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NEW PROCESS FOR PASSES AND ROSTERS

Effective Spring 2016 season there is a new procedure for US Club passes and rosters for all NCSA teams:

Clubs will print their own US Club passes for coaches and players for use in NCSA games. 

NCSA will be placing watermarks on the NCSA rosters for all teams playing in the Spring 2016 season.

Player/Coach Passes:

-The request and approval process will not change.  All passes must be requested through the KYCK system and will be approved by US Club.

-Player and Coach passes must be requested under the NCSA Competition in order to access an official NCSA Roster AND to request passes without a charge.  (Instructions in full procedure checklist document here.)

-Once approved, the passes will be printed by the club through the KYCK website. (Video tutorial online here.)

-Any paper can be used. (The NCSA watermark is no longer required.)

-The passes must be laminated individually in the folded format as in the past.

-Passes from the Fall 2015 season (with the NCSA watermark) are still valid for game use.

-Clubs will determine who will print passes for the teams (registrar, coach, manager, etc.).  The individual with the role of Registrar in KYCK regulates access and permissions for each user in the club.   (Information online here.)

Team Rosters:

-A club representative will email a PDF of the NCSA roster for each team to the league (ncsarosters@gmail.com).

-The league will place a watermark on the PDF and email a copy back to the club.

-The club will print the roster or provide the PDF file to the team’s representative to print for game use.

***ONLY ROSTERS WITH THE LEAGUE WATERMARK WILL BE ACCEPTED FOR GAME USE.***

- The same roster may be printed multiple times for use at games.  However, if any player is added or their card status changed a new roster must be submitted to the league for watermarking.

-Note: An individual with “No Card” by their name cannot play regardless of whether or not they have a physical pass.

-Note: Access to rosters in KYCK is part of the staff permissions set by the club’s KYCK registrar.

The full procedure is outlined here.  Please use this checklist as a guide as the procedure MUST be followed in order to receive the watermarked roster for game use.

Player/Coach Suspensions:

The basic procedure for handling red cards and suspensions will remain the same as previous seasons.  However, because clubs are able to print passes on their own, some adjustments were necessary.

When a player or coach is issued a red card, all coaches in that game (including any red carded coach) are responsible (a) to notify the club’s president and club representative of the red card and (b) not to permit that red-carded player or coach to participate in any NCSA game until the decision by the Games Conduct Committee (GCC) is issued and the suspension is served. If a red-carded coach holds a pass for more than one club, the coach is responsible to tell all clubs about the red card/suspension as the suspension applies to all passes held by the coach.

The club is responsible to monitor the NCSA Caution/Ejection report and to insure that (a) its coaches comply with the notice provision above and (b) that the player or coach does not participate until the decision by the GCC is issued and the suspension is served.

The league will notify the assigned referee(s) of all suspensions for the upcoming game.  The referee is responsible to check the game paperwork to determine if the suspended coach/player participates.  Within 4 hours of the end of that game or the end of the referee’s games that date, the referee will email the league to inform the league of the player/coach’s non-participation.   

If a suspended player participates in a NCSA game, a fine of $250 will be assessed to the club and a five-game suspension will be assessed to the head coach of the team.  

If a suspended coach participates in a NCSA game, a fine of $250 will be assessed to the club and an additional five-game suspension for the suspended coach will be assessed. 

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GAME CHANGES and GAME SCHEDULE INFO

Game Changes must be submitted through the club representative via our on-line game change function. All changes (placing games on the schedule and taking games off the schedule) must be submitted no later than 11 am Monday for upcoming weekend (Saturday or Sunday games). All changes for other days must be 5 days in advance - for example, scheduling or moving Friday games must be submitted by 11 am Sunday. Coaches -- DO NOT EMAIL GAMES CHAIRS ABOUT CHANGING GAMES!

HOW DO I CHANGE A GAME?

That depends on its current listing and the reason. While NCSA Rules specify all the requirements, this is a "plain language" explantion of NCSA Rule Section 5.3 and all its subparts:

What if the game is a TBS or otherwise not currently scheduled? It takes the two coaches to AGREE on a date and time with field being designated by the home team's club. The agreement should be in writing (email). Either team's club rep can submit the requested date. To avoid a late submission fee, the request must be submitted at least 5 days in advance (Monday 11 am for following Saturday or Sunday play); amount of late fee increases as submission is later and later. See Rule 5.3.7

What if the game is scheduled already? Then it depends on the reason for postponement.
If the reason is STATE CUP, this is known well in advance and the request to mark the game TBS(SC) must be submitted by the Club Rep 5 days before the game is currently scheduled.
If the reason is FIELD CONDEMNATION due to WEATHER, there are strict timing rules on the teams' obligations, including possibly playing at the Vistor Team's field being required. But if the condemnation is less than 24 hours before game time, which is more typical, then a coach must notify the opposing coach and the Games Chairs (preferably by Club Rep for all that Club's games on that field to minimize communications). See Rule 5.3.6 for full information.
If the reason is ANYTHING ELSE (other than rare exceptions in Rule 5.3.1), it is considered a change for CONVENIENCE under Rule 5.3.8. Such a change requires AGREEMENT of both coaches for a SPECIFIC date, time and field submitted together with the request to postpone. The postponement can not be to a TBS for later scheduling. Again, the timing rules require specific advance submission with added fees for late submision and a change fee which varies in amount.

Moving a Game "Earlier in the season" was developed especially for high school-age teams who wish to move their June games earlier in the season so they have players before exams, proms and end of school activities interfere. Moving a game earlier fora $10 fee does not constitute moving a game "earlier in the day", "by a day" or earlier "by a week", but by several weeks or a month, as explained during Club Rep meeting.

Coaches often ask for fee waivers and exceptions. Games Chairs have heard all these excuses before. Except for extreme situations such as death of a player/parent/coach, there are no extreme circumstances permitting waivers and exceptions. The full procedure for submitting game changes is contained in Rule 5.3.9.

WHAT DO I DO IF OPPOSING COACH DOESN'T RESPOND TO ME IN ORDER TO RESCHEDULE GAME?
1. First step if opposing coach doesn't respond to you is to have your club rep contact opposing club rep to try and reschedule game.
2. If that doesn't work, contact your NCSA Division Commissioner.
3. Always keep email chain for proof of date time line.

WHAT DO ALL THOSE ABBREVIATIONS MEAN?

TBS means "To Be Scheduled"
The letters in parentheses after the TBS let us know the reason for the TBS.
TBS(L) means "League" - for example, all 3/22 games are listed as TBS(L) as we do not expect clubs to have fields open by that date. Games can be played before 3/29 opening date if weather and field conditions permit AND if proper rescheduling is submitted by the CLUB REP.
TBS(H) means the Home Team requested not to play on that date, perhaps because of a school vacation impacting number of players available, or some other event preventing fielding a team.
TBS(V) means the Visiting Team requested not to play on that date, for similar or any reason.
TBS(B) means Both teams requested not to play on that date.
TBS(F) means the Field is not known; perhaps the home team had a field permit taken away or had some other conflict preventing the scheduling of a time and field.
TBS(R) means Rain or any weather condition prevented the game from being played.
TBS(SC) means State Cup for one of the teams caused a postponement.
TBS(MBOS) only occurs in a top level full-sided flight of 8 teams; in such a flight, after the first 7 weeks of play, whether the round robin of games is completed or not, an additional 3 game round robin occurs within the top 4 and within the bottom 4 teams - these games are designated MBOS for Matches Based On Standings.

F1 is the default field upon original scheduling - they remain as F1 until a real time and field is first assigned.

TBS games are NOT scheduled games; all TBS games carry (or should carry) a designated time of 12:00 am (midnight) or 1:00 am (which time is assigned simply allows the games chairs to track who entered the data) - only games that have a real time and a real field (CLUB-Field Name abbreviation) are games that have refs assigned and only those games may be played.
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IMPORTANT RULES AND CHECKLIST UPDATES FOR COACHES

Updated NCSA Rules of Competition for the Spring 2016 season have been posted to the NCSA website.  Below is a short summary of some of the most notable changes.  NOTE: This is NOT a full account of the changes so please be sure to review the full Rules of Competition documents online here before the start of the season. 

Team Rosters:

3.5.b NEW Verification and Watermark Procedure of Official US Club NCSA Roster

This update in procedures was announced previously and the full procedure outline is available online (copy this link into your browser: http://www.ncsanj.com/formsView.cfm?form_id=190 )  Please be sure that your team has a watermarked roster to utilize for the Spring season.  The deadline for submitting a roster for use for a weekend game is Thursday at 9pm.  Your game will NOT be played if you do not have a watermarked NCSA roster. 

 

Coach Passes:

3.6.a US CLUB SOCCER guidelines

Each coach must have a valid pass for each club they coach/train/manage within NCSA.  (Example: If a coach is involved with two different NCSA clubs, they will need two passes, one for each club.)

 

Heading and Head Injuries:

5.10.9: NCSA will adhere to the U.S. Soccer recommendation, and US Club requirement, to eliminate heading the ball with all U11 and younger teams.  When a player deliberately heads the ball in a U11 and younger game, an indirect free kick (IFK) will be awarded to the opposing team from the spot of the offense. 

6.9.1: FOR ALL AGE GROUPS: US Club Soccer requires the immediate removal of any player who sustains a significant blow to the head or body, who complains about or who is showing symptoms consistent with having suffered a concussion. That player will not be permitted to play again unless cleared by a Healthcare Professional as defined in the rule.

 

Red Card Player/Coach Suspensions:

3.5.b  When a player or coach is issued a red card, all coaches in that game (including any red carded coach) are responsible (a) to notify the club’s president and club representative of the red card and (b) not to permit that red-carded player or coach to participate in any NCSA game until the decision by the Games Conduct Committee (GCC) is issued and the suspension is served.   (Reminder: A red card carries a minimum one game suspension.)  Per rule 8.2.5, Suspension of player or coach is for all on-field NCSA sanctioned activities until the suspension has been satisfied for the team which they were carded or the team they were coaching/playing or misconduct occurred at time of suspension.  (Example: If an individual is a coach for Team A and Team B and is suspended with Team A, they are not permitted to coach Team B until their suspension has been served with Team A.)

Referees and the league will be checking game documents to be sure that suspended players or coaches are not participating. The penalties for being caught using a suspended player or coach are serious. 

 

Players Playing Up:

4.5 TEMPORARY "PLAYING UP"

If a player has played up to the same team four times, the player is then bound to that higher flight/age team for the remainder of the season and must be removed from their original lower flight/age team US Club NCSA roster and added to the higher flight/age team US Club NCSA roster in which they played up more than the 3 times allowed.  You must remove them from the lower flighted roster, add them to the higher flight/age team, and submit a new roster to the league for watermarking.

 

Game Changes:

5.3.8 Changes to Original Schedule

There will be a $50 dollar fee charged to the requesting team for changes to the originally scheduled game date and time, or a re-scheduled game date and time, submitted within 5 days to 7 days prior to the currently scheduled or rescheduled date, whichever is earlier; the fee is $20 if submitted 8 or more days prior to the currently scheduled or rescheduled date, whichever is earlier, except as set forth above in sections 5.3.4, 5.3.5, and 5.3.6.

 

Field Closings:

5.3.6 Local Field Condemnation

It is no longer mandatory to move to opponent’s local field but is permitted per guidelines in the rule.  Additionally, it is mandatory to play on alternate home field at same starting time or 30 minutes before or after originally scheduled game time with at least 3 hours’ notice. 

 

Referee Checklist:

In addition to the updated Rules of Competition, an updated Coach Checklist has been posted online.  It is very important that coaches follow each step so that games can be played and teams/coaches are complying with all league policies and procedures.  The document can be found online here in the Forms Download section of the NCSA website.

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Instructions for Coach Menu After Log In

There is a new left side menu. There are 2 “parent” menu choices labeled PERSONAL INFORMATION and TEAM MANAGEMENT. Clicking a parent menu item will display the sub-menu choices discussed below. Just above the left side menu it should say “Welcome” and your name. If you have multiple roles, this is where you would switch roles.

PERSONAL INFORMATION – Edit Password

This is the section where you modify your password. Remove all black dots. You must type in the assigned password in the "current password" section.

PERSONAL INFORMATION – Edit Personal Data

This is the section where you edit your address, phone numbers and one email address. Remember to hit “Save” at the bottom. You are not permitted to edit the name.

TEAM MANAGEMENT – Match Day Form (MANDATORY for EACH team)

EACH team must submit its own Match Day Form.

First, if you coach multiple teams – either as head coach or assistant coach in NCSA records, there will be a drop down box listing those teams from which you select the team and then click “Get Games”. If you coach only one team according to NCSA records, your list of games will appear when you click the menu item “Match Day Form”. The Match Day Form is required only for NCSA games.

Second, the entire list of games will appear for the team selected or the only team you coach. The game number in the left column is in blue and is able to be clicked from any time before the game through 24 hours after the game. After that time, you may no longer edit the Match Day Form; however, the right column will display “View”, which may be clicked to view the completed form. IMPORTANT: WAIT UNTIL 1-2 DAYS PRIOR TO THE GAME TO CREATE THE MATCH DAY FORM SO ALL REFEREE INFO IS INCLUDED FOR THAT GAME.

Third, once you click a game number to create a Match Day Form, a form “wizard” displays to guide you to completing the form:
(a) The name of a coach listed in NCSA records as coaching this team will be pre-populated into one of four spaces for coaches – coach names can be removed and replaced – you may add names to a total of 4 permitted coaches per rules – this procedure will eliminate the illegible names on a majority of previously submitted forms;
(b) You must then answer if any players are playing up – it is preset as “no” - if you change it to “yes”, a section will appear for you to list the player’s name, the player’s pass number, uniform number (enhancement in process) and the team from which the player is playing up – again, this procedure will eliminate the illegible names previously written on US Club rosters (you may NOT write names on US club roster forms any longer) – the “add another player” lets you add additional players playing up according to NCSA rules - the teams listed (playing up from) in the drop down are only those teams from which a player may play up – this will eliminate the numerous situations where players improperly played for a team. IF A TEAM IS NOT LISTED IN THIS DROP DOWN, THEN A PLAYER ON THAT TEAM MAY NOT PLAY UP TO YOUR TEAM.
(c) When you are done, remember to click “Save and View/Print” and a PDF version of the form will appear for printing – note that the form will have extra lines for writing in players who are recruited last minute to play up - we understand coaches are accustomed to seeking additional players on a last minute basis and those names, pass numbers, uniform numbers and team playing up from must be entered for the referee – for this season, we are permitting/requiring coaches to return to the form WITHIN 24 HOURS of game time and you MUST add players who did in fact play up on game day. How do we monitor compliance? Referees will report if any players played up and if so, how many. A report compares the numbers reported by coaches and referees and lets us know where they do not match. If you find that you improperly used a player to play up, report it immediately to your division commissioner – your reporting of the infraction will lessen any penalties that would apply.

Fourth, there are many new features on the Match Day Form:
(a) The upper left section is already completed based upon the game number listing date, time, field, teams and flight – this solves the issue of often incomplete information.
(b) The officials’ names are printed on the form provided they are already assigned – for that reason we recommend that you WAIT until Friday to print a form for that weekend – by that time, 98% of all matches have been assigned and accepted.
(c) The upper right portion listing game times, size of ball and referee fees now contains a highlighted section for the flight of the game.
(d) The upper right also displays which team is providing this Match Day Form – EACH team provides one – the delays typical to incomplete and unsigned forms should be solved by each team providing a form – if you do not have your form, referees have been instructed not to permit the game to proceed per NCSA rules.
(e) The coaches are listed here based upon what was recorded by you.
(f) The players playing up are listed (name, pass number, uniform number, team) and you may hand write such information for this season – remember to go back to complete the same information online within 24 hours.

TEAM MANAGEMENT – Score Entry

Scores are no longer reported via external websites or via email or telephone. The same rules apply as to who reports the score (winning team, home team if a draw), but both teams have the ability to enter a score. The same 4 hour rule applies, but for now the ability to enter a score ends after 24 hours. While we are tracking timeliness of score reporting, at this time we are allowing additional time without fines. If you miss the 24 hour window, contact your division commissioner.

NOTE: Games do not show until after they are played.
(a) Enter scores for each team.
(b) If a team was not at the field with minimum number of players within 15 minute of game time, click “yes” and indicate which team (rare situation).
(c) If one of the officials did not appear, click “yes” – this allows us to follow up with officiating crews to determine who was missing and why.
(d) You may enter a short comment for the division commissioner.
(e) You may enter scores only once – if a score is wrong, email your division commissioner.
When done, click “Save” – this will take you to the short Match Evaluation page. We hope you will complete it at that time, but if you are pressed for time, you may return to it later.

TEAM MANAGEMENT – Submit Match Evaluation

Click the game number in the left column to access the evaluation form. There are 3 short, simple sections to address pre-game issues, match level and an overall evaluation of the officials. The first 2 sections allow for comments. If you wish to make comments about an official, you must complete the Detailed Referee Evaluation. We hope every coach will take the time to complete this section. You can go back and view it late by clicking the “View” link in the right column.

TEAM MANAGEMENT – Detailed Referee Evaluation

Click the game number in the left column to access the evaluation form. For a game with only 1 official (small sided), there is only 1 section to complete about the only referee. For a game with more than 1 official, there are 3 sections to complete about the center referee and both assistant referees. Each section allows 2 places for comments. We hope every coach will take the time to complete this section. Once you answer questions for a couple of games, you will see how quick and simple it is to help the league by providing your feedback. We used actual comments from coaches during Spring 2011 to discuss coach/club concerns with referees in Fall 2011 pre-season meetings. You can go back and view it late by clicking the “View” link in the right column.
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Hey Coach, set a good example

Hey Coach, set a good example: Use and share sunscreen
Reprinted from Soccer America: Youth Soccer Insider
By Dev Mishra, M.D.
April 13, 2017

Ultraviolet (UV) radiation that comes with sun exposure is estimated to be one of the most important risk factors for nonmelanoma and melanoma skin cancers. Athletes practicing outdoor sports receive considerable UV doses because of training and competition schedules with high sun exposure, and in alpine sports, by altitude-related increase of UV radiation and reflection from snow- and ice-covered surfaces. Young athletes commonly have an indifferent attitude towards sun protection. In several published studies it’s been shown that only about 20% of outdoor sport athletes routinely use proper sunscreen for daytime practices and games. For most of the athletes the reasons cited for lack of sunscreen use were mostly psychological. They simply don’t think about it, they don’t know the association between sun exposure and skin cancer, or they may even be practicing resistance because some parents force sunscreen on to the young kids.

There are some physical reasons for not using sunscreen too, such as complaints that sunscreen combined with facial sweat will sting the eyes, and some sunscreens are “greasy” resulting in decreased grip. These are valid points but the newer generation of sport sunscreens are designed to really minimize these problems. Repeated “exposures” are key factors in several types of cancers Our understanding of risk factors for various cancers is advancing rapidly over the past several years. One fundamental concept is that repeated exposures to some toxic substances can lead to cell damage and this in turn can lead to formation of cancers. I don’t want to get overly technical here but for those of you interested I’d encourage you to take a look at this video by Dr. Craig Thompson, CEO of the Memorial Sloan-Kettering Cancer Center in New York. Dr. Thompson explains the process in clear terms but here are some cancers with known links to exposures:

• Cigarette smoking dramatically increases lung cancer risk.
• Women with exposure to the human papilloma virus are at risk for cervical cancer.
• Obesity and consumption of toxic foods (especially processed sugar) is associated with cancers of the digestive system.
• Sun and ultraviolet radiation increases skin cancer risk.

Dr. Thompson states clearly in the Wall Street Journal article that the links between some exposures and cancer is compelling and methods to reduce the risk are fairly simple and within reach for all of us. He writes:

“Don’t smoke, use sunscreen, avoid unnecessary radiation exposure, get vaccinated. Sometime this decade, it is expected that obesity, driven in large part by excess sugar intake, will surpass tobacco exposure as the No. 1 cause of preventable cancer in the U.S. Already, in terms of population health, we are putting this new scientific knowledge to use.”

Coaches need to set the example for the young athlete

Some of the studies on sunscreen use in young athletes note that the athlete may be practicing a form of resistance toward their parents if the sunscreen is slathered on before practices and required by their parents. It’s hard to know whether that might or might not be true, but one thing is common in most sports: if the coach requires it, it will generally be done.

In my opinion the coach is in a great position to positively influence good behavior in young athletes. Use sunscreen yourself and put a large container in your sideline kit for your young athletes. If the sun’s out ask them to use it. It takes virtually no time, there’s nothing to lose and much to gain.

Key Points
• Many types of cancers are strongly associated with repeated exposures to cancer triggers, and the association between sun exposure and some types of skin cancer is strong.
• Sunscreen is a simple and effective way to reduce sun exposure risk.
• Only about 20% of young athletes routinely use sunscreen for daytime outdoor sports.
• Coaches are in an excellent position to positively influence the young athlete’s attitude and use of sunscreen.

(Dr. Dev K. Mishra, a Clinical Assistant Professor of orthopedic surgery at Stanford University, is the creator of the SidelineSportsDoc.com online injury-recognition course, now a requirement for US Club Soccer coaches and staff members. Mishra writes about injury management at SidelineSportsDoc.com Blog, where This article previously appeared in the Youth Soccer Insider in May of 2015).
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