, know as “The City” or “CPA”: CPA distributes all fields for the
City, works with Club field coordinator.

Class 1/Division 1: The highest level of competition within CYSA-N. Teams must earn a spot
in Class 1, typically by winning their Class 3 division in the Fall season. Class 1 teams typically
compete throughout the whole year and generally travel more than Class 3 teams. “Abronzino”
is the fall playing league for Class 1 teams in the District 2 region of the Northern California
Youth Soccer Association (CYSA-N). Premier (Division 1 or Class 1) soccer is the highest level
of competition offered by CYSA-N. Teams that compete at this level are invited to play in
Abronzino based on their previous fall record. Named in honor of Umberto Abronzino, a
founding force in SF Bay Area soccer.

There is no Class 2/Division 2

Class 3/Division 3: The primary competitive level of play in CYSA. PASC teams typically play
in two CYSA leagues:

   1. Redwood Junior Soccer League: Both the Registration League for D2 of CYSA-N and
      the name of a playing league within the Redwood Registration League.

   2. Delgado: Teams can be “released” by RWL to play in Delgado, which means they need
      to fill a release form, and usually pay extra fee (release fee). In general, the Delgado
      League extends from Mountain View south to Gilroy/Monterey.

Class 4/Divison 4: Recreational level soccer (typically, AYSO or “AY”).

CYSA (or “CYSA-N” or “CY”): California Youth Soccer Association - North. One of the
competitive soccer leagues in Northern California. CYSA-N includes Class 1 and Class 3
playing leagues. Clubs register to play CY via a “registration” league (for PASC, the Redwood
league) and can play in various “playing” leagues (for PASC, Class 1 playing league is
Abronzino; Class 3 playing leagues include Redwood and Delgado). Unlike AYSO, there are
typically tryouts and coaches and referees are paid professionals.
CYSA ID #: Every player and adult that registers for CY receives a unique identification
number. For players, the ID consists of the first and last initials of the player’s name, followed
by the two digit birthdate (month/day/year) followed by the mother’s two digit birthdate
(month/day). For example, Player John Smith, born on January 12, 2000 whose mother was
born on October 15 would have the following CYSA ID: JS0112001015.

District 2 (or D2): District 2 is the region within CYSA-N that includes PA. D2 encompasses
the area from Burlingame to Gilroy to Monterey.

Game Card: A card with the player names/roster for that particular game. Given to the referee,
often kept by the coaches. For Picture of CYSA game card, see Appendix A

Goldenrod: The yellow sheet of paper generated by CYSA from your registration papers and
part of the registration packet returned to each team that registers with CY. The goldenrod is the
official team roster and includes all team information. It should be laminated and brought to
every game along with player passes and POB. For picture, see Appendix B.

NorCal: The Northern California playing league of U.S. Club. Game cards for NorCal are
printed out from on-line site. www.norcalpremier.com

PASC team names: Palo Alto Soccer Club requires teams to use the club convention to name the
teams with the following format: [Year][gender][color], e.g., 00G Blue, or 01B White. A team
nick name can be used and added at the end of the above team name, e.g., 00G Blue Thunders, or
01B White Gunners.

Passes/Cards: All players must have an identification card with their picture and information.
All adults on the player side of the field must also have passes. This includes coach, assistant
coach and, optionally, manager. Cards are generated by league in which the team is registered.
They should be laminated and brought to every game. Player passes from the Fall season can be
used in spring. New passes will be generated for the fall team. For picture of CY pass, see
Appendix B.

Proof of Birth (POB): Documentation showing the player’s birthdate, either a birth certificate
or passport. POB should be brought to every game.

R002: The US Club player registration form.

Roster: The players on a particular team. For age-groups, U10 (Fall) and below, the maximum
roster size is 13, with 8 players on the field. For age groups U10 (spring) and above, the
maximum roster size is 18, with 11 players on the field.

TRUMBA: The centralized on-line field reservation system for PASC showing both practice
and game fields reserved and available.
http://www.trumba.com/calendars/pasc_game_times
US Club: A non-profit organization (National Affiliate member of the United States Soccer
Federation) that supports and develops competitive soccer clubs by registering players,
sanctioning teams, leagues, tournaments and other soccer programs.
NEW TEAM FORMATION- MANAGER
CHOICE
       The manager position is open to any parent on the team. For a new team, the coach will
have a meeting and request volunteers or may ask a parent to be manager. A parent must step up
to manage or the team cannot continue.




MANAGER DUTIES

Congratulations on joining PASC and volunteering to be manager to help your team. First of
all, you are not alone. If you have any question or need any help, just contact the club manager
coordinator (Huaiyu Mi, huaiyumi@yahoo.com, or 650-799-3019).

What does the manager do?
The primary job of the manager is to oversee (not do yourself) team administration, including:
     registering the team for league play and any tournaments the coach wants the team to
       play in
     scheduling games/scrimmages and making sure nets are up and refs are paid for home
       games
     ordering uniforms
     setting up a bank account (or if existing, changing names on account)
     advertising for and running tryouts
     recruiting as directed by the coach
     be the liaison with coach and Club
     communications with the team

Before you quit, please note that the team manager(s) should NOT do all these jobs themselves.
Team jobs (registration, scheduling, treasurer, uniforms, nets, etc.) should be delegated to parent
volunteers, although, typically, a manager will take on at least one of the “big” jobs – scheduling
or registration. Many managers choose to do scheduling.

What does the manager NOT do?
The manager plays a critical role, but there are several things managers do not do in PASC,
including:
      make any roster decisions
      make any decisions about playing time
These decisions are made by the coach.
Additionally the manager should not coach players on the sidelines, take action alone regarding
the coach's performance, or decide who is the coach (this decision is made by the club coaching
director, Rob Becerra). See the PASC website (www.pasoccerclub.org) under "PASC
guidelines for team manager position."
(http://www.pasoccerclub.org/files/pasc_team_manager_guidelines.pdf)

Can we have co-managers?
Many teams decide to have co-managers and split the duties involved.




MANAGER COMMUNICATION

  One of your most important jobs as manager is to communicate with your coach, your team
                     parents, the club and the league you are playing in.

What to do first?
   Meet with your coach in order to determine playing league for your team that season,
      practice days, and times preferences. Determine a date for a team meeting in order to
      recruit volunteers for the many jobs that need to be covered. Email all parents of the date
      of the team meeting. You will generally need to have a team meeting in January (or even
      December) after the December tryouts, and in May (end of spring season) or August (just
      before fall). Having a team meeting in May allows you to obtain necessary materials for
      registration for the fall season, with registration beginning in July.
   find out the name of the manager of your coach's other team (if there is one). You will
      need to coordinate with this person and developing a rapport right away will be
      invaluable.
   Before the entire team meets, if you are an established team and have questions/issues,
      you may want to schedule a meeting with your coach and managers (or even other
      management positions on your team) to cover and clarify topics that will be discussed at
      the team meeting.

Team meeting

Schedule as soon as possible, with a date approved by the coach. Every player MUST have an
adult attend the meeting. See the PASC website link for team meeting agenda example
(http://www.pasoccerclub.org/files/sample_parentmeeting_agenda.doc ). The coach is
responsible for the agenda in general but if he/she would like this format could be helpful to
them for you to prepare. It is also helpful to prepare a team fact sheet (see sample at
http://www.pasoccerclub.org/files/factsheetsample.pdf). Goals of the meeting:

   1. Parent volunteers- you will need parent volunteers for registrar, treasurer and uniforms
      right away (assuming you are doing the scheduling yourself or getting another volunteer
      for that later). These are critical jobs and you cannot do this all yourself! In addition,
      every team U11 and older needs to have a club level volunteer. Additional jobs are snack
      coordinator (made exceedingly easy with sites like teamsnap, to be mentioned later),
      equipment manager (handles the teams practice balls, games balls and bench), nets
       up/down volunteer coordinator, possibly carpool coordinator, and team party coordinator.
       Remember, this team is a cooperative enterprise and every family must contribute if
       possible!

   2. Notify the families of playing league, game days, per the coach's decision.

   3. Have the coach explain his/her philosophy in terms of goals of the team, playing time,
      size of roster. Whether you believe it or not, issues of playing time and roster size WILL
      be discussed by team parents, so best if the coach addresses these up front with all
      families.

   4. Bring initial roster (see PASC website for example, under forms) from tryout
      information, and complete all missing information in order to form a team directory.

   5. Get to know the families and players on your team!

After the meeting

Prepare a team directory and email copies to all team parents.

Request PA utility numbers for all team members that are PA residents. This will be needed
later and might as well be done now (and families may not be available when it is requested). If
prior manager does not have a template already, this will be sent by the PASC manager
coordinator. Just store in a file for now.

Select a way to communicate with your team. For some, a yahoo group suffices, and will
handle your needs. If you would like more support and less need to constantly send out
information, we have found that team snap for team communication works great.
(www.teamsnap.com). We have no financial interest in this site, just find it very helpful.
Teamsnap is a website specifically designed for sports teams and makes life much easier. For
the basic fee of about $7/month, the site has a template for you to enter information about each
player, games, locations etc. Once the information is entered the first time, it is very easy. After
the games are entered they will show on an availability page that players can check off. In
addition a snack list is generated that team members can sign up for. The team members can
also set when they want to be reminded before games, taking that off your plate. For a new
manager this is a great tool and with a roster of 15 players, results in less than an additional $7
per player/year, well worth it.

If your coach has expressed flexibility on practice days/times please email the team to get a
consensus on wishes. Usually the coach will have some restrictions and determine the days and
time, and field availability will also determine this. As soon as the days and times are known,
notify the team of this information.

Create a team fact sheet (see PASC website example under forms and Appendix D). This will
be helpful information when tryouts come around, and can be shared with prospective players.
You can also create a team philosophy sheet if the coach would like to write this.
    Contact the club president or manager coordinator to issue an authorization letter to open
     a team bank account. You need 2 signees for the account, usually the team treasurer and
     the team manager. The advantage of such a team bank account is that it is under the
     PASC non-profit organization umbrella, so it does not need to keep a balance. Go with
     the treasurer (if already established) to open bank account (or change names). Details in
     following pages. Most registration checks need to be written on team checks, so get this
     done ASAP.
    Find out uniform ordering deadline and get your uniform coordinator on the job (Deirdre
     Shipstead is Club uniform coordinator - shipstead@mindspring.com). The deadline for
     spring is usually end of March and for Fall, it is typically May.
    Contact John Shields or current RWL webmaster (webmaster@RedwoodSoccer.org) to
     get your name added to manager list.
    Contact Huaiyu Mi (huaiyumi@yahoo.com) or current PASC manager coordinator to get
     your name added to directory as manager and to be included on all pertinent club emails.
    Contact Bob Wachs (pascfields@comcast.net) or current PASC field coordinator to be
     added to his distribution list.
    Send the name and email contact of your uniform coordinator, as well as yourself, to
     Deirdre Shipstead (shipstead@mindspring.com).
    Forward all information from the club on to your team, or team parents that is
     responsible. If you receive information about uniforms, make sure your uniform
     coordinator is on the distribution list to receive it. Club events will go to the managers
     for distribution out to their teams.
    At the start of the fall season, take some time to discuss tryouts with your coach. Several
     situations could exist (team entering expansion year - current U10 that will be U11 in the
     fall, trying to form two teams where one exists, etc) and you need to discuss the
     circumstances of the team with your coach.
    Place ads at RWL (or other league) site and PASC website for new players if needed.
     See the PASC website "looking for players" section for examples.
    If you have a question that another parent on your team (that might have held this job
     before) can't answer, check the PASC website for manager coordinator or other specific
     job, for help. In addition, the club meeting monthly has time set aside for concerns as
     well.

DEALING WITH CONFLICTS
The PASC has a communication policy that is very helpful (see communication plan in forms
section). Just remember, your job is to facilitate communication with the coach, but not
comment on players or the issues their parents have. If a family has an issue with playing time
or any other situation with their child, they need to address the coach themselves. If two parents
on your team are having issues, try to facilitate a conversation, or ask the coach for help. If this
does not resolve the situation contact the club board for help.

DEALING WITH INTERESTED PLAYERS
You will receive calls from interested players (their parents). Please discuss ahead of time with
your coach how he/she would like you to handle this. If there are open spots on the roster, some
coaches might have a policy that all interested players are welcome to attend any practice, to
meet the team and coach and be evaluated. Some coaches may wish to speak to the players.
Please clarify in advance but you can always get the information, thank them for their interest
and tell them you will contact your coach and one of you will be in touch.

Avoid poaching. CYSA has strict rules about poaching. As the team manager, you should be
particularly careful not to poach players from other teams. For details of the policy, please click
the following link: http://www.cysadistrict2.org/d2policies/poachingguidelines.pdf.
REGISTRATION

SEASONS OF PLAY

       Spring season is from the first weekend in April through the first of June. Practice may
       have started in winter or not until March, depending on the coach. Registration is due
       March 1. Spring season is a "paper league" and more informal than fall. Some teams
       may not play in the spring, although most PASC teams do.

       The fall season runs from the first weekend after Labor Day through the second weekend
       of November. For U10 (or younger) teams playing in district 2 jamboree, this extends
       the season through the first weekend in December. Most teams begin training by August
       and may do a concentrated weeklong mandatory "camp" run by the coach, or have been
       training at least weekly during the summer.




What Playing League?
Ask your coach what playing league(s) s/he wants the team to play in. The choice will likely be
affected by your coach balancing several teams (and trying to avoid conflicts in coaching on
game days).

    CYSA: Until recently, most competitive Club teams in the area played CYSA
     (California Youth Soccer Association) or “CY.” The CY Registration League for PASC
     is the Redwood League (RWL) (www.redwoodsoccer.org). Within the Redwood
     Registration League, there are different “playing” leagues, including a Class 1 league
     (Abronzino) in the Fall and several Class 3 leagues in spring and Fall. Virtually all new
     PASC teams are Class 3 and typically play in either the Redwood playing league
     (roughly PA north to SSF) or the Delgado playing league (roughly PA south to Gilroy
     area) in the Fall. Some teams play in the D2 spring league in the spring.
    US Club: In the past few years, the US Club (“Norcal” is the playing league in N.
     California) has emerged as an alternative to CY, and playing in the Norcal league has
     become a more popular option (www.norcalpremier.com).
CY (Redwood) Registration
Registration

Registration is a fairly long procedure, so get your volunteer registrar in place right away and
have them get started. Before each playing season a list of the registration process will be sent
out by our club registrars (ex 2009 fall registration instructions include here). This is great
information, but the following goes into a bit more detail for new managers.

            Get into the Redwood System: In order for the manager and registrar to get the
             team into the system, you need to have a Redwood Soccer League (RWL)
             username and password. As per new manager instructions, besides entering you
             into the RWL system, your registrar needs to be added as well. Again, contact
             John Shield, or current Redwood League Webmaster, at
             webmaster@RedwoodSoccer.org and tell him that you need to be entered into the
             RWL system.
            Player Registration: For the spring season, players continuing from the Fall do
             not need new passes. For players new to CY in the spring and for all players in
             the Fall, you will need the following documents to register new players with
             RWL:
                          two completed 1601 forms, which can be found at
                             http://www.cysanorth.org/images/pdfs/forms/registration/cysamem
                             bershipform1601rev1208.pdf .
                          1601 forms for continuing CY players are available through the
                             Redwood site. If the player is transferring from a different team or
                             club, you will need ask the Club registrars (or their current
                             registrar) to release them so that you can print out their forms
                          one of the 1601 forms must be signed in BLUE ink. This is critical
                             and please remind all parents, or you will be doing a lot of extra
                             work getting them redone!
                          a 1”x1.5” head shot of the player (no hats, no sunglasses, no
                             profile) (see, Appendix E if you choose to use digital photos
                             printed on label paper)
                          Proof of Birthdate: a copy of your child’s birth certificate or
                             passport showing birthdate
            Adult Registration: Adults on the same side of the field as the players also need
             a pass. Therefore, you must also register the coach(es). You can also choose to
             register the manager (or other adult) in case the coaches cannot make the game.
             For each adult, you will need:
                          Two completed 1628 forms, which can be found at
                         http://www.cysanorth.org/images/pdfs/forms/registration/fill-
                         inform1628teamofficialregistrationriskmanagementdisclsoureformrev1
                         2-2007.pdf.
                          one of the 1628 forms must be signed in BLUE ink
                          a 1”x1.5” head shot (no hats, no sunglasses, no profile)
                 a copy of the coach’s coaching license
                 a copy of the driver’s license for each adult registering
    Money: Currently, the following registration fees apply:
                 $40/player
                 $40/player in SPRING ONLY for players NEW to CYSA
                 $6/adult
                 Extra fees for “releases” to other playing leagues (Abronzino,
                    Delgado).
                 Check Redwood site for changes in amounts.
    Turn in your packet (forms, pictures, check, POB) to Deirdre Shipstead (3393
     Kenneth Drive) as instructed. Make sure to write your first tournament date in the
     appropriate place on the outside of the envelope to get your paper work back in
     time
    What you will get back from Redwood League Registrar (via our club
     registrars):
                 Player passes: The pictures will be placed on small cards that
                    show the player’s information. These passes MUST be shown to
                    the ref at every game. In the packet you get back, they come in
                    perforated sheets – with one membership pass and one
                    membership card for each player/adult. The member pass portion
                    (including picture) should be separated from the sheet, laminated,
                    hole punched and placed on a key ring for safe keeping. Adult
                    passes first, then player passes in alphabetical order. See,
                    Appendix B for example of CY player pass.
                 POB: you will get your birth certificates/passports back. These
                    should be placed in a binder/folder and, along with the laminated
                    passes. In the past, these were brought to every game. Due to
                    privacy concerns, this is no longer encouraged or allowed. The
                    registration of your players for league play and tournament play
                    should already have ensured that they are of the correct playing
                    age. Do not bring the birth certificates in the binder with other
                    team information. If there is confusion keep safe separately in
                    another folder.
                 Goldenrod: A yellow sheet of paper listing the official roster,
                    including names, birthdays, CY etc., numbers. Make some copies
                    and laminate the original, then put in the team binder as the first
                    page. Remember, when you add or drop players a new goldenrod
                    will be generated so make sure to laminate this and add. See
                    Appendix B for example of goldenrod.
                 Game cards: Some of these for your home games will be included
                    with your packet when returned.


The club registrars will notify the teams by email when the packets are returned
and ready for pick up at one of their houses. Remember, the sooner you get your
materials into the league for processing, the sooner they will be returned.
Adding/Release/Transferring Players (per PASC registrar Bev Smolich)

       Use form 1606- available online at http://www.cysanorth.org/Forms and
       Manuals/Registration Forms, or http://www.pasoccerclub.org/page.php?page_id=626.
       Follow instructions on form carefully. Note that player passes must accompany release
       or transfer requests.

       Adding players (players not already registered on a CYSA team this playing year- Sept 1
       2009 to Aug 31 2010)

       For adding players, in addition to the 1606 form you must register them as a new player
       in CYSA, as for Fall registration- register player/parents online, fill out 1601 (original
       and 1 copy, or 2 originals), provide 1x1 photo and POB, and $40 fee payable to Redwood
       League. Also you need to print out a new team transmittal and submit that with your
       paperwork. You will receive a new goldenrod with the new player pass. An additional
       $135 for club fees is payable to PASC-mail directly to the club treasurer Birol Becan at
       246 Monroe Dr, Mountain View 94040. There’s no limit to the adds a team can have,
       however roster can’t exceed 18 (13 for younger teams) at any time.

       Transferring players (moving a player from 1 team to another)
       To transfer a player, the fee is $5 to CYSA District II, and $135 to the club (if they are
       from a different club). Teams are allowed 3 transfers onto their roster for the whole year
       (4th and 5th are allowed for State Cup only, U14-19). Fill out the transfer section of the
       1606. A new photo is also needed (in addition to submitting the old pass). A new pass
       will be generated. There is no limit to the number of players a team can transfer off their
       roster during the year.

       Regarding approval signatures:
      If you have a player transferring from one Redwood league team to another Redwood
       team then ALL the signatures with the exception of the league/district signatures need to
       be filled in before it goes to Deirdre’s dropbox (#1, 2, and 5 in the signature block).
      If you have a player transferring from one league to another league then the signature
       from the parent and team rep needs to be filled in (#1 and 2) before it goes to Deirdre’s
       dropbox.

Adding an adult

To add an adult to your team, follow the same process for fall registration (1628 pink form,
photo, driver’s/coach’s license, PCA, $6 to Redwood League), in addition to filling out the add
section of the 1606 form. Include an updated transmittal from the RWL site with your
paperwork. Even if the adult is registered with another team, the process is the same- the league
will generate another pass for the new team (so for every team an adult is registered for, they
have a separate pass). You don’t need to include the existing passes for that adult with the 1606
form.
Releasing players
A player is released from a team only when they are not going to play on another team in the
same seasonal year. If you release a player and then they decide they want to play again for
another team, you have to first add them back to your team, using up 1 of your 3 allowable
transfers. So be very careful before a player is released, as it could negatively affect both them
and your team. Please plan carefully!


Submitting forms
Everything except the club fee check should be put into a large envelope (at least 8x10), clearly
marked with your official team name (i.e. PASC 96B BLUE), and dropped off at Deirdre
Shipstead’s (or current registrar) inbox at 3393 Kenneth Drive in Palo Alto. The PASC club fee
check goes to Birol Becan, club treasurer, at 246 Monroe Dr., Mountain View 94040. Write in
the comment line what the check is for (i.e. new player for 96B Blue).

Allow 14 days for a change of status to be processed. PASC registrars (Bev Smolich/Deirdre
Shipstead) will let you know when the pass and new goldenrod is available for pick-up. The
player can’t play until the pass is ready.
NorCal Registration
        U.S. Club System: You need to contact the PASC US Club Representative in order to
establish your team (e.g., 00G Blue Thunder) in the proper age group (U10, born after 7/31/99)
along with the team contacts (Coach, Asst. Coach, and Manager) in the US Club system
(http://www.usclubsoccer.org/default.aspx). The PASC US Club Representative will need:
names, team contact positions/responsibilities, phone numbers, addresses, and e-mail addresses.
Each team contact will be assigned a login name and password by the PASC US Club
Representative for entry into the US Club system/website and NorCal Website.
             Registration:
                Adults (team contacts): Adults need to go to the Staff Background Check link
            (http://www.usclubsoccer.org/main.aspx?sec_id=15&guid=8236fefa-6eed-47c7-
            9440-dc9ddd5ce8b8) on the US Club website and complete the on-line background
            check form/template. No team contact (adult) card will be issued without completing
            and passing the US Club background check (no background check/no adult card).
            Further, each adult will need to submit a 1x1 photo. Since you will most likely be
            needing your adult photos numerous times over the course of multiple seasons, it is
            recommended that you obtain digital photos (the adults provide or the Team
            Registrar/Manager takes digital photos) and prints hard copies rather than obtaining
            one time hard copies (assuming the Team Registrar has access to adequate computer
            technology). Digital photos can be managed using the team photo template (see
            attachment X).
                Players:
                 Each player will need a Form R002 completed and signed by a parent or
                    guardian. R002s can be obtained at:
                    http://www.usclubsoccer.org/Files/CLUB_REGIS_MED_AUTH_FORM.pdf.
                 Each player must submit the completed and signed form to the Team Registrar
                    or Manager, whoever the team has determined is responsible for team
                    registration (no form/no player pass).
                 Each player must also submit you will also need copies of each player's proof
                    of birth (POB) and a 1x1 digital photo (head shot, no hats, no headbands, etc).
                    The Team Registrar will need to scan the POBs and download them into the
                    US Club website. As such, requesting electronic versions of the POB is
                    critical if you don’t have access to an efficient scanner. In addition, it is
                    recommended that you obtain digital photos (the parents provide or the Team
                    Registrar/Manager takes digital photos) and prints hard copies rather than
                    obtaining one-time hard copies (assuming the Team Registrar/Manager has
                    access to adequate computer technology).
                 Once the team contacts are in the system, you can enter all of your player
                    information using the R002 along with their jersey number at the following
                    link:
                    https://www.usclubsoccer.org/members/player.aspx?sec_id=28&guid=fdcece
                    b4-24ed-48a8-ae80-07e2e274a628.Make sure that the box at the top has your
                    team name indicated correctly (you want to make sure you are crossing up
                    with another team). Enter the POBs for each player into their file.
                  When all of the above is done, deliver hard copies of the adult 1x1 photos
                   (with their last name written on the back of the photo) and each player's R002
                   and 1x1 photo (with their last name written on the back of the photo) along
                   with a credit card number, credit card type (MasterCard and Visa are the only
                   accepted credit cards) and the 3 digit security code (on the back of the card) to
                   the PASC US Club Representative. The cost as of 2008/2009 is:
                       Competitive players, U12 through U20 (1 year pass): $16/player
                       Competitive players below U12 (1 year pass): $12/player
                       Staff/Team Contacts (2 year pass): $15/adult

At that point, the US Club Representative will order your cards/passes and contact you when
they are ready to be picked up. Usually the turn around is 2-3 days if everything is correct. Be
careful with transfers from other teams. They must be released or it takes a long time and lots of
effort to get them their player pass. If you are releasing a player, please let the US Club
Representative know so that he/she can transfer them to their new team.

       Team Registration (NorCal): Go to the NorCal website at
       http://www.norcalpremier.com/. Hit the “My Teams” link in the top right corner. You
       should now see a bunch of “Upcoming Tournaments and Events” boxes in the middle of
       the screen. Click on the tournament or event you are registering for (e.g., Fall League,
       Region 2 U9-U10: 2009) by hitting “Apply Today”. In the middle of the screen, you
       should see a bullet stating “If you have never applied before you can create an account by
       clicking here”. Click on the “here” and complete the “Create Your Account” (use your
       US Club password in the appropriate boxes). Now, complete each section of the
       application checklist (Team, Contacts, Terms, Team Information, Official Roster and
       Payment). Each will change color as you go from red to green when submitted/completed
       appropriately.
TOURNAMENTS/CUPS
         Talk to your coach about what tournaments s/he wants to do for your age group/level. It
is best to do this right away, when you have a management meeting (see communication). There
are several centralized sites for listings of tournaments, including www.gotsoccer.com. Apply
early to make sure you are accepted. Please check with your coach and the tournament website to
determine if it is appropriate for you.

       The rules for registering and playing in tournaments vary. Some tournaments accept CY
passes only, some accept US Club (NorCal) only and some accept either. CY only tournaments
may be Class 1 only, some Class 3 only and some have different weekends for Class 1 and Class
3. Some tournaments allow guest players while some do not. Guest players from outside the
Club will need to fill in a loan form signed by their coach and your coach for the appropriate
dates.

        Once it has been decided which tournament(s) the team wants to go to, get a parent to
volunteer as the Tournament Director and do registration. Most CY tournaments use the online
form. Changes cannot be made online. Also note that the form requests divisions rather than
classes. Division 1 is Class 1, Division 3 is the same as Class 3. The following is the link:
(http://www.cysanorth.org/images/pdfs/forms/tournaments/reportingforms/cysateamapplicationf
oracysasanctionedtournament.pdf.) Team Tournament Application Procedures (from the CYSA
north website) are as follows:

Applying to a CYSA Tournament
   1. Teams may begin applying to tournament for the new season 2009/2010. Tournament
      application deadlines are eight (8) weeks prior to the tournament weekend. Because
      some tournaments receive more applications than can be accommodated, each
      tournament reserves the right to close the tournament to further applications prior to the
      application deadline. This policy is in place so that rejected teams have the opportunity
      to apply to other tournaments.
   2. All tournament applications must be sent to your District Tournament Coordinators for
      verification and approval except for Association Cup, Founders' Cup, State Cup, District
      Events and Jamborees.
   3. If any of these requirements are not met, your application will be returned to you without
      being approved:
                  1. Complete the entire application form, except for the District tournament
                      Coordinator Box.
                  2. Sign the application indicating that you have read and understand the
                      CYSA Policies listed on the back of the application form.
                  3. All applications must contain complete birth dates e.g. 05/02/90, 03/16/95,
                      for each player on the roster.
                  4. Include a check or money order payable to the tournament to which you
                      are applying for the amount of the entry fee.
                  5. Include an envelope addressed to the tournament that you are applying to
                      and with proper postage affixed.
                  6. Mail the application, entry fees and envelope to your District Tournament
                      Coordinator for his/her approval.
   4. No team is authorized to forward a tournament application or check to a tournament
      without first receiving DTC approval.
   5. You may apply to only one tournament per weekend, whether CYSA, Out of State or
      foreign.

Your team tournament director should also coordinate check-in, which may be the night before
the tournament actually begins. The following are several tournaments popular with the PASC
teams:

TALL TREES: PASC hosts the Tall Trees tournament every September (last weekend of
September). This is a U11-U14 Class 3 tournament, but it may also include U9 and U10 in the
future. All eligible PASC teams should plan on participating.

Other tournaments/cups include:
District 2 Cup (D2 Cup): open to all teams who played CY during the Fall. For younger age
groups (U9-U10) it is typically the first weekend in December. It is called a jamboree since CY
does not support this younger age group playing a full tournament. For older age groups will
typically be end of November (not Thanksgiving weekend).

State Cup/Association Cup/Founders Cup: This tournament is typically for U11 and older
teams. Class 1 teams will participate in State Cup, and Class 3 teams will participate in
Association Cup. Teams that play in the CYSA fall league (Redwood, Delgado, and Abronzino)
are eligible to participate in the tournaments. CY State Cups with several games spread
throughout winter (Jan- Feb) for U11-U13, and in Spring (April to May) for U14 and older
teams.

NorCal State Cup: Ongoing throughout the Fall season. Involves 3-4 games spread out
through Sept-Nov, then 1 or 2 weekends of playoffs. Travel may be necessary as includes teams
from all of Northern California.

Soccer by the Bay: Large tournament with Class 1 and Class 3 brackets held on separate
weekends in August, usually the third weekend.
BANKING
Every team within PASC needs their own separate bank account. PASC has an agreement with
Washington Mutual (now Chase) on Middlefield Road in Midtown to have no fee checking
accounts for PASC teams.


Getting the Bank Account Set Up
As CY registration fees need to be drawn on team accounts, set up the account as soon as
possible. To do this:
    get a parent to volunteer as treasurer
    ask the Club President or the manager coordinator for a letter to the bank (Chase) on Club
       letterhead authorizing the manager(s) and treasurer to set up the account (or change the
       names on the account). Current club president is Steve Kelsey (kelsatmontara@aol.com)
       and manager coordinator is Huaiyu Mi (huaiyumi@yahoo.com).
    go into Chase (Midtown Palo Alto on Middlefield) with ID and the letter and set
       up/change the names on the account. All persons who will have signatory authority need
       to be there in person. Up to 3 people can have signing power.


Scholarships
The Club scholarship policy is found at http://www.pasoccerclub.org/page.php?page_id=746.
Players are supposed to apply for scholarships at tryouts, but this doesn’t always happen. NEW
PASC policy is to have a scholarship application sheet given out to all players at tryouts, thus
allowing them to then contact you about need. The status of returning players is usually already
known, or they have made a request previously. It is important to get the request in early as
there may not be enough scholarship money through the club to cover every player, especially
late requests. If you have player requesting a scholarship after the fact, contact the Club
President to determine how to proceed.


Calculating Fees
As you will want to set up the account by depositing checks, you will need to figure out how
much each parent owes. Here are the things to consider in determining fees for a season:
    Club Fees: $135/player (waived for 1 manager and scholarship players)
    Field Fees: Grass fields are $2/hour and Mayfield and Cubberley football (turf) is
       $30/hour. Calculate your total based on the number of practices (usually 1.5 hours each)
       and games a week (usually 2 practices and one game per week during season).
    Coaching Fees: Coaches are paid per month (you can ask coaching director for copy of
     your coach’s contract so that you can see what their monthly rate is). The contract is for
     a 3/month period of the season. Example: for a coach with a contract rate of
     $1300/month at least $3600 in coaching fees will be due, so divide the total by the
     number of players. Any extra practices (summer/winter off-season) should also be taken
     into account in determining per player cost. Scholarship policy outlines what scholarship
     players are expected to contribute to coaching fees.
    Uniforms: Uniforms are approximately $100 for a full kit (not including backpacks)
    Tournament Fees: Many teams like to collect up front for tournament fees so they don’t
     have to go back to parents for more later. However, if you don’t know what tournaments
     your coach wants to do, it is better to collect for what you know and come back later
     pending tournament decisions.
    Social Fees: Some teams collect an extra for a social slush fund – that is up to you and
     your team
    Additional Expenses: You may also want to budget for things like benches (about $100
     and well worth it), tents, etc.

Once you have calculated what each player owes, it is a good idea to have them turn in a check
with their forms/pictures/birth certificate. This can be done at a team meeting.

All checks to the team should be made out to include the PASC team designation. For example,
all of the following are acceptable:
      PASC 99G Blue
      99G Blue
      99G Blue Hurricanes
CLUB REQUIREMENTS

1. Roster for the CPA:                In addition to your league roster, the Club will also need a
roster of your players with the following additional information: Palo Alto Utility No. (if Palo
Alto resident) and School attended. The CPA requires this information for field priority – those
with CPA Utility Numbers and/or who attend PAUSD schools even if non Palo Alto residents
(e.g., parents are PAUSD teachers or Stanford residents) are considered “residents” by the City.
The club manager will send the template for information to you.

2. Fees Payable to the Club:                   You will need to submit the following checks to
the Club:
(1) Club fee: $135/player for 2009 Fall. Club fee can be waived for the following players:
            Scholarship players. Please see the club scholarship section below for more details
             about the club scholarship player policy.
            Team manager. Each team gets one waive for the team manager position.
            RWL required club level volunteers.
(2) Coaching Fees: The entire coaching fee should be submitted upon registration. If there is
any difficulty collecting the coaching fee for the entire season, the first month coaching fee
should be submitted upon registration, and the remaining dues should be submitted before the
start of the season. The exact amount of coaching fee can be found in the coach contract. The
manager usually gets a copy of the contract from the club secretary.
(3) Field Fees: Once a season, you will receive a field fee calculation sheet and the amount
indicated should be mailed in.

All checks should be made out to PASC and mailed to:

Birol Becan (he is the current treasurer)
PASC Treasurer
246 Monroe Dr
Mountain View, CA 94040
SCHEDULING
The club scheduler is Bob Wachs <pascfields@comcast.net>
Each team should have a Team Scheduler. In general, each season, scheduling is divided into
two parts.

   1)   PRACTICE SCHEDULING – Your coach is responsible for obtaining
        practice fields via the Club. He/she will attend a meeting with the club and will need to
        have requests ready. If your coach desires input, this needs to be communicated before
        the meeting with our club. Then go to TRUMBA and check your field assignments for
        your upcoming season (assuming your coach has submitted the request). If you note any
        errors, please make sure to make contact with your coach. If you will be practicing in the
        winter, consider the cost of turf fields in your budget, but also to allow you to practice
        when grass fields are wet (even if the rain has cleared).

   2)   GAME SCHEDULING - As soon as your league announces the weekend
        game schedules, you can start scheduling the exact date, time and field for each home
        game. Although it usually appears the dates listed is precise, in actuality, typically, either
        Saturday or Sunday of that weekend can be used. You need to contact your scheduling
        counterpart on each opposing team (look at your leagues brackets to find contact
        information for your scheduling counterpart) to find
        out if they have any restrictions for your home games and to convey any
        restrictions your team has for their home games (coach scheduling conflicts, etc.). Their
        contact information will be listed with their team on the RWL (or other league) site. The
        sooner you contact the opposing team and set up a time, the better the field availability
        will be. Scheduling with some opponents can more challenging than others, so be patient
        and cordial, but determined!
   3)
        When you are ready to schedule a game, go to TRUMBA
        www.trumba.com/calendars/pasc_game_times; password: 1776. Find an available game
        slot on the appropriate field (for instance, U9-U10 teams use Cubberley North, Seale
        Park or JLS #4. Older age groups will use other fields and you can check with our field
        coordinator (pascfields@comcast.net) if you need help in determining which fields to
        use. Also note that in the game times listed, the start time must be the start of your game.
        That is despite being a younger team without need of the entire time slot, you cannot
        adjust your game later within that slot. The reason for this is to allow refs to move
        quickly from one game to the next. The first number of your game slot time must be the
        start time of your game. Check the possible games slots and note several possibilities.
        Then email the PASC Scheduler at pascfields@comcast.net with your choice of 3 or 4
        acceptable, available game sites/times and convey them to him/her in the
        following format:
       4/4/09: 00G Blue Thunder vs MVLA Monsoon Blue (any Cubberley North slot) or
       4/5/09 Seale Park at 2:00 PM.

       Be sure the game slots you are requesting are not already taken by another team when
       you request it. Please make sure your team name and playing league is prominently
       displayed in the e-mail request.

       The PASC Scheduler will assign you a game slot and write back to you. After being
       assigned a slot, you must verify (double check) the game slot is written correctly on
       TRUMBA and check the RWL website (regardless what league you are playing in:
       Abronzino, RWL, Delgado or NorCal) to confirm it is showing accurately there so that
       referees will be assigned to your game. If you detect any errors or have questions, please
       write back to the PASC Scheduler ASAP.

       For the older teams and to assure equity, each team will be assigned no more than 3 slots
       at Mayfield/Cubberley north (turf fields). If there are extra Mayfield times available, the
       PASC Scheduler is willing to consider using them, but that typically doesn’t occur until
       later in a season.


SCRIMMAGE SCHEDULING
Scrimmages at the beginning of a season or summer are a great way to keep in game shape.
During the prior season, talk to teams about possible scrimmages, especially if you know they
will not be playing in your league the next season (some coaches would prefer to scrimmage
teams they will not see the following season). You can also check the different league sites for a
team of your age group and contact the manager. Field and referee scheduling is done the same
as games, by contacting our field manager at pascfields@comcast.net.

GAME CHANGES/CANCELLATIONS/POSTPONE-
MENTS
If you need to make changes, please do so in the following format:

       “Was: 4/4 00G Blue Thunder vs MVLA Monsoon Blue, Cubberley North 12:30pm-2pm

       Desire: 4/5 00G Blue Thunder vs MVLA Monsoon Blue, Seale Park 9:30am-11am
       (Note: If you want a specific field and time, please request it. If it is not
       available, the PASC Scheduler will pick the closest time available from any field).

       Note that changes/cancellations must be made by the Wednesday 6 pm for games that
       weekend or the field and referees will need to be paid for. This policy is in place because
       referees will have passed on other games to work in order to cover yours, and would be
       left without work that weekend. So figure out any changes before this time.
CHECKING FOR REFEREE ASSIGNMENTS
   As your games get scheduled, keep checking the RWL site (or other) to see that referees
   have been assigned for your games. Remember, it is your responsibility to provide them
   for your home games. One week before, if not referees have been assigned, contact
   Bernardo Tapia (referee coordinator) to alert him.


FEES

   (1) FIELD FEES:
   - Up to 5 home games for refs and 3 Mayfield games.
   - Mayfield costs $30/hour/whole field, prorated. All Grass Fields cost $2/hour/whole
       field, prorated.
   - Practices are typically on a half field and last for 1.5 hours, so Mayfield costs $22.50
       and the grass fields $1.50 per practice.
   - Games are typically 1.75 hours (for older teams), so Mayfield costs $52.50 and Grass
       fields $4.00 per game.

   (2) REFEREES:
   Bernardo Tapia is our ref coordinator. If you have questions about
   the refs here is how to reach Bernardo:
   E-mail: <bernardo_tapia@live.com>
   Cell phone: 650-444-9572

   REFEREE FEE SCHEDULE:
   CYSA    NorCal*
   U9/10           (25m Halves)                 $30 Center   $25 AR
   U11/12  U9-U11 (30m Halves)                  $30 Center   $25 AR
   U13/14 U12-U14 (35m Halves)                  $35 Center   $30 AR
   U15/16 U15-U17 (40 Halves)                   $45 Center   $35 AR
   U17-U19         (45m Halves)                 $50 Center   $40 AR

   There is one CR and two ARs, so for a 25 minute half game you will need to pay the refs
   $80.

   Referees need to be paid by your team for all home games. If you have any away game
   scheduled on a Palo Alto field, make sure the other team brings the money to pay the
   refs.

   Procedure for paying refs:
   A. Bernardo makes referee receipt game card stickers (PASC website under forms)
       B. Referee receipt game card stickers are affixed to CYSA/Norcal game cards and extra
       sheets are printed and handed out for Norcal Game sheets. For Norcal please affix
       Referee Receipt sticker to envelope and stick game sheet in envelope and mail.
       C. Manager hands referee game card/sheet before the game.
       D. Upon completion of game referee signs game card as per CYSA/Norcal Rules and
       hands game card to manager.
       E. Manager hands referee envelope with cash/check
       F. Manager then hands game card/or envelope with Referee receipt sticker for referee's to
       sign that they received payment.
       G. Manager mails game card to me/ In case of red card the referee will send me the game
       card with explanation of red card
       H. Bernardo keeps tracks of all game cards received.
       I. Bernardo keeps tracks of referee payroll as usual
J. Any referee making over $600 in one year is 1099'd

NETS/FLAGS UP AND DOWN:
In general, the first club playing at a field must put up the nets and the last must take them down.
The PASC Scheduler will send out a notice each week specifying those responsibilities.

       - Cubberley nets & flags are in the lockbox near the Bleachers. Combo is 1776;
       remember to lock the net box after you are done.
       - Terman Nets are at Barbara Atmore's house at 4190 Willmar Drive, one block west of
       Terman/Donald, off Arastradero. Instructions for pick-up are posted there. They must be
       picked up there before the first game of the day and returned after the last game of the
       day.

       SAFETY NOTE: All nets must be anchored using the u-shaped rebar anchors or sand
       bags.

       Mayfield corner flags are in the storage area. Combo 8906. MAYFIELD RULES: The
       city is very concerned that we obey the field usage rules posted at
       Mayfield. As host, we must monitor other teams for compliance with the field usage
       rules. Food or beverages can only be used on the picnic tables. No Alcohol or Smoking
       at any PASC game! Mayfield is highly desirable and is run on a strict time schedule.
       Teams must exit the field when time slot is over. NO EXCEPTIONS! Be professional
       with the other user teams!

       FIELD INFORMATION: The city wants us to release unused fields early. Thus,
       PLEASE, consolidate your home schedules early and dot the i's and cross the t's in an
       effort to minimize changes.

       You are sure to have questions as your Team Scheduler progresses, so don't
       hesitate to ask the PASC Scheduler. The scheduler sends a lot of helpful information to
       help you navigate finding fields and times for practice and games, so save those emails!

       One last thought: The PASC Scheduler job is one of the most difficult volunteer jobs
PASC. His/her job is to make the season work as well as possible (regarding fields) for
your team. The vast majority of time this can be easily done. If a problem arises, the
PASC Scheduler will keep trying his/her best to solve it until no more can be done. But
please remember--some problems are easier to fix than others!
GAME DAY
  BRING TO EVERY GAME
      Player passes and adult and coaching passes (give these to the referee). Note that
       you cannot play a game without an adult with a valid pass.
      Referees are asked to enforce NO PASS - NO PLAY - NO EXCEPTIONS
      Game card - (Even if you are the Away Team - the Home Team might not have
       one.). CY game cards (Appendix A) are available from Club registrar (pre-
       printed). NorCal game cards can be printed out from NorCal site.
      Pre-printed (label) roster for game card (you'll also need to sign the game card).
       Website has game card format NEW lets include that link
      Official CYSA or US Club roster (golden rod copy from RWL) It is on yellow
       paper, hence the nick name
      Official USYSA registration forms (yellow copy) for each player - AKA Form
       1601
      a stamped envelope addressed to your playing league's referee coordinator. Give
       this to the referee to mail in the pass and send off report should one of your
       players get a red card
      First aid kit (including instant ice packs or ice) and cell phone. Program in the
       direct (7 digit) phone number of your local fire and police department. Dialing
       911 on a cell phone sends your phone call to CHP in Vallejo.
      FIFA Rules of the Game (it won't do you much good to argue with the ref, but
       you'll be able to look something up and get the moral victory).
      Copy of league rules and game durations as posted on this website.
      Money to pay refs.

  For home games, bring the above listed equipment to make sure the field is ready to play.

  DETAILS ABOUT GAME CARDS
  The game card serves as the referee's record of the game.
  In the fall, game card should be addressed and stamped for the referee to mail. When a
  red card is given in a game, the referee must turn in the game card along with his send off
  report and the player pass.
  For league games, fill out the back of the card with the field, date, time, and league.
  RWL and many playing leagues use online score reporting, game cards are used to
  confirm standings and resolve any disputes.
  You must use proper game cards - CYSA game cards for CY and NorCal for Norcal. CY
  game cards are normally provided to you by registrar (often in your registration packet).
  NorCal game cards can be printed out on-line.
  It is most convenient if you print your team roster on label stock. Don't delay games
  because you have to write each player's name on the game card!
  Sign the game card.
  If you are going to protest a game, write your issue on the game card.
Before you pay the referee on the field, make sure they sign the game card (on the referee
sticker provided by Bernardo) and return the game card to him.


BEFORE THE GAME
If you're the home team, check the field, get nets, corner flags up (assign a parent whose
job it is do this). It is the ref's job to check the conditions, it is your responsibility to fix
them, so fix them before the refs show up and prevent a delay of game.
If the weather is doubtful, check the field conditions the day before or early that AM to
assess the likelihood your game will be cancelled. For home games, rainout hotline in
Palo Alto is 329-2697. There is a large penalty for using the field when fields are closed,
so please follow the hotline guidelines. Turf fields (Lubberly football and Mayfield) are
not affected.
Have phone numbers of opponents and refs to notify them if game is cancelled.
Notify team members (or will be automatic with team snap) to wear appropriate color
jersey, but always bring alternate color for home games (we encourage our team to bring
alternates to ALL games). Remind of time to arrive for warm up, map to game, driving
time, and restrictions. Remind to bring water/Gatorade, shin guards, sunscreen.

DURING THE GAME
Players and parents are on different sides of the field - credentialed adults
(coaches/managers) and players on one side of the field. Spectators on the other side.
Soccer is played in all weather conditions. Only the referee can determine that it is unsafe
to play. However, the home team can and should not play if doing so damages the field.
Lightning and thunder are rare in our area, so the referee and opponents may not know
the rules. Games must be stopped when lightning or thunder is detected and cannot
resume till 30 minutes after the last evidence of lightning or thunder.
Encourage your parents to NOT coach, and to yell only positive comments. Also stop
any negative comments made towards the referees.
Problems with officials- If there are fewer than 3 refs (should be one center and two
assistant refs) only the center ref needs to be certified for the Redwood and Abronzino
leagues. Two parents can fill in for AR and often you will have parents on your team that
took certification course when their kids played AYSO. If this occurs when you are the
home team, and the visiting team is not happy with that plan, then the home team must
forfeit. If the visiting team is happy with the plan, then the game results stand. If a
referee is a no show, please contact the referee coordinator, Bernardo Tapia, on cell at
650-444-9572 (or 650-395-7667).

AFTER THE GAME
DON'T FORGET to retrieve your passes and maybe the game card from the Referee.
Clean up the sidelines and field.
Pay and thank the referees have them sign the referee label and return game card to
Bernardo
Retrieve your corner flags, goal weights, balls, goal nets. Put equipment away properly,
including the goals if you are the last team. Bob Wachs (or the current field manager)
will notify you if you are responsible for this each week.
Promptly report the score on the web site. For example, go to RWL site and sign in as
manager or scheduler and choose “report score” on left hand side.
Mail in the game card if you are responsible for it.

ONGOING PAPERWORK
Keep a record of ALL your game scores (league, tournament, and friendlies). You will
need to be able to state your year's record if you apply for Class 1, and also sanctioned
tournament applications ask for this info.
UNIFORMS
The club uniform coordinator is Deirdre Shipstead shipstead@mindspring.com.

First, get a parent to volunteer as uniform coordinator.

Supplier: Our uniforms are supplied by Soccer Pro in Redwood City. Order forms are available
from Deirdre Shipstead (shipstead@mindspring.com). One order form per team please (do NOT
have each player submit individual order form). The required basics kit includes: one numbered
blue shirt, one numbered white shirt, blue shorts (can be numbered for extra cost), white socks
and blue socks.

Extras such as warm ups, sweatshirts, etc. are also available for purchase.

Coordinating Numbers: Often after tryouts, there are multiple new teams formed in an age
group (Blue, White, Red, etc.). Obviously, do not duplicate numbers of existing players. In
addition, it is a good idea to coordinate between teams so as not to duplicate numbers as there is
often movement between teams (Blue to White, Red to White, etc.). There can be a lot of
movement between teams and no one wants to incur the expense of buying another uniform after
a season or two.

Paying for Uniforms: It is a good idea to pay for the uniforms using a check from the team
account. However, if this is not possible (uniform orders are due before bank account can be set
up), do NOT have your uniform coordinator pay the whole bill. Rather, have each parent write a
check to Soccer Pro (don’t forget to include tax in the total due).

What if we can’t get uniforms? In some cases, teams are formed after uniform orders are due.
In such cases, teams have been creative with using blue and grey practice shirts as uniforms.
Soccer Pro will put numbers on the backs for a small fee.




EQUIPMENT
The club equipment manager is Nick Erndt <nerndt@yahoo.com>
Have the equipment coordinator check the balls. Each team should have 10 balls (size 4 for U12
and younger, then size 5), 10 cones, 20 discs, 10 pinnies, 1 ball bag, 1 pump and a first aid kit.
Even if the coach changes the equipment stays with the team, NOT the coach. Make sure all
balls are labeled with the team name. In the spring each team will be given at least 2 game
quality balls. Keep these separate from practice balls. All players should bring their own ball to
practice, labeled with their name.
TRYOUTS
There are two kinds of tryouts for PASC teams. Formal, club-wide open tryouts and held every
December for all U9-U13 teams. No player is guaranteed a spot on their current team, including
the manager’s child. For U14 and above and for players looking after open tryouts at completed,
the parent will contact you to inquire directly.

All players trying out for teams are required to fill out a Player Participation Form
(http://pasoccerclub.org/files/player_participation_form_11202007.pdf) to bring to the first
tryout session they attend. All field locations can be found on our "Fields" page of the PASC
web site (http://www.pasoccerclub.org/page.php?page_id=615).


1. Winter (December) Open Tryouts:

Winter tryout manager: John Ortiz ortizje@earthlink.net
Assistant tryout manager: Scott Shearer <sts_consulting@mac.com>

It is part of your job as manager to run the tryouts, or oversee with a tryout coordinator. This
includes recruiting, advertising and scheduling before the tryouts, being there during tryouts to
check players in, give out numbers, etc. and organize team once tryouts are completed and the
coach has the set the roster.

    Pre-tryouts: Start early with advertising/recruiting – preferably by late October you
     should be getting your ads out. The Club flyers are often not available until later in
     November, by which time some other Clubs have already started their tryout process.
     You can prepare your own flyer (see, Appendix F), but in order to do that, you will need
     to first schedule times with your coach and get the fields from the Club. The Club will
     have a December tryout coordinator who can answer your questions. Typically, there are
     3 tryout days, and players must attend at least 2 of the 3 (3 being preferred).
     For the younger teams, AYSO is an excellent place to start – the Division Commissioners
     are listed on the AYSO website. Palo Alto’s website is www.ayso26.org. Los
     Altos/Mountain View’s is www.ayso45.org. The AYSO websites have the emails for
     each age group’s Division Commissioners (DCs).
     You should also place an ad in the Palo Alto Community Sports Kiosk
     (enews@paloaltopta.org) for your specific team.
     Have the parents check with their schools about flyer policy – if possible send them home
     with the appropriate grade levels and post at the school. Have your current players invite
     at least one child to tryouts (assuming not already playing for current CYSA team). Note
     that players current playing for a CYSA team cannot be approached or invited to tryout
     by one of your team members- anti poaching policy. So this is safest to do with a friend
     or classmate they know is not playing soccer. If your child is playing another sport
     (basketball) they or you can first ask the child or parent if they play soccer, and if so,
  AYSO or CYSA. If the answer is CYSA no other conversation about tryouts can occur.
  If the answer is AYSO, the child can be invited to tryout, or you can get information in
  order to inform them when the dates are known. Note that if a parent of or current
  CYSA player from another team contacts you first, you are allowed to speak with them
  and give them information. However, questions about the team specifically, philosophy
  etc should be forwarded to the coach. It is best to clarify what your coach would like to
  do in this situation beforehand. Do as much work before hand as possible, including
  asking players to pre-register (send you their information and fill in Player Participation
  form) so that you can add them to tryout list and assign them a tryout number before the
  actual day (see PASC website under forms)
 During tryouts: Arrive early to the field with
  (1) 2 tryout rosters (including enough blanks for walk-ons);
  (2) labels and sharpies so that each player can have an individual tryout number; (3) extra
  Player Participation forms;
  (4) Copies of the scholarship policy and applications.
  Players should keep the same number for all tryout days (make new labels each day).
  Once the walk-ons have registered, give one copy of the roster (including all walk-ons) to
  the coach for note taking during tryouts. The second copy you can keep and update the
  coach’s on subsequent days as needed.
  All players that are in need of scholarships should apply at tryouts – it is confidential
  between you and the coach, but the coach needs to know who is applying.
  (5) check with your coach as to when he will notify players as they will be asking. Refer
  other specific questions to the coach.
Scholarship Players
At the September 16, 2008 general meeting, PASC members discussed and voted on a new
scholarship policy. Here is the link to download the full policy document and scholarship
application form: http://www.pasoccerclub.org/files/pasc_scholarship_policy_-
_approved_on_september_16,_2008.pdf.

HIGHLIGHTS OF THE PASC SCHOLARSHIP POLICY

The following are some highlights from the PASC Scholarship policy. Please review the entire
document for more detail.

The new policy is needs-based, with the requirement that a family applies for scholarship
through their tryout manager (at tryouts) or through their current manager (if the team is U14 or
older and not conducting tryouts. The application form can be found here (on the second page).
Managers will forward the application to the PASC President (Steve Kelsey) who will make the
final determination.

Scope of the Scholarship

The PASC will waive the Club fee for the scholarship player
The Coach will waive up to 65% of the coaching fee for the scholarship player
The scholarship player will pay the remaining coaching fee (at least 35% of the regular coaching
fee) and 100% of any other fees (i.e., league registration fees, tournament fees, and uniform)

Obligations of the Family of the Scholarship Player

Upon receipt of the scholarship, the family of the scholarship player commits to a minimum of
two hours per season (for hours per year) of Club-level volunteer activities. If the scholarship
player is 12 years or older, s/he is allowed to fulfill the volunteer responsibilities herself/himself,
if the task is appropriate for his/her age.

Application Deadlines

A player should apply for scholarship at tryouts, through the tryout manager. If a specific team
does not have an annual tryout and one of its existing players would like to apply for a
scholarship, then his/her parents should do so at least two months before the internal PASC team
registration deadline for the following season.
Club Level Volunteers
Club volunteer coordinator: Bruce Jaffe < brucejaffe@yahoo.com>

Palo Alto Soccer Club is run by volunteers. Each team U11 and older is required to provide at
least one club level volunteer. The list of the positions can be found in the club volunteer link
on the club webpage. You can also contact the club volunteer coordinator for more information.

In September 2008, the Club-Level Volunteer policy was approved by the PASC General
Membership. You can find details of the policy in the following link:
http://www.pasoccerclub.org/files/pasc_club-level_volunteers_policy_-
_approved_on_september_16,_2008.pdf

Here is a brief summary of the policy:

Managers will be asked to submit their team roster indicating their club‐ level volunteer, and any
other positions that may qualify for a club fee waiver (including scholarship players). All
families are still expected to volunteer for a team‐ level job to support their child’s team (team
registrar, team treasurer, team nets duty, etc.) and to support the club as needed.

Positive Incentives

If a person volunteers to manage a team, then the club fees of his/her child playing in that team
will be waived. Note that there will be only one fee waiver for a manager position per team. If a
person volunteers for a club‐ level position required by the Redwood League, or for the position
of Tall Trees Tournament Director, or for the Volunteer Coordinator position, or for a Board
position, then the club fees of his/her children playing in the PASC will be waived. Note that
“assistant” positions will not receive a fee waiver (for example, Assistant Registrar).

Penalties

If during a season a team provides no club-level volunteer, or only provides a volunteer who
does an unsatisfactory job, then that team will be immediately switched to the lowest priority in
selecting fields for practices and games. If throughout a season a team provides no club-level
volunteer, or only provides a volunteer who does an unsatisfactory job, then that team will not be
allowed to register through the PASC for the following season.

If after a year of non-existent or substandard volunteer work—and in the face of not being
allowed to register through the PASC—a team makes a serious commitment to provide adequate
club-level volunteer effort the following season, the Board may decide to allow the team to
register after paying a $2,000 penalty for the lack of volunteer work during the prior season.
Appendix A: CYSA Game Card
Note: Labels for printing out team rosters for game cards can be found at
http://pasoccerclub.org/files/gamecardstickerscysa5168.doc print out on Avery 5168



See example below of what game card looks like
labels
Appendix B: Example Goldenrod/CY Player
Pass
Appendix C: Example Roster

                          Palo Alto White 95B
                          Spring 2005 Roster
             Coach: JV Ganal and Team Manager: Michelle Bullwinkle
                             www.pasoccerclub.org
Player   #      Parents     Phone (650)           Email              Address
Appendix D: Example Team Fact Sheet
                 Palo Alto Soccer Club U12 Boys (94B White) Fact Sheet
Practice Days: Starting February 12th
    Twice a week.
    Wed. Friday, time 4-6:00.
    Check email for cancellations or changes.
    Palo Alto Field Closure Hotline 329-2697

Games:
    Most games are on Sundays, some are on Saturdays.
    Please report ASAP to manager on attendance to all games. Manager will send game times as
      they become available (especially away games).
    Carpooling is encouraged; games are approximately as far north as South San Francisco and
      south to Morgan Hill. Ethel Mostrel is carpooling coordinator.
    The regular Fall season runs from September 7 through 22-23 November (last tourney).
                                                       th



Tournaments:
   

Fees (all fees here are estimates!)
    Palo Alto Soccer Club Fees $0 for spring; $130 for fall (includes referee fees; nets, flags,
        equipment fees; PASC director of coaching salary; field usage/maintenance fees; goalie training;
        club scholarships; etc.)
    Redwood League Fees $35 for new players only (Separate check to Redwood Junior League) +
        $175/team
    Coaching/Training Fees (put your team’s coaching fees here)
    Tournament Fees: (depends on team) approx. $80-100 per player in fall; younger teams may do
        4v4s etc.
    Uniform approximately $0 for spring (unless we need a few more t-shirts); New players: approx
        $80.00 for new uniform
    Social $25
    Optional donation for scholarships for OUR players (to pay for above fees) $15-30 (suggested)
    TOTAL: $____ + any optional donation. Make checks payable to your Soccer Team.

Uniforms:
     For spring, navy or dark shorts, green or royal team t-shirts, navy or white socks
     For fall: official Palo Alto Soccer Club uniform basic set (White & Navy jersey, Navy shorts, White
       & Navy socks)
     Optional warm up and sport bag available
     White and Navy “PASC Thunderbolts” t-shirt (These belong to the team and will be loaned to you
       while you are a team member. You are responsible for them. They must be returned when you
       leave the team.)

Team Web Site:
    http://www.eteamz.com/pascthunderbolts

Game Etiquette:
    Family and friends must be on the opposite side of the field from the team during the games.
      Cheering is encouraged but only general, positive comments. Leave the coaching comments to
       the coach.


Volunteer Jobs: (Mandatory)
    Each family will be assigned snacks for games (approximately 2 games)
    Each family must volunteer to help with the team.

Manager:
Alberto Martin: cell 996-0505; home 940-1852, almartin@stanford.edu

Team Treasurer:
Edith Schneider -- Make checks out to PASC Thunderbolts or Edith Schneider

Coach:
Jorge Salazar: phone 415-333-0656; cell 415-595-1058
Appendix E: PRINTING DIGITAL
PHOTOS ON LABEL PAPER
Use Avery Label # 5160 (3 columns of 10 rows)
This label is 1" tall, and when you insert your photos, it will automatically adjust to the size even
if it is more than 1" tall.
Make sure your photo is cropped in a square shape showing only the player's head & shoulder
(similar to the ones used for passports.) Do this before inserting photo in your label to get a clear
view for identification.

Using MS Word 2003:
Mailings Tab: select Labels
   Label Option: 5160
   Click on New Document to open a window of the label's format

In the first label, first row: Insert picture from file
right mouse click on picture - select Text Wrapping; More Layout Options
    Textwrapping: Tight
    Picture Position: Left relative to Column
    Lock Anchor

Repeat from "Insert Picture" above but set Picture Position to Right relative to Column
You will have space to write players' names in between.
Or if you prefer, you can fit 3 photos in 1 label and skip the next row of labels to type or write
the player's name in the row above it.
Use a blade or Xacto knife to cut at inside edges of label so Tony can peel off the player's
picture. (No need to cut it)

Hint: put players' pictures in alpha order by last name from your roster. This will be easier for
Tony to identify the players and lets you check it against your roster to see if you are missing a
player's photo.

If you have MS Word 97:
from the Tools menu, click on Envelopes & Labels
click on Label tab:
click Options and choose 5160 Address labels, then click Ok
click on New Document to open a window of the label format
click Insert: Picture: from file: (name of file)
right mouse click on picture for Options menu
   format: object:
   Wrapping tab: tight
   Lock anchor

Repeat inserting photo on same label.
When you have desired photos in label (2 or 3), tab over to the next label and start inserting
photos again.
If 3 pictures in a label, skip the next row of labels to type or write the player's name in the row
above it.
Use a blade or Xacto knife to cut at inside edges of label so Tony can peel off the player's
picture. (No need to cut it)

Hint: put players' pictures in alpha order by last name from your roster. This will be easier for
Tony to identify the players and lets you check it against your roster to see if you are missing a
player's photo.
Appendix F: Example age-group-specific
tryout flyer
Index


                          A                                                      P
Adding/Release/Transferring Players                 15    PA utility numbers                               9
Association Cup                                     20    Palo Alto Soccer Club                    5, 37, 44
                                                          Passes                                           5
                          C                               poaching                                    11, 34
                                                          PRACTICE SCHEDULING                             24
Class 1                                             4
                                                          Proof of Birth                                   5
Class 3                                             4
Club Fees                                          21
                                                                                 R
club level volunteer                               37
club president                                 10, 21     Redwood Junior Soccer League                   4
Coaching Fees                                  22, 23     Referee
CYSA 2, 4, 5, 11, 12, 14, 15, 19, 20, 26, 27, 29, 34,       Assignments                                 26
   38                                                     Registration                              13, 17
CYSA-N                                              4     Releasing players                             16
                                                          Reschedule                                    25
                          D                               Roster for the CPA                            23
                                                          RWL                   See Redwood Junior League
Delgado                                              4
District 2                                           5
                                                                                 S
District 2 Cup                                      20
                                                          SCHEDULING                               2, 24, 25
                          F                                  Game Scheduling                              24
                                                             PRACTICE SCHEDULING                          24
Fees                                                         Scrimmage scheduling                         25
   field fee                                        26    scholarship policy                      21, 35, 36
   referee fee                                      26
                                                          Scholarships                                 2, 21
Field Fees                                          22
                                                          Soccer by the Bay                               20
Founders Cup                                        20
                                                          State Cup                                       20
                          G
                                                                                 T
Game Card                                             5   TALL TREES                                       20
Goldenrod                                  2, 5, 14, 41   team bank account                                10
                                                          Tournament                    2, 19, 20, 22, 37, 44
                          M                               TOURNAMENTS                                   2, 19
manager coordinator                        7, 9, 10, 21   TRUMBA                                    6, 24, 25
                                                          tryouts                                          34
                          N
                                                                                 U
nets/flags up and down                               27
NorCal                 2, 5, 17, 18, 19, 20, 25, 26, 29   uniform coordinator                          10, 32
                                                          US Club                    5, 6, 12, 17, 18, 19, 29

				
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