Manager Handbook - SportsEngine€¦ · assigner. Vipers BOD-Treasurer Vipers Hockey Director Megan...

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Vipers Hockey Association

Manager Handbook

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Vipers Hockey Association

Travel Teams Manager Handbook

Table of Contents

1. Welcome-Team Manager Basic Principles

2. Your Role as Manager

a. Liaison to Team

b. Liaison to Organization

c. Manager Responsibilities List (Fall Season TimeLine)

3. General Manager Information

a. Manager Requirements

b. Required Forms

c. Jerseys and Equipment

d. Communication

4. Team Organization

a. Parent Meeting

b. It Takes a Village

c. Team Finances (Slush Funds)

5. Team Schedule

a. Initial Schedule

b. NIHL Seeding Round

c. NIHL Regular Season

6. Hockey Games

a. Home Game Responsibilities

b. Visiting Team Responsibilities

7. AHAI/NIHL

8. Tournaments

9. End of Season

10. Viper Vocab-Acronyms

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Thank you so much for volunteering to serve as the Manager of a Vipers Travel Hockey Team!

You are an integral part to having the season run smoothly and vital to the team’s success both

on and off the ice.

The Vipers Hockey Association, as a largely voluntary organization, depends on people like you

to make the season possible. Managing a team is a significant commitment of your time and

energy and we greatly appreciate your willingness to take on this vital role. There is no better

way for you to contribute to the success of your team than to serve as its Manager. It may be

the most thankless job on the planet, but it can be extremely rewarding and lots of fun as well!

This Manager handbook was prepared to help answer some of the most generally asked

questions and to give you the information needed to help guide your team to a successful

season. There is a tremendous amount of information presented in this handbook, and

throughout the season. Please do not hesitate to ask questions for clarification.

Team Manager Basic Principles

• Keep in mind, the Mission and Vision of the Vipers Hockey Association.

The mission of Vipers Hockey is dedicated to the athletic development, personal growth and

sportsmanship of youth hockey players within the Northern Lake County, Illinois and Southeastern

Wisconsin area. We encourage the development of our players individually as hockey players but just

as important, as teammates, teaching them valuable lessons that can be applied long after they leave

the rink – leadership, commitment, good sportsmanship, self discipline, personal growth, hard work,

team work and outstanding character. We support this development in all of players, regardless of

playing ability.

Most of all, we promote the fun of hockey and love of the game, not just in our players but with our

hockey families. This is achieved through our in season activities for each of our teams, both on and

off the ice, and through our various hockey programs open to participation for all players, of all ages

and experience.

As much as winning a hockey game is a great moment in time, the life lessons that our

players gain from both winning and losing, are the longer lasting benefits from

participating in team sports.

• Be positive-even when it’s a challenge to do so. Exhibit grace under pressure as there is

bound to be a parent that doesn’t like or understand a coach/team decision that was

made. You are a representative of the Vipers and will be in direct contact with the Head

Coach and the parents on your team. You will wear many hats, none more important than

maintaining that positivity.

• Remind parents, players and coaches of the ideals of the Positive Coaching Alliance

(PCA), and that we’re playing for the name on the front, not on the back. Discourage

conversations about player statistics and individual playing time. It’s all about the team.

• Communicate effectively and efficiently with the Coaching staff and the Parents.

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• Delegate responsibilities. Don’t be afraid to ask parents for help. Most parents are eager

and willing to assist the manager. Many parents will offer their time for specific tasks. Ask

for volunteers early and then assign team members for jobs left unfilled. Parents usually

find it easier to have a clearly defined task assigned to them.

• Encourage team spirit/camaraderie. Many times, the off-ice activities with a team will lead

to great success on the ice.

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Your Role as Manager

You were asked to be a manager because your coach believes you have the kind of positive

attitude and common-sense judgment that managers need, as well as the ability to take care of

the details necessary to ensure a fun season for all the members of your team: players, coaches

and parents. In essence, your role as the Manager is to handle the business affairs of the team

and to organize and manage the parents.

Liaison to the Team

The Coach and their assistants are responsible for the players on the ice and in the locker room.

You are responsible for everything else. Your job is to organize the team, to communicate

effectively with parents, coaches, the Vipers Hockey Association, and to follow-up and ensure

that delegated activities occur.

A solid relationship between the coach and manager is imperative for a successful season.

Keep in regular contact with your coach so that the two of you are “on the same page” and have

the same information.

Coaches should have in place a 24-hour rule with parents. If a parent has an issue with

something that a coach does in a game or practice, they should wait 24 hours before contact is

made. Work with the parents to communicate concerns to the coach in a respectful manner.

Liaison to the Vipers Organization

You as the manager will also be in direct contact with the Vipers BOD-Treasurer, the Vipers

Registrar and the Vipers Coach/IHOA contact. The Vipers BOD-Treasurer is responsible for

managing the finances of the organization along with assisting team managers with their team

slush funds. The Registrar is responsible for maintaining contact with the local, state and

national governing bodies of amateur hockey and all the specifics that come with that contact.

The Registrar is also responsible for processing all rosters, travel permits, and player awards.

The Coach/IHOA contact is responsible for making sure all coaches are up to date with all USA

Hockey Coaching requirements and the liaison between the organization and the referee

assigner.

Vipers BOD-Treasurer Vipers Hockey Director

Megan Anderson Tim Kinsman

847.894-8943 847.502.7777

[email protected] [email protected]

Vipers Hockey Registrar/CSDHL Rep Vipers Hockey IHOA Contact/NIHL Rep

Julie Rodgers Jessicca Maxwell

847.917.5311 773.972.2809

[email protected] [email protected]

Vipers Hockey Association Referee Assigner

Ashley Busser

262.891.2212

[email protected]

mailto:[email protected]






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Team Manager Responsibilities-Fall Season Time Line

This in no way is an all-encompassing list-but it is comprehensive of the tasks to complete.

Tasks are not necessarily completed in the order listed.

September

(Immediately following team formation-within the first two weeks of the season)

1. Connect with head coach 2. Register with USA hockey as a volunteer 3. Send USA Hockey number to Registrar 4. Register and complete SafeSport online training 5. Obtain roster through SportsEngine including player names, parent names and email

addresses that was submitted on their registrations 6. Send out welcome email to parents 7. Schedule meeting with parents and coaches 8. Schedule screening with AHAI* 9. Verify players Date of Birth-Report to Vipers Registrar when complete. 10. Determine how many tournaments and where people would like to play 11. Determine slush fund amount per player 12. Open bank account 13. Prepare/maintain Slush Fund

a. Excel/Google Sheets templates on Vipers website (Team Manager Support page) b. Slush fund will be sent/shared to Vipers Treasurer multiple times during the season along with team

14. Register for tournaments including hotels a. You’ll need to have a general idea of # of Adults, # of Kids, Room Type

15. Determine coach blackout dates for Seeding Round (don’t forget tournaments) 16. Attend Scheduling Meeting for Seeding Round (NIHL/CSDHL/CUHL)

. a. Bring a Calendar b. Available Dates c. Wear Viper spirit wear to be easily identified d. Will receive NIHL website login/password at NIHL scheduling meeting

17. After seeding round scheduling meeting post all home games on NIHL/CSDHL/CUHL website

18. After seeding round scheduling meeting post all games in SportsEngine . a. Include Address in Location b. Include Google Map c. Identify specific rink if possible

19. After seeding round scheduling meeting-contact Vipers IHOA rep to schedule referees. Home team is responsible for scheduling referees.

20. After seeding round, obtain NIHL/CSDHL scoresheets from registrar. CUHL scoresheets can be downloaded from the CUHL website.

21. After seeding round scheduling-attend Team Managers Ice slots meeting 22. Order/make scoresheet labels for scoresheets 23. Maintain list of items to cover with parents in weekly email

a. Send communication Sunday night/Monday morning b. Weekly Schedule - Date/Day/Type/Time/Location c. Home Game Clock/Scoresheet responsibilities d. Upcoming team events/tournaments

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e. Viper Announcements f. Check with coach - Anything else

24. Update team webpage as desired 25. Obtain official USA Hockey roster* 26. AHAI web login/password will be sent after USA Roster has been processed 27. Enter roster data into the NIHL StatMgr website (due October 15th) 28. Enter tournament info into the shared Tournament document-for Travel Permits 29. Continue to send REGULARY WEEKLY emails to keep team informed.

*In the first week of the season after rosters have been formed, the Registrar will…

1. Give permission for managers to become administrators on SportsEngine for team webpage

2. Create each team’s official USA Hockey roster

3. Authorize managers/coaches to complete the screening process

October

1. Enter roster data into the NIHL StatMgr website (due October 15th) if not already completed

2. Determine coach blackout dates for Regular Season (don’t forget tournaments or other events scheduled)

3. Maintain list of items to cover with parents in weekly email a. Send communication Sunday night/Monday morning

b. Weekly Schedule - Date/Day/Type/Time/Location c. Home Game Clock/Scoresheet responsibilities d. Upcoming team events/tournaments e. Viper Announcements f. Check with coach - Anything else

4. Update team webpage as desired 5. Enter tournament info into the shared Tournament document-for Travel Permits 6. If team is attending a tournament-consider a team lunch/dinner-call for reservations 7. Seeding round deadline-Make sure scores are posted ON TIME! 8. Plan possible team social activity (fall ideas)

a. Corn maze b. Apple picking c. Bonfire

9. Maintain Slush Fund-Send to Vipers Treasurer, send to team 10. Continue to send REGULARY WEEKLY emails to keep team informed.

November

1. Attend Scheduling Meeting for Regular Season/or complete scheduling electronically 2. After regular season scheduling, post all home games on NIHL/CUHL website 3. After regular season scheduling, obtain NIHL scoresheets from registrar 4. After regular season scheduling, post all games in SportsEngine

a. Include Address in Location b. Include Google Map c. Identify specific rink if possible

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6. Update team webpage as desired 7. Enter tournament info into the shared Tournament document-for Travel Permits 8. If team is attending a tournament-consider a team lunch/dinner-call for reservations 9. Plan possible team social activity 10. Maintain Slush Fund-Send to Vipers Treasurer, send to team 11. Continue to send REGULARY WEEKLY emails to keep team informed.

December



2. Update team webpage as desired 3. Enter tournament info into the shared Tournament document-for Travel Permits 4. If team is attending a tournament-consider a team lunch/dinner-call for reservations 5. Plan a holiday team activity

a. Holiday gifts for coach-get consensus from team b. Player grab bag-set limit for gift

6. Maintain Slush Fund-Send to Vipers Treasurer, send to team 7. Information about AHAI state tournament will be made available. Talk with coaches

about participation. 8. Continue to send REGULARY WEEKLY emails to keep team informed.

January



2. Update team webpage as desired 3. Enter tournament info into the shared Tournament document-for Travel Permits 4. If team is attending a tournament-consider a team lunch/dinner-call for reservations 5. Preparations for end of season NIHL Blackhawks Cup Tournament 6. Maintain Slush Fund-Send to Vipers Treasurer, send to team

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February



2. Update team webpage as desired 3. Start planning end of season celebration 4. Maintain Slush Fund-Send to Vipers Treasurer, send to team 5. Regular Season deadline-Make sure scores are posted ON TIME! 6. Complete tasks for the NIHL end of season Blackhawks Cup Tournament

a. Make copies of every scoresheet from seeding round through the end of the regular season. b. Complete “Player Tournament Eligibility Form”-found on NIHL website. c. Familiarize yourself with Blackhawks Cup Tournament rules for your specific metallic division

7. Share information about Spring season with team. 8. Continue to send REGULARY WEEKLY emails to keep team informed as season wraps

up.

March

1. Send final slush fund report to Vipers Treasurer and Team

2. Wrap up any loose ends with fall team

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General Manager Information

Manager Requirements

1. Register with USA Hockey-Manager Required

All managers are required to register with USA Hockey. Go to

https://www.usahockeyregistration.com/login_input.action , and select “Ice Manager/Volunteer”

when prompted. This is a free registration for volunteers. Once registration is complete, print

your registration confirmation. Email your registration number (a nine digit number followed by

XX and the first three letters of your last name) to the Registrar ASAP.

Managers/Ice Volunteers must obtain a new USA Hockey number every year.

2. USA Hockey Safesport Training-Manager Required

http://www.usahockey.com/safesporttraining

One of the most exciting aspects of the USA Hockey SafeSport Program is the online training/education that is available to help our members become aware of the information necessary to help prevent abuse from occurring in our sport.

We are pleased to announce that all USA Hockey registered coaches, officials, employees and volunteers are entitled to take the training at no cost. The training was produced by the United States Olympic Committee. The training is comprised of short video segments that take approximately 90 minutes to complete, however, not all training needs to be completed in one session. We believe you will find the training very valuable and informative, and strongly encourage you to access the training.

The SafeSport Training and Refresher Training are each valid for two (2) seasons. Thus, if you took the training during the 2014-15 season, it was valid for the 2014-15 and 2015-16 seasons. To access the training, click on the “How to Register for Safesport Training” which will guide you

through the process. When you complete the training, print out your certificate as evidence of

completion.

You will NOT be able to be added to the USA Hockey roster until the above two tasks are

completed. Get started on your SafeSport right away!

3. AHAI Screening Program-Manager Required

Under the policy, USA Hockey will not authorize or sanction any employee or volunteer who has

routine access to children unless that person consents to be screened and passes a criminal

background screen conducted by the Affiliate or USA Hockey. In Illinois, AHAI oversees the

screening process.

Tier II, Girl's, and House League Coaches and Managers must be screened by following the

process or they will be ineligible to participate in any team activities until they have completed

https://www.usahockeyregistration.com/login_input.action

https://www.usahockeyregistration.com/login_input.action



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the screening requirements. Any coach/parent that participates in any on ice or locker room

activity with your team MUST be on the roster, MUST be USA Hockey Certified, and MUST be

screened.

Requests for screening forms will only be processed if they are sent by the registrar. The Vipers

registrar will complete the screening request form and submit it to AHAI. You will receive an

email from AHAI to schedule your fingerprinting and complete your screening. Only screening

completed by following the AHAI specific guidelines will be accepted. DO NOT go out and get

screened on your own. Also, even if you have been screened for another organization, such as

your employer, you MUST complete the AHAI screening process.

You will be scheduling a time and location to complete the fingerprinting process. Once your

finger printing is complete, it takes about two weeks for the process to be completed and AHAI

will be notified when the process is completed, and you are approved to be added to a USA

Hockey roster.

The cost of the screening is covered by the Vipers Hockey Association for Managers, Head

Coaches, and Assistant Coaches. Coaches/Managers are to print out a receipt for

reimbursement.

Required Forms

At the beginning of the year, players and parents are required to fill out and sign certain forms in

order to play on a Travel Hockey team. As manager, it is your responsibility to ensure that the

necessary paperwork is completed for each player and the team. Most of these forms have

been digitally signed by parents through the registration process. Copies of all the forms can be

found on the Team Manager Support page of the Vipers website.

USA Hockey Registration

All players and parents should have registered with USA Hockey before trying out for a team.

They may not step on the ice without providing proof of this registration. The Registrar should

have verified this at the tryouts, but she may contact you if there is a problem. Every Manager

must register with USA Hockey and give his/her confirmation number to the Registrar in order to

receive their team’s Official Roster (see previous information in Manager Requirements). There

is no fee for managers to register with USA Hockey and you must re-register with USA Hockey

every year.

Team Rosters

The Registrar will process the roster through AHAI and NIHL and return a certified copy of the

USA Hockey roster to you. This process takes time to complete and is NOT immediate. The

AHAI Registrar processes each organization’s rosters when specific requirements are

completed. Coaches must have their USA Hockey Age Specific Modules and SafeSport

completed to be added to a roster. Team managers must have SafeSport completed to be

added to a roster. There are 40 organizations in NIHL alone, each with multiple teams. The

AHAI registrar certifies each roster individually. Again, this process takes time. You will be

notified when your roster has been certified.

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Your certified roster will also be posted on your team's page on the AHAI website. Once your

roster is certified, you will receive a login and a password from AHAI that will enable you to have

access to your team's page. The Vipers Registrar will also send each manager a .pdf and link to

their roster in case you have trouble with the AHAI site.

Only players listed on your certified roster may play on your team. Violation of this rule may

result in forfeiture of the game or disqualification from a tournament or the entire season.

You will be able to access your USA Hockey roster from the AHAI site. It is a good idea to have

a copy with you at every game and bring one to tournaments. Every tournament that you enter

will ask for a copy of your USA Hockey roster. You can either send the AHAI link to your roster

or save your roster as a .pdf.

The team manager CANNOT be on the bench during a game/practice unless the team manager

has completed the coaching requirements and is listed as a certified coach. Violation of this can

result in loss or forfeiture of games.

“Individuals listed as Team Rep/Manager - may not participate in on-ice activities or be on the bench during a

game.” -AHAI Certified Roster

Player Date of Birth Confirmation

The Registrar for each IL Affiliate is responsible to assure that the player’s name is correct, and

the DOB has been verified with a government issued ID. Occasionally parents register their

child for USA Hockey and do not use the same name as in previous years (i.e. registering a

player as Tim Viper one season and then Timothy Viper in a different season).

After teams are formed and rosters created, the registrar will send out a document with the

players D.O.B. Managers will need to confirm the D.O.B. by asking parents to bring a copy of

the players birth certificate (or state ID/Driver’s License-for Midget ages) to a practice to verify.

DO NOT KEEP A COPY OF ANY PLAYER’S BIRTH CERTIFICATE. Return it immediately to

parents after the D.O.B. has been verified.

USA Hockey Consent to Treat Form

The Consent to Treat form should only be used for teams participating in District or USA Hockey

National Championships. This form is distributed from the District Registrar from your District.

Two Choice Rule

Each player who did not play regular season travel hockey for the Vipers the previous season

must complete and sign an AHAI Player Declaration form. This is being sent electronically to the

parent email that was used to register with USA Hockey. Players will not be eligible on rosters

until this has been processed through AHAI.

According to AHAI rules, a player may play for a maximum of two AHAI organizations during his

or her AHAI career (this applies only to the winter season - spring and summer hockey don’t

count). Once they leave the first organization, that organization is not obligated to accept that

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player back if they subsequently wish to return. This form is used to document a player’s

understanding of this rule and record their choice of organization.

Players who are new to the Vipers will automatically receive an email from AHAI explaining that

they are declaring the Vipers as one of their choices. They must check the box and return the

email to AHAI in order for the team's roster to be certified. Delays in doing this will result in your

roster not being certified in a timely fashion and could result in fines being issued to the Vipers

and your player not being able to take the ice. The Registrar will let you know if any of the

families on your team need to complete their Declaration with AHAI. You should then

communicate to those families that they must make their Declaration immediately so that your

roster can be certified, and your team can play games.

Players at the Midget level (U16/U18) are granted another choice.

WAHA Interstate Release Form

This was a requirement for the 16-17 season as per AHAI and WAHA but is currently not

expected to be completed. WAHA is the governing body of amateur hockey in the state of

Wisconsin and the counterpart to AHAI in Illinois. In order to keep track of the number of players

from Wisconsin who travel across the border to play hockey, ANY PLAYER with a Wisconsin

address was required to fill out this form.

Players who have skated with the Maulers/Vipers, are more than likely NOT registered with

WAHA.

For the “Previous Team Designation” they are to write in “Maulers/Vipers.”

For the “Player wishes to transfer” they are to write in “Maulers/Vipers.”

The USA Hockey Affiliate is “AHAI.”

And in the reason area, the parent must state that they have played for the Maulers/Vipers in

the past.

This form need to be completed by each family with a Wisconsin address and given to the

registrar ASAP. Players from WI will not be approved on rosters until this form is submitted to

the registrar who then will submit them to the WAHA registrar.

Jerseys and Equipment

Jerseys and Equipment

The Vipers have had a long-standing tradition of players being able to keep their jerseys after

the season is over. While this is a welcomed tradition, it does also mean that there is some wait

time after the season officially starts before the actual game jerseys arrive. The first few seeding

round games may be played in the player’s practice jerseys if necessary.

It is the responsibility of each player to purchase a set of Vipers home (white) and away (black)

game jerseys. Also, Vipers players are required to wear black pants/shell and a black helmet.

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Vipers hockey fees cover the costs of practice jerseys and home and away socks for the

players. If needed, players will also receive Vipers logo helmet stickers with numbers. Players

are also encouraged to purchase a Vipers warm up jacket and warm up pants for travel to and

from games and for team uniformity.

The hockey jersey number determination process was created to solve any conflicts that could

potentially arise with players requesting the same hockey jersey number.

During registration, players are asked to provide three hockey jersey numbers. In the event

there is a conflict with duplicate jersey numbers on the same team following logic will apply:

1. The player that has been playing Vipers (Maulers) travel the longest will keep his/her jersey number.

2. If each player has had the same amount of time in the travel organization, the number selection will be determined by the player’s birthday: the older player would have his/her first choice of number.

3. The player that does not receive his /her choice is asked to provide another set of number choices.

4. In the event of duplication of the superseding numbers the same logic applies as noted above.

As the uniform pieces arrive, they will be distributed to each team for further distribution. Players

are expected to bring both jerseys to EVERY GAME. This is a NIHL rule. The white jersey and

socks is designated as the home uniform and the black jersey and socks is designated as the

away uniform.

Current game jersey costs (19-20 Season): $175.00 + tax.

Current warm up jacket cost (19-20 Season): $65.00 Includes embroidery of Viper logo and

player first initial and last name. Player number can be embroidered by the family for an

additional cost.

Current warm up pants cost (19-20 Season): $35.00 (nothing is embroidered on the warm up

pants. Parents are more than welcome to embroider player name and/or number at their own

cost.

Players are responsible for their own equipment (helmet, pants, shoulder pads, elbow pads,

shin guards, neck guards, skates and sticks) and should regularly check for wear and tear and

for the proper fit. Equipment is meant to protect the players and cannot do so when it is worn or

doesn’t fit correctly.

Please remind players that a neck guard and mouth guard are requirements and most

referees will check to see that a player is compliant with all equipment expectations. Players

may be sent to the bench if they are not in compliance with the rules.

If a player forgets a jersey (and it happens every season), one option is for the goalie wear the

opposite jersey and give the goalie’s jersey to the forgetful skater. If this does occur, make sure

you make the coaches and manager of the opposing team know. Most are understanding as it’s

happened to everyone.

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Vipers Hockey Association will provide pucks/water bottles to the coaches for use during

practice and games.

Communication

Remember that one of the keys to success as a manager is making sure that necessary

communications are made in a conscientious and timely fashion. This requires effort on your

part, both to be sure that you are aware of the things that you must communicate as well as to

ensure that the communication itself occurs. Some reminders about good communication:

• Inform your team the best way to communicate with you (text, email, phone).

• Make sure you share your contact information in your FIRST email to parents.

• Be timely, be clear and be accurate! One of the things that parents appreciate most is

being kept informed, particularly with respect to schedules and schedule changes. It’s

usually not wise to rely on the players to accurately relay information. We recommend

emailing the game and practice schedules as soon as you know them. Since many busy

households are only focused on the current week, we recommend also sending an email

at the beginning of each week of the week’s activities. Remember that you are the

communication hub and that the other team parents are looking to you for information in

a timely fashion.

• Communicate frequently with your team’s Coach. Keep him informed about what is

planned and how parents are feeling. Be sure you understand any issues or concerns he

may have.

• When handing out material to parents, it is a good idea to write each family’s name on

the material you plan to hand out. That way you will know for sure who has received your

material and who hasn’t.

• Email schedule changes as soon as possible If your schedule does change, in the case

of home games, it means that you must also contact the IHOA liaison/referee scheduler

and update both the NIHL and Vipers website. If an away game changes, update the

Vipers website with the correct information

• Keep parents informed about scheduling issues, tournaments under consideration,

upcoming parties, in your weekly emails.

• Inform the coach if there are concerns about a team matter. Do not hesitate to consult

with the Registrar, or the Travel Hockey Director if you are unsure how to handle parent

concerns.

• Vipers Hockey Association officials (the President, Registrar, Travel Hockey Director,

IHOA Contact), will often convey information to the team managers that needs to be

shared with each team. Please communicate information in a timely manner.

• IMPORTANT: Vipers Parents ARE NOT to contact AHAI or NIHL officials.

Again…Vipers Parents ARE NOT to contact AHAI or NIHL officials. Communication to

AHAI or NIHL is through the Vipers President, Treasurer, Hockey Director, Registrar or

NIHL Representative. It is imperative that your parents understand this. If your parents

have a question or concern about something, direct them to the coach, Vipers President,

or any of the above-mentioned Vipers Representatives.

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• IMPORTANT: part 2. Vipers Parents ARE NOT to contact Tournament Companies or

Tournament Hotel personnel with the exception to make a reservation. Coaches

and Managers are in regular contact with Tournament/Hotel representatives. If your

parents have a question or concern about something regarding a tournament, questions

or concerns need to be directed to the coach or the manager.

• Watch the Vipers Hockey Association website www.vipershockeyclub.org to keep up with

club events.

It is an expectation of ALL team managers that REGULAR WEEKLY communication is

sent out to your team. It should be brief, organized and include the schedule for the week

and upcoming information about tournaments or other team functions.

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Team Organization

Parent Meeting

As soon as possible, after players are selected for your team, you will need to start the

communication process between the coach, you, and the team.

More than likely your coach will try to schedule an initial Parents meeting for your team - during

a practice is often a good time. Try to hold this meeting as soon as you can in the rink’s

available room. Rinkside has the Multipurpose Room (MPR) and the IcePlex has the Penguin or

Polar Bear room. Please contact the respective rinks to reserve the rooms.

At the first meeting, start by collecting parents’ names, phone numbers, addresses and email

addresses. Be considerate of players with two households.

You will probably also have your first week’s schedule to share.

Below are some suggestions as to what topics can be covered at the initial team meeting. Your

coach should be leading the meeting.

• Introduce coaching staff, team manager(s), players and parents/siblings

• Coaching Philosophy/Team Philosophy

How does the coach intend to approach the season?

AHAI Zero Tolerance Policy

Vipers Code of conduct/Rules and Ethics

Playing time

Establish rules

Locker room behavior expectations

Absences

• Team Communications/Coaches 24 Hour rule

Weekly email

What to ask coach about?

What to ask manager about?

Parents are NOT to contact AHAI/NIHL/CSDHL/CUHL officials.

• Any incomplete/new paperwork

• Information about the schedule

Seeding Round-usually 6 weeks, # of games depends on level/teams

Regular Season-about 13 weeks, # of games depends on level/teams

Schedule subject to change

Where to find the schedule

Vipers Website

NIHL Website

CSDHL Website

CUHL Website

• Tournaments

How many does the team want to participate in?

Local vs Out of Town?

Out of town tournaments more than likely will require a hotel stay.

What’s the farthest distance the team is willing to travel?

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Tournaments costs-Entry fee averages $1200 per team per tournament

• Team Slush Fund

Based on number of tournaments team would like to participate in

Other incidentals as agreed on by the team

• Questions

What questions do parents have?

It Takes a Village

Again, managing a travel hockey team is a major commitment of time and energy, but if you set

routines and delegate tasks to other parents, the role becomes more manageable. Below are

some suggested team roles:

• Co-team managers: This helps split up the job to make it even more manageable. One

manager can be in charge of all of the communication and scheduling and the other

manager can oversee the team finances and tournament registrations.

• Social Chair: Can assist in planning team lunches/dinners after games and/or during

tournaments, team get togethers (fall is a great time for apple picking, corn maze, etc.),

holiday party, end of season party.

• Spirit Chair: Can assist in making tournament goodie bags, door signs

Keep in mind if you do delegate roles/jobs, it is your responsibility to make sure that tasks are

completed in a timely manner especially if there is a deadline involved. Also, the team should be

in agreement if these roles are to be created and if slush fund money will cover costs of items or

events developed for the team.

Team Finances

Establishing a good budget, collecting money from parents early and keeping good records can

make the otherwise intimidating task of managing the team’s funds, more manageable. The best

place to start is with the coach to determine the number of tournaments the coach has in mind.

Generally speaking, tournaments can cost anywhere from $800-$1500 per team, some requiring

additional fees for the referees. Some tournaments also offer discounts for multiple entries into

the same tournament, and repeated business with the same tournament company. See if you

can partner up with another team to save each other money.

General Team Finances Principles:

• Establish the budget as soon as teams are formed. Talk with the coaches to determine

their plans for the season with regards to tournaments. ALL tournament fees are paid

directly from an individual team account. The Vipers Hockey Association does not pay

tournament fees (that includes AHAI Blackhawk Cup State tournament). IF your team

makes it to the NIHL playoffs, those tournament fees (ice time, refs) are paid for by the

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organization with the exception of some early tournament play in games. More

information to follow in the tournament section.

• Solicit parents for an initial contribution to the slush fund early in the season, usually after

the teams are formed and a parent meeting has taken place. Parents are not a fan of

being constantly asked for money, so budget and plan accordingly. Most parents would

rather give a large contribution at the beginning, and not have to make more contributions

over the course of the season. Give yourself a margin to cover miscellaneous expenses.

Unused funds can always be refunded or used towards the team party. Be cognizant and

understanding if a parent requests to split their slush fund into two payments. Although

the Vipers take pride in keeping our program costs to be reasonable, parents have

shelled out money for tune ups, initial program fees, probably some equipment, and now

slush fund expenses. If a family needs to split their slush fund payment, be

compassionate and understanding of their request, but hold them to it. IF you have any

issues collecting slush fund payments from any family, please contact the Vipers Board

of Directors-Treasurer.

• Establishing a separate bank account is an easy way to manage the money and not have

it mixed up with anything else. It also demonstrates transparency if a parent is requesting

information on how the team money was spent. Keep careful records and be prepared to

give the parents and the Vipers Treasurer documentation on a regular basis.

• On the Team Manager Support page on the Vipers website, there is a slush fund

template in Excel format as well as a link to a google sheets. Vipers team managers must

use one of these documents for uniformity to record slush fund expenses. If you choose

to use the google sheets, please MAKE A COPY, RENAME IT WITH YOUR TEAM

NAME, and then share the document with the Vipers Treasurer. Please ask if you have

any questions regarding the slush fund documentation.

• Coaches Gifts: It is common for teams to get their coaches holiday gifts and something at

the end of the season. Lavish team gifts are unnecessary and discouraged, but a token

of appreciation is something that the coaches treasure, especially when it’s presented

from the team. Communicate with your parents about coaches’ gifts. Some teams use

slush fund money to pay for the gifts, other teams collect money separately for the gifts.

Team Schedule

Initial Schedule:

The hockey season is divided into a seeding round, a regular season and a NIHL Blackhawks

Cup end of season tournament (playoffs). The seeding round is Mid-September through

October, while the regular season usually starts the beginning of November and then will

conclude mid-February. The NIHL Blackhawks Cup end of season tournament takes place the

last two/three weeks of February through the first weekend in March for some metallic levels.

20

Midget level teams and some Girls levels may schedule their entire season in September. NIHL

will send out specific scheduling information for the respective season before the initial seeding

round scheduling meeting.

After teams have been formed, the practice schedule will be loaded to the Vipers Website. We

try to keep the same practice times each week, but due to activities at the rinks, practice

schedules may be altered. Communicate the weekly schedule to your team to avoid missed ice

time or frustrated parents.

NIHL Seeding Round Scheduling

Immediately prior to the beginning of the 19-20 NIHL season, you (or if you can’t make it - a

delegate from your team) must attend the NIHL seeding round scheduling meeting, which

usually takes place at the Renaissance Convention Center in Schaumburg. Attendance by a

team representative at this meeting is MANDATORY. At this meeting, you will schedule your

home and away games for the NIHL seeding round (and regular season for designated teams).

Prior to the meeting, you will be given your possible home game slots for the seeding round

from our ice scheduler. You will need to write your possible home game ice slots (at least 6) on

a NIHL Scheduling Worksheet (may be downloaded from www.nihl.info). This will help other

teams who need to travel to you, find a game slot.

When you get to the meeting, there will be tables set up with signs on the. The age level and

the metallic level listed will be listed on the signs as well as the team names from that respective

level. Sit at the table where you see your team's name.

A NIHL representative will give you information that will tell you which teams you have to play

and whether you will play them home or away. You must find and talk to the other team

managers present and, using a combination of their ice times and your ice times, schedule the

games NIHL is requiring. Prioritize scheduling your AWAY games first and keep in mind your

home game ice slots so that you don’t schedule an away game when you have a home game

slot. If you have your home game slots on a scheduling worksheet, you can leave that on the

table as managers from other teams who need to travel to the Vipers, will be looking for that.

You cannot leave the meeting until you have scheduled every game. Any of your home game

slots from your worksheet that are left over will be used for your team. The Ice Scheduler may

need to take an ice slot from your team in order to accommodate other Vipers teams.

Before you leave the meeting, please give the Vipers Ice Scheduler in attendance a list of your

home & away games and any home ice slots that you will not be able to use since you

scheduled an away game on that date or your team will be at a tournament. You will be

responsible for notifying your team about the new schedule.

Comments and suggestions for the NIHL scheduling meetings

• You must be on time. Your team will be at a severe disadvantage if your opponents have

started scheduling before you get there, and the organization can be fined if you are not

in attendance to schedule your games.

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• Although highly discouraged by NIHL, the scheduling process works best with two

people. You can have one person handle the away games and the other handle the

home games or you can have one person schedule home & away while the other

handles the paperwork and double checks for problems. NIHL has recently tried to limit

the number of people attending the scheduling meeting as the room can get rather

crowded and may ask your additional representative to leave.

• Know what dates and times your coach will be unavailable for games. Know whether

players have any vacations or other events scheduled which would prevent them from

playing in a game (you don’t want to play shorthanded or without a goalie!).

• Know what dates your teams plan to use for tournaments. Before scheduling, if you have

an idea of those dates, you will submit them to the Vipers Ice Scheduler so that home

game slots are not scheduled.

• Bring a calendar on which you’ve noted your home ice times, skills clinics, tournaments,

and coaching/player conflicts. Do not schedule away games conflict with home ice or

skills clinics if it can be avoided (sometimes it can’t be avoided in which case you will

miss skills or return your home ice to the Ice Scheduler so that it can be used by another

team).

• Midget level and Girls teams may schedule their ENTIRE season at the first scheduling

meeting. Each level will be notified prior to the scheduling meeting whether or not they

will schedule the whole season (and how many total games) or just the seeding round.

The seeding round is usually 8 games (4 home, 4 away). The regular season may have

teams playing anywhere from 16-20 games (half home, half away).

• For Midget teams, consider making note of the local high school Homecoming football

games and Homecoming Dance.

• Know going into the scheduling process that there is NO possible way you can

accommodate every family request and still find time for every hockey game. Do your

best with the ice slots you’ve been given.

How to be prepared for your specific team

• Before setting up your team’s schedule, consider the following factors and consult with

your coach:

• Overview of the season: Discuss this with your coach; do you want to play easier teams

first to build confidence or harder teams to test the team’s strength? Try to find out as

much as you can about the teams you’ll be facing.

• Time relationships: How much time would the coach like to see between games and

between practice and games. If a game has to be played on the same day as practice

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or two games have to be played on the same day, make sure there’s adequate time

between the events.

• Again, keep in mind any tournaments that you have scheduled. NIHL games take

precedent over an outside tournament.

• Best ice times go fast: Your primary concern is the away games. For home games,

the other teams’ managers will simply come to your worksheet and sign up.

• Location, location, location. On the Team Manager Support page on the Vipers

Website, there is a .pdf called “NIHL Organization Map.” Print a copy out and bring it

with you to scheduling so you have a visual representation of where teams/rinks are in

NIHL.

• Schedule distant locations first and on weekends. Consider travel route, time of year

and time of event when scheduling. (You don’t want to battle traffic to make a 6:00 PM

game in Joliet on a snowy Tuesday in January.). Familiarize yourself with the location of

the home rinks of all your potential NIHL opponents. You should know, for example, that

Huskies, Jaguars, Sabres, Cyclones, Admirals, St. Jude, Vikings, Redwings & Leafs are

distant opponents you want to schedule on the weekend, while Evanston Wildkits,

Northbrook, Glenview, Ice Dogs, Skokie Flyers, Express, Falcons, Wilmette and

Winnetka are close and can be scheduled last for a weeknight if necessary.

• For away games, make sure you know which specific rink you are scheduling a game at.

Many organizations have ice time at multiple rinks. There’s nothing worse than having

your team show up at the wrong rink.

• When offering home game times, be considerate of the other teams coming to your rink

to play – you never know when you may need them to give you a break in the future.

• Keep in mind the time frame when scheduling games. The following NIHL rule (3.5)

applies; NIHL consists of numerous member organizations, some located near each other and

some located several hours away in travel distance. NIHL Seeding Round, Regular Season and

Tournament games (for single-elimination Tournament games hosted by the higher seeded

team) may be played on weeknights or on weekends. Games played on weeknights (Monday

through Friday) must start between 6:00 p.m. and 9:00 p.m. Games in Midget divisions may

start as late as 9:30 p.m. on weeknights. Games played on Saturdays must start between 8:00

a.m. and 9:00 p.m. Games played on Sundays must start between 8:00 a.m. and 8:00 p.m.

However, teams of “Affected clubs” (as defined in paragraph 4.18.1); are not required to play

such games on weeknights (Monday through Friday); Saturday and/or Sunday games shall not

be scheduled to start before 9:00 a.m. and Sunday games involving such teams shall start on or

before 3:00 p.m. Participating teams may voluntarily agree to start times outside this rule but

are not required to do so. This Rule does not apply to Tournament Round Robin,

Championship, or Consolation games.

• Double-check your schedule and your game forms before leaving the seeding round

meeting.

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• After the NIHL games are scheduled, take the opportunity to make contact with the

managers of other teams to set up any practice games your Coach requests.

• After you return from the scheduling meeting, you will be expected to enter your HOME

GAMES only to the NIHL StatMgr website using the login information given to you at the

meeting. Do not lose this login info as you will need to use it throughout the season. You

will also receive an email notification each time an opposing team’s manager enters a

game in which you are the visitor. Check those emails for accuracy.

• Information on StatMgr will be presented at the managers meeting and can also be

found on the NIHL Website under “Manager forms and Information.”

• After the NIHL Scheduling Meeting, you must also schedule referees for your home

games. You will schedule referees through the Vipers IHOA liaison and the Vipers

Ref Scheduler.

• After the initial NIHL schedule is set at the NIHL Scheduling Meeting, sometimes teams

or coaches frequently discover that they have conflicts of one type or another. If your

team has the conflict, you need to contact the other team’s Manager to arrange for

another mutually convenient time AS SOON AS POSSIBLE. If it’s the other team that

has the problem, their Manager will contact you. In either case, be sure to check with

your coach and the Ice Scheduler before agreeing to a revised date. Each season has a

specific time frame and ALL seeding round games must be played within the scheduled

window and the same goes for the regular season. ALL NIHL GAMES MUST BE

PLAYED. THERE ARE NO FORFEITS.

NIHL Regular Season Scheduling

Once all seeding round games have been played, NIHL will place teams into regular season

playing tiers based upon their records in the seeding round. These tiers will be announced on

the NIHL website (TBD). Regular season scheduling can begin once the tiers are announced.

NIHL will communicate specific rules and guidelines to all organizations about how regular

season scheduling will take place. If these rules, guidelines and specific time frames are not

adhered to by team managers, the organization can be fined.

Regular season scheduling is done by email and/or phone among the managers of the teams in

your tier. Once you know which teams are in your tier, you can get the manager's contact

information by going to the opposing teams' websites. These websites can be accessed by

clicking on the "Member Sites" tab on the left of the NIHL website.

Again, prior to the meeting, you will be given your possible home game slots for the regular

season from our ice scheduler.

If you are having trouble scheduling a game with another team, (unreasonable time slots, lack of

communication) let the Registrar/NIHL Rep/Vipers President know as we can step in to help if

needed.

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Many of the same suggestions from the seeding round scheduling still apply to the regular

season. Make sure you are aware of Coaches conflicts, practice schedules, and tournaments.

Try to schedule your away games first and keep in mind the distance of those away games.

One additional suggestion is to NOT backload your schedule. Try to leave a weekend towards

the end of the regular season open as weather during the regular season (winter months) can

become predictable and occasionally teams will communicate the need to reschedule a game

as the conditions for travel are not safe. EVERY NIHL game must be played. There are NO

forfeits.

As with the seeding round, you will be expected to enter only your HOME GAMES for the

regular season to the NIHL StatMgr website using the login information given to you at the

seeding round meeting. Your away games will be entered by the other team managers. Please

check them for accuracy and contact any team manager if your dates/times/rinks do not match

up.

If you reschedule a game, information in the NIHL StatMgr must be updated along with referee

information. Please contact the Vipers IHOA rep ASAP if you need to cancel a game and

reschedule for a different date. As soon as the game is reschedule, contact the IHOA rep to

request refs and also inform your parents of the updated schedule.

NIHL Blackhawks Cup End of Season Tournament

NIHL Rule 5.1

5.1 NIHL will host a season ending Tournament at each age and competition level to

determine Championship Teams. The Tournament Format will be determined by the

Tournament Committee. The Tournament Format may vary from season to season, as the

Format will be dependent on the number of NIHL teams, the number of Tiers (if any), and age

and competition levels of the NIHL teams. Tournament Committee recommendations shall be

approved by the Executive Board.

More specific information about the end of the season tournament will be shared with

organizations as the season progresses.

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Hockey Games

Home Game Responsibilities: 1. If you are the home team, you will supply a blank NIHL scoresheet 2. Have ready roster labels-3 per scoresheet 3. A Clipboard-makes it easier to write 4. Pens-make sure they work 5. Game Clock directions 6. If you are the home team, after the game, you MUST make sure the Refs complete their

responsibilities with the scoresheet and then give a copy to the manager/coach of the opposing team.

7. Know how long your game periods are. 8. In-between periods, one minute must be put up on the clock and run down to let both

teams know when to be ready to play again. (NIHL Rule updated-Sept. 2018) 9. If you are the visiting team, you MUST obtain a copy of the signed scoresheet. DO NOT leave

the rink without it. You must keep a copy of EVERY scoresheet, from seeding round through the regular season.

10. If you are the home team, you MUST enter the score into StatMgr ASAP after the game concludes. Enter the score from your smartphone before you leave the rink. The organization can be fined if team managers do not follow this expectation.

11. If you know you will not be present at a game, make sure you have designated an individual to either send you the information so that you can enter the score into StatMgr, or give that individual your NIHL log in/password so that the expected task is completed. .

Referees:

The home team is responsible for providing and paying the referees for a game. You do not have

to pay the referees at your games. The Vipers are billed for the referees and pays those fees

directly. Again, if the need arises to reschedule a game, contact the IHOA rep ASAP

Although 2 referees usually are provided for all games, be aware that Mite, Squirt or Pee Wee

games may be played with only one referee if both coaches agree beforehand. Bantam games

should NOT be played with only one referee. Both coaches should confer before a game is

played if there are questions/concerns about a referee. Midget games should have two linesmen

and a referee.

Timekeeper and Scorekeeper:

You must provide someone to run the clock and complete the scoresheet for every home game.

Set up a schedule of parents to fulfill these responsibilities (but be prepared to ask someone to fill

in on short notice if a parent is late or their plans change). Make sure that the timekeeper and

the scorekeeper know how to complete their duties. Directions for how to run the clock can be

found on the Team Manager Support page on the Vipers Website. Have a set of directions

printed and on hand for every game. If possible, arrange a scoreboard/scoresheet orientation for

parents new to the task during practice, before the game begins or pair an inexperienced parent

with an experienced parent. Remind parents that they are required to be neutral objective officials

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assisting in running the game. For the U14 Bantam and U16/18 Midget levels it can be beneficial

to have another person to assist with penalty box doors.

1. Know how long your game periods are. 2. In-between periods, one minute must be put up on the clock and run down to let both

teams know when to be ready to play again. (NIHL Rule updated-Sept. 2018)

Information on period and penalty length can be found on the back of the NIHL scoresheets.

Scoresheets

You will be given a supply of scoresheets at or after the NIHL Scheduling meeting. NIHL is very

stingy about scoresheets and you will be given just the right amount to cover your home games. If

you do need extras, the Vipers Registrar does have extra copies.

If you schedule a scrimmage, DO NOT use an official scoresheet. You can download a scoresheet

from the NIHL website or from the Team Manager Support page on the Vipers website.

Before the game, fill in your team’s roster on the scoresheet preferably by using a pre-printed label

(be sure to record any player who is serving a suspension, absent, ill or injured) and then give it to

the visiting team’s manager to fill out the roster for their team. Retrieve the scoresheet and give it to

your designated Scorekeeper.

After the game, the scoresheet must be signed by both team’s coaches and by the referees. The

home team is responsible for posting the score of the game on the NIHL website within 24 hours

after the game is played, or a fine will result. The Vipers will be made aware of any scores that

NIHL believes are missing or late. Scoresheets are crucial to determining your standings and your

players’ eligibility for the end of the season and the state and NIHL tournaments.

Be sure to retain your copies of the scoresheets for all of your games (home and away); they will

be required to verify the league standings and player eligibility for the postseason.

Locker Rooms:

The home team is responsible for providing locker rooms for both teams. Please assist the visiting

team in finding the locker room(s) assigned to them by the rink staff. Both teams will need to check

in at the rink desk and leave a set of car keys to obtain the locker room key. After the game, when

the locker room key is returned, the car keys (or other collateral) will be returned.

Remind coaches and players that cell phones are not to be used in the locker room.

Music During Warm-ups/Games

Music during the warm-up period prior to a game is permitted. Music can be played on

iphones/ipads and through the rink sound system. Make sure you check to see if an aux cord is

needed. Use discretion in the choice of music and volume and timing. Be respectful of music

during timeouts or between periods as it may interfere with the coaches’ ability to communicate with

their players.

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Visiting Team Responsibilities

As the visiting team, you are responsible for providing an accurate roster for the scoresheet and

should provide pre-printed labels. Once again, be sure to note any of your players who are

suspended, injured, absent or ill on the scoresheet and follow the locker room sign out

procedures/ regulations of the ice rink. Lock your team’s locker room while the team is on the ice.

Please make sure that both parents and players understand that as the visiting team, we are

guests in the facility and must behave according to their posted rules and regulations. When

you visit another ice rink, expect the rink staff to inspect the locker room for damage before the car

keys or other collateral are returned.

Post- game Scoresheet check

Examine the scoresheet! Look for misconduct penalties that determine whether a player will

receive an automatic suspension (know the rules for your league!). If there is any question about

what penalty the referee assessed, approach the ref and politely inquire as to what he (or she)

intended. Ask whether the penalty will result in an automatic suspension (if they know). Some

penalties require a three-game suspension.

As the visiting team manager, you should also check the NIHL website regularly to make sure that

the opposing team managers are posting accurate scores.

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AHAI/NIHL/CDSHL

Weekly reminders:

1. AHAI will send an email every Monday morning verifying your scheduled games for the

upcoming week and the assigned referees.

2. The email will look like image below.

3. Double check the date/time/level/home and away teams

4. Login to your AHAI page to check for referees.

5. Check back during the week for referee updates.

6. If there are ref issues, please contact Vipers IHOA Contact/Vipers Scheduler

Become familiar with the rules for AHAI and your respective league (NIHL/CSDHL/CUHL).

League specific rules can be found on each organizations web page. You and your coaches

should be familiar with the rules from each hockey governing body.

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Tournaments

Tournaments - both local and out-of-town - are an integral part of the travel hockey experience. In addition to being fun, they give your players valuable experience playing games under pressure against teams they might not otherwise see and, in the case of out- of-town tournaments, they give teammates, parents and family members a chance to bond with each other and form strong hockey family relationships. The Vipers encourages each team to participate in however many tournaments their team agrees to.

Keep in mind AHAI rule 1.3-Game Limits.

The intent of this rule is to increase the practice to game ratio of all AHAI affiliate teams and to

emulate the introduction of the USA Hockey American Development Model. Accordingly,

commencing with the 2009 - 2010 season, AHAI has imposed team game limits at Tier II and Tier

III age divisions. Game limits will be as follows.

10U Girls/U10 = 40 games maximum



15 only/Girls U16 = 60 games maximum

16U Girls/U 19 = 60 games maximum

18U = 60 games maximum

Game limits include all league, tournament and practice games. All tournaments, both local and

out of area will count as three (3) games toward the team’s game limit. All playoff games for USA

Hockey and AHAI registered League, State and National competition do not count toward the

team game limits. The AHAI team game limits shall be mandatory for High School, Tier II and Tier

III / House / Recreation teams and recommended for Tier I teams. Any team violating the AHAI

mandatory team game limits will be subject to disciplinary action at the AHAI Rules & Ethics

Committee. Penalty may include suspension of the offending team from State tournament play,

suspension of the coach and possible forfeiture of an organization's affiliate membership or its

Tier I, Tier II or Tier III status.

Tournaments can be quite an expense for the families on your team especially if you have families

with multiple players on multiple teams. In considering which tournament makes the most sense for

your team you are encouraged to consider all your alternatives. Solicit input from the coach as they

may have specific tournaments in mind. Don’t jump at the first suggestion or agree to a tournament

that is aggressively being pushed by one or two parents. Work with your coach as soon as possible

to discuss tournament strategy and the possible alternatives, and then compile a list of alternatives

to discuss with the parents.

When traveling to other states, age brackets and skill levels (A, B, AA, etc.) may differ from those

in Illinois. Talk to the hosting club’s tournament director for information.

Be aware that decisions as to whether to enter Thanksgiving and Winter Holiday tournaments

must be made relatively early in the season because they fill up quickly. Before entering these

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holiday tournaments, consider surveying your team to see how many families already have out of

town plans. You don’t want to register for a holiday tournament if you are missing half of your team.

Some tournament companies are linked on the Team Manager Support page.

When registering for tournaments, follow the directions given by the tournament company. Every

tournament differs from each other and the registration process may be similar or different. Find

the contact information for the company if there are issues registering for a tournament. Most

registration questions can be answered through a quick phone call or email.

Remind parents that most EVERY tournament has “Stay to Play” rules. Teams are expected to

stay in tournament chosen hotels. The specific placement in a hotel may not be everyone’s first

choice but remind parents that they jeopardize the team’s participation along with any other Viper

team also registered for that tournament if they don’t stay in the team designated hotel.

Often parents feel that they can get a better deal if they book their room on their own, and quite

often, they may be correct. But again, the expectations are set in most tournament company’s

rules.

Team Lunch/Dinners:

Consider planning a team lunch/dinner while at the tournament. Most hotels can suggest a team

friendly restaurant that may accommodate a visiting hockey team. Check on the costs of the

specific restaurant’s menu items and keep in mind how much money families are already

spending to be at the tournament (hotel, gas, food, dog sitter) and be cognizant that not everyone

has the means.

For example, a family with only 2 people at the team dinner shouldn’t have to pay the same as a

family with 8 - it simply isn’t fair, and while any given family might be happy to “spilt the bill,” other

families may not have the resources or inclination to do so, and it isn’t fair to put them in an

uncomfortable position.

Some teams have ordered pizza to be delivered back to the hotel after a game and families can

split the bill and also share in bringing snacks, beverages, etc.

Tournament Results

If your team places first or second in a tournament, try to get a team picture with your

banner/trophy so that it can be shared on the Facebook page and added to the news section of

the Vipers website.

Send the registrar and the Facebook contact a picture of your team and a short write up about

your tournament success. Please include date, location of tournament, teams played against and

any special game information to celebrate your success.

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End of Season

The end of season can often bring excitement based on the team’s standings, or it can also bring

sadness based on the team’s standings. Regardless of where you team ends up in the standings,

make sure your team ends the season on a positive note. Often, teams choose to celebrate the

successes and the struggles of the hockey season with a celebration. This as an opportunity to

reflect on the good things that were achieved during the season, recognize the players for their

effort and growth over the season, and thank the coaches for their time and dedication to the

Vipers Organization and your respective team.

Work with your coach to plan and prepare for your end of season celebration. Some teams have

it at a restaurant, others have it at the coach’s house. Some teams have gone bowling, others

have gone snow tubing. Consider using money left in the slush fund to pay for part or all of the

party. Most teams give the players some memento to commemorate their season. Photo books,

team video on DVD, t-shirts, sweatshirts are some ideas of team gifts.

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Viper Vocabulary/Acronyms

AHAI- Amateur Hockey Association of Illinois

BTE-Beyond the Edge (Off ice/Synthetic Ice Training)

BUG-Back Up Goalie

CSDHL-Central States Developmental Hockey League

CEP-Coaching Education Program

CUHL-Chicago United Hockey League (Jr. Vipers)

IHOA-Illinois Hockey Officials Association

NIHL-Northern Illinois Hockey League

PP-Pleasant Prairie/Ice Plex (2 sheets of ice) WI

R&E-Rules and Ethics

RS-Rinkside-Gurnee Mills, Gurnee IL

SS-Safesport

Tier II Hockey-Community based hockey

VHA-Vipers Hockey Association

VHA-BOD-Vipers Hockey Association-Board of Directors

WAHA-Wisconsin Amateur Hockey Association

8U-Mite

10U-Squirt

12U-Peewee

14U-Bantam

16U/18U-Midget

Good luck with the season! Please let the Registrar, the Vipers Coach/IHOA contact, the Travel

Hockey Director and/or any other Board members know about any questions, suggestions, ideas or

problems that you may have. Your assistance and hard work are essential to making the season a

success for everyone.

Your feedback on this managers handbook is welcomed. Contact the registrar with suggested content

additions.

Thank you for all you do!

#ViperUp

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