Team Operations Manual (Chatham-Kent Cyclones AAA Hockey Association)

CYCLONES TEAM OPERATIONS MANUAL

THE ROLE OF THE COACH

The Coach is the most important "Individual" to the team. In our community coaching means much more than simply teaching a player to perform a fundamental skill. A Cyclone Coach should operate on a value system based on reality, to increase productivity as its end. Coaches are builders of character and preserving the morals of the community.

The Coach must be willing to give freely of their time and energy. In return, expect little regard, except personal satisfaction. A good coach will be respected in their community, admired by their players and make lasting friends where they go. The coach has the satisfaction of seeing their players develop and improve in ability; they learn the thrill of victory and how to accept defeat. The successful coach is one who is known for their ability to develop players and bring credit to the game. Coaches whom accept the task of leading a team through a season need to take on this important role with full qualification and awareness. The success and experience of the players and team begin with the mindset of the coach.

THE PHILOSOPHY OF THE COACH

An important aspect of a coach is their coaching philosophy; it sets the tone and the patterns of their thinking and living. A philosophy helps to decide what they want to happen to players on and off the rink. The philosophy of a coach must be clearly defined to themselves. It must be in conformance with their philosophy of life, government, education and society. The coaching philosophy must be definite, reflecting both their thoughts and true to self. They must recognize their responsibilities as a teacher of youth as well as a coach. By their leadership, they will set an example for living habits, and develop to an extent, the individual personality of players. The coach will stabilize their emotions to meet adversity as well as success. The spirit of sportsmanship cultivates moral integrity as well as physical development, and prepares the player for their place in society. A coach assumes responsibility beyond fielding a winning team. They are charged with guiding the developing of youth in the most critical years of development. They must realize that their attitudes and philosophy are reflected in their team members.

If a Cyclone Coach allows emotional outbursts toward officials, the team will react in a similar manner; if a coach blames defeat on anything and everything but themselves, their players will be inclined to excuse their bad individual performances by pointing the finger to someone or something else. A coach leads by example. The wins and losses are meaningless in comparison to the character of the coach.

THE DUTIES OF A COACH

The responsibility of a Cyclone Coach goes far beyond teaching breakouts and making line changes. The coach must take responsibility for all aspects of his team operation. Operation of a team outside the guidelines of the Cyclones Team Operations Manual is subject to board review, and may result in disciplinary action up to and including relief of coaching duties.

1.0 SELECTION OF COACHES
1.01 Coach selection committee shall be appointed by the board of directors .
1.02 Committee shall comprise of not less than three and not more than seven individuals.
1.03 When appointing members to the selection committee, the board shall strive to minimize any potential conflicts of interest.
1.04 All coach applicants must complete and submit coaches application form for review by selection committee.
1.05 Committee shall provide equal opportunity for applicants to participate in an interview. These interviews will be used to make recommendations to the board of directors for final approval.
1.06 When practical, coaching assignment will be limited to two consecutive years for a particular age group.
1.07 Preference will be given to qualified non-parent coach.

2.0 TEAM COMPOSITION
2.01 Teams are required to carry a minimum seventeen (17) players which is to include fifteen (15) skaters and two (2) goaltenders.
2.02 From U10 to and including U14, teams are required to carry a minimum of twelve (12) players who are residents of the Zone of Chatham-Kent.  Goalies are exempt from this requirement.  Additional F1’s would require board approval.
2.03 From U15 and above, teams are required to carry a minimum of eleven (11) players who are residents of the Zone of Chatham-Kent.  Goalies are exempt from this requirement.  Additional F1’s would require board approval.

3.0 APPRENTICESHIP PLAYERS
3.01 Program is designed to develop local players for the organization.
3.02 Players are expected to make their home (OMHA) team first priority, but will be invited to all practices and off-ice training.

4.0 TEAM OFFICIALS
4.01 Every team must have minimum one NCCP certified Coach .
4.02 Every team must have minimum one NTCP certified Trainer.
4.03 Every team must assign a Parent Liaison who is not part of the coaching staff.
4.04 Every team should have a team manager.
4.05 All team officials must be certified in Prevention Services (Speak Out).
4.06 All team officials must complete a Police Vulnerable Sector Check (PVSC).
     4.06.01 PVSC must be updated every 3 years.
     4.06.02 Should the status of any individual change after having completed a PVSC before the 3 years update, a new PVSC must be completed to determine eligibility.
     4.06.03 PVSC must be submitted to the Cyclones board.
     4.06.04 Teams will be reimbursed up to the cost of 5 PVSC's per team.
4.07 All team officials must be registered and appear on an official team roster before being eligible to participate.
4.08 All on ice officials must be registered as "on ice official" which allows them to assist with such things as practice coaching, goalie training and powerskating training. On ice officials are not permitted to enter the team dressing room alone unless specified by coach, assist team on player's bench during games or act as a team official in any other capacity.
4.09 The association will assign one director for each team to provide board support to each team.
4.10 All on ice helpers must have a PVSC unless it is a Cyclone player from a higher division.
4.11  A parent liason, must be selected from the team before August 1st and reported to the board via positional director for said team.

5.0 TRYOUTS
5.01 Team officials and players trying out should review "player tryout checklist" for documents required at tryouts.
5.02 Association Directors and/or Registrar will be responsible for collection of fees during tryout sessions.
5.03 Tryout fee amount will be established by the board of directors.
5.04 Association Directors and/or Registrar are responsible for the collection of permission to skate forms, Form 1 waivers and any other necessary documents as per the tryout check list.
5.05 Players from out of zone centres that do not have spring tryouts may obtain an "out of zone permission to tryout" form in order to attend our spring tryouts for the purpose of evaluation only. They may not be signed and must return to their home zone I centre for tryouts and may only return if they are cut and receive waiver.
5.06 Coaches should adhere to OHF policy as it pertains to player release dates as well as Tryout Progression Document.
Note: Players must play at their own age level.
 
6.0 PLAYER MOVEMENT
6.01 Players must register at their appropriate age, category when team exists at player's age level (A). The affiliation process is to be used to provide opportunity for a high skilled player to benefit from a higher level of play.
6.02 If there is a disagreement with player movement, specifically with affiliate players, the coach of the player's primary team will make the final decision on the participation with the affiliate team.

7.0 MEETINGS
7.01 Coaches and assistant coaches must attend all coaches meetings and must contact the Director of Coaching in advance if unable to attend a meeting.
7.02 In all cases, every team must have representation at all coaches meetings.
7.03 All teams must hold a team meeting at the beginning of the season to discuss such issues as team finance, coach's philosophy, expected tournaments etc.
7.04 Parents must be presented with a copy of team budget as well as budget for Cyclones organization in order that they understand how their money is being spent.
7.05 Additional team meetings should be held as required to give parents an opportunity to discuss concerns and become updated on upcoming events, team budget, etc

8.0 TEAM REGISTRATION
8.01 Team officials and players should be familiar with "Player registration checklist" for documents required in order for Divisional Director to complete player registrations.
8.02 Team officials are to complete "Player intent to play" form for players they wish to commit to and make available to Divisional Director at time of player registration.
8.03 Team officials shall work with Divisional Director in order to complete registration of players prior to any tournaments or league play.
8.04 Team officials must contact Divisional Director to arrange for registration of late registrants before player may participate in any games.

9.0 PLAYER RELEASES
9.01 Team officials are to release players who are not going to be signed to their home centre by Sept. 15th.
9.02 A player requesting release back to his home centre must do so, in writing, prior to November 1st.
9.03 There is to be no movement of players after November 1st unless prior agreement is made with home centre.
9.04 Whenever a player is released, team official must advise registrar and/or Divisional Director immediately in order that player may be released from official roster.

10.0 AFFILIATION OF PLAYERS
10.01 Team officials are to complete ALLIANCE Zone Player Affiliation form and include HC registration number for any O.M.H.A. registered players they wish to place on their affiliation list and provide documentation to Divisional Director.
10.02 Team officials are to complete ALLIANCE affiliation list for all players they wish to use as affiliated players and provide list to Divisional Director.
10.03 Affiliation list must be reviewed and updated prior to January 10th deadline to ALLIANCE office. After this date, players not on the list cannot affiliate.
10.04 Team officials must contact management of carded team to obtain permission every time player is to be used as affiliate.
10.05 Teams are encouraged to have all players participate throughout the calendar year.

11.0 APPRENTICESHIP PLAYERS
11.01 Program is designed to increase a players pace of play while developing the execution of individual skill mechanics.
11.02 The apprenticeship program is for players who have reached a high level of basic skills for their age, and are prepared to undertake a rigorous program of skating, passing , shooting, puck control and team play.
11.03 Players accepted into this program will be exposed to the best local instruction available.
11.04 Players are expected to make their home (OMHA) team first priority, but will be invited to all practices and off ice training.
11.05 Teams are required to sign a minimum of 1 apprenticeship player for every F! registered player assigned to their team.
11.06 Apprenticeship players are to be assigned by September 30th of the respective season.

12 REGISTRATION FEES
12.01 Registration fee will be established by Board annually prior to startup of season.
12.02 Divisional Directors will collect all registration fees and turn into Secretary/Registrar along with necessary registration documents.
12.03 Registration cheques are payable to "Chatham Kent Cyclones AAA Hockey". Amount of registration fees may be paid in full September 1 or may be paid in two installments , 50% by September 1 and 50% by October 1 (note: Major
Midget may pay 50% by October 1 and 50% by November 1). Any player that has not paid 100% of registration fee by final date (ie. October 1 or November 1 respectively) shall be suspended from play until balance of registration fee is paid.
12.04 Treasurer will reconcile registration fees and reimburse teams for excess of 17 players after November 1.
12.05 Treasurer will be responsible for refunding registration fees to players who have been released when eligible.

REFUND OF REGISTRATION FOR PLAYERS WHO ARE RELEASED BY COACHING STAFF AND THOSE WHO ARE INJURED AND WILL NOT RETURN TO PLAY FOR BALANCE OF SEASON (NOTE TRYOUT FEE IS NON-REFUNDABLE
RELEASE DATE	PERCENTAGE REFUNDED
On or prior to September 15	100
On or prior to October 15	80
On or prior to November 15 (**)	60
On or prior to December 15	40
On or prior to January 15	20
After January 15	0
**( there will be no movement of players except in the case injury after November 15.)
REFUND OF REGISTRATION FOR PLAYERS WHO QUIT THEIR TEAM
RELEASE DATE	PERCENTAGE REFUNDED
On or prior to September 15	75
On or prior to October 15	50
On or prior to December 15	25
After December 15	0

13.0 TEAM FINANCIAL
13.01 Teams must establish a separate team bank account at beginning of season in order to deal with team's financial affairs. Team account must have two (2) signing officials.
13.02 Team officials are required to complete team budget at beginning of season signed off by the parents and provide copy to Divisional Director by September 15 (sample).
13.03 Team officials are required to complete year end financial statement and provide copy to Divisional Director by the end of scheduled season. (sample).
13.04 Team officials must strive to consider players/parents best interest in all cases when dealing with team funds.
13.05 Team officials must be prepared to provide parents or executive with current status of financial position of team at any time upon request.
Please note: Sample of Team Budget/Financial Statement can be found in forms section of website.

14.0 TEAM APPAREL AND EQUIPMENT
***** Note: this section to be completed once equipment manager has submitted recommendations
The following is the Cyclones Apparel and Equipment requirement:
14.01 Teams will be issued equipment by equipment manager at beginning of season and are required to return all equipment at conclusion of season.
14.02 Team colours shall comprise of RED helmet. Gloves and Pants should also be predominately RED in colour.
14.03 Cyclones Organization will provide teams with Home and Away jerseys, Home and Away socks and supply of pucks prior to the start of the season.
14.04 It will be the team's responsibility to maintain the cleanliness of the jerseys and account for all jerseys, which are issued to team.
14.05 Teams should consider purchasing a few extra pairs of socks for A P. players and to replace individual socks that become damaged.
14.06 Teams will be responsible for maintaining a supply of pucks and also must maintain supplies in trainer's kit.
14.07 Players are not allowed to wear non-issued jerseys such as hockey school jerseys during any games.
14.08 Players must not mismatch socks. Home socks must be worn with home jerseys and away socks must be worn with away jerseys.
14.09 Players should wear appropriate attire to all games as they are representing the Cyclones.
14.10 No team will use the number 69 or 99.
 
15.0 TEAM FUNDRAISING
15.01 All team fundraising activities must be brought to Divisional Director for approval, in writing, prior to the event. Event in which licensing is required must allow sufficient time for board approval.
15.02 Where a team is seeking sponsorship funding from local businesses, proposal should first be brought to the Divisional Director.
15.03 Teams are not permitted to operate 50/50 draws, raffles or any other games of chance without prior licence approval arranged through the Director of Fundraising/Treasurer.
15.04 Teams are responsible to complete all necessary reports within the prescribed time frame for the review of the Director of Fundraising and/or Treasurer in order to comply with Municipal licencing requirements. When in doubt as to reports that are required, team officials should contact their Divisional Director for guidance.
15.05 Fundraising is generally a team effort with proceeds to benefit the entire team However there may be circumstances in which individual efforts are dealt with differently. Details of division of funds must be clearly specified in all cases at early season team meeting.

16.0 TEAM COMPETITION
16.01 Team officials must complete "exhibition and tournament permit" prior to any and all exhibition and tournament games. This form should be complete and submitted to the league scheduler via electronic mail for approval prior to participation.
16.02 Team officials must complete a "match penalty report form" in all cases where a match penalty is assessed in any game. Form must be given to League scheduler within 48 hrs. of the infraction.
16.03 Team officials must refer to the OHF Minimum Suspension List in all cases when there is a suspension assessed to any player or team official in order to make sure suspension is correctly applied.
16.04 Team officials should be familiar with all aspects of Alliance Hockey handbook and refer to this manual for clarification prior to contacting executive member for rule clarification.

17.0 HANDLING OF GAME SHEETS AND REPORTING OF SCORES
17.01 The cyclone organization will loan an IPAD to each team to electronically record gamesheets as per Alliance rules.  The team is responsible for any lost or damaged IPAD's.
17.02 Team officials will be responsible to make sure copies of all home game sheets are turned into statistician (or left in designated drop off point) within 18 hrs. of conclusion of game.
17.03 Team officials will be responsible to make sure a copy of all tournament and exhibition game sheets are turned into statistician within 48 hours of the conclusion of such event.
17.04 Failure to comply with the above will result in the suspension of future Tournament I Exhibition permits being approved.
17.05 Team officials are responsible for reporting of game scores to league scheduler via electronic mail weekly on Sunday evenings/ Monday mornings so that scores may be posted on Alliance Hockey website. During playdowns I playoffs, more frequent reporting may be required.
17.06 All electronic game sheets and equipment are the sole responsibility of said team.

18.0 ULTIMATELY, THE HEAD COACH IS RESPONSBILE FOR ALL TEAM RELATED MATTERS. FAILURE TO FOLLOW THE RULES COULD RESULT IN THE COACH BEING SUSPENDED, COACH OR TEAM BEING FINED, TRAVEL PERMIT DENIED OR SUCH OTHER DISCIPLINE AS THE BOARD SEES FIT.

IMPORTANT DATES TO REMEMBER
September 15	Registration documents and team list to be completed
September 15	Unsigned players must return to home centre
Oct. Coach Meeting	Team budgets to be turned in.
November 1	End of player movement
January 10	AP. Lists, Declaration List at ALLIANCE office
January 10	No more than 5 A.P games for major players
January 10	Final release date for players to return to home centre
End of January	Playdowns begin
Mar/ Apr. Coach Meeting	Team financial statement turned in
April/ May	Cyclones AGM
March (3rd weekend)	CHA Bantam Championship
March (4th weekend)	CHA Peewee Championship
IMPORTANT DATES TO REMEMBER
March (4th weekend)	CHA Midget Regional Championship
April (mid month)	OHF Championships
Mid April 15	Earliest date tryouts may begin for upcoming season
April (3rd weekend)	CHA Midget Air Canada Cup
April (4th weekend)	Under 17 Camp
Early May - June	Cyclones AGM
June (1st weekend)	ALLIANCE AGM
June	Ontario Under 17 Camp