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

PrintTeam Operations Manual



The Coach is the most important “Individual” to his team.  In our society 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 country on which the survival of the society depends.

The Coach must be willing to give freely of his time and energy.  In return, expect little regard, except personal satisfaction.  If he is a good coach, he is respected in his community, admired by his players and makes lasting friends where he goes.  He has the satisfaction of seeing his players develop and improve in ability; he learns the thrill of victory and how to accept defeat.  The successful coach is one who is known for his ability to develop players and bring credit to the game.

Some coaches who accept the task of coaching a team do so not fully realizing the implication, responsibilities, scope and involvement.  Some find it to involved for a hobby, others take it in sheer desperation to help youngsters, hence, large number are not qualified to coach which results in poor development and playing standards.


The most important thing about a coach is his philosophy; it sets the tone and the patterns of his thinking and living.  A philosophy helps to decide what he wants to happen to players on and off the rink.  A theory of values is most important.

The philosophy of a coach must be clearly defined to himself.  It must be in conformance with his philosophy of life, government, education and society.  His philosophy must be definite, reflecting both his thoughts and true self; it is not something that can be borrowed from another coach as can a pattern of movement.  He must recognize his responsibilities as a teacher of youth as well as a coach.  By his leadership, he will set an example for living habits, and develop to an extent, the individual personality of players.  He 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.  He is charged with guiding the developing youth in the most critical years of spiritual, mental, and physical development.  He must realize that his attitudes and philosophy are reflected in his team members.

If a Cyclone Coach allows himself emotional outbursts toward officials, his team will react in similar manner; if a coach blames defeat on anything and everything but himself, his 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 beside the human dimension.


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.  They are to ensure they carry a full team of a minimum 17 players.  That registration of their players and staff, submission of their team budget and the administration of Cyclone equipment is done in an efficient and timely manner.  For this reason, it is imperative that the coach appoint a manager he can count on to make sure all aspects of team administration and parent communication are taken care of.  By making the right choice of team manager, the coach can concentrate his efforts on “coaching” his hockey team.

Since coaches are the guardians of the ethics of the game, it is their responsibility to see that hockey keeps it rightful place a truly great sport. 

How the coach reacts to the team’s wins and losses will definitely affect his relationship with his players.  It is only human nature to like winning and hate losing.  A coach commands real loyalty if he gives the credit to his players when they win, and shares their disappointment when they lose.  The important thing about losing is to look forward to the next game with some constructive thinking, rather than to brood over the loss while looking for a scapegoat.

No coach ever knows enough about the game of hockey.  By reading, by discussions with others, and by observing good teams play, new techniques and tactics can always be learned.  There is no better way to improve one’s knowledge of skills and methods of coaching than by attending clinics where a free interchange of ideas and instructional demonstrations take place.

The coach of beginning players has special problems requiring a different approach from that of handling experienced players.  To overcome such learning obstacles as awkwardness due to rapid and uneven growth, discouragement because of persistent failure, it is necessary to get to the beginner’s level.  The emphasis should be almost entirely fundamentals, with frequent encouragement in mastering one thing at a time without expecting too much.  Judgement and common sense will dictate how much team play should be given.  In learning skills, patterns build up and drills become habits, which in time form the automatic responses so essential in hockey.


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 five 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  Prospective Coach applicants shall be provided with guidelines as to what is expected for committee interviews.
1.06  Committee shall interview applicants in order to make recommendations to the board of directors for final approval.
1.07  It is recommended that a Coach not be permitted to Coach a particular age group more that two consecutive years or more than two of any four year period.


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 Minor Atom to and including Minor Bantam, teams are required to carry a minimum of fifteen (15)  players who are residence of the Municipality of Chatham Kent.
2.03  From Bantam and above, teams are required to carry a minimum of twelve (12) players who are residence of the Municipality of Chatham Kent.


3.01  Program is designed to increase a players pace of play while developing the exectution of individual skill mechanics.3.02  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.
3.03  Players accepted into this program will be exposed to the best local instruction available.
3.04  Player are expected to make their home (OMHA) team first priority, but will be invited to all practices and off ice training.
3.05  Teams are required to sign a minimum of 1 apprenticeship players for every F1 registered player signed to their team.


4.01  Every team must have minimum one NCCP certified Coach.
4.02  Every team must have minimum one NTCP certified Trainer.
4.03  All team officials must be certified in Prevention Services (Speak Out).
4.04  All team officials must be police check certified.

      4.04.01  Police certification must be updated every 3 years.
      4.04..02  Should the status of any individual change after having completed a police record check and before 3 years have passed, a new police record check must be completed to determine eligibility.
      4.04.03  Police check request form must be delivered to the Chatham Kent Police Service marked “for Chatham-Kent Cyclones”.
      4.04.04  The Chatham-Kent Police Service will update list of approved staff members.
      4.04.05  It is the responsibility of staff members to follow for their police clearance if they do not appear on approved list.
      4.04.06  It is not necessary to provide copy of certification unless clearance is done by a police service other than the Chatham-Kent Police Service.

4.05  All team official must be registered and appear on an official team roster before being eligible to participate.
4.06  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, assist team on player’s bench during games or act as a team official in any other capacity.


5.01  Team officials and players trying out should review “player tryout checklist” for documents required at tryouts.
5.02  Divisional Directors 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  Divisional Directors 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 / 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.


6.01  Team officials should encourage players to register at their appropriate age category when team exists at player’s age level and use affiliation process effectively in order to provide opportunity to benefit from higher level of play.
6.02  When a player / parent requests to tryout at a higher age category, the higher level coach should immediately contact the lower level Coach and Director of Coaching and advise them of request.  If the higher level Coach wishes to consider the request, he should do a preliminary evaluation of the player at his own age group at his earliest convenience.  Once preliminary evaluation is complete, if the higher level Coach still wishes to consider the request, the player may then be granted one tryout session at a time convenient to both Coaches in order that they both evaluate the player’s skill level.  At the conclusion of the higher level tryout, both Coaches will attempt to resolved the issue and advise the player.
6.03  In order that a player to be considered for movement to a higher level team, he must rank as the top forward, the top defencemen or top goaltender at the higher level team.
6.04  If the team officials of the two teams involved disagree on the matter of player movement, a committee shall be assigned by the board to evaluate player’s eligibility.
6.05  If a Coach releases a player, the player may be considered at the higher level team if both Coaches are in agreement.  This would be a rare situation but could happen if the lower level team has large tryout numbers and the higher level team has low tryout numbers.


7.01 Coaches and assistant coaches must attend all monthly 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.


8.01  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.       


9.01  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.


10.01  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 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.


11.01  Registration fee will be established by budget committee annually prior to startup of season.
11.02  Divisional Directors will collect all registration fees and turn into Secretary / Registrar along with necessary registration documents.
11.03  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.
11.04  Treasurer will reconcile registration fees and reimburse teams for excess of 17 players after November 1.
11.05  Treasure will be responsible for refunding registration fees to players who have been released when eligible.





Prior to September 15







Prior to October 15

Prior to November 15 (**)

Prior to December 15

Prior to January 15

After January 15

(**)  there will be no movement of players except in the case injury after November 1.




Prior to September 15





Prior to October 15

Prior to November 1

After November 1



12.01  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.
12.02  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).
12.03  Team officials are required to complete year end financial statement and provide copy to Divisional Director by the end of scheduled season. (sample).
12.04  Team officials must strive to consider players/parents best interest in all cases when dealing with team funds.
12.05  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.


***** note: this section to be completed once equipment manager has submitted recommendations      

            In an effort to standardize apparel and equipment we must all agree that if we are to operate professionally, we must have a certain amount of consistency with our clothing and equipment.  Our players must look good on and off the ice at all times in order that we be recognized as a quality organization.  The following is the Cyclones Apparel and Equipment requirement:

13.01  Teams will be issued equipment by equipment manager at beginning of season and are required to return all equipment at conclusion of season.
13.02  Team colours shall comprise of RED helmet.  Gloves and Pants should also be predominately RED in colour.
13.03  Cyclones organization will provide teams with Home and Away jerseys, Home and Away socks, supply of pucks and well a stocked trainers kit prior to the start of the season.
13.04  It will be the team’s responsibility to maintain the cleanliness of the jerseys and account for all jerseys, which are issued to team.
13.05  Cyclone organization shall supply Jersey bags for home and away jerseys.  Jerseys are NOT to be handed out to individual players but must be collected and maintained by a designated team official. 
13.05  Teams should consider purchasing a few extra pairs of socks for A.P. players and to replace individual socks that become damaged.
13.06  Teams will be responsible for maintaining a supply of pucks and also must maintain supplies in trainers kit.
13.07  For those teams who wish to apply players name bars and/or sponsor bars on jerseys, care must be taken so as not to cause any damage during application or removal.   Name bars and Sponsor bars must be stitched on (not glued on) to allow for easy removal.  Player’s name bars, where applicable, should be applied across the top back of jersey and sponsor’s name bars, where applicable, should be applied across the bottom back.  Name bar background should be of same colour as jersey ie. White background bar on white jersey and black background bar on black jersey.
13.08  Players are not allowed to wear non-issued jerseys such as hockey school jerseys during any games.
13.09  Players must not mismatch socks.  Home socks must be worn with home jerseys and away socks must be worn with away jerseys.
13.10  Players should wear appropriate attire to all games as they are representing the Cyclones.


14.01  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.
14.02  Where a team is seeking sponsorship funding from local businesses, proposal should first be brought to the Divisional Director.
14.03  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.
14.04  Teams are responsible to complete all necessary reports within the prescribed time frame for the review of the Director of Fundraising 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.
14.05  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.


15.01  Team officials must complete “exhibition and tournament permit” prior to any and all exhibition and tournament games.  This form should complete and submitted to the league scheduler via electronic mail for approval prior to participation.
15.02  Team officials must complete a “match penalty report form” in all cases where a match penalty is assessed in any game.  For must be given to League scheduler within 48 hrs. of the infraction.
15.03  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.
15.04  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.


16.01  The Cyclones organization will assign the responsibility to one of it’s directors to collect all game sheets.
16.02  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 hr. of conclusion of game. 
16.03  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.
16.04  Failure comply with the above will result in the suspension of future Tournament / Exhibition permits being approved.
16.05  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 / playoffs, more frequent reporting may be required.




September 15

Registration documents and team list to be completed

September 15

Unsigned players must return to home centre

Oct. Coach mtg.

Team budgets to e turned in.

November 1

End of player movement

January 10

A.P. 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 mtg.

Team financial statement turned in

April / May

Cyclones AGM

March (3rd wknd)

CHA Bantam Championship

March (4th wknd)

CHA Peewee Championship

March (4th wknd)

CHA Midget Regional Championship

April (mid month)

OHF Championships

Mid April 15

Earliest date tryouts may begin for upcoming season.

April (3rd wknd)

CHA Midget Air Canada Cup

April (4th wknd)

Under 17 Camp

Early May

Cyclones AGM

June (1st wknd)



Ontario Under 17 Camp




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Printed from on Thursday, April 18, 2019 at 6:31 PM