2016-17

ADP/RDP TEAM MANAGEMENT MANUAL

Revised August 2, 2016

OSC ADP/RDP Team Management Manual Table of Contents Responsibility of the Team Manager ………………………………………………………………………. Team Registration ………………………………………………………………………………………………….. PHSA Carding …………………………………………………………………………………………………………. Outdoor Team Registration Form …………………………………………………………………………… Head Coach & Assistant Coach Registration Form ………………………………………………….. Team Manager & Assistant Manager Registration Form ………………………………………… Player & Team Official Books …………………………………………………………………………………. League Management …………………………………………………………………………………………….. Communications ……………………………………………………………………………………………………. Vacation Schedules ………………………………………………………………………………………………… Meetings ………………………………………………………………………………………………………………… Additional Technical Support …………………………………………………………………………………. Evaluation & Tryout Process ……………………………………………………………………………….…. Rep Rosters & Carding Deadlines ……………………………………………………………………………. OSC Player Movement Process ………………………………………………………………………………. Ontario Cup ……………………………………………………………………………………………………………. Tournament Participation ………………………………………………………………………………………. Uniforms & Uniform Ordering ………………………………………………………………………………… Travel & Exhibition Games ……………………………………………………………………………………… Travel Permit & Exhibition Game Requirements & Procedure ………………………………… Police Checks …………………………………………………………………………………………………………. Coach Development & Qualifications ……………………………………………………………………… First Aid Requirements …………………………………………………………………………………………… Field Rentals/Scheduling/Practice Allocations ………………………………………………………… Corner Flag Loans/PHDL Player Bench ……………………………………………………………………. Player Insurance Coverage ……………………………………………………………………………………… Finances …………………………………………………………………………………………………………………. Rules, Referees & Discipline …………………………………………………………………………………… Rep Photos …………………………………………………………………………………………………………….. Team Success Story Publication Process …………………………………………………………………. Sponsorship ……………………………………………………………………………………………………………. OSC Concussion Policy…………………………………………………………………………………………….. OSC Return to Play Policy………………………………………………………………………………………… OSC Social Media & Email Policy……………………………………………………………………………… OSC Anti-Bullying Policy………………………………………………………………………………………….. OSC Rep Team Parent Coach Policy ……………………………………………………………………….. OSC Staff Contacts ………………………………………………………………………………………………….

2 3 4 10 11 12 13 16 17 17 17 17 17 19 19 20 21 21 25 25 29 30 31 32 34 34 35 37 37 38 38 39 41 42 44 44 45

OSC ADP/RDP Team Management Manual Responsibility of the Team Manager An OSC Team Manager should have:  Good organizational skills  Patience and a positive attitude  Willingness and ability to communicate clearly at all times  Capacity to delegate responsibilities  Create a positive team atmosphere for players, coaches and parents  Ensure the coach is free to keep his/her focus on long term player development  Help to create and maintain team harmony Responsibilities include but are not limited to:  Administrative tasks – referee payments, game sheets, processing player books etc.  Liaison with the Club  Organizing team meetings  Communicating with parents  Delegate other team responsibilities (see below) Important support roles on the team  Treasurer  Fundraising  Field & Equipment Prep (Nets & Flags)  Uniforms – help with uniform ordering  First aid – certified team members who can deliver first aid and who are responsible to ensure first-aid uniform is stocked and on hand for every game and practice. Although OSC encourages Team Managers to delegate, please make sure that all communication from your team to the Club is done through the Coach/Team Manager. The communication process should be as follows:

Parents

Coach/Team Manager

Senior Technical Director

Executive Director

2

OSC ADP/RDP Team Management Manual Team Registration In order to register a team and process player books the following documents and processes must be completed. It should be noted that this is done twice per year, once for indoor and once for outdoor Team registration check list (Note – blank forms available at the back of the manual, blank books available from the Technical Programs Coordinator):        

    

Players must provide Team Manager with proof of registration/payment before books can be processed or uniforms ordered Team registration form Team roster form Coach/Assistant Coach registration forms – completed in their entirety (see sample). Coach/Assistant Coach books – a new page is to be completed (by the team) for each season and submitted with necessary coaching certifications (if not previously submitted), signed registration form and valid police check (police check required every two years). Manager/Assistant Manager registration form – completed in their entirety (see sample). Manager/Assistant Manager books – new page is to be completed (by the team) for each season and submitted with signed registration form and valid police check (if required). Out of town/underage players – any players residing outside Oakville or who are underage should be identified to the Club before they are registered to the program and a Player Exception Form should be completed and approved by the Technical Department before the player book is processed. Make sure that there is an Assistant Coach registered in case the Head Coach is unavailable (follow the same registration process as Head Coach) Ensure that if you have a female team, there must be at least two female staff - one must be present at every practice/game. They should complete a registration form and have a valid police check on file with the Club. Ensure there are at least three persons certified in first aid on each team (Head Coach, Assistant Coach and Team Managers) and copies of their certificates are on file with the Club Medical Forms – copies of medical forms for each player should be submitted with player books annually. Player Books – the following instructions have been copied from the PHSA District guide on player book processing.

Note: OSC requires a minimum of two business days during regular business hours (9am - 5pm) to process all books before they are sent to the District. Pick up/delivery of player books at the District will only occur once per week. Once delivered to the District it can take up to two weeks to have the books returned. They are processed on a first-in-first-out basis. Teams must plan accordingly – emergencies cannot always be prioritized.

3

OSC ADP/RDP Team Management Manual PHSA Carding Information Proof of Age It is the responsibility of the player to provide a proof-of-age document acceptable to the District Registrar, when required or requested. Proof of age documents must be in English or French. A notarized translation is required for documents in all other languages. Proof of age is required when:    

A youth player joins a club. When a youth player requires a Player Registration Book. Requested by the District Registrar/District Office. Presenting a Player Registration Book not previously validated by PHSA.

Acceptable Proof of Age Documents Birth Certificates, Passports, Drivers’ Licenses or an OSA Player Registration Book with no blank validation pages. Unacceptable Proof of Age Documents Municipal parks and recreational cards and documents; letters from schools or other persons; membership cards from other organizations; documents not in English or French; documents where the birth date is not perfectly clear, overwritten, tampered with or mutilated. Health cards are not acceptable proof of age documents. Name Changes When completing the Player Registration Forms, Registration Books, etc., names entered on the forms, books, data entry, etc., must be the same as on the proof of age document to avoid duplications in the system. If a player’s name has been officially (legally) changed, the necessary documentation to accompany the proof of age before the name will be changed in the system. Any discrepancy between the name on the proof of age and the registration system and/or the name in the player registration book and the registration system will result in delay of validation of book – proof will then be required of precise player name. OSA Registration Books for Player and Team Officials – Preparation and Procedures All players and team officials require OSA Registration Books. Player books are pink; Team Official books are blue. Book Preparation Books are to be prepared as per the following instructions – improperly prepared books will not be accepted in the District Office and will be returned for rectification. In accordance with the definition of “Valid” Photograph” contained in the OSA’s section 1 Policy 1, a valid photograph shall mean a photo of the person being registered and must be an accurate impression of the person being represented as per the following requirements

4

OSC ADP/RDP Team Management Manual 1. The photograph shall be a head and shoulders photo. 2. The photograph must measure 45 mm (1.8 inches) long X 35 mm (1.4 inches) wide. 3. The photograph must be a close-up of the head and shoulders with the length of the face in the photo (from the chin to the head) being between 31 mm (1.2 inches) and 36 mm (1.4 inches) so that the face covers approximately 80% of the photo. 4. The photograph must have been taken in the past six months and not removed from an old book. 5. The photograph must be on photo paper. Photos on regular paper will no longer be accepted. 6. The eyes must be open and clearly visible. 7. Glasses may be worn as long as the eyes are clearly visible. 8. Sunglasses are unacceptable. 9. The photo must show a full front view of the face with both edges of the face showing clearly. 10. The face and should must be centered in the photo and squared to the camera. 11. Hats or head covers are not permitted except when worn for religious reasons and only if the full facial features are clear. 12. Photocopies are not acceptable. Replacement Photographs Photographs are to be replaced and the book must be re-signed every three years for youth players and every five years for adults. This will be done by the registration year. For example, the 2015 registration year consists of the 2014/2015 indoor season followed by the 2015 outdoor season. To make it easier to determine when a new photograph is required, the replacement year will be entered beside the next available blank photo space by the District. For example – Youth Players – if a new book is issued in the 2014 registration year; a replacement photograph will be required in the 2017 registration year. Similarly for adults - but the interval is five years so the year 2019 should be entered. Do not replace photographs before the required date. Membership Number The registrant’s membership number is to be entered above or near to the photograph. Member’s Name and Date of Birth The name of the registrant and date of birth are to be clearly printed in the spaces provided. When preparing a new book for youth players, the name and age in the book must be the same as on the proof of age (to avoid multiple registrant numbers). Signature The registrant must sign at the bottom of the page or near to a new photograph when required. A team or club official’s signature is not acceptable. Failure to have signatures, where required, will result in the return of the book and therefore delay of validation of the book. Validation Page  The first vacant validation page is to be used to enter team details, etc. Do not skip pages as this can be missed at validation time.  The team name and age divisions are to be entered as indicated on the next line. 5

OSC ADP/RDP Team Management Manual   

Enter the club name and number together with the team number (eg. 25-37-xx) even if there is no designated space for it. (A shipment of books was received with no space for the team number). Then enter the league and division where the team is playing. Administrators, coaches, etc. to enter their title above the thick black line. Coaches are not to enter the dates that the certification courses were completed on the page provided (at the front of the book). Certifications must be submitted to the District for validation and completion of this page.

Seasonal Stickers Stickers are placed in the books by the Club Registrar once the player/team official information has been entered into the OSA registration system. NOTE: these stickers do not validate the player/team official for the season. The page is only valid once submitted to the District for approval and final stamping. Always check books when they are returned to you - as errors/omissions do happen - to make sure everything is up to date. One Player One Book – Player/Official’s Property A player/official is only permitted to have one book. This book is the property of the player/official and must be returned to the player/official on demand within seven days if it is in the possession of the Club or one of its staff. *Coaches and managers who play must have a team official book in addition to the player registration book. Player with Book Changing Club As the book is the property of the player, it is the responsibility of the player to retrieve the registration book if held by a team or club official. See the section on Player Release for the procedure to retrieve a registration book. Replacement Books If all validation pages are used or the book is damaged, a new book with a new photograph is to be prepared and sent to the District together with the old book that will be cancelled and returned to the registrant. Lost Books If a book is lost/destroyed during the season, a new book is to be prepared and sent to the District with proof of age along with a letter declaring that the book has been lost/destroyed. There will be no additional registration fee. Effective Date of Registration The effective date of registration (the date on which the player is eligible to commence playing) is the day after the day the data was entered into the Registration System.

6

OSC ADP/RDP Team Management Manual Though a player is covered by insurance once registered with a club, the individual is only deemed to be registered to a team once assigned to the team in the registration system and once the registration book is validated. The individual could be subject to discipline if not assigned to a team. Note: All players must be registered before they play. Players participating in league, tournament or exhibition games, etc., out of the jurisdiction of their club, must have a validated Player Registration Book. Teams that play in games without validated books will have to appear before a PHSA discipline panel. Player Releases, Return of Registration Books Returning of the book does not release the player from the Club.    

A player should inform the team of their intention to leave the Club or The player should be informed by the team of their release A team official needs to complete a release form and have the player sign it The release form should be accompanied by the player book and sent to the District by the Club in order for the validation page to be cancelled and for the player be released.

When a player requests return of the book, the team official shall return the book immediately once it is back at the Club. (If the player has team/club equipment or owes money, the release may be delayed). Temporary Registration Permit – TRP A TRP is required for a player who is registered in the current season with one club and wants to play a limited number of games for another club – subject to OSA Policy, Section 6, Registration, League and Tournament Rules, where applicable, and subject to the policies of the club where the player is currently registered. 

    

The player has to play in a higher age division or league classification for league play. For tournaments, the player has to meet the age requirements of the tournament. The form is to be signed by the releasing club and processed by that club’s District. A player is entitled to three TRP’s per season. The TRP’s may be used for 3 league games or 3 tournaments or a combination of league games and tournaments. One TRP permits a player to play all games in a sanctioned tournament. A recreational player or club league player will need a Player Registration Book if called up to participate in a competitive league or tournament game. If a player registered in another District is required to play for a PHSA team, the TRP has to be signed and processed by the other District. A TRP is not permitted for Ontario Cup.

7

OSC ADP/RDP Team Management Manual Trial Permit – TPF A TPF entitles players not registered with the OSA in the current season to play in a limited number of games for a club team and is subject to OSA Policy 6, Registration, Trial Permit, League and Tournament Rules, where applicable, and subject to the policies of the club.  

  

The player will require a Player Registration Book prepared as instructed. A TPF allows a player to play two games in a 15-day period. The player is permitted to two trial permits per season. However, the player may only be issued a “Trial Permit” to play for any one club. The two 15-day periods shall not overlap. A TPF is not permitted for Ontario Cup. A TPF used in a tournament only entitles the player to play in two tournament games only – not all games in the tournament. The team will bear the cost of this fee for the permit.

Player Transfers All concerned should be familiar with the rules of Transfer (Reference – OSA Player Registration Policies, Section 6). Transfers and the instructions are on the Transfer form. Also, appeals relating to transfers are referenced in OSA Policies, Section 10, Appeals Policy 12.  

 





The player shall give the club notice in writing of intent to transfer. The Transfer Form is to be purchased by the player from the club where registered. The top portion of the form is the player’s contact information. The middle portion of the form (release) is to be completed and signed by the Club Registrar/Administrator (The coach’s signature is not acceptable). The player is to be terminated in the registration system by the District. The bottom (receiving) portion of the Transfer form is to be completed, signed and processed by the new Club Registrar/Administrator. The form shall then be passed to the player together with the player’s registration book. The player shall complete a “Club Player Registration Form” to play with the new club and pay the club’s registration fee. A new validation page in the player book is to be completed for the new team. The form and book should then be sent to the District Office for validation. If all is correct, the District will attach a sticker and validate the transfer. A player is permitted two transfers per season – 30 days apart. **Before using Trial Permits, Temporary Registration Permits and Player Transfer Forms, check with your league or tournament host. They may have deadlines or restrictions.**

Recreational Players – Movement within the Same Club Youth players are permitted to play league games at a higher age division or a higher level of play for another team within the same club. A player must meet the age requirements of the tournament when playing for another team within the same club. 8

OSC ADP/RDP Team Management Manual If a recreational player is required for a competitive team, a Player Registration Book, prepared as previously described, will be needed. Teams are advised to have several recreational players with registration books prepared and validated to be ready in case of injuries, vacations, etc. *OSA and PHSA do not have rules as to the number of players called up that may be used in a league or tournament game or how many times a player may be used. Contact the league or tournament host for details. Please refer to OSA Rules, Section 8 Competitions – Policy 13.6.1 (b) Requirements for Team Participation in Tournament Mini Soccer (12 and under) Outdoor Reference – OSA Registration Policy 12.12, effective January 1st, 2006, a club shall register no more than three (3) players who are under 12 years of age on any under 13 or older team with the permission of the District. This means that no teams under 12 may play 11-sided soccer and be assigned to play up in the youth under 13 or older age divisions. Exhibition Games Players must be registered with the OSA for the current season and have a validated Player Registration Book to be available for presentation at Exhibition Games. Books are not required for exhibition games between teams within the same club. Pre-Season Exhibition Games – PHSA Teams Only Note: Players registered with the OSA in the previous season are covered by OSA insurance to May 31st of the current season for training purposes only. It is recommended that all players be registered to the club before trying out. Gamesheets Coaches/Managers are responsible for the game sheets. Players not playing must be removed from the game sheets prior to submitting to the game official. This includes players serving suspensions, injured players, players who do not have validated player books. Call-ups Contact B/C team coach to request players and make sure player has their player card processed for the appropriate season/game. C teams may look to card House league players as call-ups. Please allow enough time to have a player card created, processed and sent to the District.

9

OSC ADP/RDP Team Management Manual

Outdoor Team Registration Form *Fill in the year* Name: Oakville Soccer Club Club No.: 2537 (add the 37 on the line) Team Name: OSC (enter gender) (enter age) (enter level – A,B,C) ex. GU14A Team No.: 2537 – team # (if you don’t know your team # please ask the Technical Programs Coordinator) Team Age Division: example U13 Team Classification: Mini = 12 and under Youth = 13-18 Senior = 19+ Circle Gender

Team Assigned to: Please place an X besides the Team you are assigned to. (If you are PHDL you are District; if you are GHSL you are regional; if you are OYSL or OPDL you are Provincial) League Name: DPHDL (U8-U12), YPHDL, GHSL, OYSL, OPDL, OSL or OWSL League No.: Not required Division Name: example Elite, Premier, First, Second or West (not required for DPHDL) Division No.: Not required Teams not assigned to league, please indicate X: As all OSC teams belong to a league you are not required to fill this part in. Team Officials: a) Head Coach: Print the name of the Head Coach and their OSA number b) Manager: Print the name of the Team Manager and their OSA number

10

OSC ADP/RDP Team Management Manual

Head Coach & Assistant Coach Registration Form

Head Coach & Assistant Coach Registration Form Instructions 1. 2. 3. 4. 5. 6. 7. 8.

Enter Season – example enter Outdoor 2016 or Indoor 2016/17 Coach/Assistant Coach Contact Information – complete this section in its entirety Select Position with Team Club Name: Oakville Soccer Club Team Name: OSC (enter gender) (enter age) (enter level – A,B,C) ex GU14A League: OPDL, PHDL (U8-U12), YPHDL, GHSL, OYSL, OPDL, OSL or OWSL Division Name: example Elite, Premier, First, Second or West Select Outdoor or indoor: Make sure to check the selection to the left of the classification you are participating in. 9. OSA Number 10. Sign and date 11. Print name, sign and date

11

OSC ADP/RDP Team Management Manual

Team Manager & Assistant Manager Registration Form

Team Manager & Assistant Manager Registration Form Instructions 1. 2. 3. 4. 5. 6. 7. 8.

Enter Season – example enter Outdoor 2016 or Indoor 2016/17 Administrator Contact Information – complete this section in its entirety Select Position with Team Club Name: Oakville Soccer Club Team Name: OSC (enter gender) (enter age) (enter level – A,B,C) ex GU14A League: PHDL (U8-U12), YPHDL, GHSL, OYSL, OPDL, OSL or OWSL Division Name: example Elite, Premier, First, Second or West Select Outdoor or indoor: Make sure to check the selection to the left of the classification you are participating in. 9. OSA Number 10. Sign and date 11. Print name, sign and date

12

OSC ADP/RDP Team Management Manual

Player and Team Officials Books

Filling out the Player and Team Official books is the responsibility of the Team Manager **Please make sure that the validation page is completed.** Steps to complete a blank book: 1) Enter OSA # for player or team official on the inside cover. 2) Refer to section on PHSA carding guidelines for information on acceptable pictures etc. 3) Print surname first then given name. Please make sure that the name you put down matches the name that is on your proof of age. For example, don’t put Tom if the player’s birth name is Thomas. 4) Enter date of birth – make sure this matches what is on their proof of age 5) Player must sign – not the parent. It is acceptable for younger players to print their name. 6) Photos need to be updated every 3 years for players and 5 for team officials. For indoor if the photo expires in the latter year of the season it must be replaced before the beginning of the indoor season. For example, for Indoor 2016/17 if the photo expires in 2017 it must be replaced in fall 2016 before the first indoor season game/tournament. *Do not replace a photo if it is not required. 7) The player or team official MUST sign their name either underneath or beside the photo if it is being updated. If a photo is not replaced and it needs to be or they did not sign near the new photo, the book will not be processed and will be returned unstamped.

NOTE: Also always check to see if photos need replacing to avoid processing delays. If the player or team official book is full Submit a new book with photo and signature along with the old book – proof of birth is not required. If the book has been lost/damaged A new book must be done and proof of birth must be attached. A declaration letter must accompany the new book indicating the previous one was lost/damaged. Please note: A player can only possess one player book at any given time. Check with the Club prior to processing a new book as we have a file of old/returned player books. 13

OSC ADP/RDP Team Management Manual

Player Book Information 2

1 4

3

5

6

7

Enter the following into each respective field: 1. Club Name: Oakville Soccer Club 2. Club Number: 2537 (OSC’s Club #) 3. Team name: OSC (gender)(age)(level) e.g. OSC GU14A 4. Team Number: Ask the Technical Programs Coordinator if you do not know your team number. 5. Age Division: Enter age division your team is in. e.g. ____ 6. League or Session: Ask the Technical Programs Coordinator if you do not know your league level ex. PHDL Premier 7. Validation Sticker – Club Registrar will affix sticker before sending to the District for validation.

14

OSC ADP/RDP Team Management Manual

Team Official Book Information 1 3 2 4 5

6 – Do not complete

1. Club Name: Oakville Soccer Club 2537 – {Team Number} – must include Club number (2537) and team number - even though the form does not specify team number

2. Team Name: OSC (enter gender) (enter age) (enter level –A,B,C) 3. 4. 5. 6.

e.g. OSC GU14A Age Div: Enter the age group the Team Official is involved with. League or Session: Ask the Technical Programs Coordinator if you do not know your league level ex. PHDL Premier. Validation Sticker – Club Registrar will affix sticker before sending to the District for validation. Coaching Courses – if not previously completed, copies of all required coaching courses must accompany the book to the District and they will complete this page once they verify the certifications. Do not complete this page.

15

OSC ADP/RDP Team Management Manual League Management Peel Halton Development League (DPHDL) U8-U12  The Club is responsible to register and submit payment for all DPHDL teams  The Club is responsible for inputting the team officials & players into the Sched2K system.  It is the Age Group Head Coaches responsibility to ensure that all parent volunteers are certified to be on the bench (refer to section on coach certification)  All Team Officials are responsible to know the League Rules & Regulations Golden Horseshoe (GHSL) & Youth Peel Halton Development League (YPHDL) U13-U18  The Club is responsible to register and submit payment for all GHSL & YPHDL teams  The Team Manager is responsible to submit the “blocked off” dates for GHSL/YPHDL to the Technical Program Coordinator by the deadline.  The Club is responsible for inputting the team officials into the Sched2k system.  Team Manager is responsible for inputting the players (roster) into the Sched2k system.  Teams are responsible to attend all required League meetings and know the Rules & Regulations Ontario Youth Soccer League (OYSL)  The Club is responsible to register and submit payment for all OYSL teams  The Team Manager is responsible to submit the “blocked off” dates for OYSL to the Technical Program Coordinator by the deadline.  The Team Manager is responsible for inputting the roster (team officials & players) into the OYSL system.  Teams will receive a password at the AGM along with a package of information.  Teams are responsible to attend all required League meetings and know the Rules & Regulations Ontario Player Development League (OPDL) – for more information go to www.opdl.com  The Club is responsible to register and submit payment for all OPDL teams  The Team Manager is responsible to collect all Player Commitment Letters & Image and Personal Information Consent Forms  The Club is responsible for inputting the roster (team officials & players) into the OPDL system.  Teams will receive a password from the Technical Programs Coordinator to access the website.  Teams are responsible to attend all required League meetings and know the Rules & Regulations Ontario Womens Soccer League (OWSL) & Ontario Soccer League (OSL)  The Team is responsible to register and submit payment for all OWSL and OSL teams  The Team Manager is responsible for inputting the roster (team officials & players) into the OWSL/OSL system.  Teams are responsible to know attend all required League meetings and know the Rules & Regulations for the league 16

OSC ADP/RDP Team Management Manual Communication Team Snap All teams must use Team Snap and keep it up to date. If any player chooses to leave your team please delete them or make them inactive if they will be returning and submit an amended roster to the Technical Programs Coordinator. No coaches should be using any other means to communicate. Team Snap is an effective communication tool that all coaches are expected to use when sending out their team communication. Managers are responsible for keeping the roster up to date and notifying the Technical Programs Coordinator of any changes. The importance of having up-to-date emergency contact information must be stressed to parents. Email Coaches are provided with an Oakville Soccer Club email address that must be used for all communication with teams/players/parents. It is the Coaches responsibility to have this email set up on their personal device and to check it regularly. The Oakville Soccer Club will use this email address on our website and when communicating with our membership. Vacation Schedules Coach vacation schedule must be approved by the Senior Technical Director. Players/parents should be asked to communicate their vacation schedules at the start of the season to ensure that the team is covered with call-ups. Meetings All Coaches must have an agenda when addressing parents/players. Agendas must be sent to the Technical Department 72 hours in advance to be approved. Final meeting minutes must be sent to the Technical Dept within 48 hours of the meeting. Additional Technical Support Coaches can contact Derek Salvador, Strength and Conditioning Coach [email protected] via e-mail directly to arrange support.

17

OSC ADP/RDP Team Management Manual Evaluations U8-U12 As an advocate for Long Term Player Development, the Oakville Soccer Club strives to ensure our practices are in line with those mandated by the Ontario Soccer Association. Beginning with the 2016-17 Fall season, OSC will no longer require that U9 - U12 Advanced Development Program players participate in program evaluations (try-outs). All current ADP players will have the opportunity to register for the 2016-17 program. Program spaces that remain vacant in each age group after a current player registration deadline will be assumed by players identified by OSC Technical Staff through the Open Development, House League and House League Development programs. Current U7 OSC House League, ODP and HLDP players who would like to join the 2016-17 U8 Advanced Development Program will be invited to program information session in the coming months. Registration for the 2016-17 Indoor ADP season will open in June (exact date TBA). The registration deadline for current ADP players will be in August (exact date TBA). Registration and payment must be completed by this date to ensure your spot in the program. Tryouts U13-U18 U13-U18 Club Responsibilities  Schedule tryout dates/times to coincide with the end of league play  Notification via the Club website regarding these dates  Communication to House League membership  Creation of preregistration lists to identify correct level of play for tryout U13-U18 Coaches Responsibilities  Age Group Head Coach to receive all preregistration lists and plan the tryouts accordingly  Ensure all required staff and equipment are available at each session  Communication regarding successful or unsuccessful evaluations will be the responsibility of the Age Group Head Coach within two days of the final evaluation session. A template from the Club will be provided by the Club with the appropriate information regarding registration  Final roster with accepted players should be submitted to the Technical Programs Coordinator within seven days of the final evaluation session Notice Regarding Waivers: When inviting new players not currently registered at OSC to your training environment after the formal evaluation/tryout dates, coaches must ensure that the player completes an OSC waiver. Players under 18 must have a parent/guardian sign the waiver. Invited players will receive a minimum of two sessions and a maximum of four sessions. Players will not be permitted to train with a team if they have not registered with the Club after this period. 18

OSC ADP/RDP Team Management Manual Please send the Technical Programs Coordinator a copy of the waiver. Should the player be successful with a position on the team please notify the Technical Programs Coordinator with an updated roster and completed player book.

Rep Rosters and Carding Deadlines (subject to change – advanced notice will be sent) U13-U14 Team Rosters

Roster and Player Book Deadlines – No Exceptions

A Team – 18 players

A Team – last Friday in January

B Team – 18 players

B Team – second Friday in February

C Team – 18 players

C Team – last Friday in February

U15-U18 Team Rosters

Roster and Player Book Deadlines – No Exceptions

A Team – 16 to 18 players

A Team – last Friday in January

B Team – 16 to 18 players

B Team – second Friday in February

C Team – 18 players

C Team – last Friday in February

Rosters for Senior Teams Roster Deadlines – First 11 players U21

Final Rosters April 15th

*All teams MUST submit their rosters, including their completed player books, registration forms and player exception forms to the Club by the dates above

OSC Player Movement Process ADP/RDP      

Face to face communication in a meeting with player and parent. Keep the player and parents informed of progress throughout the program. While the frequency of these progress discussions can vary, it is recommended that at least twice during the season. No surprises/written/verbal evaluation prior to the release of a player Don't give false hope - explain to them you haven't seen what you are looking for. You have done right by the child if you have been up front and honest. Unclear expectations will only cause you greater challenges when making your decisions and communicating them to players and parents. Never promise a player a spot on the team then release them - honesty is the best policy. 19

OSC ADP/RDP Team Management Manual 

When you first present your concerns to the player and parents, also present a plan for the player to improve their performance.  Inform the coach you are looking to release them to, well in advance, that you may be releasing player(s) with the understanding that the player may not to choose to move to a new environment. Coach will bring to players/parents attention there is room for improvement. If there is no room for improvement: 1. First progress discussion – must be documented 2. Second progress discussion – coach will address problem areas with both player and parent 3. Third progress discussion – coach will address problem areas w/ both player & parent and offer final notice 4. Fourth progress discussion – player released with face to face discussion with parent and player with the feedback to help develop the player and with the offer to continue within the program at a different level. Call-Up Players The following protocol will be in place when players are called up on a Rep team:   

Rep A teams will call up players from the Rep ‘B’ team. Rep B teams will call up players from the Rep ‘C’ team. Rep C teams will call up players from the House League.

House League call up players who have been officially carded by the Club must only be called upon when deemed necessary. A House League call up player should not be attending every training session, only those sessions when you know in advance that they are going to play a game and there is no conflict with the House League schedule; or one training session per week. Players who register in the House League should be committed to their House League team. As a Rep Coach you select 18 players - priority must be given to those players. Ontario Cup  A player shall be deemed registered for the competition if his/her registration form has been properly registered by his/her District Association (in accordance with the O.S.A. Published Rules) one calendar day before a game in which he/she plays in the competition.  A player shall not play for more than one team in any Ontario Cup competition.  OSC pays for entry fees to the Ontario Cup Tournament for ‘A’ teams. OSC will also reimburse referee fees for A teams.  B teams will be permitted to enter Ontario Cup Tier 2 with the approval of the Senior Technical Director.  B teams in OPDL age groups will be registered in Ontario Cup and the Club will cover the registration cost.  Any B teams that win the Ontario Cup will be reimbursed the entry fee as a reward for their accomplishment  Teams must be sure that they can meet all responsibilities associated with entering the Ontario Cup (i.e. travel and costs).  Each team will be held accountable for any fines associated with the Ontario Cup, including fines for not participating. 20

OSC ADP/RDP Team Management Manual 

Once a team has been accepted into the Ontario Cup tournament, the team contact will receive tournament documentation from the OSA. It is your responsibility to read the documentation carefully. Maps, referee fees and procedures are all listed in this document.

Tournament Participation Teams who wish to participate in tournaments either in Ontario or outside the Province cannot do so without prior written approval from the Senior Technical Director. Participation in such tournaments must have a clear benefit to the development of the team’s players and must be in an LTPD compliant event. Recommended purposes for tournaments are for preseason preparation and university showcases. The teams are permitted a certain number of tournaments based on their age: • U13-U14: three tournaments within a season • U15-U17: as necessary for showcasing purposes If approval for participation is granted, the necessary travel permits and documentat ion must be sought from the OSA. Please contact the Technical Programs Coordinator for more specific information. Any individual player interested in guest playing with an outside club requires permission from their coach and the Technical Director. They must obtain a TRP form from the club. Links to all approved Ontario tournaments are found here: http://www.ontariosoccer.ca/Lists.htm Showcase (U15-U18) The Technical Department will help identify Showcase Events that reflect the standard of playing ability and league of each team. Teams that are approved to attend Showcase events must prepare their team and individual profile following the OSC template Outdoor 2017 Uniforms **Ordering deadlines will be communicated in February 2017 for all ages**  The home and away uniform, training uniform and track suit will be new for the 2017 season and remain the same for the 2018 season. Players receive a new uniform each year  Home & away jerseys are numbered/OSC crested/corporate sponsor logo  Training jerseys are numbered/OSC crested/corporate sponsor logo  Tracksuit is OSC crested, player # on top & pant Outfield Players Receive: Home Uniform Away Uniform Training Uniform Tracksuit: U13-U18’s in 2017 *U21+ do not receive training uniforms or tracksuits 21

OSC ADP/RDP Team Management Manual U13+ Goalkeepers Receive: Home Uniform Away Uniform Training Jersey GK Short GK Socks Tracksuit (U13-U18 only) ADP (U8-U12) Goalkeepers: If there are no dedicated goalkeepers; a long sleeve goalkeeper jersey will be provided by the Club (one per team). They are to be returned to the Club at the end of the season. If there are dedicated GKs on teams, then they can order a GK uniform. It should be noted that they cannot also order the outfield player uniform. Fall 2017 U8 players receive a new training uniform (jersey/short/sock); U13 players receive a new training jersey U9 – U12 ADP players receive an extra jersey for Hershey League All new U9+ players are to purchase the required training uniform directly through Absolute Soccer if they do not have one. Spring 2017: Online Ordering Information:  Online ordering will be available as of March 1st. The Team Manager will use the email address provided to the club and the password Osc123 to access online ordering at www.absolutesoccer.ca  For ordering purposes you will require: o Player name & jersey # (refer to numbering guidelines on the next page) o Game jersey size o Training jersey size o Short size o Sock size (toddler, youth, or adult) o Tracksuit top & pant size (U13 – U18 only)  



If your Team is planning to enter a pre-season tournament, email [email protected] indicating the date of your tournament as soon as you place your order. Absolute Soccer is under no obligation to complete orders for pre-season tournaments. Once the order is submitted the player is responsible for the cost regardless if they have collected the uniform or not. Parents must be notified before ordering that they will be charged the uniform costs if they choose to leave the club, if the player is injured or if the player is released after the order is submitted. Player sizing samples will be available at Pine Glen Soccer Centre and Absolute Soccer (early March). Sizing samples are not to leave Pine Glen Soccer Centre. 22

OSC ADP/RDP Team Management Manual  

 

Tracksuits are provided to U13-U18’s in 2017. They are available for individual purchase at Absolute Soccer for any other ADP/Rep Players throughout the 2016/17 seasons. Additional items are available for purchase online (by the team manager only) or for individual purchase at Absolute Soccer. Please refrain from submitting small online orders. The Team Manager will pick-up/pay for online orders at Absolute Soccer using a team cheque or personal credit card. You will receive email notification from Absolute Soccer when your order is complete and ready for pick-up. Contact Paul at Absolute Soccer to make an appointment for pick-up of the large team uniform order ([email protected] or 905-639-9866). Expect to spend at least a half hour to an hour when picking up the team uniform order. It is the team managers’ responsibility to ensure accuracy of the order before leaving the store. Subsequent online orders will not require an appointment.

Numbering Team OPDL & A Teams B Teams C Teams ADP U8-U12 U21 & Sr.

Player #’s

Goalkeeper #’s

2-12, 14-19 1 & 13 20,21,23-34,36-39 22 & 13 40-57 35 & 13 2-50 alphabetically 1 & 13 at discretion of the Coach

Players will retain their number if they move teams after the uniform order is submitted. Players will receive new numbers in 2018. Call-Up Jerseys Teams are encouraged to purchase their own call-up uniforms if needed. This will be after all teams have placed their initial uniform order. Team Sponsors Team Sponsors’ name(s) may only be placed on uniforms in a 2” x 4” area on the sleeve (refer to online ordering for pricing and ordering instructions). See Sponsorship section for more information. Absolutely no modifications to the club tracksuit are allowed and no advertising is permitted on Club tracksuits. Absolute Soccer is the only Retailer allowed to apply the OSC Crest to apparel. Apparel must be purchased at Absolute Soccer in order to have it crested.

23

OSC ADP/RDP Team Management Manual Head Coach Package OSC provides every OPDL, OPDL assistant coach, A, B, C & ADP Head Coach with official coaching apparel to be worn at all games/practices/club related events. It is mandatory for all Coaches to be in Umbro while participating in these OSC activities. Items provided to the Head Coaches are also available for purchase for A,B,C Assistant Coaches, Team Managers and other team staff online (by the Team Manager only) or directly at Absolute Soccer. ADP Volunteer Coaches U8-U10 volunteer coaches will be provided with a coach kit once per calendar year, additional (seasonal) items can be purchased directly at Absolute Soccer. U11-U12 volunteer coaches selected by their Age group head coach will receive the coach kit at 50% of the cost. This order will be approved by the Technical Programs Coordinator. Travel Information & Exhibition Games Travel/Hosting applications are not required if you are playing another club within the District and at a field within the District. Players must have validated registration books. Clubs within the PHSA District:  Acton S.C.  Bolton Wanderers S.C.  Brampton East S.C.  Brampton Youth S.C.  Brams United Girls S.C.  Burlington Youth S.C.  Caledon S.C.  Clarkson-Sheridan S.C.  Dixie S.C.  Erin Mills S.C.  Georgetown S.C.  International S.C.  Malton S.C.  Milton Youth S.C.  Milton Soccer Academy S.C.  Mississauga Croatia S.C.  Mississauga S.C.  North Mississauga S.C.  Norval Croatia S.C.  Oakville S.C.  OKD Sports S.C. The District charges a $5 administrative fee for each application. The Club will invoice teams on a regular basis. 24

OSC ADP/RDP Team Management Manual Travel Permits For teams entering tournaments, or playing in exhibition games that are NOT within the Peel Halton District (PHSA), a travel permit is required. These permits are now being processed online. Note: Valid player books are required by the District before travel permits are approved. 1. Prior to applying for a travel permit outside of Ontario, the Head Coach of the team planning such participation must get a written permission from the Senior Technical Director. 2. If the team is traveling to a tournament, the team will bear the cost of accommodations for the Coach, further expenses of the Coach in relation to travel can be paid for by the team at its discretion, but payment must be pre-approved by the Senior Technical Director. 3. Teams are not permitted to remunerate any coach directly without the express written permission of the Senior Technical Director. 4. International travel and associated fund raising must have approval from the Director of Finance, the Senior Technical Director and the Executive Director. 5. An application for a travel permit that conflicts with Ontario Cup and/or Elite Camps will not be approved by the Senior Technical Director. 6. Coaches of teams traveling need to supply parents and players with an OSC standard travel copy of OSC’s code of conduct letter (see appendix) which needs to be signed by the participants prior to the trip. The coach and/or manager will be responsible for keeping copies of such sign letters during the trip. Travel Guidelines, Accountability, Structure and Player Responsibilities  On the field and off the field professional behavior will be expected and monitored at all times. A professional attitude, appearance and manners are expected at all times and will be enforced.  A dress code will be enforced by all teams when traveling. Players will be expected to wear appropriate clothing in good condition. Inappropriate or suggestive clothing is not acceptable. We consider our players to be high performance athletes representing OSC and expect them to act accordingly.  All players will be staying at the same hotel unless given special permission by the Head Coach.  U8 – U17: While staying at the hotel each player will be accompanied by a parent/guardian in a room (with a minimum 2:1 player to parent ratio).  U18 + players will be two players in a room (based on hotel rules and regulations).  Parents travelling will also reside at the same team hotel accommodations.  Any players leaving hotel property at any time must have a parent chaperone and be granted permission from the Head Coach.  Any use of hotel facilities (pool, fitness room, etc.) shall be approved by the Head Coach and will always have an adult supervisor.  All players are to remain on hotel property unless approved by the Head Coach and to abide by all hotel and team travel rules as outlined by the Head Coach.  All players are to be accompanied by at least one teammate at all times when moving around the hotel property. No players are to walk around the hotel property unaccompanied even for very short distances for whatever reason. This to be strictly enforced and is for the safety and security of the players.  Players are to understand that the primary reason for travel is to play soccer, be competitive and develop their skills. Extracurricular activities will be at the discretion of the Head Coach and will 25

OSC ADP/RDP Team Management Manual



ensure that player performance is not compromised due to poor rest\sleep, inadequate meals or over exertion at other non-soccer related activities. All players are expected to respect not only the opposition but also all the opposition’s facilities. This includes cleaning up the bench area after all games and keeping the opposition facilities in the state they were found. Disrespect of the opposition or their facilities will not be tolerated.

Player Discipline/Behaviour  Use of illegal substances (drugs, alcohol, or tobacco) or possession of a substance will not be tolerated and is cause for immediate dismissal.  Persistent irresponsible and disrespectful behavior to teammates, coaching\manager staff, parents or others is cause for dismissal.  Destruction of property or violation of provincial or other law is cause for dismissal.  Failure to comply with any and all team rules (curfew, attendance, dress code, schedules) is cause for disciplinary action.  Opposite gender in players rooms without adult supervision will not be tolerated.  Mandatory curfew and lights out will be set by the Head Coach and will be enforced. If curfew rules are not followed, then the Head Coach has the ability to bench that player.  Each player must submit their room number to the Head Coach and Team Manager for records.  For social media etiquette please refer to the policy at the end of this document. Exhibition Games U13+ Permission is required at least four weeks in advance if a visiting team from outside PHSA will be playing an Exhibition Game in Oakville. Full match official crews are necessary (one middle and two assistants) and are at the expense of the team. Please contact Richard Bowden to arrange this [email protected] Approval All travel outside of the Province must be pre-- approved by the Senior Technical Director. See Permission for Out of Province Travel . Teams that attend a tournament or exhibition game out of our District without a travel permit will be subject to fines and suspension. Teams will not be covered by insurance. Any resulting liability will be the sole responsibility of the Rep team Head Coach. Remember: ALL fines are passed on to the team. Travel applications (ATF’s) are not required for tournaments within the District, League Play, League Cup Play, or Ontario Cup.

26

OSC ADP/RDP Team Management Manual APPLICATION TO TRAVEL (ATF) TYPE DESCRIPTION

CTMS SUBMISSION DEADLINE

ATF

7 days

within Ontario

FINE FOR MISSED DEADLINE $500

ADDITIONAL DOCUMENTS REQUIRED*

Exhibition Game between 2 PHSA teams playing outside of PHSA – approved AHEG must be attached in CTMS or Exhibition Game Inter-district approved AHEG must be attached in CTMS

ATF

inter-provincial

15 days

$500

ATF

to the U.S.A.

15 days

$500

ATF

outside of Canada & the U.S.A.

45 days

$500

1. Approval to host or sanctioning letter 2. Proof of additional (travel) insurance using PHSA form on OSC Website 1. Approval to host or sanctioning letter (USSF or US Club sanctioning; State approval is not sufficient) 2. Proof of additional (travel) insurance using PHSA form on OSC Website 1. Invitation letter from the hosting organization 2. playing rules 3. proof of additional (travel) insurance using PHSA form on OSC Website 4. $125 cheque or money order payable to the OSA

*The Club (OSC) cannot approve your ATF in CTMS until you have met all the requirements listed in the chart above. In order to avoid District imposed fines, submit your application without the supporting

27

OSC ADP/RDP Team Management Manual documentation if necessary. You will be able to add documentation as it becomes available. When your application is complete, notify the Club for approval. After the Club approves your Application, it goes to the next level of authority for approval. The level of approval required (District, OSA, CSA) is determined by CTMS in the “Jurisdiction” section of your application. OPDL Teams: ATF’s are required when playing another OPDL Team outside of the PHSA District. AHEG’s are not required. APPLICATION TO HOST EXHIBITION GAME (AHEG) DEADLINES

TYPE

DESCRIPTION

AHEG between 2 Ontario teams

CTMS SUBMISSION DEADLINE 7 days

FINE FOR MISSED DEADLINE $200

AHEG inter-provincial

15 days

$200

AHEG against a U.S. team

15 days

$200

AHEG against a team outside of Canada and the U.S.A.

30 days

$200

General Notes:



 



Only one exhibition game will be approved per day, per team regardless of the host. Registered Referee(s) is/are required. Players participating in these competitions must be fully registered (including validated registration books). All exhibition games/scrimmages must be recorded on game sheets for insurance purposes and discipline reporting.

Fall/Winter Tournaments/Showcases & Book Validation Many U.S. Showcases/Tournaments in the fall/winter are classified as Outdoor. If the event is classified as “Outdoor” you will require validated books for the previous Outdoor Season. Example: A GU15A Team from Outdoor 2016 attending a fall/winter showcase classified as Outdoor:  Travelling in November 2016 will travel as GU15A and need their validated books from the 2016 Outdoor season (even though you will likely be entering the showcase as U16’s). 28

OSC ADP/RDP Team Management Manual   

Travelling in February 2017, will travel as GU16A and need validated books for the 2017 Outdoor season. Travelling from December 2016 – January 2017 will need to have validated books for both the 2016 (GU15A) AND 2017 (GU16A) Outdoor seasons. Coaches may need books processed for the previous outdoor season if they were not part of the team.

To set-up your online profile & access the Competition & Training Management System, visit: Insert link to document here

Police Checks All team staff (Coaches and all Team Officials) must submit a police check. It is OSC policy that they must be renewed every two years regardless of expiry date listed on the document. The fee will be reimbursed if the original is submitted along with the receipt to OSC’s Technical Programs Coordinator. If anyone wishes to keep the original document, the Club will make a copy for our records but will not reimburse the fee. To see if your team staff has a police check on file please contact OSC’s Technical Programs Coordinator. Coach Development & Qualifications All Coaches are encouraged to continue their coaching education and must hold, or be scheduled to acquire the following: U13 OPDL  

Head Coach requires a minimum Provincial B License, Making Ethical Decisions, Respect in Soccer and Making Headway Assistant Coach requires a minimum C License, Making Ethical Decisions, Respect in Soccer and Making Headway

U14 OPDL  

Head Coach requires a minimum National B License, Making Ethical Decisions, Respect in Soccer and Making Headway Assistant Coach requires a minimum C License, Making Ethical Decisions, Respect in Soccer and Making Headway

U13-U18 OYSL/GHSL/YPHDL - RDP  Age Group Head Coach – minimum C License/Making Ethical Decisions, Respect in Soccer and Making Headway certifications.  B and C Head Coach- Soccer for Life, Making Ethical Decisions, Respect in Soccer and Making Headway certifications.  All Assistant Coaches must have a minimum Soccer for Life, Making Ethical Decisions, Respect in Soccer and Making Headway

29

OSC ADP/RDP Team Management Manual U8 ADP  

Age Group Head Coaches – Fundamentals, Game Leader, Making Ethical Decisions, Respect in Soccer and Making Headway certifications. Volunteer Coaches – Fundamentals, Game Leader, Making Ethical Decisions, Respect in Soccer and Making Headway certifications.

U9-U12 ADP  Age Group Head Coaches – Minimum Learn to Train, Making Ethical Decisions, Respect in Soccer, Laws of the Game and Making Headway certifications.  Volunteer Coaches – Learn to Train, Making Ethical Decisions, Respect in Soccer, Laws of the Game and Making Headway certifications. As of January 2017 all Coaches and Assistant Coaches will be required to have the minimum OSA LTPD certification for the age group they are coaching. Included in the new coaching course curriculum coaches must also complete their Making Ethical Decisions, Respect in Soccer and Making Headway. Course Reimbursement OSC will reimburse the costs as per the OSC coaching development policy, as follows:  The Senior Technical Director must first approve any coaches applying to take coaching licenses to ensure that the above is met.  Coaches who apply on their own without previous approval from the Senior Technical Director will not be reimbursed by the club pass or fail.  Active Start – Club will reimburse 100% of cost. The club Senior Technical Director must approve entry in the course in order to be reimbursed.  Fundamentals – see note below.  Learn to Train – see note below.  Soccer for Life – see note below.  C license (once assessed) – see note below. Note: For the above noted certifications the Club will reimburse 50% of cost to OSC Coaches on successful completion of all three required courses plus completion of a Coaches book with the remaining 50% refunded on completion of the proceeding summer season of satisfactory coaching (resulting in 100% cost coverage by the club). Coaches must actively be coaching at the Club to be eligible for reimbursement. High Performance Coaching Courses  The Senior Technical Director must approve any coaching registration in any of the OSA/CSA High Performance coaching licenses (Provincial B, National B or National A).  Reimbursement is for course fee only after successful completion of assessment.  50% will be given once certification is received and the remaining 50% at the end of the proceeding outdoor season. As of January 2017, any Coach wishing to take UEFA licenses can do so at their own expense. Coaching Course Dates/Location can be found here: http://www.coachcentre.ca/PublicCourseSearch.aspx?ID=2 30

OSC ADP/RDP Team Management Manual If you have any questions about licenses/certifications please contact the Technical Program Coordinator. First Aid Requirements In review of the steady increase in the number of reported cases of injuries to players over recent years and to reinforce our commitment to the safety and security of our players the following criteria will be mandatory for all competitive teams: All teams should have three team officials trained in Emergency First Aid - the Head Coach, the Assistant Coach and the Manager (even for male officials of female teams). One certified team official should be present at all games both home and away as well as practices. Oakville Soccer Club will run up to six courses per year and will cover the cost of these courses for the Head Coach, Assistant Coach and Team Manager. Participants will pay the registration fees up front to ensure attendance and will be reimbursed at the end of the following outdoor season. Should they choose to attend a course outside the OSC – then the OSC will only reimburse a maximum of $50. Any additional staff can partake in the courses at their own expense. First Aid Course Coordinator, Richard Bowden can be reached at [email protected] Injury Reports Copies of all injury/incident reports must be submitted to the Technical Department and the original retained in the team file. Please ensure that you are following up with the injured player and keep the Club informed. Field Rentals  Teams must abide by OSC’s Field Rental Policy (see Club Policies in the Publications section of the OSC website).  Teams cannot practice on fields prior to permits being obtained in the spring.  Any infraction of unauthorized use of fields will result in the immediate cancellation of the offending coaches’ summer practice field permit.  OSC assigned fields for exhibition games must be reserved through the Oakville Soccer Club’s Rep Field Scheduler via OSC’s Field Rental Request Form.  Each Rep team will be provided with four (4) corner flags. Coaches must ensure that the field, goals and player benches are safe before starting to train or play. Any field, goal, bench or even bleachers needing repair should be reported immediately to the Club. Practice Allocations Practice fields will be allocated by the Technical Department. Should you wish to purchase additional practice time, please contact Victoria Jacobs: [email protected] for field availability at all outdoor grass & turf fields (other than River Oaks). For bookings at Pine Glen Indoor Facility & River Oaks Turf, please contact the OSC Facility Manager (TBA).

31

OSC ADP/RDP Team Management Manual

Pine Glen Indoor Facility Etiquette 1. Do not enter the field until your session is set to begin, if your session starts at 6pm you may not enter the field until 6pm. 2. Please exit the field at the end of your training session, this includes all equipment. If your training session is from 6pm to 7:15pm, teams and all equipment must be off the field at 7:15pm. 3. Do not linger or have team stretches or meetings on the field or at the side of the field, exit the field completely - this is for your safety and the safety of the next user group. By all means use a vacant change room to have a team meeting. 4. If you have borrowed or moved equipment, please have that equipment back to its original place by the end of the session. 5. If you have requested that the facility staff raise the dividers please be aware that those dividers, if required by the next group, must be down by the end of your session - not after your session has ended. Please do not have anything in the middle of the field such as bags water bottles etc, this will help the facility staff put the dividers down in a timely manner. 6. Reminder that when dividers are going up or down - it is a safety hazard to have players, coaches and managers go under the divider. This is strictly prohibited. 7. Absolutely no liquids, other than water are allowed on the fields. 8. Absolutely no food is allowed on the fields. 9. Please note that players should be told to carry their soccer balls in the hallways. Business is being conducted by the front desk and other staff in the facility and it is a not only noisy but a safety hazard as there are glass pictures lining the hallways.

Please note that all fields are to be used strictly for OSC activities & only registered OSC members will be insured in the event of injury. Upon renting of fields, teams are agreeing to the OSC’s Field Rental Policy. Field Rental A 10% deposit is required for any rental of Pine Glen Indoor or River Oaks. Meeting Rooms Teams that require a meeting room can rent facilities at the Pine Glen Indoor Facility at a cost of $25 per hour. If interested, please contact the OSC Facility Manager (TBA). Private Rentals Any team that arranges its own fields/facility privately may do so with OSC insurance coverage. Please email Paula Lachance: [email protected] for details on how to proceed. Gym Rentals Gyms will be allocated by the Technical Department. Should you wish to purchase gym time, please contact Victoria Jacobs [email protected] for availability. ** When emailing, please add your team name in the subject line (e.g.) “B2000 C team North Park Rental”. For all invoices & account inquiries, please email our Finance Department. 32

OSC ADP/RDP Team Management Manual

Sorensen Community Room Sorensen Room bookings can be made a maximum of 2 weeks in advance. No rentals will be permitted beyond that timeframe unless authorized by the OSC. Birthday party packages can be purchased through the OSC. Cancellation Policy  Any cancellation made 2 weeks prior to the date of rental will get a full refund.  Any cancellation made between 2 weeks and 1 week of the rental day will receive a 50% refund for River Oaks and Pine Glen Indoor. All other fields (grass or turf) & school gym bookings will not receive a refund.  Any cancellation made less than one week prior to the scheduled rental time will not receive a refund. Changes Teams are permitted to change their field times at Pine Glen Indoor or River Oaks to any open time slot on the same day or any day prior to the initial rental day at no cost. Gate/Light Codes Teams require gate and light codes in order to open field gates & operate the lights at the lit fields. Teams are required to contact Victoria Jacobs [email protected] if they require this information. Inclement Weather In the event of inclement weather where the Town of Oakville deems usage of fields a safety hazard, teams will not be charged. Please ensure you email our Facilities Manager or Scheduling & Operations Coordinator no later than the day of the rental stating that you will not be utilizing the field. Any emails received after the date of rental will still be responsible for the charges. Please note that the Oakville Soccer Club reserves the right to cancel a booking at any time & will act in due diligence to inform teams as soon as possible. Corner Flag Loans & Player Benches A post-dated deposit is required for corner flags and Player Benches. You will be notified when/where to pick-up your equipment. Post-dated cheque Oct. 15, made payable to the OSC for the following items:  4 corner flags - $100  Mesh for Goals - $50 deposit per net (optional for practices)  U8-U12 Teams Only: Red Player Benches - $50 per bench  Shade Canopy - $400 deposit (72 hour loan only/based on availability to ADP Teams

33

OSC ADP/RDP Team Management Manual

Player Insurance Coverage  OSC has acquired insurance for all registered players in the Club participating in OSA sanctioned activities such as games and training. Guest players practicing, or trying out through the season, must be formally identified and must complete a waiver form.  The OSA’s insurance coverage will commence on the day the completed registrations, acceptable to the District Registrar (PHSA), are validated in the District Office.  A player’s designation by its club on an outdoor team is terminated when the player is released by the club or after December 31st. However, the player’s “outdoor” registration with OSA is effective to May 31st of the following year (for insurance purposes). o This gives registered outdoor player’s insurance coverage for indoor training/practice sessions and tryouts only for the new outdoor season (until May 31st). o Please note: this does not include exhibition games/tournaments/showcases etc that are sanctioned indoor. Participation in these events require indoor carding.  Accident claim forms are available from the Oakville Soccer Club. The claimant must submit all insurance claims directly to the OSA’s insurance company’s office. If you have any questions please contact Paula LaChance, Director of Finance and Human Resources [email protected]  Dental claims are NOT eligible if the player has not been wearing a mouth guard.  A player who has filed a claim should not be deregistered as it will void insurance coverage.  Teams/players MUST purchase additional insurance when playing out-of-province or out-ofcountry. **Teams/Families are responsible to know the coverage they are purchasing. Many policies indicate that the injured person must be seen in the province or country they were injured in in order to receive insurance coverage in their province/country of residence**. Each year, the OSA issues an ‘Insurance Handbook’ to all clubs. This handbook contains all information regarding insurance claims, etc. The claim forms are available from the OSA website. They should be sent to the address indicated. Finances  Team budgets are created using the financial statement template and are submitted to the parents.  The Senior Technical Director and Technical Programs Coordinator will collect them at meetings held in October for the indoor season and April for the outdoor season.  All teams must submit a financial statement of the previous year’s revenues and expenses by October 31st to Paula Lachance [email protected]  Each team will create and submit a budget of expected expenditures to parents before the first team practice or during the pre-season parents’ presentation.  Players are to be charged enough to cover: club fees, league fees if any, travel fees, tournament fees, extra uniforms if required, practice equipment, etc. Teams also need to budget for yellow and red card Fees to be billed at the end of the year. Money must be held back for this.  At the beginning of the season parents are to receive a clear outline of the team’s policy regarding the spending of monies received from sponsors and fundraising activities. 34

OSC ADP/RDP Team Management Manual 

Team budgets are to include: cost of operating team for the season.

Bank Accounts  Bank account name must represent the gender and year of birth. Example. OSC Girls 1998A  Coaches are responsible for appointing a team manager to oversee the team finances and accountability for the good financial health of the team.  All teams must open their bank account at a club approved banking institution.  The Director of Finance and Human Resources, Paula LaChance, will provide a list of approved institutions. Teams need to budget for bank fees.  If a team requires approval for financial institutions that are not on the approved list; a team can request an exemption in writing providing reasons to Paula directly.  All team funds withdrawals are to have two (2) authorized signatures. Coaches, Assistant Coaches and those affiliated with the Coaching staff (i.e. spouses) cannot be a signatory for their team.  Any monies obtained through sponsorship or fundraising activities must be used for the purpose they were intended, and may not be refunded to the families at the end of the season, if the player decides to leave the club or is released from the team.  Teams must provide a mid-season update of team finances to members of the team.  Any equipment purchased through team funds remains the property of the team.  Teams may carry over no more than $250 per year to the next (i.e. outdoor to indoor) exceptions need to be approved by Paula Lachance.  New players will be required to pay for their training and will not be funded by the carryover funds. Fee Assistance OSC offers a fee assistance program for Oakville residents. Please have families contact Paula LaChance, Director of Finance and Human Resources [email protected] for information on payment plans and other assistance options. Family Discount Oakville residents who have more than one child in our ADP/RDP programs are eligible to apply for the family discount. You must register and pay the full fees up front and will be reimbursed after the full payment has been received and the discount has been applied for. Referee Fee Reimbursement Rep fees include the referee fees for regular league games and Ontario Cup games (A teams and B teams in OPDL age groups). It does not include tournaments or exhibition games. Please fill out and submit to Paula Lachance the Rep Referee Fee Reimbursement Sheet along with your regular league schedule in order to be reimbursed. Please make sure that you provide your entire schedule (including both home and away games) not just your home games. Please note that all referee reimbursement cheques will be made payable to the team not an individual. Rep Coaches must submit a letter to Paula LaChance requesting funds to cover the payment of game officials for league games and Ontario cup games. This can be done once schedules are published. Paula will only make funds available for game officials when the Rep Teams’ accounts are balanced with the Club. 35

OSC ADP/RDP Team Management Manual

Refund Policy A copy of the most current refund policy is available here: http://www.oakvillesoccer.ca/images/publications/2015/Documents-Forms/osc-refund-policy.pdf Please make sure families are aware of this policy. Rules, Referees & Discipline Please familiarize yourself with the FIFA Laws of the Game as well as with the rules and regulations of the particular league in which you are playing as there are variations from league to league. You can find Referee Fees on the District and OYSL websites. For OSL & OWSL, the Referee Fees will be announced at the coaches meeting or if you wish you can contact Richard Bowden at [email protected] Discipline  Teams are responsible for team fines and for collecting fines from players o Yellow/Red cards o A suspended player plays (resulting in a fine) o Not showing to a game o If a game sheet isn’t filled in correctly o If a player book has not been completed correctly or not validated  The Club will be invoiced late fall for the team infractions. Teams should leave money in their accounts to pay the fines.  Coaches/Managers are responsible for having suspended player books stamped – contact the Technical Programs Coordinator for more information.  For OYSL suspensions the Technical Program Coordinator will have the books stamped at the Peel Halton District office.  Red cards must be appealed within three days of receiving the dismissal  Players or Coaches required to attend a discipline hearing are encouraged to contact the Discipline coordinator for guidance Rep Photos Dates/Location Information will be sent out in April to choose your preferred photo date. Includes Every Rep player will receive their team photo along with an individual photo. We advise teams to arrive in advance of their timeslot to make sure everyone is organized. There is only a need to complete the photo form if the player wishes to purchase additional items. What to wear All players must wear their OSC uniform with Reliance Home Comfort sponsorship screening and team staff must wear their appropriate Umbro coaching attire.

36

OSC ADP/RDP Team Management Manual Photo pick up The photos are delivered to the Pine Glen Soccer Centre. An email will go out to the teams when the photos are ready for pick-up. Whoever is nominated to pick them up will have to sign for them. The team is responsible for distributing to the team. Team Success Story Publication Process Oakville Soccer Club is pleased to celebrate the success of our teams/players/members by posting articles and photos on our website and submitting these stories to local publications.    

Do not contact local media outlets directly. Your success stories will be passed on to the media by OSC after they have been approved. Please submit your materials within two days of the event using the Rep Team Success Story Submission Form. Please ensure that all fields are filled out and all of the necessary information is included on the form. Send your story to the Director of Marketing & Communications, Katryna Indewey [email protected]. Whenever possible, please submit a photo with your article. Keep in mind that photos should always be sent as a separate attachment. Photos for print publication must be high res and at least 1MB in size. You must indicate the full names of everyone in the photo from left to right.

OSC will pass on success stories to local media outlets, however publication of the article is at the media outlet’s discretion. Sometimes there may not be room in the issue immediately following your submission, however, please continue to watch for your article as it will likely be published at a later date. OSC will strive to publish all stories on the Club’s website and social media channels. Sponsorship The Rep program’s exclusive partner, which will be displayed with logo recognition on the home, away and practice uniforms, is Reliance Home Comfort. As always, OSC has an agreement with a group of corporate partners to provide them with category exclusivity. Category exclusivity means that they are the only recognized sponsors of the Club in their respective industry. We are asking teams to refrain from getting sponsorships from their competitors as this would be in violation of the OSC’s existing agreement with these corporations. A list of major competitors that are currently offside as of January 2015 has been provided below but is by no means exhaustive. If you are unsure as to whether a particular company is allowed, please send an email to Joy Neefs at [email protected].  

Ford of Canada – Category: Automobile Competitors include: All other car brands Tim Horton’s – Category: coffee/baked goods/lunch and breakfast Competitors include: McDonalds, Wendy’s, Second Cup, Starbucks, Subway, Taco Bell.

37

OSC ADP/RDP Team Management Manual   

Reliance Home Comfort – Category: Home Comfort Air Conditioning & Heating Competitors include: EnerCare Home Services (formally Direct Energy) Pizza Pizza - Category: Pizza restaurant Competitors include: Pizza Nova, Boston Pizza, etc. Pepsi - Category - Beverage Competitors include: Coca-Cola brand affiliates or generic water brands

Other Exemptions: Please note that if a competing company wishes to make a financial donation to a rep team without receiving any recognition (i.e. team website mention, logo on equipment, etc.) that is allowed. Umbro is the official supplier of OSC’s rep program in providing home, away and training kits along with track suit for participation in all game and tournament participation. Coaches are required to comply with OSC’s dress code and to wear only our exclusive partners while coaching and or participating in OSC events. Fundraising Opportunities to fundraise are available for rep teams U13 – U21 within the Pine Glen Soccer Centre as well as specific events taking place throughout the season. (For example; bake sales, raffles) Teams are to contact Joy Neefs [email protected] for information and to reserve your spot. Scholarships The Oakville Soccer Club is proud to offer its scholarship program to participants enrolling in post secondary education or a post graduate program. The scholarships will be awarded to participants (player, referee, volunteer) who have made a positive contribution to soccer, OSC and the community. OSC Concussion Policy What is a concussion? A concussion is a neurologic injury which causes a temporary disturbance in brain cells that comes from and is the result of an extreme acceleration or deceleration if the brain within the skull. The common misconception is that you must be hit in the head to cause a concussion injury – this is not true! Because a concussion is the result of acceleration or deceleration of the brain, a concussion can happen with a significant blow to anywhere on the body, provided sufficient acceleration/deceleration is transmitted to the brain tissue. head or face, there may be no other visible signs of a brain injury. It can cause changes in the brain that may not be seen in a CT scan or X-Ray. Balance, reaction time and cognitive skills can also be impacted. What are the signs and symptoms of a concussion? Symptoms of a concussion range from mild to severe and can last for or appear within hours, days, weeks, or even months. In some cases there may be no symptoms at all. If you suspect a concussion, or notice any of the symptoms listed below, contact your doctor immediately. In severe cases, proceed to an Urgent Care Centre or Emergency Room immediately. 38

OSC ADP/RDP Team Management Manual

Visible Symptoms      

Loss of consciousness or responsiveness Unsteady on feet / balance issues Dazed, vacant or blank look Disoriented Sensitivity to light Seizures or convulsions

     

Loss of motion / slow to rise Grabbing / clutching head Vomiting Bleeding from nose / ears Unequal pupils (eye) Deteriorating conscious state

Non-Visible Symptoms      

Confusion / disorientation Complaints of dizziness / nausea Inability to concentrate Nervous / anxious Tired / sleeping more or less than usual Trouble falling asleep

   

Complaints of pain / headache Complaints of fuzzy / blurred vision Easily upset / angered (emotional) Complaints of tingling / burning feeling in arms & legs  Memory loss – unable to remember events leading up to incident * Please note that complaints of neck pain should be addressed immediately as a head injury may also result in a neck / spinal injury OSC Emergency Protocol – Suspected Player Concussion A player showing any signs/symptoms as listed on the Pocket Concussion Recognition Tool or as listed in this document must be removed from play immediately. All Coaches/Trainers are required to be familiar with the use of this tool and follow the Club’s protocol without question. The player is not to re-enter the game or practice.  In the event of a loss of consciousness call 911 for assistance immediately. Do not move the player unless absolutely necessary for safety reasons.  Ensure that a member of the team staff stays with the player.  Notify any family members immediately if they are present.  The player must be evaluated by a physician prior to returning to play. Documentation from the physician is required. Average recovery period is 10 -14 days, but can sometimes longer.  Graduated “Return to Play process” as per Zurich Concussion guidelines (2012).  Coaches must complete required injury report and submit to OSC within 24 hrs of the incident. OSC Return to Play Policy Player safety and clear communication is of paramount interest to the Oakville Soccer Club. The following protocol has been designed to ensure that a player who has suffered an injury has been adequately assessed and managed; and has had sufficient treatment and rehabilitation to allow him/her to successfully return to soccer training and competition safely, and without risk of further injury. With this in mind, injured players are expected to adhere to the following protocol:

39

OSC ADP/RDP Team Management Manual STEP 1 - Medical Clearance: ● Any injury that requires player removal from play or training will require clearance from their family doctor ● Concussions must be cleared by a medical doctor or a Complete Concussion Management Therapist STEP 2 - Physiotherapy Clearance: The player must be cleared by Sheddon Physiotherapy (OSC's preferred clinic for return to trainingcompetition). The player’s physiotherapist will be in contact with the OSC Technical Director, Head Coach and OSC Strength and Conditioning Specialist to keep them informed of the player’s progress.

STEP 3 - Sheddon Physiotherapy and Sports Clinic Clearance: If the player chooses not to attend Sheddon Physiotherapy for treatment, once they have been cleared by their own physiotherapist then they must make an appointment with Sheddon to be given final clearance. STEP 4 - Clearance by OSC Technical Director: Upon completion of the steps above, the player will be allowed to return to training and competition. Expectations Therapists working with the player should focus on their return to training and competition. Therapy should be functional in nature with the players end goals of high level soccer in mind. Sheddon Physiotherapy and Sports Clinic (www.sheddonphysio.com) works closely with the Oakville Soccer Club and will focus on these return to training/competition goals, and work closely with the team and coaches in a suitable environment. OSC understands that there are instances where players would prefer to work with other clinics/therapists. This is permitted however there must be clear communication with the team, as this is essential for safer and quicker return to activity. When the therapist deems the player ready to participate with the team in strength training or team practice/drills, an appointment with the Head Athletic Therapist should be set up at a Sheddon Physiotherapy and Sports Clinic location to assess the full return to play plan for the team. Communication of this assessment will be shared with the player/family and the team’s Coach as well as the Strength and Conditioning Specialist. If further therapy is required, communication between Sheddon Physiotherapy and Sports Clinic, the Strength and Conditioning Specialist and Coach will be shared with the attending therapist to progress the player from conditioning to partial practice, then to full practice and then to game play.

40

OSC ADP/RDP Team Management Manual OSC Social Media & Email Policy As a part of the Oakville Soccer Club’s risk management process, the Club has established a social media and E-Mail policy which reflects the needs of all users. The Oakville Soccer Club recognizes the importance of social media as a tool for engaging its supporter base. This policy is designed to protect the interests and reputation of the OSC and its stakeholders by ensuring directors, administrators, staff and players are equipped with the requisite knowledge and skills to appropriately use social media. The Oakville Soccer Club Media Policy includes, but is not limited to, the use of Twitter, Facebook, YouTube, blogs, websites and any other public online forum. This policy applies to full time staff, part time staff, casual staff, directors, contractors and volunteers. The Club is not seeking to restrict your use of social media but to create clear lines between private and Club material and set guidelines where material relates to the Club. General Guidelines  Only authorized people may speak on behalf of the Oakville Soccer Club. These persons include the Club President, Executive Director and, in limited occasions, the Technical Director and Director of Marketing and Communications through the expressed permission of the Executive Director. Staff that wish to express or transmit Club material need to seek approval through the Executive Director. 

Those who wish to express any reference in relation to the Oakville Soccer Club must also have their social media accounts authorized by the club’s Executive Director.



The use of Oakville Soccer Club E-Mail accounts shall be used for the dissemination of information between paid staff (full-time, part-time or contracted) and others within the organization. There shall be no use of OSC E-Mail for personal use.

Specific guidelines for authorized users  Club Information must be released through the Oakville Soccer Club’s official Club social media accounts before others can publish such information through their individual accounts. 

Social Media should not be used for the posting or exchanging information that has the potential to embarrass or bring the Oakville Soccer Club or its related parties into disrepute.



Social Media should not be used for communicating confidential or competitively/commercially sensitive information without express permission of the Oakville Soccer Club.



Social Media should not be used for the posting of photos of Oakville Soccer Club events or individuals (including stakeholders) without the permission of the Oakville Soccer Club.



When using social media and where possible, identify yourself and state that any opinions are yours and do not represent those of the Oakville Soccer Club.



The Club has the right to access any data lists you accumulate whilst working at the Oakville Soccer Club

General Advice  Use common sense and good judgment - your statements could have an impact on you and the Oakville Soccer Club’s reputation. Remember that what you post or publish will become public information. 41

OSC ADP/RDP Team Management Manual 

If you would not say something to a member of the media, do not publish it on any form of social media.

 

You are accountable for your actions and what you communicate via social media. Directors, administrators and technical department staff and coaches who are unsure whether or not they are authorized to publish opinions or views of the Oakville Soccer Club should contact the Executive Director.

Please Note  The policy will be updated and reviewed regularly as new technology and platforms emerge.  As part of the induction process, staff can request assistance in setting up social media so that appropriate levels of privacy are activated. Non Compliance The Oakville Soccer Club will continue to monitor the use of its information technology system to ensure compliance with this policy. Employees who fail to comply with this policy may be the subject of disciplinary action including termination of employment. It is the expectation of the OSC that employees, contractors and volunteers will promptly advise the management of any facts or circumstances which may suggest a breach of the policy. This may include taking prompt action to remove the offending material if possible. Volunteers should also be aware that the inappropriate or unlawful use of social media may expose the volunteer to personal legal liability. The OSC will not be held liable for the acts and omissions of volunteers in breach of this policy. In circumstances where a volunteer fails to comply with this policy, he or she may be asked to discontinue their association with the Oakville Soccer Club.

OSC Anti-Bullying Policy Statement of Intent The Oakville Soccer Club is committed to providing a caring, friendly and safe environment for all of our members so they can participate in soccer in a relaxed and secure atmosphere. Bullying of any kind is unacceptable at our club. If bullying does occur, all children and parents should be able to openly communicate the situation and know that any and all incidents will be dealt with promptly and effectively. We are an open club. This means that anyone who knows that bullying is suspected or happening is expected to notify the club immediately. Objectives of this Policy     

Bullying will not be tolerated. All players, coaches and managers and parents of the Oakville Soccer Club should have an understanding of what bullying is. All managers and coaching staff should know what the club policy is on bullying, and follow it when bullying is reported. All players should know what the club policy is on bullying and what they should do if bullying occurs or is suspected. As a club we take bullying seriously. Players and parents should be assured that they will be supported when bullying is reported. 42

OSC ADP/RDP Team Management Manual What is Bullying? Bullying is the use of aggression with the intention of hurting another person. Bullying results in pain and distress to the victim. Bullying consist of three basic types of abuse – emotional, verbal and physical. Bullying can be and does include:  Verbal bullying including derogatory comments, lies, false rumors, teasing, ridicule and bad names.  Emotional bullying includes being unfriendly, sending hurtful or tormenting messages via social media forms.  Bullying through social exclusion or isolation, being ignored and or left out  Physical bullying includes pushing, kicking, hitting, punching or any other use of violence  Being attacked because of their religion, race or color, gender or sexuality including but not limited to taunts, graffiti, gestures etc...  Sexually unwanted physical contact or sexually abusive comments  Misuse of associated technology such as unwanted camera and video usage and social networking exposure Signs & Indicators A player may indicate he or she is being bullied by signs or behavior, adults should be aware of these possible signs and should investigate if a player:  Says he or she is being bullied  Is afraid or unwilling to go to training, practice or games  Becomes withdrawn anxious, or lacking in confidence  Feels ill before training sessions  Is nervous and /or jumpy when a message is received (e.g. text, IM, phone, social network)  Comes home with clothes torn or training equipment damaged  Asks for money or starts stealing money (to pay the bully)  Has unexplained cuts or bruises  Is frightened to say what’s wrong  Gives improbable excuses for any of the above In some more severe situations, other indicators can include:  Cry themselves to sleep at night or has nightmares  Becomes aggressive, disruptive or unreasonable  Is bullying other children or siblings  Stops eating  Attempts suicide, runs away or hurts themselves deliberately(self harm)  These signs and behaviors may indicate other problems, but bullying should be considered a possibility and should be investigated. Why do players sometimes bully other players? Players might bully because: 43

OSC ADP/RDP Team Management Manual      

They may not have been taught that any form of bullying is unacceptable behavior and will not be condoned by the OSC. They think it is fun or funny They are lacking in their own self confidence They are copying older siblings, friends, parents or even club staff They are encouraged to bully by friends They themselves have been a victim of bullying

As a coach or manager, what can you do if you think a players is being bullied?  Ask the player directly  Take any incidents of bullying that they tell you about seriously  Talk calmly with the player about their experiences  Make note of what the player says  Reassure the player that they have done the right thing by telling you  Understand that your player may need to change aspects of their behavior  Never approach another parent directly  Do not encourage your player to retaliate  Contact the OSC Technical Department immediately Procedures 1. Immediately report the bullying incidents/behavior to the OSC Technical Department 2. The club will take every concern seriously, investigate the issue and report back to you in a timely manner 3. In serious cases, parents may be asked to come in to discuss the problem. 4. If necessary and appropriate, the police will be consulted. 5. If bullying is found, it will be stopped immediately by removal of the player (s) who is bullying from the Club until a suitable process has been met through club policy. 6. A record will be kept on the incident(s), investigation and any action(s) taken. 7. The bully (bullies) will be placed on probationary period with the club of no less than six (6) months Rep Team Parent Coach Policy Effective at the beginning of the 2015-2016 Indoor season, parents/guardians will no longer be permitted to coach A-level Rep Teams that their children play for at the Oakville Soccer Club. This policy applies to all A-level coaches for ages U13-U17 who are directly compensated by OSC. The Oakville Soccer Club is committed to providing a professional coaching staff. OSC has introduced this policy with the objective of eliminating any concerns from parents and players regarding possible bias in the player selection process, and to reduce pressure on individual players. Parents/guardians are permitted to coach A-level teams that their children do not play for provided their qualifications meet the needs of the team. OSC will work to ensure that coaching assignments are beneficial to the development of the players at their respective age group. 44

OSC ADP/RDP Team Management Manual

Oakville Soccer Club Staff Contacts Name

Position

Phone 905-849-4436

Email

Dave Harris

Executive Director

Ext. 4444

[email protected]

Lynn Joiner

Director of Operations

Ext. 4443

[email protected]

Chris Grierson

Senior Technical Director

Ext. 4447

[email protected]

Ext. 4446

[email protected]

Ext. 4449

[email protected]

Ext. 4430

[email protected]

Ext. 4429

[email protected]

Michelle Parato Schers Nick Vetro Dianne Sporcic Victoria Jacobs TBA Richard Bowden Patty Peebles Paula Lachance Joy Neefs Katryna Indewey

Technical Programs Coordinator House League and Special Programs Coordinator Equipment (Uniforms) & Operations Coordinator Field Scheduler (Gyms, Grass Fields, PG Outdoor) Manager of Facilities (River Oaks/PG Indoor Rentals) Referee Development Manager Referee Assignment Coordinator Director of Finance & Human Resources Director of Corporate Sponsorships Director of Marketing & Communications

Ext. 4434 Ext. 4428

[email protected]

Ext. 4437

[email protected]

Ext. 4433

[email protected]

Ext. 4435

[email protected]

45