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General Information

General Team Administration Information


Below is information for Coaches and Team Administrators to assist you in managing your teams.  If at any time you need assistance or have any questions, please contact:

Club Administrator:   Lisa Haussler, [email protected]

Contact Natalie Bollin, [email protected], to join GroupMe to collaborate with other Team Admins.

Topics Covered:

To Do List
Fees
Fundraising
Team Checking Account
Uniforms
Tournaments
Tournament Guest Player
Permission to Play in an Out-of-State Tournament
Fields/Facilities
Club Meetings
Insurance

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TO DO LIST

  • Provide the Club Administrator with the following:  Head Coach Name, Assistant Coach Name, Team Admin Name, league playing in.
  • Review your team data in Demosphere and confirm that your roster is complete, including at least two coaches.  Verify photos for coaches and players.
  • Provide IN & KY Out of State Permission to Play forms to the Club Administrator, if applicable.
  • Coaches should review the Team Administration>Coach Responsibilities for a list of tasks to be completed, including Risk Management.
  • Determine what league your team will be playing in and review the information provided in the Team Administration section of our website for that league.
  • With the assistance of the Director for your age group, determine what tournaments your team will be participating in and the applicable registration deadlines.
  • Schedule a parent meeting to gather information and discuss the upcoming season.
  • Instruct your players to order their uniforms from Soccer Village online.  Refer them to the Members>Uniforms page on our website.  Consider ordering an extra uniform for your team.
  • Calculate a budget for the season and communicate deadlines for payment of team fees to your families.
  • Set up email and text distributions.
  • Open a team checking account at Fifth Third Bank (St. Rt. 128), or choose an alternative option (Venmo)
  • Self schedule games with opponents
  • Disseminate the Parental Behavior Contract

FEES

Fees for the fall and spring seasons consist of club fees and team fees.

Refer to the Members Info>Fees page of our website for details of the fees by age group and program.

Club Fees include:  league fees, player cards, coaching/training, field rental, maintenance and equipment and league referee coordinator fees.  The club fees will be paid by each player directly to the club via online payment through the player online registration system.  Different level teams pay different amounts depending on the age group, level of play, amount of training, type of coach (paid coach or volunteer coach) and level of commitment required by the players.

Team Fees include: 

1.  Referee fees for league games
2.  Tournament entry fees
3.  Coach travel expenses (refer to Travel Policy on Team Admin>Important documents page)
4.  Indoor field rental (3 days avg)
5.  League fees (if play in more than one league - club pays for more expensive league)
6.  Extra uniform
7.  Misc equipment (cones, pennies, etc.)

The team fee is paid via check to the Coach or Team Administrator of your team.  The team fee varies by team depending on the number of players on the team and the number of tournaments your team plays. 

FUNDRAISING

See the Members Info>Fundraising page of our website for details.

If your team needs the club's Tax ID number for a fundraiser, you must complete the Fundraising Event Request Form below. This form must be submitted to the Treasurer at least 2 weeks prior to the fundraising event.  No later than 1 week after the conclusion of the event, you will need to submit the Fundraising Event Report Form and include receipts as support of all income and expenses.  Money raised can only be used for non-profit purposes to cover valid team expenses.

Fundraising Event Request Form

Fundraising Event Report Form

TEAM CHECKING ACCOUNT

All teams must use Fifth Third Bank if you are using our Tax ID number for the account.  We have a relationship with the Fifth Third Bank at the Cleves’ Kroger, 4001 State Route 128, Cleves, OH.  All you need to do is provide your license and a copy of your team roster (Excel doc is fine).  No other documents are required.  They have everything else they need on file for our club.  It is recommended that both the Team Admin and Coach are signers on the account.

Provide the last 4 digits of your Fifth Third account number to the Club Administrator.

You may use other banks if you are not using our Tax ID number  Some teams use Venmo.

UNIFORMS

All uniform orders are placed online with Soccer Village.  Instructions for ordering can be found in the Members Info>Uniforms page of our website.

TOURNAMENTS

Each season the Directors will provide their tournament recommendations.

Refer to the following websites for each state’s sanctioned tournaments:           

Ohio South Youth Soccer Organization

www.osysa.com

Kentucky Youth Soccer Association

www.kysoccer.net

Indiana Youth Soccer Association

www.indianayouthsoccer.org

Be sure to review tournament options in advance to the start of the season and make note of tournament registration deadlines.

Review the Club Travel Policy document for information on the number of recommended tournaments, handling out of town coaches' expenses, and guest player policies.

In addition, TFA hosts tournaments throughout the year:  Fall Ball Classic (Sept/Oct) and United Cup (April).  TFA teams must pay full price to participate in TFA tournaments and must register by the deadline to ensure a place for your team. 

Also include in your team budget the hotel costs for your coach for any out-of-town tournaments. 

TOURNAMENT GUEST PLAYER

To have a guest player play with your team in a tournament, you must complete the online Ohio South Guest Player Roster Form and bring a copy with you to the tournament registration.

  1. Go to https://www.osysa.com/resources/forms/.
  2. Under Tournament Forms, select the "Online Tournament Guest Player Roster Approval".
  3. Complete the online form.  Note that whatever email address you enter is the email the form will be sent to.  Once finished, click “Send Email”
  4. The approved form will be emailed to you.  Print the form and bring it with you to the tournament registration.

** If the guest player is already carded with another select team for the current season, bring their player card with you to tournament registration.
*** If the guest player does not already play select soccer, you will need to get them carded for the tournament.  You will need:  copy of player’s birth certificate, picture of player and $11.00.  You can take these items to the Ohio Soccer office to get the card for the player.  Or, you can check with the tournament director to see if they will card the player at tournament registration.

PERMISSION TO PLAY IN AN OUT-OF-STATE TOURNAMENT

If you are playing in a tournament that is outside of Ohio South, you must complete the online Permission to Travel Form and bring a copy with you to the tournament registration.

  1. Go to https://www.osysa.com/resources/forms/.
  2. Under the Tournaments menu, select “Online Travel Permit”.
  3. Complete the online form.  Note that whatever email address you enter is the email the form will be sent to.  Once finished, click “Send Email”
  4. The approved form will be emailed to you.  Print the form and bring it with you to the tournament registration.

FIELDS/FACILITIES

We have several game and practice fields, including:  TFA North, TFA South, TFA Harrison, and Miami Whitewater.  Always refer to our website for the current field status.

Please encourage your teams to respect our fields and facilities.  Please make sure the field is free from garbage or left-over items after each game/practice.  If you need access to any of the buildings at the properties, please contact [email protected], ahead of time to make arrangements.

  

CLUB MEETINGS

The club holds General Membership meetings the 2nd Thursday of the following months at the TFA Harrison clubhouse:  March, May, Sept, Nov.  All members (parents, coaches, team admins, etc.) are welcome to attend to stay informed on all club matters, including: league updates, tournaments, financial report, spirit wear, special club programs, etc.

INSURANCE

Ohio Soccer Association provides general liability and participant accident medical coverage for their member affiliates while conducting operations on behalf of Ohio Soccer Association.

If you need to provide our insurance certificate to a facility/school in order to practice or play a game there, contact the Club Administrator to request a copy of the insurance certificate.  Provide your team name, age group, coach name, intended use of the facility (indoor vs outdoor), league your team plays in, as well as the name and address of the organization requesting the proof of insurance.

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