Harvard Soccer Club Calendar ...

C o m m u n i c a t i o n s C a l e n d a r
January
Timing	Responsible	Action	Exact Date
Week 1	Travel Program coordinators	Provide board with play-up requests Meet/talk with coaches to verify number of teams and placement
	Board	Sunday board meeting Coordinators present to board – # of teams, placements and exceptions Any play-up requests are reviewed Review web for content refresh needs and give to Communications Director
Week 2	Travel Program Coordinators	Submit final list of teams and placements to Harvard NVYSL Representative (Dennis)
Week 3	NVYSL Representative (Dennis)	Team placements communicated to coordinators by NVYSL Representative (Dennis)
	Coach Development Director (Janine)	Establish Tryout/Jamboree dates for U10/12 and work around nature’s classroom and any other major events that all kids in one class have
Week 4	Communications director (Open)	Post tryout / jamboree dates Refresh web content

February
Timing	Responsible	Action	Exact Date
Week 1	All coordinators	Gather equipment needs from coaches and notify Equipment Czar (Jeff) of needs
	Ben / Player Development Director (Paul)	Establish indoor gym time for March for teams interested, clinics are an option if coach and player development coordinator can get clinicians
	Coach Development Director (Janine)	Plan coaching training /events for spring season
	Player (Paul) Development Director	Plan player development training /events for spring season
	NVYSL Rep (Dennis) / Coach Dev Director (JB)	Set date for spring coaches meeting and send initial note to coaches on meetings for March
	Equipment Czar (Jeff)	Submit order for equipment
	Travel Program coordinators	Compose 1^st draft of teams and discuss any moves with coaches if not already done
Week 2	All	Sunday board meeting (1st week is Super Bowl Sunday) Travel Coordinators present/submit to board – initial team composition, player moves (up or down) and any potential issues
Week 3	Webmaster (Gerry)	Waitlist players that are registered but have not paid
Week 4	NVYSL Rep (Dennis)	Affiliate players with MYSA

March
Timing	Responsible	Action	Exact Date
Week 1	Board	Sunday board meeting Travel Coordinators present to board – final team composition, player moves (up or down) and any potential issues
	NVYSL Representative (Dennis)	Send reminder note to coaches on meetings at end of month
	NVYSL Representative (Dennis)	Request and gather coach pledge forms from all coaches and communicate need for CORI forms to be completed
	Travel Program Coordinators	Submit rosters to NVYSL Representative (Dennis) MTOC must have pictures included
	In town and Travel Program Coordinators	Send welcome note to coaches and provide team rosters and tell them to secure practice times/location with Field Coordinator (Dennis)
	In town and Travel Program Coordinators	Send parent communicate letter. Usually includes season information, overview of teams (#, coaches) as well as brief description of how the teams were made. Include player code of conduct.
	Coaches	Secure practice times and locations by submitting an email request to the Field Coordinator (Dennis)
Week 2	Coach Development Director (Janine)	Contact evaluators for Jamboree
Week 3	Field Coordinator (Dennis)	Publish practice times on web
	Field Coordinator (Dennis) with help from board and coaches	Prep fields and goals
Week 4	Coaches	Attend NVYSL meeting
	U6-U18 Coaches, NVYSL Representative (Dennis), Coach/Player Development Directors (Janine/Paul), Coordinators	Harvard coaches meeting(s) for U6-U18 to hand out equipment, game ball, shirt, give update on jamboree, spring expectations, evaluation form handed out, player development plans, other reminders. In-town program meeting often separate meeting.
	Field coordinator (Dennis)	Posts message to website with field status, coordinate with Park & Rec
	All Coordinators	Make adjustments to rosters as needed based on player conflicts with practices

April
Timing	Responsible	Action	Exact Date
Week 1	Board	Sunday board meeting
	God	Season starts (field conditions permitting)
Week 2	Communications Director (Open)	Spring and summer training programs note to coaches/parents Tournament note to coaches for John Smith / others Update website with items of interest for fall (ongoing through season)
	Coach Development Director (Janine)	Hold license courses in April
	Field coordinator (Dennis)	If delay due to fields, make sure message is updated
Week 3	Travel Program Director (Chuck W) / In-town Program Director (Darren)	Identify coordinator needs for the fall and begin recruiting
Week 4	Webmaster (Gerry)	Registration note for jamboree sent out

May
Timing	Responsible	Action	Exact Date
Week 1	Board	Sunday board meeting
	U8/U10 coordinators	Play-up requests for fall forecasted and reviewed
	U10/U12 Travel Program Coordinators	Form teams for jamboree
	Communications Director (Open)	Reminder to players to register for jamboree
	Webmaster (Gerry)	Check for duplicate registrations. Open Fall registration, send communication out to all past registrants. (How to get to U6 players and new members to town?)
	U14 Coordinator (Karen) / Player Development Coordinator (Paul)	Contact Bromfield about players registering for fall teams
Week 2	All coordinators	Midseason checkpoint – contact coaches to see how things are going
	NVYSL Rep (Dennis)	MTOC/NCUP roster freeze
Week 3	Coach Development Director (Janine) U10/U12 coordinators	Tryout/Jamboree 1 (either U10 or U12)
Week 4	Coach Development Director (Janine) U10/U12 coordinators	Tryout/Jamboree 2 (either U10 or U12)
	All coordinators	Message to coaches reminding them that evaluations are due next week
	Interested coaches	Memorial Day weekend tournaments (Devens)

June
Timing	Responsible	Action	Exact Date
Week 1	Board	Sunday board meeting Schedule summer board meetings to work around individual calendars
	Coaches	All evaluations due to coordinators
	U10/12 Coordinators	Consolidate all data for coaches meetings
	U10/12/14 Coordinators	Proactively reach out to those that have not signed up that played in the spring and last fall (group email)
Week 2	All Coordinators	Collect all equipment and return to Equipment Czar (Jeff)
	U10/12 Coordinators	Hold team placement meetings for respective age/gender groups (U14 TBD) before school gets out
	Webmaster (Gerry) / Registrar (Dennis)	Fall registration closed, all future registrations are late and require late fee (one or two week grace period – at most - sometimes given)
	Travel Program Coordinators (U10/12/14/16/18)	Follow-up individually with those that have not signed up that played in the fall (individual email and/or phone call)
	Travel Program Coordinators (U10-U14)	Any evaluations not completed? ALL EVALS MUST BE SUBMITTED.
Week 3	U10/12 Coordinators	Hold team placement meetings for respective age/gender groups (U14 TBD) before school gets out
Week 4	Board	Sunday board meeting (before 4th of July weekend preferably)

July
Timing	Responsible	Action	Exact Date
Week 1	Travel Program Coordinators	Submit initial number of teams and placement to Harvard NVYSL Representative (Dennis)
Week 2		Any revisions to placement or number of teams due to NVYSL Rep (Dennis)
Week 3	NVYSL Representative (Dennis)	Submit final number of NVYSL teams per age group and final placement Send reminder to all coordinators of dates in August that everything is due
Week 4	Travel Program Coordinators	Travel Coordinators present/submit to Travel Program Director – initial team composition and any potential issues
	Webmaster (Gerry)	Waitlist players that are registered but have not paid
	NVYSL Rep (Dennis)	Affiliate players with MYSA

August
Timing	Responsible	Action	Exact Date
Week 1	Board	Sunday board meeting Coordinators present to board – teams, placements and exceptions Any play-up requests are reviewed
	NVYSL	NVYSL Book goes to print
Week 2	Travel program coordinators	Team rosters due to Harvard NVYSL Representative (Dennis)
	All coordinators	Send welcome note to coaches and provide team rosters
	Coach Development Director (Janine)	Get dates for coaching courses and set up sign-up through the web or communication on how to sign up (mandatory?)
Week 3	All coordinators	Send parent communicate letter. Usually includes season information, overview of teams (#, coaches) as well as brief description of how the teams were made. Include player code of conduct.
	Coaches / NVYSL Representative (Dennis)	Coach pledge forms due to NVYSL Representative (Dennis)
	Coaches / NVYSL Representative (Dennis)	CORI completed for all coaches
	Coaches / Field coordinator (Dennis)	Coaches should secure practice times and locations
Week 4	U6-U14 Coaches / NVYSL Representative (Dennis) / Coach & Player Development Directors (Paul/Janine)	Attend NVYSL meeting Harvard coaches meeting(s) for U6-U18 to hand out equipment, game ball, shirt, fall expectations, evaluation form handed out, player development plans, other reminders. In-town program meeting often separate meeting.
	Field coordinator (Dennis)	Posts message to website with field status, coordinate with Park & Rec Prep fields and goals
	Board	Sunday board meeting (prior to Labor Day weekend - ensure ready for season start)

September
Timing	Responsible	Action	Exact Date
Week 1		Season starts
Week 2	Communications Director (Open)	Indoor soccer note to coaches to form teams and get to Acton Indoor for first session Tournament note to coaches for Pepperell Update website with items of interest for fall (ongoing through season)
Week 3	Coach Development Director (Janine)	Hold License courses in September
Week 4	All coordinators	Mid-season check-in with coaches to see how things are going

October
Timing	Responsible	Action	Exact Date
Week 1	Board	Sunday board meeting
Week 2	Interested coaches	Columbus Day tournaments (Pepperell)
Week 3	Interested coaches	Indoor soccer season begins
Week 3	Hat Czar	Do we want to do winter hats this year? If so, talk with Soccer Stuff
Week 4	Travel Program Director (Chuck W)	Reminder to coaches that evaluations are due
	U14/16/18 Coordinators	Remind school about U14/16/18 program and for players to register for spring soccer Check for duplicate members Open spring registration

November
Timing	Responsible	Action	Exact Date
Week 1	Board	Sunday board meeting Annual meeting / voting for BOD positions
	All	Season End
Week 2	All coordinators	Coordinators can conduct check up phone calls to parents (gathering feedback thru open ended questions such as How was your child’s season? Did everyone get along? How was the coach? Did everyone get to play at different positions at equal time, etc.) We now have a survey that can be utilized for registration
	Coaches / Travel Program Coordinators (U10-U14)	All evaluations due to coordinators
	Travel Program Coordinators (U10/12/14/16/18)	Proactively reach out to those that have not signed up that played in the fall (group email)
Week 3	Hat Czar	If Hats are a go - make them available for ordering for holiday gift ideas and winter warmth – contact soccer stuff and rerun order
Week 4

December
Timing	Responsible	Action	Exact Date
Week 1	Board	Sunday board meeting
	All Coordinators	Review fall season with coaches and any suggestions for spring
	Webmaster (Gerry)	Spring registration closed, all future registrations are late and require late fee (one or two week grace period – at most – sometimes given)
	Travel Program Coordinators (U10/12/14/16/18)	Follow-up individually with those that have not signed up that played in the fall (individual email and/or phone call)
	Travel Program Coordinators (U10-U14)	Any evaluations not completed? ALL EVALS MUST BE SUBMITTED.
Week 2	Travel Program Coordinators	Submit preliminary team placement to Harvard NVYSL Representative (Dennis)
Week 3	Travel Program Coordinators (U10/12/14/16/18)	Follow-up one last time and reach out to those that have not signed up that played in the fall
Week 4		Enjoy a few days of rest

1