VMHA 'C' Division Manager Manual 

Introduction

VMHA Division Managers play a vital role in ensuring each hockey season runs smoothly. They serve as the primary liaison between the VMHA Board of Directors, association members, and participants, often interacting with multiple directors throughout the season. Division Managers are encouraged to attend monthly board meetings to provide updates on their division(s) and bring any concerns to the Board’s attention.

1. Pre-Season Preparation

The Division Manager’s workload is heaviest at the start of the season. Each Division Manager will be provided a VMHA email address and access to their division in TeamSnap. It's crucial that all member information remains private and is used only for managing the division. Additionally, Division Managers are expected to respond to all emails/inquiries in a timely manner.

SOP 1: Obtaining a VMHA Email Address

Timing: Immediate upon acceptance of the position.

Steps:

  1. Provide the Registrar with your contact details (Name, Phone number, Email).
  2. The Registrar will provide setup instructions for your Division Manager email.

2. In-Season Duties

Meeting Attendance and Reporting

All Division Managers are required to attend:

  • The VMHA Division Manager meeting prior to  'C' evaluations.
  • The PCAHA and VMHA Coach/Manager meetings scheduled for mid- to late-September/early October.
  • Monthly VMHA Board Meetings, where they must provide a brief written report on division activities and issues.

SOP 2: Monthly Reports

Timing: By the 5th of every month.

Steps:

  1. Reach out to each team manager/head coach and collect one or two key highlights about the team’s progress.
  2. Accurately report any issues, confirming with team staff.
  3. By the 10th of the month, submit a summary to VP2 (cc: Secretary at secretary@vmha.com).
  4. Ensure that the report includes your name, division, team highlights, pressing issues, and is no longer than one page (half-page preferred).
    • Key items to include: tournaments entered/played/won, team satisfaction, any conflicts with VMHA policies, administrative issues, etc.

The Division Manager is the first point of contact for team officials regarding inquiries or complaints that cannot be resolved at the team level. They can forward these inquiries to the appropriate board member.
Division Managers may also be asked to distribute team equipment, manage fundraising events, assist with Photo Day, and other related tasks, which should be completed promptly.

3. End of Season Duties

Equipment and Jersey Collection

At the end of the season, Division Managers are responsible for assisting the Equipment Manager with the collection of all jerseys and equipment assigned to their teams.

4. 'C' House Hockey Overview

Confirmation of Head Coaches

Steps:

  1. The Coach Coordinator, with the support of VP2, will confirm the head coaches for each team.
  2. Division Managers will receive a list of confirmed head coaches before player evaluations begin.
    • Note: A head coach can only coach one VMHA team.
  3. Notify the Coach Coordinator and VP2 immediately if any head coaches are unable to attend evaluation sessions.
  4. Volunteer coaches will assist with player evaluations, and the Division Manager should ensure that both on-ice and off-ice support is in place. If needed, practice plans can be provided for on-ice activities.

5. Player Evaluations & Team Formation (Balancing)

Pre-Season Preparations for Evaluations

Before the season starts, Division Managers will receive access to their division in TeamSnap. Evaluation groups and schedules will be uploaded, and Division Managers will communicate with participants via TeamSnap or email.
An introductory email should be sent to all participants outlining evaluation schedules, check-in procedures, etc.

SOP 3: Preparing Evaluation Groups

Timing: Approximately 7-14 days before evaluations.

Steps:

  1. Receive evaluation group information from the Registrar.
  2. Ensure at least one HCSP is available for each ice time.
  3. Obtain pinnies for your division from the Equipment Manager.
  4. Use the Excel Spreadsheet Template provided by the Registrar to organize the evaluation groups.
    • List the evaluation group and age group on every page.
    • Assign a unique pinnie number to each player and record this in the template.
  5. Print two master lists, including player names, positions, and pinnie numbers.
  6. Print 10 evaluation lists (do not include player names; only pinnie numbers, positions, and evaluation sections).

SOP 4: Pinnies and Evaluation Handouts

Steps:

  1. Confirm with the Registrar that a table will be available at the rink for player check-ins.
  2. Bring the following items to the rink:
    • Laptop, tablet, or phone with the Team Genius App (if applicable).
    • Master list of players and pinnies.
    • 10 copies of evaluation sheets (no names, just pinnie numbers and positions).
    • The Pinnies.
  3. Arrive at the rink at least 60 minutes before the first ice time.
  4. Set out the pinnies and arrange them numerically for player check-in.
  5. At the end of assessments, ensure agreement on player ratings and meet with coaches to draft balanced teams using the Team Formation Process (Appendix).

6. 'C' Balancing

Balancing games are scheduled by the Ice Allocator. Division Managers are responsible for requesting an advance for payment of referees for balancing games, obtaining team IDs for scorekeeping, and distributing jerseys.

SOP 5: C Team Balancing Process

All VMHA C Hockey divisions must follow the evaluation process below. If unable to do so, Division Managers must notify VP2 immediately for adjudication.

PART 1: "C" Evaluations

Evaluations are conducted by all head coaches or their proxies, who rank players.

  • The top player receives a ranking of "1", the second player "2", and so on.
  • Goalies are evaluated separately and ranked as a complete cohort.

PART 2: Preparing Evaluation Results for Selections

  1. Players are ranked by position (for U13-U18, divide forwards and defense; for U11, maintain a single list).
  2. Ties are resolved with decimals or randomization if necessary.
  3. The draft proceeds by positions: all forwards first, then defense.
  4. Coaches may protect one assistant coach or manager, not both.
  5. No friend requests are guaranteed, though they may be considered in the draft.

PART 3: Team Formation Process – Player Draft

  1. The draft is conducted in a snake format (1, 2, 3, 4, 5, 6, 6, 5, 4, 3, 2, 1).
  2. Teams are ranked by their protected athletes' combined ranking.
  3. Coaches select from the top 6 players on the draft sheet at any given time.

PART 4: Team Formation Process – Goalie Assignments

  1. Goalies are assigned based on evaluation rankings and paired up if needed.
  2. Goalie duos are assigned in order of team ranking, with the team having the lowest score receiving the highest-ranked duo.

PART 5: Final Notes Prior to Balancing Games

  1. Each team plays every other team once in balancing games.
  2. Coaches should instruct their players to play at their best.
  3. Balancing is evaluated based on wins, losses, goals for/against, and shutouts.

PART 6: Team Formation Process – Balancing Games

  1. Each team plays every other team once.
  2. Points are awarded based on performance:
    • One-goal win/loss = 0 points.
    • Two/three-goal win/loss = +1/-1 points.
    • Four-goal or more = goal differential as points.
    • Shutouts = -1 point (unless 0-0).
  3. Based on these points, trades may be made to balance teams.

Appendix

Balancing Report Example

An example report outlining the balancing process, game summaries, and team adjustments. Include:

  • Overview of the process.
  • Game summaries (shots, goals, key moments, missing players).
  • Actions taken to balance teams.