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

• HCR Profile, Annual Waivers & New Staff Onboarding (Immediate): Before team rosters can be approved by Hockey Nova Scotia, every bench staff member (Head Coach, Assistants, Managers, Safety Reps) must sign into their Hockey Canada Registry (HCR 3.0) account at register.hockeycanada.ca.
  • Returning Staff: Log in, verify your personal/contact details are current, and ensure all critical annual waivers are signed off. Unsigned waivers are the single most frequent issue that holds up official team roster approvals.
  • New Staff (No Existing HCR Profile): Any coach or volunteer without an existing HCR profile must visit register.hockeycanada.ca and sign up with Truro Area Minor Hockey Association (TAMHA) as a new coach/volunteer. This creates your profile and HCR # so TAMHA can add you to the roster and you can begin your required clinics.
• Certifications & Criminal Record Checks: 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 Coaching Requirements page.
• 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. Official templates can be accessed directly from the TAMHA Document Library:
  • Player Medical Information Form (PDF) — Keep physical copies on the bench at all times
  • Parent / Guardian Code of Conduct (PDF) — Includes Social Media & Fair Play policies
  • Bench Staff Code of Conduct (PDF) — Required for all coaches, managers & trainers
  • TAMHA Jersey Agreement & Signout Form (PDF) — Collect alongside jersey deposit
• Injury Reports & Emergency First Responder Hand-Off: Complete and file a Hockey Nova Scotia Injury Report Form (PDF) anytime a player requires medical attention or misses ice time due to injury (must be submitted within 7 days).
  Critical Bench Binder Protocol for Managers:

  Always keep several blank copies of the Injury Report Form alongside your team's signed physical Player Medical Information Forms in the bench binder at every game and practice.

  Emergency Hand-off Protocol: If an injured player is transported by first responders / paramedics or accompanied to urgent care by a parent/guardian, immediately hand a physical copy of their Medical Information Form (which contains their health card number, emergency contacts, allergies, and pre-existing conditions) and a blank Injury Report Form directly to the paramedics or guardian. This guarantees hospital personnel have critical medical facts instantly, and the attending physician can fill out the medical certification section on site.

• Emergency Action Plan (EAP): Assign an on-ice Charge Person and off-ice Call Person (often the Safety Rep or Manager) to execute the Emergency Action Plan during games and practices. Keep arena-specific emergency protocols and 911 dispatch scripts in your binder. (See Arena EAP Template (Google Doc)).

2. Financial Management

• Team Budgeting & Distribution (Google Drive "Shared with me"): For the 2026–2027 season, each team's official operating budget spreadsheet is automatically generated by VP Finance during bank account onboarding and shared directly with your designated Manager and Treasurer under Google Drive > Shared with me. Your sheet comes pre-populated with your team's division details, roster formula, and fixed association Rep fees ($9,500 Rep / $11,500 AAA / $0 C-League).
  Important — Already started an Excel sheet? Don't panic! For the 2026–2027 season, if you have already created a budget in another spreadsheet, please don't re-type it from scratch! Simply email what you have to TAMHA Finance (vpfinance@trurominorhockey.ca) and we will be happy to merge your existing numbers into the official format for you.
• Team Banking Step-by-Step SOP (Mosaik Credit Union):

  Follow these four mandatory steps to establish and operate your team bank account at Mosaik Credit Union (Truro branch):

  1. Submit Signer Intake Form: Complete the TAMHA Bank Signer Intake Form. Provide the full legal names, team positions (Manager, Treasurer), cell numbers, and email addresses for both signing officers.
  2. Executive Authorization Letter (Handled Directly by VP Finance): VP Finance (Joe Zappia) verifies details and delivers the official TAMHA corporate bank authorization letter directly to Mosaik Credit Union commercial services. Managers and treasurers do not need to request, pick up, or send letters to the bank.
  3. Digital Signing via DocuSign (No Branch Visit): Mosaik Credit Union actively discourages in-person branch visits. Signature cards are generated digitally and emailed directly to both designated signing officers via DocuSign. Both signers must review and electronically sign the authorization package from their email.
  4. Online Credentials & Dual-Authorization Setup: Once DocuSign execution is complete, Mosaik Credit Union emails team account details and a Personal Access Code (PAC) directly to signers to activate digital banking. Dual-authorization is strictly required: e-transfers require one signing officer to initiate and the second to log in and approve before funds release. Counter withdrawals require both signers present or two signatures on cheques. (Questions: vpfinance@trurominorhockey.ca).

• Sponsorship & Fundraising Management:
  • Sponsorship Outreach: Distribute the official Team Sponsorship Request Letter (Google Doc) to local businesses early in the season.
  • Dressing Room Banners & Vector Artwork: If your team creates a dressing room door banner or tournament sponsor board, instruct sponsors to supply high-resolution vector logos (.EPS, .SVG, .AI) or transparent 300+ DPI .PNG files. Web screenshots will result in blurry banner printing.
  • Official Sponsorship Receipts: Provide prompt written or emailed sponsorship receipts to business contributors. Minor hockey team sponsorships qualify as legitimate marketing/advertising business expenses for corporate sponsors.
  • Pre-Account Holding Balances: If sponsorship funds or player fee deposits arrive before your Mosaik Credit Union account is active, hold cheques uncashed and keep cash/e-transfers segregated in a dedicated team holding ledger. Never mix team funds into personal accounts. Deposit all proceeds immediately once the team bank account is open.
  • Budget Tracking & Allocation: Record all incoming sponsorships and fundraising proceeds directly in the Income tab (Sections 1.0 & 2.0) of your official team budget spreadsheet (Google Drive > Shared with me). Ensure clarity on whether funds offset general team expenses (reducing parent fees equally) or apply to specific player ledgers.
• 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

• Team Staff Onboarding & GrayJay Manager Access: Following team selection, each Head Coach is assigned an official TAMHA email account (e.g., <division>hc@trurominorhockey.ca) and contacted by TAMHA to confirm their designated Team Manager. Once the manager is confirmed and provides their verification details (Full Legal Name, Date of Birth, and Hockey Canada Registry / HCR #), TAMHA will provision an official team manager email account (e.g., <division>mgr@trurominorhockey.ca) and grant GrayJay manager access.
• Jersey Sorting, Distribution & Immediate Roster Sync:
  • Equipment Pickup & Sock Availability: Email equipment@trurominorhockey.ca to make arrangements for jersey pickup (Home Crimson and Away White sets) and inquire about availability of matching TAMHA game socks.
  • Sorting & Inspection: Unpack both team sets (Home Crimson and Away White). Sort by size (Small, Medium, Large, XL, Goalie Cut) and lay them out in numerical order to verify that each number has a matching pair in the exact same cut.
  • Allocation: Assign sizes logically based on player size and position (allocate larger cuts to goalies and defensemen wearing bulky shoulder pads).
  • Deposits & Signout: Collect the signed TAMHA Jersey Agreement & Signout Form and jersey deposit ($150 Rep / $50 House post-dated to May 15, 2027) before releasing jerseys. Distribute matching TAMHA game socks at the same time.
  • Immediate GrayJay Roster Number Sync: The moment jerseys are assigned, immediately log into GrayJay Leagues / Teams and enter each player's official jersey number. Electronic game sheets pull numbers directly from your roster; updating numbers right away eliminates pre-game delays before Game 1.
  • Jersey Care Guidelines: Wash jerseys inside-out in cold water on gentle cycle and hang dry only. Never use a dryer (dryer heat melts crests and warps numbers). Keep jerseys away from exposed equipment velcro. Emphasize that game jerseys are strictly for official TAMHA games—never for practices or street hockey.
• 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, excluding tournaments).
• Booking Opponents: Use GrayJay Central to identify teams from other associations in your division/tier and obtain contact info. Click their crest and navigate to the staff tab to view direct manager and coach contact details.
• Exhibition Games Step-by-Step SOP (Home & Away):

  Out-of-league exhibition games require a specific workflow because they bypass standard league scheduling. Follow these six steps:

  1. Arrange Opponent: Contact the opposing manager via GrayJay Central to agree on date, time, venue, and cost sharing (customary: host team provides ice, refs, and timekeepers; away team hosts a return game, or costs are split 50/50).
  2. Confirm Ice Allocation: For Home games, confirm your allocated ice slot with TAMHA ice scheduler or purchase extra ice at Rath Eastlink Community Centre (RECC) or Colchester Legion Stadium. For Away games, confirm arena location, pad, and dressing room arrival times with host manager.
  3. Create Game in GrayJay: In the GrayJay Leagues / Teams portal:
     • Select Game Type as "Out of League" / "Exhibition".
     • In the Opponent dropdown, select "To Be Announced" (or out-of-league placeholder), then manually type the opponent's full association and team name (e.g., "Pictou County Crushers U13 A").
     • Select the venue, ice pad, game date, start time, and duration.
  4. Submit Spordle Travel Permit: Hockey Nova Scotia mandates an approved travel permit for all exhibition games (both home and away) and tournaments. Submit your permit request via https://myaccount.spordle.com/manage/permit at least 48 to 72 hours in advance for association and HNS sign-off.
  5. Book Officials & Timekeepers (Home Games): The home manager must ensure certified on-ice officials (referees/linespersons) and off-ice officials (timekeeper) are assigned. Contact the TAMHA Referee-in-Chief (RIC) / assignor immediately upon booking exhibition ice, and re-confirm assignments 24–48 hours prior to puck drop.
  6. Prepare Paper Game Sheet (Mandatory Limitation): GrayJay does not support live game scoring or electronic game sheets for out-of-league games. You must prepare a physical paper game sheet before game day:
     • Pre-populate or affix printed roster stickers detailing all player names, verified jersey numbers, and bench staff (with HCR numbers and certification levels).
     • Have the opposing manager affix their roster and have both Head Coaches sign before puck drop.
     • Ensure referees sign the completed sheet at the end of the game. Keep a copy for team records and email a photo to TAMHA if required.
• 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 for regular league games. (GrayJay Instructions).
• 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
  • New Brunswick: Hockey NB Sanctioned Tournaments
  • PEI: Hockey PEI and individual minor hockey association sites.

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 recruit volunteers. Key agenda items:
  • Financials & Addressing Sticker Shock: Present the drafted budget. Proactively explain that the rep fee ($9,500 standard / $11,500 U13 AAA) is all-inclusive and already incorporates the $550 jersey fund, HNS/league fees, and two pairs of official game socks per player, split into two installments (Nov 30 & Jan 31) so early team sponsorships can reduce parent cash calls.
  • The 24-Hour Rule: Mandatory cooling-off period before contacting coaches/managers about game decisions. "Leave the coaching to the coaches."
  • Rule of Two & Dressing Room Conduct: Strictly enforce Hockey Canada's Rule of Two (two screened adults present whenever players are in the dressing room). Strict ban on cell phones and recording devices.
  • Rink Supervision (No Unsupervised Drop-offs): Parents must not drop players off early or leave them unsupervised at the rink. Arrival times must align with team rules (e.g., 45 mins before games, 30 mins before practices) when screened team staff are on site.
  • Dressing Room Music & Team Speaker: Confirm Head Coach preferences for music. Designate who manages the team Bluetooth speaker, and enforce rules on acceptable music (clean/radio edits only, respectful volume, muted when coaches speak).
  • Volunteer Roles: Recruit Treasurer, Safety Person, and Dressing Room Monitors.
• Team Communications: Use the GrayJay Teams App for quick parent chat. Always include the team's division in your email subjects (e.g., "U13A-Bearcats: Weekend Schedule & Arrival").
• Game Jerseys & Team Socks (Immediate Need): Email equipment@trurominorhockey.ca immediately to make arrangements for jersey pickup and check availability of matching team socks so the team is game-ready for early exhibition action. Assign numbers, collect deposits, and sync roster numbers in GrayJay.
• Practice Jerseys (Check with Coach): Check with the Head Coach early to determine practice jersey expectations (team-supplied vs. player-supplied colors, e.g., light vs. dark for drills).
• Team Apparel & Swag: Coordinate orders for team tracksuits or off-ice apparel according to TAMHA branding guidelines.
• Team Events & Culture: Book team photography early in the fall. Plan team-building activities (pizza parties, attending a Truro Junior A Bearcats game). Coordinate year-end celebrations and coaches' gifts.
• Fundraising & Sponsorships: Recruit a volunteer to lead initiatives (e.g., 50/50, bottle drives). Distribute sponsor letters to subsidize team costs.