ERSL Team Officials MeetingRegional

April 2015

Agenda

• Introduction

• Communications

• East Region Cup & Shield

• Schedules

• Team Section – Website

• Discipline

• Questions

Communication model

• Inbound Outbound

• Parents & Players ERSL Directors

• Team Officials ERSL General Manager

• Club Rep Coach (cc Club Rep & President)

• ERSL General Manager Parents & Players

• ERSL Directors

Questions, complaints, concerns, and other matters must be communicated to the appropriate Club representative.

DO NOT RESPOND TO E-MAILS FROM THE WEB SITE GENERATOR

Communication model Exception

• All of your Communications are to be directed to your Club except, in the following circumstances you may contact the League directly:

• Reschedules

• Requests for Reschedule (Other)

• New game details

• Discipline

• Requests for reports/documentation

• Hearing Requests

• ER Cup

• Tournament Date conflicts

ERSL Pre season statistics – As of Apr 23, 2015

2015 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005

# of Clubs 23 27 25 23 23 24 26 34 30 - -

# of team applications

495 498 198 201 191 206 699 711 573 608 544

# of withdrawn teams

18 30 25 32 31 30 104 109 119 75 107

# of current teams

487 468 173 178 175 180 595 603 592 510 501

# of teams yet to activate

177 0 6 2 1 3 39 23 - - -

Getting ready for the new season

• The ERSL operates extensively via the web site and email

• Emails from the website come through an email generator. DO NOT RESPOND TO THIS EMAIL ADDRESS!

• To prepare your team for the season you need to:

• Activate your account

• Enter your OSA # and Personal Details

• Enter your team roster

• Enter your players shirt #’s

• Familiarize yourself with the web site tools

ER Cup Overview

The ER

Cup

East Region Cup Entry Procedure

• Every team in the ERSL Regional Divisions is automatically entered into the ER Cup.

• Any team not wishing to enter the cup must notify their Club who will email the ERSL (GM@ersl.ca) no later than May 15th at 6pm.

• Teams must send any ER Cup tournament date conflicts to GM@ersl.ca by May 15th at 6pm

• The draw for the ER Cup will be made on Tuesday May 20th and will be published on the ERSL web site no later than May 23rd

East Region Cup Schedule

• Final dates are fixed

• There is some flexibility for the earlier rounds

• First round will be during the week of June 22nd when there are no regular league games scheduled.

• 2nd round teams will arrange game details with their opponent; the game is to be played between July 5th and July 26th

• Semi-finals will be August 9th for U17/18 and August 23rd for U14-U16

• Finals will be August 16th for U17/18 and September 13th for U14-U16

East Region Cup Finals Hosts

• The ERSL will host the U17/18 Cup finals – Richcraft Recreation Complex

• Kemptville District SC will host the U14-U16 Cup finals

ER Cup Player Eligibility

8. A player shall play for only one (1) team in the ER Cup or Shield competition. Once a player has played for a team, they are tied to that team for the remainder of 2015 Cup or Shield competition.

9 .Subject to the restrictions of Article 8, play up permits are allowed, but are restricted to players from a lower tier of District Competitive in the same age division, from a competition level equal to or lower at a younger age group, or a Club's house league. The team’s age division is the division to which they are registered with the OSA.

10. Trial permits are not permitted in the ER Shield.

11. Temporary Registration Permits are not permitted in the ER Shield.

Managing your schedule

Schedules

• Draft schedule will be published by May 11th

• Please review your team’s schedule and report any issues to GM@ersl.ca

• Between May 11th and May 15th we will correct the draft schedule and take Requests to Reschedule “Other” as outlined in the Reschedule Policy

• Final schedule released May 18th

• Changes will continue to occur over the next week as problems are identified – So continue to check your schedule

• Please pay special attention to game fields and game nights – they may vary from your usual

• Season will start Monday May 25th – pending fields opening

Managing your schedule

You are responsible for managing your schedule

Schedule – World Cup Game Days

• The following will be blackout dates in the ERSL Schedule for the 2015 season for WWC:

• Thursday, June 11th;

• Monday June 15th;

• Wednesday, June 17th; and

• Monday, June 22nd.

• The ERSL will not be scheduling games on these 4 dates.

Rescheduling Quick Notes

• December is a holding place until a game has been rescheduled.

• If you have games appearing on your schedule with a date in December they are “up for reschedule” and the Home team must initiate the reschedule discussion with their opponent

• Teams have 2 weeks to work out a new date once a reschedule request has been approved - all games must be played before Sept 13th 2015

Draft Schedule Week May 11-15

• During Draft Schedule Week – May 11th-15th • U18 division teams may request reschedules for games scheduled

after August 20th

• All teams may request to move weekday games scheduled between EODSA and SOSA teams

• All teams may request to move weekday games scheduled before the fourth Friday in June and after August 31st where the one way travel time exceeds 75 minutes

• If Canada Day falls on a regular game day, all teams may request to reschedule the game

Reschedule Requests - Other

• Throughout the season Requests for Reschedule can also be made for the following reasons:

• Two or more players playing with CSA, OSA or District team, or participates in university tryouts, within 24 hours - must advise the ERSL of the reschedule request at least 48 hours in advance of the scheduled kick off;

• Participating in an Ontario Cup game 48 hours prior – Team must advise ERSL of reschedule request at least seven (7) days in advance

• A team is scheduled to participate in an ER Cup game 24 hours prior to a scheduled ERSL game. The Team must advise the ERSL of the reschedule request at least seven (7) days in advance of the scheduled kick off

Reschedule Requests – Other con’t

• There are some items which required submission of exception requests before May 1st

• c)     A team submits, by May 1st, an exemption request by email, due to the entire team traveling (travel period may not exceed three (3) weeks). A request received after May 1st will not be accepted;

• d)     For games scheduled on a weekend - A team submits, by May 1st, an exemption request by email, due to a team’s entry into a tournament. The ERSL may request a copy of the tournament entry form to verify the request. Each team shall be limited to requesting an exemption for a maximum of three (3) weekends. A request received after May 1st will not be accepted;

• e)     A team has Monday night as its regular game night, and submits by May 1st up to one additional exception request, due to a team’s entry into a tournament the preceding weekend. The ERSL may request a copy of the tournament entry form to verify the request;

• f)      A team has Tuesday night as its regular game night, and submits by May 1st up to one additional exception request; due to an entry into a tournament the preceding weekend which includes games on the Monday. The ERSL may request a copy of the tournament entry form to verify the request;

Reschedule Requests – Team Choice

• Before you use your Team Choice reschedule, check to make sure the game does not fall under an “other” policy item

• Each team is entitled to ONE Team Choice reschedule

• Reschedule requests for Team Choice must be made via the web site tool, and must be made 6 complete days before the date of the game.

• A Game scheduled for Monday May 25 must be requested for reschedule by midnight Monday, May 18. The tool will only show games meeting the reschedule criteria

• Once you have made a request for reschedule using the web site tool, your ONE Team Choice is “used” and cannot be reinstated!!

• A Team Choice Request is automatically approved and the opponent is notified instantly (do not wait for an approval).

Reschedules by the League

• Games will be posted by the League for rescheduling (December) if:

a)    At the discretion of the Referee, they are postponed due to inclement weather or unplayable field conditions;

b)   A game is postponed at the discretion of a park official responsible for the operation and maintenance of the field with the authority to close the field to soccer use; and

c)    The Referee does not appear within 20 minutes of the scheduled kick-off time and no other OSA registered, certified and eligible Referee, agreed to by both Teams’ Officials is available to replace him/her.

Arranging a Rescheduled Game

• Any Game appearing with a date in December and any game for which you receive a notification from the web site (Team Choice) must be rescheduled

• The ERSL does not reschedule games for you

• Access your Opponent’s contact information through the “Contact” tab on the web site

• Select Team Contacts in the left sidebar

• Select the desired team from the drop-down menu

• Email addresses and phone numbers for all Team Officials will be displayed

Arranging a Rescheduled Game

• The reschedule process must be initiated by the Home team and BOTH teams must cooperate to complete the process

• First contact your Club to determine where/when there is field availability

• At a minimum, the Home team is required to provide three (3) dates, including at least two separate weekends, for the Away team to choose from;

• You have 14 days from the approval of a request to set a new date and time for the game

• All games must be played before the end of season date – September 13th

• If the request is for either of a team’s last 2 games, the game must be played before the originally scheduled date

Arranging a Rescheduled Game

• You cannot accept a reschedule, on the same day you had previously asked to have a game rescheduled

• Reschedules for U18 teams must be played before August 21st

Once the game is agreed upon:START A FRESH EMAIL

The Home team must send an email to the Away team with the following details:• game number;• new game date• home team• away team• Field• start time

The Away team must forward the email to GM@ersl.ca with the Home team cc’d.

Note: If this process is not followed the game will not be rescheduled

Arranging a Rescheduled Game

• If the teams cannot agree on a date within 14 days of the approval of the request to reschedule, the team responsible for the initiating the reschedule process shall report the problem by email to the ERSL and include emails documenting their attempts to reschedule.

•The ERSL will determine if the teams have made reasonable attempts to reschedule and the appropriate action, as outlined in the policy will be taken

Not demonstrating flexibility isn't reasonable

End of Season date

• The End of Season Date is Sunday September 13th, 2015

• No games will be played after this date except for games postponed or abandoned within 7 days of the end of season date

• The outcome of any games un-played will be decided by the League

Team Section - Website

Team Section

Once you log in to the website as a Team Official there are many things you can do and need to do, including:

• Game Sheets – print game sheets• Suspensions – view suspensions• Game Report – complete game reports• Playing Up Permits – request / cancel / see status of PuPs• Add to Squad – add players to team• Modify Squad – modify player info• Delete Player – delete a player• Shirt Numbers – update to show on gamesheets • Player Privacy – individually select the privacy level for a Player• Modify Scorer – modify the scorer for a game• Modify Shutout – modify who got the shutout• Change Uniform – change uniform colours• Request Reschedule – request a reschedule

Maintain Team Data

• The majority of communication with Clubs and Teams is through email – maintaining up to date contact information is essential

• 24.08 The e-mail shall be deemed to have been received by Teams:

a) May 1 to September 15 - 72 hours after transmittal of the e-mail

b) September 16 to April 30  - no e-mails will be sent to teams other than for informational purposes

Players and Staff

• To be eligible to play, both players and staff must be registered with the OSA

• Anyone listed on the game sheet is deemed to have played in the game (Players) or been present on the bench (Officials)

• It is your responsibility to ensure only registered players and staff are on the game sheet - DO NOT ADD PLAYERS TO SQUAD ON WEB SITE UNLESS ON YOUR OFFICIAL ROSTER

• Players and Team Staff are entered on the web site so they can be printed on the game sheet

• If you are not registered with the OSA you are not permitted to activate a Team Official Account on the web site

• At least 1 Team Official must activate by April 30th

Team Section of Web site -Play Ups

Play Up Permit Requests

• Details on who is eligible are contained in the Rules and Regulations

• It is your responsibility to ensure that the player you request to play up meets the eligibility rules

• If you play a player that is ineligible it will result in discipline

• Only players typed on the game sheet are eligible to play

• No additional PuP form is required as the Play Up is printed and identified on the Game Sheet

• The exception is for Temporary Registration Permits and Trial Permits where additional form is required and names are to be handwritten

House League Play-Up Permits

• House League players can be requested as Play-Ups through the web site but these players must be added by a Club Administrator

• Once added they will be available for teams to request as play-ups

• Once a team has requested a PuP (play up permit), an email will be sent to your Club Representatives

• The Club Reps will login and approve or decline the PuP – some Clubs have internal rules for approval; the League will not approve PuPs

• If it is approved the player will be printed on the game sheet and is eligible to play

Play-Up Permits

• A team may not use more than three (3) call-up players (including any players playing on a Temporary Registration Permit) in any one League game

• In addition to being printed on the game sheet, a valid OSA Registrant Book, or a valid OSA ID Card (& OSA roster), shall be presented at the game in order for the player to be eligible to play;

Team Section - Play Up Permits

Team Section - Play Up Permits

• House League selection

Team Section - Play Up Permits

• The Coach clicks “Submit” and an email notification is sent to the Club Rep

Team Section - Play Up Permits

• The approval status is displayed for the Coach

Team Section - Play Up Permits

• Game sheet lists Play-Up players

Play Up Permits

l) If a player is registered as both a competitive player and a recreational player, he/she may only be called up from the competitive team.

m) If a player is registered to a team playing in an age division which is older then their true chronological age, they may be called up to a team in an age division equal to their true chronological age, provided that the team to which they are being called up plays at a higher level then the team to which the player is registered.

As an example - A true U14 player is registered to a U15 District Competitive team. That player may be called up to a team playing at U14L4, U14L3 and U14L1. In short, age correct, level up

Team Section of Web site - Game Sheets

Game Sheets

• Before each game you have to create a set of 3 game sheets

• These are only available via the web site

• The Game Sheet is the official document of the game so please ensure it is complete and accurate; be sure to verify the referee section as well

• At the conclusion of the game you will receive 1 copy of your game sheet, and 1 copy of the opponent’s; the referee will keep a copy of each for submission to the ERSL

• You do not submit game sheets to the ERSL

Game Sheets

• Initial having done card check under the list of player names

• If staff or players are not on the game sheet or are listed as suspended they cannot be on the bench

• ALL bench staff shall sign the game sheets

• If players or bench staff are absent, please cross them off the game sheet

• Give the game sheets to the referee at least 15 minutes before kick off

Game Sheets – Select the Players

• Select the players for the game sheet

• Note: the PuP player is shown

• If you do not require the PuP you will need to go to the PuP page and delete the PuP

• DO NOT add PuP players to your roster

Game Sheets – Select the Staff

• Only 4 Staff can be on the game sheet and on the bench

• You can have more than 4 Staff sign up for your team

No Game Sheets?

• 8.4 In the event that a game sheet cannot be printed from the ERSL League Management System due to technical difficulties, the team shall inform the ERSL by email or voice mail that the team was unable to print the game sheet. Notice of the difficulty must be received prior to the game start time. If notice is received after the game start time, the team's Club will be subject to the applicable fine as per the published schedule of ERSL Fines.

• 8.5 When a game sheet cannot be printed from the ERSL League Management System due to technical difficulties, the affected team shall create a hand written game sheet, modify a copy of an old game sheet or use the OSA Team Roster Report and add the additional game information. The ERSL will manually verify the registration status and eligibility of the listed players.

• 8.6 Any Team that fails to produce a game sheet will be subject to a fine as per the published schedule of ERSL Fines.

Game Sheets – Red & Yellow Cards

• Cards are recorded on the game sheet beside each player.

• Red Card offence codes are listed on the bottom of the game sheet:

• The Referee will indicate the applicable offence in the “R” column of the game sheet so players and coaches will know what the potential discipline is.

• Verify the code is there when you collect your game sheet from the referee; if a code has not been indicated please ask the referee to add the code.

A. Serious foul playB. Violent conductC. Spits at an opponentD. Denies an obvious goal scoring opportunity by hand ball

E. Denies an obvious goal scoring opportunity by foulF. Offensive or insulting language or gestureG. Receives a 2nd caution

Protesting Cards – Hearing Request

• If you would like to protest a Red Card you must submit a Hearing Request and $50.00 request fee within 72 hours of completion of the game to the ERSL (fee is only payable if found guilty)

• You should request a copy of the referee’s report

• Requests for Hearing are only complete when they are accompanied by the fee; after 72 hours has passed you may no longer request a hearing

• Any coach ejected during a game also has 72 hours to ask for a Hearing – do not return to the field and leave its vicinity.

• Your best resource for guidance when it comes to Discipline matters is your Club Discipline Representative

Web Site - Game Reporting

• Following the game, collect your copy of the game sheet from the referee

• Use this report to enter the game report via the web site

• You must submit your report within 24 hours

• As soon as both coaches have submitted a report the standings are updated

• So if your result is missing don’t contact the league – contact your opponent

Game Reporting Rule

• Don’t be negligent in your game reporting!

• Submission of Game Reports and Scores

• 11.1 Each Coach shall be responsible for entering the game report, including the score, cards issued by the Referee as well as the game feedback on the ERSL website within twenty-four (24) hours of completion of the game. If the game report is not entered within seven (7) days, the ERSL will utilize the game sheet received from the Referee to complete the game report, and the team(s) which failed to enter the game report will be subject to a fine as specified in the published schedule of ERSL Fines.

Game Reporting - Game Feedback

• Following your Game Report you are asked to complete a series of Game Feedback questions

• The ERSL will monitor the feedback and assist Clubs in correcting inappropriate conduct

• The ERSL will monitor the feedback and assist Districts in improving referee performance

• Clubs will be able to access feedback on their teams in the Club section

Protests

• If you wish to play a game under protest you must inform the referee prior to the kick off and ask him to indicate this on the game sheet

• Following the game you must submit the protest fee ($150) within 48 hours

• You will be notified if your protest is valid or not

20.06   No protests pertaining to the decision of the game official shall be entertained.

20.07   Objections to field conditions, goalposts, balls or team colours, shall not be considered as grounds for a protest.

Card Inspections

Card Checks

• Card inspections are not optional and MUST be carried out before kick off

• If a player does not have their ID Card / Player Book they are ineligible to play

• SOSA teams with Player Books do not require Team Roster Reports (the Player Book shows the team)

• If an EODSA team does not have their Team Roster Report as well as their Player ID Cards, the team is ineligible to play

• Any issues, have the Referee mark them on the game sheet, make sure you get a copy at the end of the game.

• You cannot stop a player from playing, however, issues noted on the game sheet will be investigated by the ERSL and will lead to discipline as required.

Card Checks

• 9.5 A player arriving after the player verification is completed may play but must first report, with his/her valid OSA Registrant Book or valid OSA ID Card (with OSA Team roster report) to the representative from the opposing team. A player arriving after the second half of the game has started is ineligible to play and will be subject to the applicable fine as per the published schedule of ERSL Fines?, if they play.

• 9.8 Any Team that fails to produce a game sheet or its valid OSA Registrant Books or valid OSA ID Cards and OSA Team Roster Report will be subject to fine as per the published schedule of ERSL Fines. The team Officials may also be required to attend a Discipline Hearing.

• 9.9 Any Team Head Coach who permits an opposing team player, who is not in possession of a valid OSA Registrant Book, or a valid OSA ID Card (and the OSA Team Roster Report for the team to which the player is registered), or applicable TRP, or Trial Permit, to play, without noting a protest to the player’s eligibility on the game sheet prior to kick off, will be subject to a fine as specified in the as per the published schedule of ERSL Fines. The Team Head Coach may also be required to attend a Discipline Hearing.

Late Presentation of Cards - Protests

• Any protest must be launched before the start of the game9.6 In exceptional circumstances where a team official who is in possession of the valid OSA

Registrant Books or valid OSA ID Cards (with OSA Team Roster Report) fails to appear to permit the inspection of the documents as per 9.1 of these Rules and Regulations, the opposing team could accept to play the game under protest and this shall be noted on the game sheet.The opposing team is not required to play the game but MAY under protest.

9.6.1 Should the team official who is in possession of the required valid OSA Registrant Books or valid OSA ID Cards (with OSA Team Roster Report) arrives in time to permit the inspection of the documents as per 9.1 of these Rules and Regulations before the start of the second half of the game, the game will continue and the final results will stand and the protest shall become void.

9.6.2 Should the team official who is in possession of the required valid OSA Registrant Books or valid OSA ID Cards (with OSA Team Roster Report) not arrive or does not have in their possession the required valid OSA Registrant Books or valid OSA ID Cards (with OSA Team Roster Report) before the start of the second half of the game, the opposing team shall have the option of letting the game results stand or pursue the protest in accordance with Article 20 of these Rules and Regulations.

Team Staff ID Cards

• Team Staff ID Cards

All Team Officials must have an ID Card / Book

The ERSL does not have a rule requiring the checking of Team Staff ID Cards / Books

Discipline

Discipline

• The OSA Discipline policies and procedures are used the ERSL

• There are 2 processes

• Discipline by review (DBR)

• Discipline by hearing (DBH)

• Following a red card the player can request a hearing within 72 hours of the game, otherwise a discipline by review occurs

• The league may also request that the individual attend a hearing

Coaches need to be reminded that regardless of age – players and spectators are their responsibility

Discipline by review (DBR)

• The ERSL Discipline Committee will review all red and yellow card reports and issue a suspension according to the OSA policy

• You can not appeal the outcome of a DBR decision

• The ERSL will employ DBR in all cases that the OSA permits

Discipline by Hearing (DBH)

• Discipline hearings are held when required. The hearing dates for 2015 are posted under the Discipline section of the web site

• At least 3 people will sit on the panel including a Chair

• You can appeal the outcome of a DBH decision to the OSA

• Your Rights of Appeal are available on the ERSL web site

Suspensions

• The league will tell you when a player is suspended

• Do not sit out a player and then expect that to count toward a suspension

• A coach will receive email notification of a suspension giving instructions for how he can retrieve the letter from the web site

• The game sheets will also indicate all suspended players on your team at the bottom

• Where disciplinary action results is a suspension, the suspension shall not commence prior to seven (7) calendar days from the issue of the notice of discipline. For example, a player issued with a suspension notice on Friday would serve the suspension for the game(s) scheduled on or after the following Friday.

Important Dates

• April 30th – Mandatory minimum 1 Team Official Activated

• May 1st – deadline for certain Reschedule Requests

• May 11th-15th – Draft Schedule week

• May 15th – ER Cup & Shield entry declaration deadline for Clubs

• May 25th – Season Start Date

• May 27th – Cup & Shield Draw Posting

• June 11th, 15th,17th and 22nd – WWC blackout dates

• June 21st-27th – ER Cup & Shield 1st Round schedule blackout

• September 13th – Season end date

Questions

Any questions?

Adjournment

Have a Great Season!