VMHA Team Managers Manual

VMHA Team Managers Manual

Role of Team Managers

Team Managers play an essential role in ensuring the hockey season runs smoothly. They regularly communicate with families, support coaches with administrative tasks, and manage the day-to-day details of the team. Managers also liaise with their Division Manager and board members such as the Ice Allocator, Registrar, and Coach Coordinator.

All Team Officials must attend the PCAHA and VMHA Coach/Manager meetings, typically held in late September or early October.

Start of Season

Responsibilities begin once a team is finalized:

  • "A" Divisions – following the conclusion of tryouts.
  • "C" Divisions – once balancing games have finished.

The Division Manager will submit the final list of players and officials to the Registrar, who will then update the Hockey Canada Registry (HCR) and TeamSnap.

TeamSnap

Each VMHA team is assigned a specific name (e.g., U11A1). Do not change your TeamSnap team name.

Team Managers receive Manager-level access, allowing them to:

  • View player/parent contact information*
  • Monitor player availability for games, practices, and events
  • Communicate via email and chat
  • Track payments and items
  • Share files and photos

*This information must be used strictly for VMHA-related matters. Participants may choose to hide their contact information in their own TeamSnap settings.

Team Officials

Every team must include:

  • Head Coach
  • At least one Assistant Coach
  • One or two Hockey Canada Safety People (HCSPs)
  • Team Manager

Rep ("A") teams may also appoint a Team Treasurer to manage the budget and team expenses.

Important: Both parents of a player cannot hold team staff positions on the same team.

All Team Officials qualify for the $160 Volunteer Refund.

To request additional officials, the Team Manager must:

  1. Email the prospective volunteer, asking them to complete the online application.
  2. Copy registrar@vmha.com and the Division Manager on this email.
  3. Wait for the Registrar to confirm required credentials before the official is added to the roster.

Officials may not participate with the team until all certifications are completed, including:

  • Hockey Canada Number (HCN)
  • Criminal Record Check (CRC)
  • Respect in Sport (RIS)
  • Concussion Awareness Training
  • Coaching clinic or HCSP course (deadline: Dec. 1 or 15 depending on division/age group)

Scheduling

  • All practices are entered into TeamSnap by the Ice Allocator. Managers should not add, edit, or delete practice times.
  • Managers are responsible for entering all other events (games, tournaments, meetings, parties, etc.) into TeamSnap.

League schedules will be posted in October on the PCAHA Schedules/Standings Website and in HiSports.

For conflict games:

  1. The home team must propose a new date/time.
  2. The Manager contacts the visiting team to confirm.
  3. The update must then be reported to the Ice Allocator and PCAHA League Manager.

Ice Guidelines

VMHA guidelines are available on the association website.

Game Numbers

  • Automatically assigned by PCAHA for league games (U11+).
  • For exhibition games, Managers must email the PCAHA League Manager in advance with:
    • Date, start/end time, location, home/away teams.
    • The League Manager will assign a game number and upload it to HiSports.

Tournaments

  • Teams must submit the tournament approval form to the VMHA President once accepted into a tournament.
  • A Tournament Permission Number (TPN) must be obtained by emailing the PCAHA League Manager with:
    • Tournament name, hosting association, dates, location, sanction #

"C" teams short of players may apply for Tournament Player Relief using the appropriate form along with parent consent forms and the TPN.

Score & Timekeeping

  • The home team provides scorekeepers and pays officials.
  • All scorekeeping is completed electronically via HiSports. A device with internet access is required.
  • Managers must ensure scorekeepers have the team's HCR ID and game number in advance.

Spordle

Once rosters are finalized, Managers and Head Coaches will be automatically linked to their team in Spordle.

Spordle provides:

  • HCR ID
  • Schedule and game numbers
  • Team contact information

Scorekeepers require:

  • Team HCR number (found in Spordle under My Account → Teams)
  • Game number (in Spordle or on the PCAHA Schedules)

Additional resources: Spordle Help Centre.

Referees

Requests must be emailed to refassignor@vmha.com.

  • Exhibition Games U9–U13 (A & C): Email Referee Assignor directly with game details.
  • Exhibition Games U15+: If scheduled more than 3 days in advance, officials are assigned by the Zone Assignor. Less than 3 days' notice means Managers must contact the VMHA Referee Assignor.
  • Regular Season U13 and below: Officials are assigned automatically via Spordle PLAY.
  • Regular Season U15+: Assigned when schedules are created, unless a late reschedule occurs.

Payment of Referees:

  • The home team pays in cash only at the start of the game (exact change required).
  • Fee schedules are available on the association website.

Reimbursement:

  • Teams receive an advance from the VMHA Treasurer.
  • Submit receipts to treasurer@vmha.com.
  • End-of-season reconciliation is required.
  • Note: VMHA does not reimburse referee fees for exhibition games (except Rep Phase 2 tryouts up to Sept 25 and "C" balancing games).

Affiliate Players

Affiliate Players are assigned by Division Managers and must follow PCAHA and VMHA policies. Unauthorized use can result in suspension, forfeits, or fines.

"A" team managers may also help ensure affiliates attend practices as directed by coaches.

Special Event Sanctioning

Special Event sanctions are required for activities such as dryland training, fundraisers, and any non-regular programming.

See association policies for more information. Use vmhaadmin@vmha.com on the request form.

Team Uniforms, Apparel & Equipment

  • Division Managers will distribute uniforms. Managers must track and return them clean and in good condition at season's end.
  • Equipment requests: equipment@vmha.com
  • Apparel orders: Contact your Division Manager

Unauthorized use of the VMHA logo is prohibited.

Complaints & Conduct

  • Complaints should first be resolved at the team level. If unresolved, escalate to the Division Manager, then to the President or Vice President. VMHA Complaint Resolution Process
  • All teams must hold a pre-season meeting outlining behaviour and safety expectations. Both players and parents must understand consequences before discipline is applied.

End of Season

The Division Manager will coordinate the collection of equipment in late February or early March. Further instructions will be provided at that time.

Thank you for your commitment and dedication to making the Vancouver Minor Hockey Association a success!