Manager Detailed Responsibilities Guide
This comprehensive guide outlines the primary responsibilities and "nice-to-have" tasks for team managers throughout the hockey season. It acts as a detailed reference manual, providing context and instruction for the items listed in your Quick-Start Checklist. It is ordered by level of critical importance.
1. Safety & Compliance
- Certifications: Verify coaching and bench staff waivers, certifications, and CRCs by emailing TAMHA at info@trurominorhockey.ca to request the current status for your team. Required coaching clinic details are on the Hockey Nova Scotia Website.
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Form Collection (Target: October 22): Collect all mandatory documentation at the start of the season. Keep copies of medical forms in a secure binder on the bench at all times. Download and distribute the official forms below:
- Injury Reports: Complete and file an Injury Report Form (PDF) with Hockey Nova Scotia anytime a player requires medical attention or misses ice time due to injury.
- Emergency Action Plan: Assign an individual (often the Safety Person) to execute the Emergency Action Plan (EAP) during games/practices if needed. (See Resources & Templates for downloadable agendas and planning sheets).
2. Financial Management
- Team Banking: Email vpfinance@trurominorhockey.ca to request a letter be sent to the bank to add you as a signer to the existing team account. Note: Ensure you include your Full Name, Position, phone number, and email address in the email. Withdrawals will require two signers present at the bank. E-transfers will require approval from a second signer.
Required Fees Breakdown:
- TAMHA Rep Fees (Rep Teams Only): The rep fees amount is $7700 per team (subject to annual update). Usually billed 50% mid-Nov and 50% end of Jan.
- Jersey Fund Contribution: A mandatory jersey fund contribution of $550 per team is required.
- Jersey Deposit: Collect a $150/player Jersey Deposit for Rep teams ($50 for House teams) alongside the signed Jersey Agreement. Post-dated cheques (dated May 15, 2027 payable to TAMHA) are ideal, but if a family does not have cheques, an acceptable alternative is to take a cash deposit or an e-transfer. Important: It is the team's responsibility to return the uncashed cheque/cash, or refund the e-transfer in full at the end of the year when the jerseys are returned.
- Financial Reporting Deadlines:
- Submit Preliminary Budget to VP Finance by Oct 30th.
- Provide Mid-Season Financial Statement to Parents by Dec 31st.
- Submit Interim Budget to VP Finance by Jan 15th.
- Submit Final Budget to VP Finance by Mar 31st.
- Provide Final Financial Statement to Parents by Apr 15th.
3. Roster & Game Management
- GrayJay Account Setup: Email tamhaweb@trurominorhockey.ca with your Name, Position, Date of Birth, and Hockey Canada Registry (HCR) Number to set up your team manager access.
- Affiliate Tracking: To be confirmed by both Head Coaches any time a player acts as an affiliate. Send an email to the webmaster with the player's name and D.O.B. so they can be properly rostered. Note: Managers must track the number of games an affiliate plays (strict 10-game maximum for the season).
- Booking Opponents: Whether you are trying to fill an assigned ice time or set up an exhibition game, it may be necessary to cross-reference available ice times with other teams' schedules. GrayJay Central is ideal for identifying teams from other associations and obtaining contact information. Use the search filters to rule out teams with conflicts. Once you've identified potential teams, click their logo and click staff to see available contact info.
- Exhibition Games (Outside League): When scheduling exhibition games against teams outside of your league, you will need to create these games manually. Note that you will not be able to use GrayJay for cross-league roster sign-offs and game summaries; you will need to revert to a paper game sheet for these games.
- Scheduling & Games: Regular season games will likely be scheduled into Grayjay by the league. Confirm that officials and timekeepers are assigned via Grayjay Leagues.
- Scheduling Practices & Events: When entering practices into GrayJay, only select the venue and the "Full Ice" option if your team will actually be using the entire ice surface to themselves. For shared ice or off-ice events, select the venue but choose "N/A" for the Full Ice/Half Ice option to avoid false venue conflict warnings.
- Game Cancellations: Notify the RIC, info@trurominorhockey.ca, and your league scheduler immediately upon cancellation of any home games in order for officials and timekeepers to be cancelled.
- Roster Sign-offs: Ensure the electronic game sheet (GrayJay) is verified before puck drop.
- Travel Permits: Required for ANY non-regular season games (tournaments and exhibition). Obtained through the Spordle Website.
- Tournaments & Travel: Identify target tournaments early in the season with the Head Coach. Use the following provincial resources to find sanctioned tournaments:
- Nova Scotia: Hockey NS Tournament Listings (Note: Not all tournaments get listed centrally, be sure to check individual association sites as well.)
- New Brunswick: Hockey NB (Check the Tournaments menu for division-by-division tournament sanction PDFs)
- PEI: PEI tournaments are typically managed locally, so check individual MHA websites (e.g., Summerside, Charlottetown) or Hockey PEI.
4. Team Culture & "Nice to Haves"
- Pre-Season Parent Meeting: Schedule as soon as the final roster is selected. Present the budget, tournament plans, and seek volunteers. Outline the 24-Hour Rule ("Leave the coaching to the coaches").
- Team Communications: Use the Grayjay Teams App for parent chat. Always include the team's division in your email subjects (e.g., "U13C-Campbell: Schedule Update").
- Team Apparel & Swag: Coordinate orders for team tracksuits or practice jerseys according to TAMHA branding guidelines.
- Fundraising & Sponsorships: Recruit a volunteer to lead initiatives (e.g., 50/50, bottle drives). Distribute sponsor letters to subsidize costs.