VMHA Initiation Division Manager Manual

VMHA Initiation Division Manager Manual

Table of Contents

Role and Responsibilities

VMHA Division Managers play an important role in every successful hockey season. The Division Manager is the primary liaison between the VMHA Board of Directors and the association members and participants and may interact with multiple directors over the course of the season. Division Managers are encouraged to attend monthly board meetings to provide updates on their division(s) and raise any concerns requiring the Board's attention.

Pre-Season Preparation

The Division Manager's workload is heavily weighted towards the start of the season. All Division Managers will be assigned a VMHA email address and provided access to their division in TeamSnap. It is expected that the member information provided by these platforms remains private and is used solely for the management of the division. A timely reply to all emails/inquiries is also expected.

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 then provide you with setup instructions for the Division Manager Email.

In-Season Duties

Meeting Attendance and Reporting

All Division Managers are required to attend:

  • The VMHA division manager meeting prior to A tryouts or C/Initiation evaluation.
  • Both the PCAHA and VMHA Coach/Manager meetings as scheduled (Mid- to late-September/early October).

Division Managers are also requested to attend monthly Board Meetings and provide a brief written report on their activities and any issues arising.

SOP 2: Monthly Reports

Steps:

  1. By the 5th of the month, reach out to each team manager/head coach duo and confirm one or two highlights from the team's progress.
  2. Report any issues accurately and confirm with the team staff.
  3. By the 10th of the month, provide a summary document to the Initiation Director, cc'd to the Secretary (secretary@vmha.com).
    • Include your name and the division you manage.
    • Include the highlights and any issues for the board to discuss (pressing issues only).
    • Ensure the report is no longer than one page (half a page is preferred).
    • Key items: tournaments entered and played in, team satisfaction, interpersonal issues, conflicts with VMHA policies, and administrative questions.

The Division Manager remains the first point of contact for team officials with inquiries and/or complaints that cannot be resolved at the team level. Such inquiries may be handled with the assistance of the appropriate board member or forwarded to them to address. More information around complaint handling can be found in the VMHA Complaint Resolution Process document.

Division Managers may also be asked to forward relevant information to their teams and assist with the distribution of team equipment and/or other materials related to fundraising, Photo Day, or similar. It is expected that such tasks are completed in a timely fashion.

End of Season Duties

The Division Manager will assist the Equipment Manager with the collection of all jerseys/equipment assigned to the teams in their division.

Start of Season Duties

Confirmation of Head Coaches

Steps:

  1. The Coach Coordinator, with support from the Initiation Director, will confirm head coaches.
  2. Division Managers should receive a list of Head Coaches prior to evaluations. Note that a head coach can only be a head coach for one VMHA team.
  3. Notify the Coach Coordinator and the Initiation Director immediately if coaches cannot attend evaluation sessions.

Volunteer coaches in each division will be responsible for on-ice activities during player evaluations. The players will be assessed by 3 independent evaluators. The Division Manager should ensure each assessment group is adequately staffed; on-ice and off. Practice plans can be provided if needed.

Player Evaluations & Preliminary Team Formation

Prior to the start of the season, the Registrar (registrar@vmha.com) will provide Division Managers with access to their division via TeamSnap. Evaluation groups and their schedules will be uploaded in advance. Division Managers may communicate with participants via TeamSnap or their VMHA email. An introductory email should be sent to all participants before evaluations to ensure everyone is aware of the schedule, check-in procedures, etc.

SOP 3: Preparing Evaluation Groups

Timing: Approximately 7-14 days before Evaluations.

Steps:

  1. Receive Evaluation Group Information from Registrar (registrar@vmha.com).
  2. Ensure you have at least one HCSP arranged for each ice time
  3. Obtain Pinnies for your division from the Equipment Manager (equipment@vmha.com).
  4. Ensure Evaluation Groups are put into an Excel Spreadsheet Template for the Evaluations (Provided by the Registrar).
    • Indicate the evaluation group and age group on every page.
    • Ensure each player has a unique pinnie associated with their name in the Excel Template.
  5. Print out two master lists, including player names and pinnie numbers.
  6. Print out 3 Evaluation Lists, which do not have player names -- only pinnie numbers and evaluation sections.

SOP 4: Pinnies and Evaluation Handouts

Steps:

  1. Confirm with the Registrar by email that there will be a table available for you.
  2. Ensure you take the following to the rink:
    • Laptop or tablet.
    • Master list of players and pinnies.
    • 3 copies of the evaluation sheets (no names, just pinnie number).
    • 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.

At the conclusion of assessments, the Division Manager, with support of the Initiation Director, will ensure agreement on the rating of each player, create preliminary balanced teams, and meet with the head coaches to discuss these teams. This shall be done using the Preliminary Team Formation Process found in SOP 5 below. Any questions regarding the process shall be directed to the Initiation Director (initiation@VMHA.COM). Note that each head coach may request one assistant coach or team manager be placed on their team. Friend or carpool requests may be provided but shall not take precedence over team balancing.

Balancing

The Ice Allocator is responsible for scheduling balancing/exhibition games (U9) or scrimmages (U7).

U9 Division Managers are responsible for:

  • requesting an advance for payment of referees for balancing games. Please refer to the Manager Manual under Paying Referees and Referee Fee Reimbursement
  • Obtaining team ids from the registration. These are required for scorekeeping in Spordle

Steps:

  1. Contact the Equipment Manager (equipment@vmha.com) to obtain jerseys.
  2. Enlist a parent volunteer to assist with jersey distribution and collection.
  3. Ensure jerseys are distributed and collected at each game.

In Initiation hockey the goal during balancing will be for each team to play every other team at least once. For U9, confirm game numbers with the appropriate PCAHA League Manager at the time of scheduling. The U9 Division Manager will need to request officials for each game from the refassignor@vmha.com. The Division Manager should be present at each balancing game/scrimmage to record their observations; for U9, they also arrange scorekeepers and timekeepers and ensure the officials are paid.

Finalizing Teams

Steps:

  1. Meet with the coaches at the conclusion of balancing games to discuss any adjustments required and facilitate any final trades.
  2. Forward the final team rosters to the Registrar, and once posted in Teamsnap, ensure all players and team officials are properly assigned.
  3. Forward the names and contact information for the Head Coach and Manager of each team to the appropriate PCAHA League Manager.

The Division Manager will write a balancing report outlining the outcome of each game, identifying strengths and weaknesses of each team, and explaining any player movement between teams. The balancing report should be provided to the appropriate PCAHA League Manager, as well as the VMHA President and Coach Coordinator, before the start of league play. An example for the required format is found in the appendix. The Template can be obtained from the Registrar or from the Initiation Director.

Affiliate Players

Steps:

  1. Compile a list of players who can safely participate with the stream/age group above, if needed.
  2. Provide this list to the Division Manager of the higher stream/age group.
  3. Ensure the requesting team is aware of and follows all PCAHA rules, guidelines, and limits pertaining to affiliate players.

SOP 5: TEAM FORMATION AND BALANCING PROCESS

PLEASE READ CAREFULLY

All VMHA Initiation Hockey Divisions shall follow this evaluation process. If a division cannot follow this process for any reason, the Initiation Director will be immediately notified and will adjudicate the team formation and balancing process in conjunction with the Division Manager.

PART 1: Player Evaluations

  • Player evaluations are completed by independent evaluators.
  • Evaluators assess the players as follows:
    • The top player evaluated in a session gets a ranking of "1" ; it is an aggregate ranking of their play.
    • The second top player evaluated gets a ranking of "2"
    • And so on through all players playing. By the end of an evaluation session, you should have every player ranked.
    • Restart the next evaluation session at 1.

PART 2: PRELIMINARY TEAM FORMATION PROCESS

  • During Player Evaluations, head coaches are to submit to the Division Manager if they have a request for an assistant coach or team manager to be placed on their team.
  • Once all evaluations are received, each player is given an aggregate ranking.
  • In consultation with the Initiation Director, the Division Manager will create draft preliminary teams for the Major stream based on aggregate player rankings and head coach requests for an assistant coach or team manager. The draft preliminary teams will include several additional players that are near the Major-Minor cutoff. The draft preliminary teams will be provided to the Major head coaches for their input on where the players near the cutoff are best suited to play and the overall balance of the draft preliminary teams. The Division Manager and Initiation Director will revise and finalize the preliminary teams for the Major stream considering the input of the Major head coaches.
  • In consultation with the Initiation Director, the Division Manager will create draft preliminary teams for the Minor stream based on aggregate player rankings and head coach requests for an assistant coach or team manager. The draft preliminary teams will be provided to the Minor head coaches for their input on the overall balance of the draft preliminary teams. The Division Manager and Initiation Director will revise and finalize the preliminary teams for the Minor stream considering the input of the Minor head coaches.

Division Managers shall not solicit or encourage friend requests from players or families, as this often leads to unanticipated expectations.

If two players wish to play together, they may inform VMHA. Division Managers may consider this information in team formation; however, no guarantees will be made.

PART 3: FINAL NOTES PRIOR TO BALANCING GAMES

  • The best result is a consensus result.
  • It is in everyone's best interests to speak up for themselves and for others in the cause for balancing.
  • A perfect balancing outcome is that every team wins a couple and loses a couple.
  • It is imperative that coaches work with the best interests of the entire age group cohort in mind and not in their team's self-interest.

PART 4: BALANCING GAMES

  • Ideally each team plays each other once. This provides an assessment of each team against each other.
  • Coaches will instruct their players to play to the best of their ability during balancing.
  • U9 Only - The division manager is responsible for requesting an advance for payment of referees for balancing games. Please refer to the Manager Manual under Paying Referees and Referee Fee Reimbursement

Balancing shall be evaluated on a game-to-game basis using the following metrics:

  • Wins and losses.
  • Goals For and Goals Against.
  • Shutouts For, and Shutouts Against.

NOTE: Scores are not kept on the scoreboard for U7 and U9. The Team Manager or an Assistant Coach for each team will unofficially keep score in the stands and provide the score to the Head Coach after the game.

Points are awarded to determine the need for balancing adjustments as follows:

  • One-goal win/loss or a tie = 0 points to each team -- they are considered balanced.
  • Two or three-goal win/loss = +1 point for the win, -1 point for the loss -- they are considered mainly balanced.
  • Four or more goal win/loss -- the goal differential sets the number of points to be given/taken (e.g. a 10-4 game is +6 for the win, -6 for the loss) -- they are considered very imbalanced.
  • If a team is shut out, they earn an extra -1 point (unless a 0-0 tie, e.g. a 2-0 game is +1 for the win, -2 for the loss) -- shutouts can either indicate strong goaltending or the inability to generate offense, indicating a potential balance issue.

At the end of the single game series, rankings are assessed by the points. The points differentials indicate the following:

  • A points differential between all teams less than 10: Likely close to balanced. No trades are recommended.
  • A points differential between any one team and any other team of more than 10 and less than 20: 1 player trade necessary between those two teams (anticipated to be a single trade between the top-ranked and lowest-ranked team).
  • A points differential between any one team and any other team of more than 20, or any case of multiple teams needing trades, will have the trade situation adjudicated by a Board Member.

Player trades shall be from the top 4 ranked players on a team and from the bottom 4 ranked players on a team. The cause of the balancing issue shall be taken into account when considering a trade. For example, if a team is having difficulty scoring, then a proven goalscorer is rightfully sought in a trade. It is inappropriate for a team to unduly 'protect' all of their goal scorers from a trade when a team desperately needs scoring.

Remind coaches that our goal is BALANCE.

In the case of any impasse in the trade process, the Initiation Director shall work together with the coaches and the Division Manager to facilitate the trade. If a trade cannot be facilitated, the Initiation Director can force a binding trade through an arbitration process. Such a decision will be ratified by the Hockey Ops committee prior to enforcement.

Appendix A: Balancing Report Example

VMHA Ux Initiation Balancing Report

Overview

This should explain the process of how you divided the division, what issues/challenges/requests you had and why you think the division was evenly split.

Example: We have 50 players in Hockey 3 this year. This includes 5 players of advanced skill who have moved up from Hockey 2, and three weaker players who moved down from Hockey 4. The teams were formed in late September and we spent the next two weeks trying to accommodate 5 players (all on one team) who had a direct conflict with the home game time.

Game Summaries

This is a recap of all the internal balancing games (and scrimmages) which were played. A short summary/chart will provide a quick snapshot for us. In the case of blowouts or anomalies, the objective is to explain why it happened -- things like the best skater was off playing soccer, the regular goalie wasn't in net, etc. What we're looking for is the reason for the disparities of the scores and the quick reason why you think it happened.

Examples:

NX2000, C1 vs. C2: C1 defeats C2, 8-7. Shots are even at 18 each. Very even play with 4 kids per team scoring goals. Slight edge in puck possession to C2. Most of C1's goals scored off the rush.

NX 2001, C3 vs. C4: C4 wins (8-7), out-shooting C3 slightly (18-15). Balanced game, no clear edge in puck possession. Five players scored for C4, four for C3. In typical H3 fashion, lots of goals scored on breakaways. Item of note: C4 was missing their three weakest players for this game.

NX2002, C1 vs. C3: 13-3 in favour of C3, but shots much closer at 21-17. Six kids scored for C3, three for C1. As is indicated by the score, C3 controlled the play for most of the game. Item of note: C1 practiced just before the game so fatigue very likely played a part in the outcome.

NX2003, C2 vs. C4: Total blowout. C2 out-shot C4 39-10, outscored them 19-5, and completely dominated throughout the game. Items of note: C4 had one of their strongest players (strong skater & 3-goal scorer) in net AND the team's three weakest players were at this game.

NX2004, C2 vs. C3: A very even game, final score 5-4 in favour of C2, who out-shot C3 29-23. Two players scored for each team, and goaltending was stellar at both ends of the ice. Item of note: C3 was missing one of their stronger players (5 goals in previous 2 games).

NX2005, C4 vs. C1: C1 dominated the first half of the game but C4 came on strong in the latter part of the game. Final score was 7-5 in favour of C1. C1 out-shot C4 significantly, 21-11. Five different players scored for C1, and four players scored for C4. Item of note: C4 had one of their strongest skaters in net which likely contributed to C1's dominance in shots taken.

Team Wins Losses Ties
C1 0 3 1
C2
C3 4 0 0
C4 2 2 0
C5 0 4 0

Actions

Based on the games played, it should be clear as to which teams stand out as outliers (or whether or not you are truly balanced). Explain the reasons for the outliers and what you've done to 'equalize' those teams. Do not need names of specific players but descriptions such as second best rated skater, weakest D-man would be good. Outline when the changes were made and the results of the changes and how the next round of balancing games went with these new changes. This could mean a repeat of another set Game Summaries. Finally, a statement why you think you are balanced. We're not really looking for stats but if you are inclined to do so, that will help us as well. Bottom line, what we want to see is that the results of your balancing game (win/loss/tie) are pretty equal amongst all your teams, if not, then we will be questioning why and possibly asking you to make the necessary player moves.

Example: There were four close games and two blow-outs (although the shots were nearly equal in NX2002). C2 and C3 seem to be pretty even but slightly stronger than C1 and C4 (which are also even).

This is a comment from the coach of C1, when asked for his take on the first two games his team played:

Against [C2], we played a fairly close game, although I thought the goaltending was in our favour. They did control more of the play, but I think that it was within reason. Against [C3], our top-ranked player was more of a liability than an asset. He seldom skated, and really did not have a game to remember. He (along with 5 other players on our team) went to the 6:00am practice prior to the 8:15am game, and I would like to think that that made a difference. The other piece of the equation when we played [C3] was goaltending - Bobby made a number of saves, including stopping Toby about 6-7 times on breakaways.

I have spoken with the coaches at length regarding the balance of the teams, as well as what will happen going forward if they are NOT balanced. They are all confident that this is as good as it's going to get, and that any player movement is likely to result in an imbalance favouring C1 and C4 (which is really no different from where we are now).

Thus, I submit that the Hockey 3 teams are as balanced as they can be at this time.