Sportmanship Cup - Coach Bulletin 1
December 7, 2015
We hope you have had a happy Thanksgiving
Please read all of the following information carefully. Beverly Hills teams should note that there are special instructions for you in a number of instances.
Here are key dates. More information is given below:
|Teams Except Beverly Hills||Beverly Hills Teams|
|Payment due date (see below para 1)||NOW!||We will debit your tournament account – make sure it has enough funds in it|
|Referee information (see below para 1)||Thursday December 10||Tuesday December 8|
|Roster signed by regional commissioner so we can have rosters in the binders at the fields (see below para 3)||Received by us Monday December 14 at 5 pm||We will do this for you but you need to have your roster finalized by December 14|
|Roster submitted on-line so we can do line-up cards (see below para 3)||Monday December 14 at 5 pm||Your division director will do this but you must enter uniform numbers by Tuesday December 15|
|Game Schedules||We expect to post these online on Sunday evening December 13|
|Referee Schedules||We expect to post these online on Wednesday December 16|
Mark and Cindy Dubin, Tournament Directors
Michael Karlin, Webmaster/Scheduler AYSO
Jeff Wolfe, Referee Scheduler
READ ON . . .
Please https://www.ayso76.net/inleague/cup/cup_login.cfm as soon as possible. Log in using the password you created when you signed up. You will then be able to submit your roster on-line (this is required) and you should also submit referee information if your team will be sending referees. You can also correct or supplement most items of information about your team.
Beverly Hills teams - you need to log in this way only to submit cup referee information. Otherwise, log in as a registered user in the usual way.
If you have already paid, many thanks! It can take us a few days to match up payments by check with our database of teams.
If you have not already paid, please do so as soon as possible. We must have a regional check for $700 (U14), $675 (U12) or $600 (U10) – sorry, under AYSO National rules, we cannot accept credit cards or personal checks. The check should be payable to AYSO Region 76 and mail it to PO Box 1761, Beverly Hills, CA 90213. We begin scheduling on Saturday December 12 and if we don't have your regional check in our hands, your team will be waitlisted. If you need to make special late arrangements to get us a check, contact email@example.com.
Once we have received payment, the status of your team will be changed from Pending to Accepted on the Team Status Page. Please give us a day or two as we have to empty our PO Box and get the information into our system.
Beverly Hills teams: Do not pay or submit check requests. We will debit your tournament team account. Please make sure that your parents have contributed enough funds to your team account. IF YOU DO NOT HAVE ENOUGH FUNDS, your team may be unable to play but the team will still be charged.
2. REFEREE SUBMISSION GUIDELINES
ALL QUESTIONS ABOUT REFEREEING: Send an email to our Cup Referee Scheduling Team at firstname.lastname@example.org
2.1 FOR TEAMS FROM ALL REGIONS (EXCEPT BEVERLY HILLS - Region 76, see below)
- Referee teams must be submitted ONLINE on the Cup website NO LATER than Thursday, December 10th. ONLINE submissions are the ONLY manner in which referees can be submitted to the tournament.
To guarantee a full referee refund, a team of 3 referees qualified to referee in your
team’s age division must be submitted by this deadline. Log in through
the team status
page to submit your referees.
- To earn a full refund, a total of 9 assignments (3 referees for 3 games) is
expected by each referee team. In some cases, tournament scheduling challenges result
in a team being assigned fewer than 9 assignments. As long as a complete and qualified
team is submitted online by the December 10th deadline, your team will receive the
full refund even if you are assigned fewer than 9 assignments…provided, of
course, that you complete each of the assignments that are assigned to your referee team.
- Partial, prorated refunds will be provided for teams that have fewer than 3
referees. However, the referees still must be submitted ONLINE by the December 10th
deadline to qualify for the proper prorated refunds.
- For referees that are submitted after the December 10th deadline, we will make
every effort to assign your referee team to games. However, your refund will be
prorated based on the number of assignments you receive, with NO GUARANTEE that
you will receive any assignments at all. The only way to ensure a full refund
is to submit a complete and qualified team by the December 10th deadline.
- Feel free to submit as many referees as you wish. We will allocate the 9
assignments required among all the referees submitted.
- YOUTH REFEREES ARE WELCOME AND WILL EARN FULL CREDIT. YOUTH
REFEREES MUST, HOWEVER, EITHER (A) BE ACCOMPANIED BY AN ADULT MONITOR OR (B)
BE PART OF A TEAM WITH ONE ADULT REFEREE (THE ADULT DOES NOT HAVE TO BE THE CENTER REF). All Youth Referees must be submitted ONLINE just like the rest of the referee team.
2.2 REFEREES FOR TEAMS FROM BEVERLY HILLS - Region 76
All REGION 76 TEAMS are required to follow the following procedures for Sportsmanship Cup referees. Any team that does not complete each of their referee assignments or does not follow the process defined below WILL NOT BE GRANTED REGIONAL APPROVAL FOR PARTICIPATION IN POST SEASON TOURNAMENTS including, but not limited to, RIVERSIDE LOCOMOTION. SO PLEASE READ THIS INFORMATION CAREFULLY!!!
- Please SUBMIT YOUR
REFEREE NAMES ON THE TEAM
STATUS PAGE for ALL referees whose children are participating in the
tournament. Please make sure to use the referee's email address on the form (not the coach's email address, for example). This must
be done no later than TUESDAY, DECEMBER 8th. And if you have more than 3 referees,
please submit ALL OF THEM. This will mean fewer assignments for each referee as we will allocate the teams assignments to the
available list of referees for the team.
- Coaches must CONFIRM REFEREE AVAILABILITY prior to submitting a referee as part of their team.
Only submit referees that you already have confirmed will be available during the Cup weekend.
- If a referee is submitted as part of more than one team, they will be ASSIGNED AS PART OF BOTH TEAMS. This means the a referee
could RECEIVE UP TO 8 ASSIGNMENTS DURING THE WEEKEND. So make sure to check with your referee and
confirm that they are only SUBMITTED AS PART OF ONE TEAM. If a referee has more than one child playing in the tournament, coordinate with the referee to ensure they are only submitted
as part of the team with which they want their assignments coordinated.
- Only enter ACTUAL REFEREES as part of your submission who you expect to complete the referee assignments. DO NOT ENTER PLACEHOLDERS, or names of referees that will not participate
just to reach the submission requirement of three referees. The names of referees submitted WILL BE USED to schedule games and the use of "placeholders"
will only serve to confuse the referees named, make the scheduling process more difficult, and increase that chances that one of your assignments is not filled, resulting in the EXCLUSION OF YOUR TEAM FROM PARTICIPATING IN FUTURE TOURNAMENTS.
- Each referee may be asked to complete UP TO 4 ASSIGNMENTS over the
course of the weekend. Typically, the majority of Region 76 referees are assigned
fewer than 4, but in some cases 4 will be required.
- Each referee may be asked to MISS ALL OR PART OF ONE GAME INVOLVING THEIR CHILD. Obviously, we will minimize this to the extent
possible but the logistics of this tournament due to the distance between the fields
will make this a requirement in some cases. For those families that have a
CHILD PARTICIPATING ON MORE THAN ONE TEAM, THIS WILL BE EVEN MORE LIKELY
since scheduling around the games of two different teams is typically not possible.
- While assignments are given to individual referees in our system, each assignment
is still the responsibility of the team. THEREFORE, IF A REFEREE ON YOUR TEAM REJECTS ONE OR MORE OF THEIR ASSIGNMENTS, THE TEAM COACH WILL BE RESPONSIBLE FOR
FINDING ANOTHER REFEREE TO FILL THE SPOT. Please make
sure your referees know this. We have had serious issues in the past with Region 76
referees simply refusing to do their referee assignments since as the hosts, we do
not charge a referee deposit for our own teams. In those situations, THE AFFECTED TEAMS WERE NOT APPROVED FOR RIVERSIDE LOCOMOTION AND DID NOT PARTICIPATE IN THAT TOURNAMENT. If the individual volunteer referee understands that the
team will still need to fill the spot, and understands the consequences of simply rejecting the assignment, the probability of a cancellation will be
We do not require ID cards, birth certificates, photographs, etc. or even line-up cards.
3.1 ALL TEAMS (EXCEPT BEVERLY HILLS TEAMS)
You need to do BOTH of the following:
- Send us your roster signed by your regional commissioner
- Submit your roster online at the team status page
We need you to submit your roster online at the team status page because we print out line-up cards (you don't have to do this). The online roster must be submitted no later than Monday December 14. That way, we can print out line-up cards and get them to the fields on time.
We need you to send us a roster signed your regional commissioner – it’s an AYSO requirement. You can do this in any of the following ways:
- After completing your roster online, you can print it out.
- We will accept an eAYSO form.
- We will accept your own region's form if it has all the same data
Then get it signed by your regional commissioner and:
- Mail it to us at AYSO Region 76, PO Box 1761, Beverly Hills, CA 90213
- Scan the signed roster and send it as a pdf to Mark and Cindy at email@example.com. Please include the following in the subject line: "Sportsmanship Cup Roster - [Division], [Region] and [Coach Last Name]". For example, "Sportsmanship Cup Roster - BU14, Region 76, Dubin".
- If you don’t have access to a scanner, please fax the signed roster to Michael Karlin at 310-388-5537 but this is a last resort! - but we still need the basic player data to be submitted online.
- THE DEADLINE FOR RECEIVING THE SIGNED ROSTER IS 5 PM ON MONDAY DECEMBER 14. Don’t take chances with the U.S. Mail close to the deadline – back it up with a scan and email.
If you have NOT provided us with a signed roster before 5 pm on December 14, then please bring FOUR COPIES of a roster, each signed by your Regional Commissioner to the fields. You will need to present one copy at each field at which you play.
3.2 BEVERLY HILLS TEAMS
You do not have to submit your rosters online or print them out and get them signed. However, you must enter uniform numbers online using the uniform number assignment feature in Team Rosters & Admin. Make sure your division director assigns all your coaches and players to your Sportsmanship Cup team (not the same as the assignments for tournament and All Star teams.)
Our preferred method of communication is by email. You must designate an email contact who checks email regularly in case there are any important announcements about the tournament as a whole or your team in particular. You can do this on your team's status page.
Email sent to firstname.lastname@example.org will end up in the hands of Cindy Dubin and Michael Karlin. One of us will get back to you. You can also call us but this generally will result in a delayed response.
5. NEWS AND THINGS TO DO
Please visit the main Sportsmanship Cup page at http://www.ayso76.org/cup/ for more information, including news, things to do, directions to fields and, in due course, game and referee schedules.
Mark and Cindy Dubin, Tournament Directors
Michael Karlin, Founder and Scheduler
Jeff Wolfe, Tournament Referee Administrator