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Palo Alto Soccer Club

Manager Handbook

November 8, 2010

Version 2
Table of Contents
SOCCER TERMS.........................................................................................................................................................4
NEW TEAM FORMATION- MANAGER CHOICE...............................................................................................6
MANAGER DUTIES................................................................................................................................................6
COACH DUTIES.......................................................................................................................................................7
MANAGER COMMUNICATION............................................................................................................................8
REGISTRATION........................................................................................................................................................11
SEASONS OF PLAY...............................................................................................................................................11
WHAT PLAYING LEAGUE?.............................................................................................................................................11
Adding an adult...................................................................................................................................................14
Releasing players................................................................................................................................................15
Submitting forms.................................................................................................................................................15
NORCAL REGISTRATION................................................................................................................................................16
TOURNAMENTS/CUPS............................................................................................................................................18
APPLYING TO A CYSA TOURNAMENT............................................................................................................................18
BANKING....................................................................................................................................................................20
GETTING THE BANK ACCOUNT SET UP...........................................................................................................................20
SCHOLARSHIPS..............................................................................................................................................................20
CALCULATING FEES......................................................................................................................................................20
CLUB REQUIREMENTS..........................................................................................................................................22
SCHEDULING............................................................................................................................................................23
SCRIMMAGE SCHEDULING...............................................................................................................................25
CHECKING FOR REFEREE ASSIGNMENTS.....................................................................................................26
GAME DAY.................................................................................................................................................................27
UNIFORMS.................................................................................................................................................................30
EQUIPMENT..............................................................................................................................................................30
TRYOUTS...................................................................................................................................................................31
SCHOLARSHIP PLAYERS......................................................................................................................................33
CLUB LEVEL VOLUNTEERS................................................................................................................................34
APPENDIX A: EXAMPLE GOLDENROD AND US CLUB SOCCER OFFICIAL ROSTER........................35
APPENDIX C: EXAMPLE ROSTER.....................................................................................................................38
APPENDIX D: EXAMPLE TEAM FACT SHEET................................................................................................39
APPENDIX E: PRINTING DIGITAL PHOTOS ON LABEL PAPER...............................................................41
APPENDIX F: EXAMPLE AGE-GROUP-SPECIFIC TRYOUT FLYER.........................................................43
Acknowledgements
The version 1 of this handbook is kindly prepared by Dahna Pasternak and Susie Spangler.
The version 2 of this handbood is kindly prepared by Dahna Pasternak and Susie Spangler, with
input from Pamela Sherwood.
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.

CYSA (or “CYSA-N” or “CY”): California Youth Soccer Association - North. In addition to
NorCal (see below), one of the competitive soccer leagues in Northern California. CYSA-N has
been restructured from former Class 1 and Class 3 playing leagues to CYSA Cal Soccer League
(CCSL) as follows: Gold; Silver (up to 3 brackets: Silver Elite, Silver A and Silver B), Bronze
(typically 2 brackets: Bronze A and Bronze B) and Copper (up to 2 brackets: Copper A and
Copper B) divisions. Teams register through CCSL website: http://www.calsoccerleague.org/.
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. Game cards are printed out from appropriate website (gotsoccer for
CCSL and NorCal for Norcal).

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.

Can we have co-managers?


Many teams decide to have co-managers and split the duties involved.
COACH DUTIES

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 Director
of Coaching, Armando Luna). See the PASC website (www.pasoccerclub.org) under "PASC
guidelines for team manager position."
(http://www.pasoccerclub.org/files/pasc_team_manager_guidelines.pdf)

All coaches at PASC are independent contractors for the Club. They are typically selected by
the Director of Coaching (Armando Luna). Contracts usually run through the calendar year.
Coaches are evaluated by the DoC throughout the season and when contracts are renegotiated.

Contracted coaching duties include:


Teaching and coaching the team throughout the entire league and tournament season to
the best of Coach's ability to ensure players are learning and advancing their individual soccer
skills, techniques, and team tactics. Coach a minimum of 2 team practices per week during the
season, and all games. Establishing team policies outlining the expected level of commitment
from players, which policies should be shared with all parents and players on an ongoing basis.
At younger ages the coach will work in conjunction with the Team's Manager and the Club to
hold an open and fair tryout at least once a year to select the most competitive team possible
prior to the CYSA team registration deadline. The coach should communicate player-related
dialogue (playing time, goals, progress, and commitment) directly to each player, and establish a
process whereby parents can have a dialogue with Coach about their children's progress. Every
player practicing with the Team is either a registered CYSA player or has submitted to Coach a
copy of the Club's medical release waiver signed by a parent. The Coach will determine the
times, days of the week, method, details, and means of performing these services.
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 (Amy
Arnold (amy.arnold@yahoo.com) and Mary Kay Brady (mkbrady23@gmail.com) are
Club uniform co-coordinators). 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
Amy Arnold (amy.arnold@yahoo.com) or Mary Kay Brady (mkbrady23@gmail.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). CYSA has been restructed
with CCSL as the playing league. Within CCSL, there are different divisions, including
State Premier (the highest ranked teams); Bay Region, which includes Gold and Silver
Elite; and Coast (CCSL) for more local play of Silver, Bronze and Copper level teams.
Virtually all new PASC teams will play Bronze or Copper if they play CY.
 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 (Bay and CCSL) 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 2010 fall registration instructions include here).
Notes:
Bay Gold may have different registration timelines than Coast Leagues (Silver to Copper)!!
Spring Registration may differ from Fall, so be sure to have team registrar check.

See Appendix H for Fall 2010 instructions

To Note:
 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:
 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:
 $250/team
 Check with Bert for Current Amounts!!.
 Turn in your packet (forms, check, POB) to Bert Bell (121 Primrose Way, Palo
Alto) as instructed. Keep the pictures as team registrar will affix them to proper
passes. 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 need to be placed on small cards
that show the player’s information and parent will need to sign the
back. 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.

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

Please 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.

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 appropriate 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 225 Pasa Robles Ave, Los Altos, CA 94022. 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 Bert’s’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 Bert’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 Bert Bell’s (or
current registrar) inbox at 121 Primrose Way, Palo Alto. The PASC club fee check goes to Birol
Becan, club treasurer, at 225 Pasa Robles Ave, Los Altos, CA 94022. 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 registrar (Bert Bell) 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.

Please note that the NorCal Website is separate from U.S. Club website, so you will need
separate logins for that site. Also, PASC’s U.S. Club registrar is the U.S. Club representative
and is not involved in team registration with NorCal playing league.

 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=fdceceb4-24ed-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). You will need to scan in the POBs for
each player needing a pass and upload to their file in the U.S. Club site into
their file.
 When all of the above is done, deliver hard copies of the forms 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 Registrar (Bert). 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. Once
you receive the passes, affix the pictures and laminate and hole punch and keep in a ring for each
game. Passes are good for 12 months starting August 1 of the calendar year.

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/. Go the tab of the league you want to play in and follow
the prompts to Apply here. The on-line application form will ask for details about past
team results. If you are a new team, note that. If you are an established team, ask the
coach and/or previous manager or scheduler for results. You will need to pay league
registration fees by credit card.
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 Gold (and/or Silver) only, some Silver, Bronze and Copper only and some have different
weekends for the different levels. 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. Team Tournament Application Procedures (from the
CYSA north website) are as follows:

Applying to a CYSA Tournament


1. Tournament application deadlines are typically 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 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. Gold and Silver teams will participate in State Cup, and Bronze and Copper 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 Gold and Bronze 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
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 each season. 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 waiver 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 (PASC treasurer)


PASC Treasurer
225 Pasa Robles Ave
Los Altos, CA 94022
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) Ridgestar: Games are scheduled on-line through Ridgestar (through the Redwood
League soccer site). SEE APPENDIX I

Briefly,
Before you schedule a game, you need to contact your scheduling counterpart on each
opposing team to find out if they have any restrictions for our home games and to convey any
restrictions you have to them for their home games. You are expected to schedule the game on
the exact day listed on the skeleton schedule. Any deviation from this (even Saturday/Sunday
switches on the same weekend), must be approved by the opponent.

When you are ready to schedule a game, follow the instructions on the module and
schedule all your home games.
To assure equity, each team will be assigned 3 slots at Mayfield or Cubberley Football
Field.

If there are extra Mayfield/CFB times available, Bob is willing to consider using
them, but we really won't get a good feeling for that until mid September. You will not be able to
do this yourself, so if you want to be considered for extra turf field slots, please contact me then.

Any friendlies you want scheduled will have to be done by Bob as well.

The entire NorCal skeleton schedule has been announced and you are able to schedule
these games immediately. Bob will try and get the CCSL skeleton schedule onto the RWL site as
soon as possible after it is published.

If your team plays in either NorCal or CCSL, please double check the accuracy of the
dates and opponents listed on the RWL site with those in playing league website. I have done
much of this work by hand and errors could easily occur. Also, you must go back to your league
website and enter the specific match time/field.

GAME CHANGES/CANCELLATIONS/POSTPONEMENTS
Any changes to the schedule after you have created a specific time slot for the game can be done
directly by you. Just see the instructions on the module.

Any changes to the skeleton schedule, whether initiated by you, another team or the league, must
be changed by Bob on the RWL schedule. If you become aware of such a change, please notify
Bob immediately.

FEES
Mayfield and CFB cost $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
$3.50 per game.

Referee Fee Schedule:


1992 and 1993 teams: (U18-17): 45min half $50 CR $40 AR
1994 and 1995 teams: (U16-15): 40min $45 CR $35 AR
1996 and 1997 teams: (U14-13): 35min $35 CR $30 AR
1998 and 1999 teams: (U12-11): 30min $30 CR $25 AR
2000 to 2002 teams: (U10-U8): 25min $30 CR $25 AR

Teams will be billed by the club for their field usage and are expected to pay the referees their
fees on the field.
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.
I will send out a notice each week specifying those responsibilities.
All nets must be anchored using the u-shaped rebar anchors or sand bags.
This year, all goals at grass fields must be chained and locked against a fence after each practice
and at the end of the game day.

MAYFIELD/CUBBERLEY FOOTBALL FIELD RULES


The city is very concerned that we obey the field usage rules posted at
Mayfield--they also apply to the turf field at CFB.
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 and CFB are highly desirable and are run on a strict time schedule. Teams must
exit the field when time slot is over. NO EXCEPTIONS!

REFEREES
Bernardo Tapia is our ref coordinator. If you have questions about
the refs here is how to reach Bernardo:
E-mail: bernardojtapia@gmail.com
Bernardo's cell # is: 650 395-7667

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

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.

CHECKING FOR REFEREE ASSIGNMENTS


As your games get scheduled, checking Ridgestar site Friday morning 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.

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.

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.). CCSL and NorCal game cards are printed out from the appropriate website
(gotsoccer or Norcal).
 Printing game cards:
For CCSL - click on event (cysl cal soccer league) and go to "my events.” Then click
on league you are in (e.g., bay or coast division), then click on schedule tab, which
pulls up page with all your games (full schedule). On far left side click on the game
you need the cards for. It will pull up the rosters for both teams and print.
For NorCal, log-in to your team web page and from schedule click on “vs.” to print
game cards.
The printed card is taken to the game, signed by all three refs at the game, then a copy
of the card is made and mailed to Bernardo (or current referee coordinator). The
manager should keep the original card until at least 2 weeks after the season is over.
 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 (goldenrod) or US Club roster. Goldenrod is on yellow paper,
hence the nick name
 Official USYSA registration forms (yellow copy) for each player - AKA Form
1601 or R002 for NorCal
 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.
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.
As playing leagues use online score reporting, game cards are used to confirm standings
and resolve any disputes.
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 the refs 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 (Cubberly 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 (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 gotsoccer/Norcal 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 for moving up playing divisions, and also
sanctioned tournament applications ask for this info.
UNIFORMS
The club uniform coordinator are Amy Arnold (amy.arnold@yahoo.com) and Mary Kay Brady
(mkbrady23@gmail.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 Amy Arnold (amy.arnold@yahoo.com) and Mary Kay Brady (mkbrady23@gmail.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 organizers: Hulya Kaymaz (hulya@karakas.org) and John Ortiz


ortizje@earthlink.net

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. 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: Michal Shalon < michal@shalon.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: Example Goldenrod and US
Club Soccer Official Roster
Appendix B: Example 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 7th through 22-23 November (last tourney).
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
APPENDIX H: Fall 2010 REGISTRATION GUIDELINES FOR CCSL

REGISTRATION GUIDELINES FOR 2010/2011


Redwood Registrar

• Tony Morin redwoodregnorth@aol.com

Registration

• Registration will start May 1st and end July 7th.


• All teams must complete registration on www.redwoodsoccer.org and submit
transmittals from website. Directions to complete are on the website. In
addition webmaster John Shield can be contacted for website assistance.
• NEW Registration requested after this date will be charged a late fee
starting@ $100 and will progressively increase by $50 per week.
• U 12 & up minimum player count is 13 to register, maximum currently 18.
• U 11 & Under minimum 10 to resister, roster max is 13 players
• Adult Disclosure Form 1628 signed with picture ID must be turned in to the
RWL registrar by May 1st or before with a copy of a photo I.D. All adults
participating must turn in a form, but only one per adult. No longer
one per team. They must be listed on the Transmittal submitted.

Team Packets

• Team packets are due to your league registrar no later than July 8th.
• Must include one (1) copy of the 1601 registration form from RWL
registration site.
• (1) copy of Transmittal from Redwood must be included
• Must include a copy of player birth certificate/passport – proof of birth for any
new player not registered for Spring 2010 or before. If uncertain send POB
with player 1601.
• All player input and printing will be done by league registrars, and packets
will be distributed to clubs for picture gluing. Pictures do not have to be
submitted with the team packet. Clubs may determine who attaches pictures,
team or club.
• Pictures will be glued on same side as printed information so the
must be 1” x 1 1/2”. See example of new player pass attached
• Team packets received after July 29th are not assured of processing in time for
league play.
• Packets are processed in order received. PLEASE NOTE: Tournament
packets have priority.
• Any team wishing to have gluing and lamination done by the league can do
so for a fee of $30. If so pictures must be submitted with the team packet
and be of acceptable size.

League Fees

• Team checks, club checks, cashier checks or money orders, one per team
payable to
Redwood YSL are the acceptable methods of payment.
• Include $20 per player.
• Include $ 6 per adult.
• Play League $250 all teams, all divisions.

Misc. Items

• Foreign Document Translation forms are valid for 5 years.


• Player passes no longer need be signed by the player. Picture on same side
as printed data.
• Envelopes for all adds, transfers etc MUST Be 9”x12” or 10” x 13” using
label. Please do not write unnecessary info on the envelope.

Things to Remember

• Lamination Service and Gluing. Teams interested in laminating service for


passes for $30 per team please include a separate check to Tony Morin for
this service. Let your club registrar know or email redwoodregnorth@aol.com
ASAP.

• Teams are allowed the transfers of three (3) players ONTO their roster for
the ENTIRE SEASON YEAR (Sept 1 to Aug. 31.) The exception to this is for
teams U14 to U19 whom may add a 4th & 5th transfer for STATE CUP ONLY
play. Two signatures on the F1606,(parent & releasing coach) a new picture,
the player pass and a $5 check payable to CYSA District II are required. If
transfer involves another district & league additional fees to those
organizations may be involved.

• Transfers will now require (2) signatures only, parent & releasing
coach. The 1606, player pass and new picture will be given to
Receiving League. From there all signatures are Electronic.
• Once a player has been released if they change their mind a transfer is
required to bring them onto your roster.

• Adds will completed in 1 week or sooner except if player is “New to CY


Registration” or league or district registrar are on vacation etc.

• ABSOLUTLY NO PERSONAL CHECKS ARE ACCEPTED – TEAM CHECKS


OR MONEY ORDERS ONLY!

New League Format for 2010-2011 Season


• Redwood League will now be formatted as one club, instead of 14 individual
ones. This will mostly affect team numbers. All team numbers will start as
follows 02-03-01 for the district, league, and club. The team digits will start
with the first 2 digits of the old club and the last two digits will be the team
number. All team numbers will have to be 2 digits.
EX: Fall 2009 Burlingame Ajax team number was 02-03-02-0024 in Fall 2010 it
will be 02-03-00-0224

• New passes will have the picture and information on the same side, so
pictures MUST fit in the designated picture space (1”x1-1/2”) Maximum.
APPENDIX I: RIDGESTAR GAME SCHEDULING TUTORIAL

Coach / Manager Tutorial


Selecting a TimeSlot for your Home Matches
2/27/2010

Starting Spring 2010, Palo Alto Soccer Club and Stanford Soccer Club will be using a new feature of the Redwood
League (RWL) website. Bob Wachs (Field Scheduler for PASC) and Norm Picker (Field Scheduler for Stanford
SC) are responsible for uploading all their available league game time slots, assigned by the city of Palo Alto, onto
the RWL website. Coaches and Managers for PASC and SSC teams will now be able to instantaneously schedule
their home matches completely by themselves!

STEP 1
The coach, manager or team scheduler logs on to www.redwoodsoccer.org and clicks on the Manager or Coach
segment in the left hand column of the website. Team schedulers should log in as “Manager”.

This page appears: This page is for a Manager – the Coach page is similar.

For technical reasons, more than one team may be listed in the table shown.

Select your current team by clicking the symbol where the (1) is. The team will then be highlighted in yellow (2).
The website now knows which team you want to access.

STEP 2
Click on Matches (3) and you will come to the following screen:
STEP 3
This is the “Matches” page and will show your upcoming matches for the season. These matches are just the
“skeleton” schedules as created by your league.
In this example we only show home matches, but you may also see your away matches on this page.

There is additional information on this page. Referee assignments are “Open” for the Referee and both Assistant
Referee positions for these 5 home matches (4). You will see a “Green okay” when a referee has been assigned to
your match.

The date in (2) gives the date of the earliest match shown. Here we are looking at all matches from yesterday and
into the future. Leave the date in (2) blank to see all your matches, past and present.

All right, let’s get going. When you want to select a time slot for your match, click on the key number of the match
of interest (1) and you will get a page like this:
STEP 4
All the available field times are shown in the dropdown at (1) in the above screen. When you click on the dropdown
at (1) you get the following:
You now see all the available time slots on this date for the appropriate sized field (1). Highlight (select) the time
slot you want for the game, then be sure to click on “Update” (4). That’s it! You’ve now scheduled the match. To
make sure the match is scheduled as you wish, press the “Matches” link in the left hand table of contents (5) and
view the game, again, now with the date /field/time all completed.

If you have consulted with your opponent and want to change the date of the match, simply enter the desired date (6)
and click update (4) to see what slots are available on that new date. Then select the desired slot and press update (4)
once again.

This page also allows you to change the time slot on a game previously scheduled. Simply go back to the list of
available slots in (1) and choose the new one you want. At this point, you can optionally indicate a reason for
changing the game (2). For example: “Opponent requested late afternoon match.” Or “8:00 AM selected because
Coach has to be in Morgan Hill by 11 am.” Any comments you add will appear as part of the Match History (3) .
Then, be sure and click Update (4).

OTHER INFORMATION
This page has even more detail regarding your match, none of which is directly relevant to scheduling your match.
If the match was imported from a tournament, D2Spring or NorCal, the Match Number from those organizations
may be displayed as Client Match. The organization responsible for providing the referees is shown as Referees
Club and the organization responsible for providing the field is shown as TimeSlots Club . For what it is worth, the
database works on your Team ID Number “CYSA-N” (not the team name). As before, details regarding the referee
assignments status are shown here too.

MORE POSSIBILITIES
If you wish to see an overview of all time slots on a given day, do the following.
Log in as Manager and select Time Slots (1)
Here is an example of what you can see:
Select a Date (3) and Club you want to view. You can also select the age levels of the fields you are interested in. A
manager of a BU19 team will not be interested in playing a match on a 8v8 sized field.

After you click on “Show” (4) a bar graph with the time slots appears. Green is for available and blue is for
reserved. On many browsers, if you hover your mouse pointer over the bar, more details on the slot will appear.

This time slot selection system has been custom built for the use of PASC and SSC and is being newly
implemented. It is likely there will be some problems or glitches. If you see a problem or have a suggestion,
please pass it along to Bob Wachs or Norm Pi
Index

A Nets/flags up and down....................................................25


Adding/Release/Transferring Players...............................14 NorCal........................................................4, 16, 17, 18, 19
Age-group..........................................................................4 P
Association Cup...............................................................19 PA utility numbers.............................................................9
AYSO.....................................................................4, 28, 31 Palo Alto Soccer Club............................................5, 34, 39
B Passes.................................................................................5
brackets..................................................................4, 19, 23 playing league.........................................4, 8, 11, 16, 24, 27
poaching.....................................................................10, 31
C Proof of Birth.....................................................................5
Calculating Fees...............................................................20
California Coast Soccer League....................................4, 11 R
CCSL................................................................................11 rainout hotline..................................................................28
Club Fees..........................................................................20 Referee.................................................................................
club level volunteer..........................................................34 Assignments................................................................26
club president...............................................................9, 20 fee schedule.................................................................24
club referee coordinator..................................25, 26, 27, 28 paying refs...................................................................25
club scheduler...................................................................23 Registration..........................................................11, 16, 45
club treasurer....................................................................22 Releasing players..............................................................15
club tryout coordinator.....................................................31 Ridgestar....................................................................23, 26
Coach................................................................................... Roster for the CPA...........................................................22
contracts........................................................................7 RWL.................................................................................10
duties.............................................................................7 S
Coaching Fees............................................................21, 22 SCHEDULING................................................................23
CYSA..................4, 7, 10, 11, 14, 18, 19, 25, 27, 31, 46, 51 Game Scheduling........................................................23
D PRACTICE SCHEDULING........................................23
Director of Coaching..........................................................7 Scrimmage scheduling.................................................25
District 2.............................................................................4 scholarship policy.................................................20, 32, 33
District 2 Cup...................................................................19 Scholarships....................................................20, 21, 22, 33
DoC....................................................................................7 Soccer by the Bay.............................................................19
State Cup..........................................................................19
F
Field Fees........................................................................20 T
Founders Cup...................................................................19 TALL TREES..................................................................19
team bank account..............................................................9
G set up...........................................................................20
Game Card...................................................................4, 27 Tournament...............................................18, 19, 21, 34, 39
Goldenrod...............................................................4, 13, 35 TOURNAMENTS............................................................18
gotsoccer...........................................................4, 18, 27, 29 TRUMBA.....................................................................5, 23
M tryouts..............................................................................31
Manager.............................................................................6 Turf field rules..................................................................25
co-manager....................................................................6 U
communication..............................................................8 uniform coordinator....................................................10, 30
dealing conflicts..........................................................10 US Club................................................5, 11, 16, 17, 18, 27
duties.............................................................................6 US Club Soccer Official Roster........................................35
manager coordinator...........................................6, 9, 10, 20
V
N volunteers...........................................................6, 8, 22, 34