From the club's administrators manual. Your dashboard shows this month's jobs for your team, with your packet's to-dos.
Every month
- Reconcile the team bank statement.
- Email the team upcoming events, reminders and changes (all team communication goes through Sprocket). If you have trouble remembering, the parents will too.
- Keep families up to date on fees coming up, and send installment reminders.
June and July
- Attend the annual administrators' meeting.
- Set up the team bank account at Commerce Bank, with the Club Administrator and your team's treasurer.
- Meet your coach: fall tournaments, the budget, and how you'll communicate.
- Hold the team meeting: budget, roster, uniforms, start-up fees. Tell families: questions about soccer go to the coach, anything else comes to you.
- Finalize jersey numbers.
- By noon June 24Register your team for fall Heartland and enter your conflict dates. You need your conflict dates from your coach. Heartland registration
- Complete the background check and the SafeSport course (the yearly refresher is 30 minutes): both are needed to be on the roster.
July, August and September
- Register for any late summer or early fall tournaments your coach wants, and collect the fees. All teams should apply for the Fall Kickoff Challenge (August) and the Midwest Mothers' Day Classic (May).
- July 30Heartland schedules post after 5:00pm on July 30. Send them to your team and sort out any conflicts. heartlandsoccer.net
- Email families about game day: when to arrive and what to wear (home is white, away is navy). Players bring BOTH game jerseys to every game.
- Register your goalkeeper for the club's fall goalkeeper academy (the club emails the details).
- Every team gets an indoor winter practice site unless you tell the office you have your own.
- Opens September 1Register the team for futsal, then add your players in the HTG system once you're accepted and paid. HTG Tournament Center
October and November
- Remind families when and where winter practices are.
- Watch for the futsal schedule (early November to mid-February), then remind families of games, arrival and jersey colour.
December
- Email the next quarter's invoice.
- Remind your coach to pick spring tournaments.
- Give families a midyear accounting of the team's money.
- Register for spring Heartland, with your conflict dates. Heartland registration
January and February
- Get your spring conflict dates from your coach.
- By noon January 4Register for spring Heartland. Heartland registration
- Watch for the spring league schedule (about February 17); the season starts at the end of February. heartlandsoccer.net
March and April
- Send reminders about games and arrival.
- Enter your team name the club's way on every tournament, league and State Cup form: SPORTING BV Team Name YY/YY (for example: SPORTING BV Argentina 07/08).
May and June
- Remind everyone to sign up for tryouts from May 1. Tryouts are always the 1st Friday and Saturday in June; team meetings are always the 2nd Saturday after tryouts.
- Reconcile the end-of-year bank statement: leave $1 in the account, write any refund checks, and give families a summary of the year's money.
- Return medical release forms to families of players not staying on the team (new forms are needed every year).
- Optional: an end-of-year party with your social coordinator.