1.   PRESIDENT is responsible for overseeing the entire program.

·    Establishes each Season’s two Registration Dates and times, (working around Moorestown Public School’s vacation dates)
·    The Season MUST be scheduled such that the Final Registration & Evaluation date is no less than 7 WEEKS prior to the Season start date, so as to allow time to comfortably order and receive Jerseys in time for the opening WEEK.
·    Registration dates are normally scheduled:
o    A Weekday Evening (with a RAINDATE for following day, same hours)
o    A Saturday Morning, (with a RAINDATE for the following Sunday, afternoon hours)
o    The two dates should be at least 1 week apart
·    Publishes Web Page Registration Announcement and broadcasts e-mail to the membership 3 times,
·    Sets Season Opening Date.
·    Calls the Rec Department to reserving 3rd floor of the Rec Center for the Coaches Meeting / Player Draft on Monday or Tuesday immediately following final Saturday Registration date.
·    Publishes draft date / time / place on web page
·    Contacts Rec Department with season dates to arrange for timer for rink lights to be set.
·    Solicits volunteers for the current and upcoming season(s),
·    Notifies Webmaster of staff updates for web page.
·    Is present at each of the Registration sessions to resolve registration issues using the following guidelines:

o    LATE REGISTRANTS are NOT accepted. Latecomers can use the Feedback Page to request their name be added to the MYSHA membership list for future emailing.

o    REQUESTS FOR TEAM ASSIGNMENTS are NOT accepted.

o    PLAYING UP OR DOWN is done on a case-by-case basis and is decided by the president based on the evaluator’s scores. The few highest scores are evaluated for PLAYING UP and the few lowest scores are evaluated for PLAYING DOWN.  This is a case-by-case basis and the decision is made with league officials and the player’s parents.  

·    Receives delivery of jerseys at his/her home, and time permitting, has coaches pick them up or delivers them to rink on opening day
·    Handles all complaints and issues.
·    Foresees any aspect of the program that is running chaotically or dangerously and solves problems before they start.
·    Submits all receipts for expenses to Treasurer for reimbursement.

·    LEADS DRAFT with Draft Coordinator, following instructions below:

1.    All players within each division, are sorted by overall score.  
2.    The ratings of the 2 coach's children, and sponsor (if applicable) are added together to come up with a starting score/number for each team.
3.    The team with the lowest score picks 1st.  As a team picks, the score for the player selected is added to their aggregate score.  The scores are continually recalculated with the lowest team always picking.
4.    For example – If there were a total of 93 players in the bantam division, we would end up with 5 teams of 13 players and 2 teams of 14.
5.    If a coach drafts one sibling, they automatically get the other.  The second sibling is "slotted" so that when it is their turn to pick and the slotted player is within the available selection range (eg. there are fewer players left on the board with a higher rating than the # of teams picking.) they must pick him.  If the second sibling is the sixth highest player left on the board and there are six teams picking, then you must use your selection to pick him.
6.    If there is a tie for the lowest aggregate score, cards will be drawn from a deck, with the highest card winning.
7.    At the end of the draft when every team has (13) players, a team may pass the selection of a 14th player.  But each team can only pass once and if it is your turn, and 5 other teams have passed, you must select a player.
8.    If neither coach is able to attend the draft, their team will be drafted for them by the president .

·    LEADS COACHES MEETING covering the following points:


2.    VICE-PRESIDENT

·    Tracking the season timeline and confirming that coordinators have completed their tasks.
·    Updating the MYSHA Staff Responsibilities document as needed.
·    Submits a MYSHA Registration Announcement Ad to the NEWSWEEKLY.
·    Conscripting 3 people as Evaluators for the two Registration dates (it’s preferred to have the same three Evaluators for all Evaluations) and e-mailing Evaluator’s names to President.
·    Reminds evaluators of date and time of registration.
·    All receipts for expenses should be submitted to Treasurer for reimbursement.
·    Is responsible for any/all positions and their job descriptions not staffed by a volunteer(s)
·    The President or the Vice President should be present at each of the Registration and evaluation sessions to resolve registration issues using the following guidelines:

o    LATE REGISTRANTS are NOT accepted. Latecomers can use the Feedback Page to request their name be added to the MYSHA membership list for future emailing.

o    REQUESTS FOR TEAM ASSIGNMENTS are NOT accepted.

o    PLAYING UP OR DOWN is done on a case-by-case basis and is decided by the president based on
              the evaluator’s scores. The few highest scores are evaluated for PLAYING UP and the few lowest
              scores are evaluated for PLAYING DOWN.  This is a case-by-case basis and the decision is made with
              league officials and the player’s parents.  

·    Assures Treasurer picks up money at the end of each registration time.  
·    Finds Registration Helper who will:
a.    Bring pens and folder for money, to registration
b.    Download, Print & Bring sign-up sheets for Coaches, Referees and other Volunteers to the first night of registration
c.    Sit at the Rink gate accepts Registration Forms & Payment
d.    Mark forms paid with payment information
e.    Return form to player, and directs him/her onto rink for evaluation.

3.    TREASURER:

·    Maintain MYSHA financial records
·    Deposit registration funds immediately
·    Email monthly financial reports to President and Vice President
·    Submits copy of deposit slips to President and Vice President
·    Issue checks for MYSHA expenses (to include the annual Web Hosting Service payment, the annual Domain Registration fee, Trophy Supplier, Jersey Supplier, Equipment, Concession Stand supplies, and Office Supplies)

4.    WEBMASTER:

·    Updates the web page
·    Add new volunteer names as needed
·    Issue Web Page Passwords to Staff, as they are assigned.
·    Provide the Sponsor Coordinator with (Avery) Mailing Labels for Sponsors:
o    Addressee Labels to the current list of Sponsors (Address to include Company name followed by Contact w/in the Company)
o    Return Labels to MYSHA c/o the Sponsor Coordinator’s Home Address
·    Receives final team draft from Draft Coordinator and posts team assignments
·    Enter the Season|Division|Team layout. Drag Players names, Coaches Names and enter Sponsors names for each team.  Specify “Public View”.  Select “generate password” for Coaches and Team Passwords.
o    Assign Coach Passwords and Team Passwords for each Team using the “Create Password” feature on the Team page.
o    Email passwords to coaches
·    Entering/Updating Contact information from the Registration Forms into the MYSHA Contact Database.
·    Distribute Registration Forms to coaches after database is updated

5.    SCHEDULER:  

·    Receive final draft from Draft Coordinator to see how many games need to be created
·    Creates Season schedule, using the pre-formatted .xls Game Schedule in the Home Page Documents Page
·    Considers the following when developing the Schedule:
o    Street Hockey games run Saturday from 9:00AM to 5:00PM and Sunday from Noon to 5:00PM or shorter depending on number of teams.
o    Roller Hockey games run Tuesday thru Thursday nights from 6:00PM to 9:00PM depending on number of games.
o    Younger teams play first – Older teams play last
o    Schedule back-to-back.games for coaches who are coaching more than one team
o    Once Schedule is created it is FROZEN and no changes are allowed.
o    If the Coach can’t make a game, the Asst Coach fills-in.
o    If Neither Coach can make a game, a League official will coach the team.
·    E-Mails schedule to President and Vice President for review and concurrence;
·    When approved imports / enters the schedule on-line on the Web Page.  It’s imperative that the Scheduler uses the pre-formatted .xls Game Schedule spreadsheet provided via the Documents page AND that the scheduler bumps the “Unique ID” field such that the Unique ID field numbering starts well after the previous Season’s numbering ended (the Unique ID field has to be UNIQUE across all seasons):
·    Updates the on-line Schedule to reflect game cancellations and make up games
o    To Modify an Existing Game (such as to re-schedule a game):
§    Sign-in on the Admin Page
§    Click on Scheduling Calendar
§    Click on the Date of the Game
§    Click on the Edit Icon for the Game
§    Modify the Game
§    Click on submit
o    To Add a Game (such as makeup or Play-off games):
§    Sign-in on the Admin Page
§    Click on Scheduling|NewEvent
§    Enter new Event information
§    Click on submit
·    Establishes a Play-Off schedule at the conclusion of the season, and updates the Web Page Schedule On-Line. (no playoffs for HP)

6.         SCHOOL FLYERS COORDINATOR:

·    Downloads the Registration Flyer and updates it with current registration dates.
·    Uses a commercial duplicating service to have copies made at MYSHA expense.
·    Contact’s the Moorestown School Superintendents Office to have the Forms approved for distribution in the Moorestown Schools.  
·    The number of Flyers to be printed is calculated as  [number of classrooms X 30] + [100] + [200 Registration forms], and grouped accordingly.
·    Prints 100 extra flyers AND 200 REGISTRATION forms to be used during registration
·    Delivers Flyers to Moorestown Public Schools, the Moorestown Friends School and OLGC for internal distribution by the schools
·    Drops “extra flyers” and “registration forms” at rink on the first night of registration.

7.    STREET HOCKEY SPONSOR COORDINATOR:

·    Downloads the Sponsor Solicitation letter and Sponsor Confirmation letter from the Web Page Documents Page and updates the dates.
·    Mails Sponsor Solicitation Letters to past Sponsors and any new potential sponsors   - Sponsor’s responses are needed by the final Registration date.  
·    Receives and processes Sponsor Responses Letters
·    Mails a Sponsor Confirmation Letter   
·    Creates list of sponsors, their team name and color choices
·    Enters Sponsor information from the Sponsor Response Form on the Sponsor Web Page.
·    Provides List of Sponsors to President, Vice President, and Draft Coordinator, prior to the Final Registration date.

8.    EQUIPMENT MANAGER:

·    Inventories stock of Hockey balls and places order for balls sufficient to stock equipment bags, for games, and for Rink.  Each bag should contain:
1.    Goalie Pads
2.    Goalie Blocker
3.    Goalie Glove
4.    Goalie Stick
5.    Goalie Chest Pad
6.    10 Pink Balls & 10 Orange Balls
7.    13 Waterbottles (if a sponsor has provided them)
·    Re-stock bags as necessary.
·    Notifies coaches’ when/where to pick up their equipment bags.
·    Coordinates pickup or delivery of water bottles from donator (if applicable)
·    Keeps a list of who signed out each bag
·    Notifies coaches’ when/where to return their equipment bag.  Updates list.

9.    EVALUATORS:

·    Setting up the Rink “course” for the evaluation with chalk & cones.
·    Conducts Player Evaluation:
1.    Evaluation consists of the player stick handling the ball in a designated pattern in and around cones on foot for Street Hockey, and on skates for Roller Hockey.
2.    Each player is given 2 scores by each of the MYSHA Evaluators on the rink.
3.    The first score (1-10) is based on the player’s hockey ability.
4.    The second score (1-10) is based on the player’s speed / skating ability.
5.    These scores are hand written in the space provided on the registration form
6.    Each set of scores is later averaged into a single composite player’s Evaluation Score.
7.    Players in the Half Pint Division are not evaluated
·    Taking the course down at the end of the session and closing the Rink and Storage Areas.  
·    Turning on / off rink lights as needed.

10.    DRAFT COORDINATOR:           (IMMEDIATELY following last registration date)

·    Tabulating the information from Registration Forms into an excel document
Includes Players Last name, first name, 3 evaluations number, their average, players date of birth, any thing they have volunteered for.
·    Sorting excel document from HIGHEST to LOWEST within each Division
·    Decide on number of teams in each division based on number of players in division
·    Email excel document to President for final say on who may need to play up or down.
·    Emailing any volunteers names to the appropriate coordinator.   
·    Assigns half pints to teams
·    Assures the following happens in the draft:

o    EACH TEAM HAS 2 COACHES
o    COACH’S CHILDREN are rostered on appropriate Team.  
o    SPONSOR’S CHILDREN are rostered on appropriate Team.
o    ONLY ONE SPONSOR PER TEAM
o    SIBLINGS IN THE SAME DIVISION is rostered on the same team.
o    INDICATES GOALIES by an asterisk or “(G)”.

·    Leads league in player draft with President, following instructions below:

o    All players within each division, are sorted by overall score.  
o    The ratings of the 2 coach's children, and sponsor (if applicable) are added together to come up with a starting score/number for each team.
o    The team with the lowest score picks 1st.  As a team picks, the score for the player selected is added to their aggregate score.  The scores are continually recalculated with the lowest team always picking.
o    For example – If there were a total of 93 players in the bantam division, we would end up with 5 teams of 13 players and 2 teams of 14.
o    If a coach drafts one sibling, they automatically get the other.  The second sibling is "slotted" so that when it is their turn to pick and the slotted player is within the available selection range (eg. there are fewer players left on the board with a higher rating than the # of teams picking.) they must pick him.  If the second sibling is the sixth highest player left on the board and there are six teams picking, then you must use your selection to pick him.
o    If there is a tie for the lowest aggregate score, cards will be drawn from a deck, with the highest card winning.
o    At the end of the draft when every team has (13) players, a team may pass the selection of a 14th player.  But each team can only pass once and if it is your turn, and 5 other teams have passed, you must select a player.
o    If neither coach is able to attend the draft, their team will be drafted for them by the president .

·    Updates draft document as draft proceeds
·    Emails final team draft to President, Vice President, Web Master, Jersey Coordinator, Awards Coordinators and Scheduler.

11.    JERSEY COORDINATOR:

·    Receives the Draft Document from the Draft Coordinator
·    Formulates and places the Jersey order, ASAP
·    Tracks and follows-up on the jersey order as necessary.
·    Has jerseys delivered to Presidents house

12.    COACHES:

·    Fill out a team roster as they draft their team
·    Contacting team parents ASAP,
·    Signing-Out the team’s Equipment Bag from the Equipment Manager.
·    Obtain web page password and registration forms from Web Coordinator
·    Verify roster posted on web page is correct
·    Publishing a “Welcome” Team Bulletin on the Web Page. Checking out their Team Equipment Bag from the Equipment Coordinator
·    Assigning parents to man the concession stand during their designated slot.  
·    *** COACHES MUST check the Web Page and their email FREQUENTLY for new MYSHA announcements.

13.    AWARDS COORDINATOR:

·    Receives final team draft from Draft Coordinator
·    Determine number of trophies / medals that are required from final team draft
·    Orders Trophies for 1st, 2nd and 3rd place for Mite – Cadet Divisions
·    Orders Medals for the entire half pint division and teams in older divisions who will not make 1st, 2nd or 3rd place
·    Places order with Townline Trophies.
·    Returns leftover awards from last season to Townline Trophies
·    Picks up awards and delivers them to rink in adequate time so any team not advancing to the playoffs, can distribute their medals at their last game
·    Post announcement on web page detailing the following:
1.    Location of awards
2.    Teams not advancing to playoffs receive participation medals at their last game
3.    Teams not winning 1st, 2nd or 3rd during the playoff round receive participation medals
4.    The Half Pint Division receives participation medals (they do not have playoffs)

14.    STATISTICIAN:

·    Ensures that there are ample Score Sheets at the Rink (fills the box of blank Score Sheets in the Storage area as necessary),
o    Procures new supply of score sheets (at MYSHA expense from TBD) when the supply runs low,
·    Collects (and files) the completed score sheets WEEKLY (score sheets normally collected from the rink on Sunday for Street Hockey and on Thursday night for Roller Hockey),
o    Enters the scores on-line on the Web Page by signing-in on the Admin page and entering results in the Results link  (Admin|Results).    
·    Provides final division winners to the Webmaster and to the NEWSWEEKLY.   

15.    REFEREE COORDINATOR

·    Uses Game Schedule on web page to schedule Referees.  
·    Issue’s Official’s Web Site Password to Referee’s.
·    Coordinates with Treasurer to pay the Referees $10 per game
·    Pairs Teen Referees with adult referees.  
·    Establishes a list of Volunteer Teen & Adult Referees,
·    Schedules the most experienced Referees for Play Offs.  
·    E-Mails the Scheduler of any games not played / cancellations.
·    Conducts Referee Training.
·    Confers with President and Vice President to update / amend rules as needed

16.    STREET HOCKEY PHOTO DAY COORDINATOR:

·    Makes arrangements with Photographer and establishes dates for Photo Day.
·    Establishes Photo Day Time slots for the Teams
·    Schedules Team Photos immediately prior or after Team’s game.
·    Publishes Photo Day picture schedule & info regarding order forms
·    Emails coaches Photo Day Schedule reminder
·    Publishes announcement where/when photos may be picked up by coaches
·    Follows up with coaches that all photos are picked up.

17.    CONCESSION STAND COORDINATOR:

·    Bulk purchase of Concession Stand inventory
·    Establishing and posts pricing schedule and Operating Procedures
·    Establishing a Concession Stand Manning schedule and posts on web page
·    Assigns each Team one day (or night) to man the Concession stand
·    The Coaches are responsible for assigning parents to staff during their slot

18.    SNOW COORDINATOR:

o    Downloads, Prints and brings Volunteer Form to Registration
o    Gathers, begs, and borrows any available person to help clear the rink
o    Monitors snow forecast and coordinates rink clearing with President
o    Applys  Calcium (not rock salt)
o    Gathers snow blowers and shovels