NTB Team Books 101

Everything you need to know to assemble and submit your credential book.

Team Book Overview.

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As Team Manager you are responsible for assembling your team’s credential book. This guide will let you know what needs to be included, in what order your book needs to be organized, how to convert files to pdf, how to submit your book to your Affiliate Registrar, and what to have on hand at Nationals.

A Few Things To Note:

• All books must be submitted electronically in the format described in this guide as the Affiliate Registrars must forward the books to the District Registrar in the stated format as teams advance to Nationals. No physical books will be accepted for credential checks.
• You must have a physical book on your person at Nationals.

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Tips:

• Don’t panic! This looks like a lot of information, but it is broken down into easy to digest sections.
• If you have questions, your Affiliate Registrar will be happy to help! If you are not sure who your Affiliate Registrar is, your Association Registrar point you in the right direction.

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Table of Contents�

Credential Book Documents:

• USAH Roster.
• High School Verification Form .
• Credential Verification Sheet (CVS).
• Game Sheets.
• Consent to Treat (CTT) Forms.
• School identification cards.

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How to Convert Files to PDF.

How to combine PDFs.

How to name files.

How to submit books.

How to name the master folder.

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Final Steps after your book has been reviewed.

Organizing the physical book.

What to expect at nationals.

Due dates and deadlines.

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Team Documents

Please see the following pages for expectations, examples and information about each document required.

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• You will need a printed roster (roster links and handwritten rosters cannot be used) for your book.
• Before downloading your roster please ensure it is up to date.
• Includes an accurate list of players, coaches, managers, volunteers, and at least two non-coach designated locker room monitors.
• Draw a line through anyone who will not be proceeding to Nationals. This can be done after qualifying.
• All players’ DOB and Citizenship is verified.
• All players’ jersey #s (home and away, even if they’re the same!) appear on the roster.
• All players’ positions are indicated on the roster (forward, defense, goalie will suffice).
• All coaches have CEP requirements complete with an expiration date of 2027 or later.
• Reach out to your association’s registrar to add numbers or positions.
• Aside from crossing out those members that are not participating in Nationals you should NOT write/add anything on the roster.
• The team members on the roster must be identical to the team members on the CVS.

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Official USAH 1-TRoster.

Tips:

• Don’t cross off players due to injury unless 110% certain they will not attend! They may end up playing and it’s easier to scratch them off a game sheet than add them on!
• You only need to send your final roster –registrars can see any add/drop history in the USAH portal.

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High School Verification Form.

• The USAH High School National Championship Verification Form will be available from your Affiliate Registrar at the end of December.
• The head coach must sign the Verification Form to indicate that he/she attests that all players on the roster are eligible for high school NTB teams.
• This form must be included in the credential book for all high school teams.
• The Affiliate Registrar will send the form to the host registrar (you should not do that) along with other required paperwork.
• It is up to the head coach and team manger to ascertain that all players are also eligible for their specific roster per CPHL rules.

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• Players must be full-time students in grades 9 – 12.
• 8^th graders are not eligible.
• Post grads are not eligible.
• Players graduating mid-year are no longer eligible for Nationals.
• Players must be under 20 years old on 12/31/26.
• Players are only eligible for 8 consecutive semesters beginning their freshman year.
• 5^th year students are not eligible.

• An auto-populated CVS is needed for your book (a handwritten CVS cannot be used).
• Before filling out the CVS please ensure it is up to date and matches the USAH roster exactly.
• The CVS must include an accurate list of players, coaches, managers, volunteers, and at least two non-coach designated locker room monitors (LRMs).
• Draw a line through anyone who will not proceed to Nationals. (This can be done after qualifying).
• All players’ DOB and Citizenship are verified.
• All players’ jersey #s (home and away, even if they’re the same!) appear on the CVS.
• All players’ positions are indicated on the CVS.
• Reach out to your association’s registrar to add numbers or positions.
• All coaches show CEP with an expiration date of 2027 or later.
• If CEP has not been updated yet, coach will need to show proof of registration for or recent completion of CEP course.
• Check if anyone’s SafeSport will expire in between playoffs and Nationals.
• If the CVS does not have all these items complete/current it will need to be redone.
• No photos or screenshots of CVS forms will be accepted.

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CVS –

Credential Verification

Sheet.

Tips:

• You can get your CVS from your association registrar.
• Double and triple check everything is current and up to date before filling out the CVS.
• Use black ink/editing tool to cross out anyone not participating in Districts/Nationals. Highlighter and pencil degrade if scanned.

• You will need to fill in game information for each player.
• Add the game date at the top of the column and indicate which players participated in the game.
• Games must be against other HS CPHL MacKinnon T1 or non-league HS V teams. A max of 2 games against 18U AA teams will be allowed for game counts.
• The score must be competitive. No blow outs.
• Players must have been on the USAH roster the date the game was played to count the game. (ie; a player added to the roster on 10/20 can not get credit for a game played on 10/19).
• The Affiliate Registrar can see if/when players were added, dropped, and re-added to the roster in the registry portal.
• For a player to get credit for a game they must also show as an active player on the game sheet.
• Back up goalies DO get credit if on the bench.
• Suspended players do NOT get credit.
• If a player is short games due to injury let your Affiliate Registrar know. The player may qualify for a game count waiver.
• Check off the CTT for each person (including coaches, managers, volunteers, locker room monitors) on the roster. This can be added after the team qualifies.
• High School teams need to add a column to check off school IDs for each player. (Can be added after qualify).
• Do NOT write in the “transfer” column. That will auto-populate for players with non-US citizenship.
• Do NOT sign or date the CVS. The Affiliate Registrars do that once the book has been approved.

Filling out the CVS.

Tips:

• Regular season, tournament, and non-league games can all count.
• List games in chronological order. Do not split games up by type of game.
• Add 2 more games than required in case there is an issue with a game sheet, but no more please.
• Do NOT use more than ONE CVS to fit in your games. We do not need every game your team played.
• Examples on how to mark games are on the next few pages.

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Game count totals are easy to see. Dates are legible. CTTs are checked. Coach that will not be in attendance is clearly crossed out. If not attending CTT is not required and games for player do not need to be checked.

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Another way to mark games and indicate game counts. Easy to see games played/not played. Game count totals are listed. CTTs are checked. Jersey numbers and positions are entered. Notice the auto-populated transfer.

Staff information at the bottom of the CVS.

• One coach still shows 2025 expiration for CEP.
• CEP expiration of 12/** is valid.
• 12/** indicates a coach is grandfathered at level 4 and his/her CEP will not expire unless they move to a Tier One (AAA) or Tier Two (AA) roster.
• Do NOT sign or date the CVS.

Check roster for additional information.

• Look at position first, then exp date.
• If Level 4 or 5 look at credits.
• Check SafeSport expiration dates.

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• Notice the manually and very neatly added column and checked off school IDs.
• These can be collected and checked after the team qualifies.
• Consent to Treat forms need to be checked off.
• These can be collected and checked after the team has qualified.
• Everything else shown here is auto-populated.
• Date of birth and citizenship has been verified for all players.

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Aside from adding a column for school ids, do NOT change the format of the CVS in any way.

Game Sheets.

Game Counts:

• High School – 10 games/team; 5/player.
• Against other CPHL MacKinnon T1 or IND HS V teams.
• Max of 2 games vs 18U AA teams are allowed.

Tips:

• Align all gamesheets in the same direction (upright, not sideways). We will be grateful!
• If your carbon copies are illegible when scanned, try adjusting the settings. If the sheets are too light or too dark to read they will not be accepted.

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Game Sheet Musts:

• Must be legible (even for those with old eyeballs).
• Must be signed by head coach.
• Must have referees’ signatures.
• Must include complete game information (date, location, team names, game roster for both teams, game data including goals, and penalties).
• Must be submitted in .pdf format. No .jpeg, .png, etc. Consistent sizing please.
• Must be submitted in chronologic and same exact order as on CVS.

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Game Sheet Must NOTs:

• Must NOT have more than 20 players listed.
• Must not have more than 4 coaches listed.
• Must not have handwritten players added to computer-generated game sheets.
• Do not submit any game sheets that are NOT on the CVS.

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This is a good game sheet. Referee’s name and signature present. Coaches have signed off.

Team roster is legible. Date, age group is listed.

Another acceptable game sheet. Scanned carbon copy with a label (preferred) and legible handwritten roster. Referee and coach have signed. Make sure game sheets with labels do not cover up the coach signatures.

The NAPHL game sheet will be accepted this year if your coaches' names are listed. No guarantees for next year.

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This would not be accepted. Game data, signatures are illegible..

Consent to Treats (CTTs).

Can wait until qualify to add.

• Make sure you are using a current (rev. 6/21) CTT form.
• The form must indicate excess accident insurance up to $50,000.
• Everyone on the roster (players, coaches, managers, volunteers) who will attend Nationals must have a CTT in your book.
• Submit CTTs in the exact order as the team members appear on your roster/CVS.
• Players first, followed by staff.
• Please do not mix staff in with players.
• CTT forms must be filled out completely.
• If no insurance the applicable section needs to be marked with NA.
• Forms must be dated and signed (e-signatures are allowed) or will not be accepted.
• All CTTs must be submitted in .pdf format. Please use consistent sizing. The entire form must be visible. No thumbnail photos!

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Needed for everyone listed on the roster including:

• Players
• Coaches
• Managers
• Locker Room Monitors
• Volunteers

High School IDs.

Can wait until qualify to add.

• Each High School player needs to have his/her school ID included in the book.
• Photo, name of player, name of school, and school year must be visible.
• You will need to manually add a column to your CVS to check off the school IDs.
• Please submit all school IDs in .pdf format in the same order that the players are listed on the roster.
• Contact your Affiliate Registrar if questions regarding a homeschooled player.

Converting and Consolidating Files:

• As teams advance to Nationals, we (your Affiliate Registrars) are required to send your books in the format spelled out in the next few pages.
• ALL FILES MUST BE IN PDF FORMAT.
• Please try to keep to a uniform size. ABSOLUTELY NO THUMBNAIL SIZED ANYTHING.
• Once your documents are converted to PDFs these will be consolidated into 4 total PDFs (NOT 4 folders with multiple pdfs per folder) as follows:
• PDF #1 contains:
• USAH roster.
• HS Verification Form. Add after January 1^st.
• CVS. If you download the form to fill it out, please SCAN it back in. NO PICS OR SCREENSHOTS.
• PDF #2 contains:
• Gamesheets.
• PDF #3 contains: (can be submitted after the team qualifies).
• CTT forms.
• If you have a large number of team members you can split this into 2 PDFs – one for player CTTs and a second one for staff CTTs.
• PDF #4 contains: (can be submitted after the team qualifies).
• School IDs.

How to Convert Files

to PDF on a PC.

• Locate your image file on your PC (File Explorer is the best tool for this).
• Right click on the file and select “Open with”. Select “Photos”.
• In the top right bar, locate the printer icon and click on it.
• From the Printer drop down menu select “Microsoft Save to PDF”, then click “Print”.
• A save window should appear. Label your file clearly (best ways to label are addressed shortly).
• Make sure you save your files so you can easily locate them!

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How to Convert Files

to PDF on a Mac.

• Locate your image file on your Mac (Finder is the best tool for this).
• Double click to open the image in Preview (this is the default image viewing application on Mac).
• If something other than Preview opens, close it, go to the “File” drop down (or right click on the image) to select “Open With” and select “Preview”.
• In the ”File” drop down select “Export as PDF”.
• A save window should appear. Label your file clearly (best ways to label are addressed shortly).
• Make sure you save your files so you can easily locate them!

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Online Conversion Tools.

You can also use an online conversion tool such as the three below.

• https://jpg2pdf.com/
• https://www.adobe.com/acrobat/online/jpg-to-pdf.html
• https://cloudconvert.com/png-to-pdf

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File Naming.

For ease of organizing your documents once converted use these naming tips:

• CTTs and School IDs should be named with Last name, followed by First initial if needed so they can easily be ordered in the same order the team members appear on the roster.
• Examples:
• Johnson CTT.
• Smith, D. ID.
• We suggest numbering game sheets in the order the games will be listed on the CVS or by the game date. Add opponent if multiple games on same date.
• Examples:
• 10.14.25 Dallas, 10.14.25 Wyoming, 10.16.25, etc.
• Game 1, Game 2, etc.

File naming helps when sorting the individual files into the correct order for the master PDF.

How to assemble and submit your book

Now that your individual documents have all been converted to PDFs you will need to combine them into 4 master PDFs as follows:

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1. USAH Roster, HS Verification Form, CVS in FIRST PDF file.
2. Game Sheets in a SECOND PDF file.
3. CTTs in a THIRD PDF file.
4. School ID’s in a FOURTH PDF file.

Please name your PDFs as follows:

1. Team name, HS, V, Team Information
• For example – RCS Hockey Club HS V Team Information
2. Team name, HS, V, Game Sheets
• For example – Denver Hockey HS V Game Sheets
3. Team name, HS, V, CTTs
• For example – Sabercat Hockey HS V CTTs
• Can split into 2 pdfs if large team. One for players and one for staff.
4. Team name, HS, V, School lDs
• For example – Coyotes Gold HS V School IDs

NOTE – you need to submit 4 PDF files, NOT 4 folders containing numerous PDFs each.

Combining PDFs.

On Mac:

• Open the PDF that will be the first page in Preview.
• Click on the drop-down icon at the top left of the document and check thumbnails. This opens a sidebar showing the first page.
• Now drag and drop the other pdfs into the sidebar. You can drop them in order or move them around once dropped in.
• When done use “Save As” to update the file name as described on the prior page. You can go back later and add or delete pages as needed.

If you do not have a Mac and do not have Adobe Acrobat:

• Check for free options on https://updf.com/merge-and-split/pdf-merger/.
• Find a team member with a Mac or Adobe Acrobat willing to help.

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• Please combine your individual PDFs into the 4 master PDFs.

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• Do NOT send individual PDFs for each game sheet, CTT, etc.

• The preferred method is via Google Drive, since we will be using Google Drive to forward your books as your team advances.
• Open Google Drive. Select “New” and select “Folder”.
• Name your folder as follows:
• Team name, HS, V - Colorado
• Examples:
• Wolverines HS V - Colorado (you do NOT need to include “CPHL Tier 1 MacKinnon”).
• Colorado Bruins HS V (you do not need to add the state if it is included in the team name).
• Screaming Eagles HS V – Colorado
• Open the newly created folder and add your 4 PDF files to the folder.
• Click on the down arrow next to your folder’s name. Select “Share”.
• Add your Affiliate Registrar’s email address in the share box and click “Share”.
• Susan Cardasis - susan.cardasis@usahockey.org
• Sherry Beardsheer - sherry.beardsheer@usahockey.org
• Make sure you are sharing “Edit” privileges and not just view only.
• You might want to email your Affiliate Registrar to confirm receipt.
• If unable to Google Drive your files you can email them. This will likely require compressing the files.

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Submitting Your

Team Book.

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• Please create ONE master folder and add the 4 PDF files to this folder.

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• See information on right side of page.

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• Do NOT create individual folders for each file or document.

Final Steps:

• Your Affiliate Registrar will review your book and let you know if anything is missing, needs a correction, or an update.
• Your Affiliate Registrar will send you a signed version of the CVS once your book is fully updated and complete. This CVS will replace the unsigned CVS in the physical book that will accompany you to Nationals.
• As teams advance to Nationals their COMPLETE electronic book will be forwarded to the District Registrar.
• The District Registrar will then send the head coach and the team manager a link for registration. The link will be used to pay your team’s entry fee and to receive hotel information. ALL team members are REQUIRED to stay at a designated tournament hotel or a fine will be assessed to the team.

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• If advancing to Nationals be sure to have a physical book organized and on your person at all times.
• It is often easier to spot check items on physical books rather than digital when at the event.
• Instead of folders we recommend a binder with clearly marked tabs to correspond with the 4 PDF files in the electronic book. Organize the material for each tab in the same order as in the digital PDF.

What to Expect at Nationals.

• Fee to register.
• Team photo required as part of registration.
• Stay to play.
• Mandatory meeting for head coach/manager.
• Teams will no longer be split into pure and combined divisions.
• Divisions will be 3A, 2A, and 1A in line with Tier nationals.
• Managers and LRMs will likely have wrist bands (not lanyards) issued on a daily basis.
• Emergency Back Up goalies (EBUGs) can be requested if you had 2 rostered goalies all season and one is unable to compete at Nationals.

We want to thank you for all your hard work throughout the season and yet to come.

Best of luck and enjoy the experience!

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Due Dates and Deadlines.

• PDFs #1 and #2 due 10/21/2026. If games played after 10/21 and before start of playoffs are needed please let us know this and provide GameSheets before playoffs begin.
• No further player changes once CPHL playoffs start.
• PDFs #3 and #4 if qualify due 12/15/26.
• All staff changes and updates done, CVS, and roster updated as needed, HS Verification Form signed and added to PDF #1 by 1/5/27.