Team Manager Information
Helpful items for hockey team managers
Team managers play the important role of ensuring teams are properly credentialed, and are often the source for communication with team members on practice and game schedules, events, and other team activities. Team managers also are typically responsible for keeping game records (scoresheets) and coordinating team travel.
Your local association may have other requirements and resources for team managers.
Your local association may have other requirements and resources for team managers.
Required Screening
There are three things you need to complete before you can assist with the season. These are for your protection and for the protection of others on your team.
USA Hockey Requirements
USA Hockey Requirements
- Register as a volunteer member of USA Hockey (no cost).
- Complete the background screening ($30 fee).
- Complete the USA Hockey Safe Sport Training (no cost). *
*Safe Sport training expires after 12 calendar months; renewal must be completed on/before your expiration date no matter where that falls during the season.
Communication
The number one, biggest job of a team manager is to be the conduit of information between the coaches and player families, as well as between your association's board of directors and player families. Don't feel like you have to know everything. It's okay to say, "I don't know." But, know that you have resources and people you can ask. Your association might also utilize an app to help facilitate communication, such as SportsEngine or TeamSnap.
Materials & Documents
As team manager, there are some items you should keep handy at all times, as well as other items that you might just find helpful. Many of these items can be kept electronically; some find a binder or plastic folio envelope helpful.
- A 3-ring binder, 1.0" thick is a good size, or a plastic folio style envelope that can hold letter-sized documents
- Clear sheet protectors
- A 3-ring binder pocket envelope with 3"x3" sticky notes, pens
- Lined paper (sometimes coaches need paper and/or pens for games or practices)
- Blank scoresheets
- A copy of your official USA Hockey team roster
- A copy of your USA Hockey Volunteer registration
- A copy of your SafeSport completion certificate
- A copy of the USA Hockey insurance claim form
- A copy of your travel permit(s) for out of state travel
- A copy of your hotel block agreement(s)
- A copy of tournament schedules/details
- Parent contact list
Game Management
When your team is hosting another team at home, you are required to have volunteers for the following positions:
Staffing the Penalty Box
When your team is hosting a game and oftentimes when playing away games, you will need to coordinate a parent volunteer to staff the penalty box. Sometimes, during tournaments, host organizations will staff penalty boxes for all teams but you should be prepared just in case.
When staffing the penalty box, all that is entailed is having an adult willing to sit in the penalty box for your team to act as a box supervisor. Children are not allowed in the penalty box nor are they allowed to serve as box attendants. This volunteer will be responsible for opening the box door to allow in players when assessed penalties. They are also responsible for making sure players get back on the ice on time when their penalties expire. They are NOT to coach players serving time in the penalty box. There is no special training for this and volunteers for penalty box are not required to complete Safe Sport training or background checks, unless your association requires them to do so.
Being the Scorekeeper
When you are the home team at your home arena, your team is responsible for having a volunteer to keep score. This individual records the goals, penalties, and shots on goal for each team. Safe Sport training and a background check is not required for this task, unless your association requires them.
Before the game begins, you will want to make sure the following is completed:
After the game is over, make sure the following occurs:
* In an average season, most teams will participate in somewhere between 16 and 30 games (including tournaments). Keeping roughly 15-20 scoresheets should get you through the season. Note that some teams like to use stickers instead of handwriting rosters when completing their side of the scoresheet. Double-check that any changes made are updated on all copies of the scoresheet. Too often changes get made on the top copy but not on the sheets below. This causes significant issues when we need to verify the number of games players have played and if players have served suspensions, etc. when determining qualifications for state events.
Running the Time Clock
When you are the home team at your home arena, your team is responsible for having a volunteer to run the time clock. This individual records the goals and penalties for each team up on the scoreboard. Training for how to run the clock is highly recommended and you may want to have a few different people trained so you have backup if needed. Safe Sport training and a background check is not required for this task, unless your association requires them.
- Penalty Box Attendant
- Scorekeeper / Time Clock
- Spectator Monitor
Staffing the Penalty Box
When your team is hosting a game and oftentimes when playing away games, you will need to coordinate a parent volunteer to staff the penalty box. Sometimes, during tournaments, host organizations will staff penalty boxes for all teams but you should be prepared just in case.
When staffing the penalty box, all that is entailed is having an adult willing to sit in the penalty box for your team to act as a box supervisor. Children are not allowed in the penalty box nor are they allowed to serve as box attendants. This volunteer will be responsible for opening the box door to allow in players when assessed penalties. They are also responsible for making sure players get back on the ice on time when their penalties expire. They are NOT to coach players serving time in the penalty box. There is no special training for this and volunteers for penalty box are not required to complete Safe Sport training or background checks, unless your association requires them to do so.
Being the Scorekeeper
When you are the home team at your home arena, your team is responsible for having a volunteer to keep score. This individual records the goals, penalties, and shots on goal for each team. Safe Sport training and a background check is not required for this task, unless your association requires them.
Before the game begins, you will want to make sure the following is completed:
- You have completed rosters for both home and away teams *
- All coaches are listed, along with their CEP numbers and expiration dates
- Both head coaches have signed their sides of the scoresheet
- The game date, time, location, and scorekeeper information is entered
After the game is over, make sure the following occurs:
- All game stats are entered correctly
- Both referees have signed off on the scoresheet
- You give the 'gold' copy to the referees
- You give the 'pink' copy to the away team coach or manager
- You give the 'light yellow' copy to the home team coach or manager
- You give the 'white' copy to your association
* In an average season, most teams will participate in somewhere between 16 and 30 games (including tournaments). Keeping roughly 15-20 scoresheets should get you through the season. Note that some teams like to use stickers instead of handwriting rosters when completing their side of the scoresheet. Double-check that any changes made are updated on all copies of the scoresheet. Too often changes get made on the top copy but not on the sheets below. This causes significant issues when we need to verify the number of games players have played and if players have served suspensions, etc. when determining qualifications for state events.
Running the Time Clock
When you are the home team at your home arena, your team is responsible for having a volunteer to run the time clock. This individual records the goals and penalties for each team up on the scoreboard. Training for how to run the clock is highly recommended and you may want to have a few different people trained so you have backup if needed. Safe Sport training and a background check is not required for this task, unless your association requires them.
Tournaments
Depending on the age division, your team might participate in an away tournament. OSHA has guidelines for travel distance, published in the annual OSHA Guidebook. Note that popular tournaments tend to fill up quickly so you will want to make selections and coordinate with your coaches and association to register your team as early as possible.
Team Travel
As team manager, you may be asked to coordinate the travel arrangements and permits for your families, or to help another parent on your team do this. When traveling for a regular season away game (non-tournament), you will want to call local hotels and ask for a block of rooms. Doing this will get you a discounted rate and oftentimes a unique web link so your families can make their reservations. When searching hotels, consider a mid-range hotel and national chain. Many families participate in points programs and may be able to benefit from this type of selection. The best type of rooms to get are double queens. Some chains may have you take a few rooms with king beds but try to get as many double queens as you can.
For tournament travel, it is normal for there to be designated event or "host" hotels. Chances are, you will be required to have the team stay at one of these pre-selected hotels or else face a significant fine/penalty from the tournament organization. Tournament hotels do fill up quickly so you will want to call early to reserve your block of rooms.
If your team is traveling out of state (or to Canada), you will also need to complete and submit a travel permit.
For tournament travel, it is normal for there to be designated event or "host" hotels. Chances are, you will be required to have the team stay at one of these pre-selected hotels or else face a significant fine/penalty from the tournament organization. Tournament hotels do fill up quickly so you will want to call early to reserve your block of rooms.
If your team is traveling out of state (or to Canada), you will also need to complete and submit a travel permit.
Locker Rooms
During the season, the coaches of your team will need help supervising players in the locker rooms, and locker room supervision is a requirement per Safe Sport. Coaches need to be able to be on the ice getting ready for practice which is one of the many reasons why parent locker room monitors are so important. Furthermore, the vast majority (more than 90 percent) of Safe Sport violations happen in and around the locker room which is why monitoring is so vital.
Any adults who will be in the locker rooms need to complete both their Safe Sport training (this is free) and complete a background check ($30.00), as well as register as a volunteer with USA Hockey (also, free). These three items are mandatory and are in place for the protection of everyone, not just the kids.
Players are never allowed to be in locker rooms alone. No exceptions.
Cell phones, cameras, and other recording devices are never allowed in the locker rooms. No exceptions. If an adult must take a phone call/text, they need to exit the locker room before answering.
If players just need to have help with tying their skates, they should come out of the locker room to have an adult help them. Adults who routinely enter the locker room without having their Safe Sport training or background checks completed should be referred to your association's Safe Sport coordinator immediately so appropriate corrective action can be taken.
Any adults who will be in the locker rooms need to complete both their Safe Sport training (this is free) and complete a background check ($30.00), as well as register as a volunteer with USA Hockey (also, free). These three items are mandatory and are in place for the protection of everyone, not just the kids.
- Register as a volunteer member of USA Hockey (no cost).
- Complete the background screening ($30 fee).
- Complete the USA Hockey Safe Sport Training (no cost).
Players are never allowed to be in locker rooms alone. No exceptions.
Cell phones, cameras, and other recording devices are never allowed in the locker rooms. No exceptions. If an adult must take a phone call/text, they need to exit the locker room before answering.
If players just need to have help with tying their skates, they should come out of the locker room to have an adult help them. Adults who routinely enter the locker room without having their Safe Sport training or background checks completed should be referred to your association's Safe Sport coordinator immediately so appropriate corrective action can be taken.
Conflicts & Disciplinary Issues
At times, you may encounter conflicts or disciplinary issues between parents, between players, or between teams. Never try to settle these issues on your own. To the best of your ability, do not allow parents to take issues into their own hands either. Your association should have a disciplinary committee and a protocol for taking appropriate action to resolve issues as they arise.
Concussions, Other Injuries & Insurance
Like any sport, players run the risk of injury while engaging in hockey activities. The protocol, per USA Hockey, is that if a coach suspects a player has suffered a concussion or is otherwise injured and their ability to play is compromised, they are authorized to remove the player from participating. The player will be allowed to return to participate only with a clearance letter from a doctor who is not related to the injured player or with a completed Return to Participation form. Parent authorization, "my child is better" is not be sufficient in allowing the player to participate. The driver behind this policy is a commitment to player safety.
If a player sustains an injury during practice, a game, or at a tournament, take the appropriate medical action per the "Consent to Treat" waiver signed by the player's parent(s). This will designate where to seek treatment and who to contact in the case of an emergency. You should carry this form with you in your team binder or have quick electronic access to this document at all times.
If a player sustains an injury during practice, a game, or at a tournament, take the appropriate medical action per the "Consent to Treat" waiver signed by the player's parent(s). This will designate where to seek treatment and who to contact in the case of an emergency. You should carry this form with you in your team binder or have quick electronic access to this document at all times.
- USA Hockey Concussion Information
- USA Hockey Insurance Claim Form (see Materials & Documents above)
Handling Money
As a rule of thumb, try not to handle money from team members. This is for your protection and to minimize any perceived loss or misuse of funds. If you do find yourself handling cash, keep all funds secure, count in front of a witness, and transfer large amounts to your association's treasurer for deposit as soon as possible.
Important Dates
The following are important dates for players, parents, managers and coaches.
- USA Hockey Insurance Coverage Dates - USA Hockey season is from 9/1 to 8/31. All insurance expires on 8/31. In order for USAH insurance to be re-instated for the following season, OSHA needs to sign off and forward new association applications to the District Registrar.
- Tournament Applications - Need to be received by OSHA 60 days prior to the start of the tournament. This also aids in making sure the tournament gets on the USA Hockey and OSHA websites.
- Tier I & II Team Declaration - December 1st is the cutoff date for declaring Tier I or II. Rosters cannot be changed after December 31st. The deadline to submit Tier I & II rosters is December 15th, in order to allow time for processing. All Nationally bound teams must have a team manager.
- District Team Payments - A deposit and payments for the Tier teams going to the USAH National Championship tournaments must be paid to OSHA by December 15th.
- Rosters for Tier I & II - Team rosters must be sent to the District office along with birth certificates, proof of legal residence in US for foreign born players and any other materials as might be necessary, so the rosters can get certified. Please send a copy of the material to the OSHA President. Games do not count toward the 20/10 (14/10 for girls) rule until the District Registrar signs off on them.
- Game Preparation - All Coaches on the bench must sign a scoresheet prior to start of each game and include their level of coaching and year attained for the game to count under the 20/10 (14/10 for girls) rule.