ICE HAWKS MANAGER’S GUIDE 101

Everything you need to be a successful manager and more!

Created September 2021, edited 8/23/2025

TABLE OF CONTENTS

DIRECTOR OF MANAGERS

• The Director of Managers has a dedicated email box for all correspondences – teammanager@icehawkshockey.org
• Ensure you add this email to avoid missing any distributions.
• There will also be a group Slack (app communicator) for managers engagement with one another.
• The Director of Managers is here to help all managers succeed, support their coaches and families, and ensure compliance with SIIH and Mo Hockey Rules and Regulations.
• Please keep open communication!

Bethany Kassebaum

618-558-6934

SO, YOU’VE COMMITTED TO BEING A MANAGER… HERE’S WHERE TO START�

• CrossBar Resources are available for all team managers. Familiarize yourself with the various tabs to get started. CrossBar-Resources-Team Managers

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• Apply as a Manager/Volunteer, no charge https://membership.usahockey.com/

If applicable, select your Hockey Affiliation as MO Hockey

As of 2021, there is a defect in which your mailing address drives a default hockey affiliation. This will not impact your registration process with SIIH.

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• Background checks are valid for 2 seasons and required for all coaches and managers/co-managers. http://www.usahockey.com/backgroundscreen
• There is a fee associated with this, if you would like financial reimbursement from the club, please submit an email requesting a reimbursement check to our club treasurer, Ryan McKinney, at treasurer@icehawkshockey.org

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• SafeSport certifications are valid for 1 season. SafeSport Program Training (usahockey.com)

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• https://docs.google.com/document/d/1bAkSW_op03Cvup2e2VjWQtYo0jv8vqQP/edit

SIIH Manager’s Corner > Getting Started

Register for USA Hockey Number

Complete a background check

Complete required SafeSport Training

Read Managers Guide

USA HOCKEY REGISTRATION

BACKGROUND SCREENING

• 1 - If this is your first time requesting a background check or your previous check has expired, request a new.
• 2 - If you are unsure if your background check is valid or not, you may verify using your personal information.

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COMPLETING SAFESPORT TRAINING

• For Managers- this should be done ASAP as it outlines risk mitigating factors when interacting with players.
• SafeSport training is also required for all SIIH parents and guardians that will be volunteering or may be in the locker room.
• Managers should provide the ways for parents and guardians to complete SafeSport training by the date given for full completion by the club.
• Public page on the Ice Hawks webpage can be shared with all families

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SAFESPORT COMPLIANCE

• SIIH is required to remain in compliance with SafeSport reporting.
• Managers should utilize the master tracking sheet to ensure all parents and guardians of registered players on their team are compliant and routinely follow-up with families until complete.

25-26 Season SafeSport Reporting Sheet

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• All completed SafeSport certifications should be e-mailed to the Director of Managers at teammanager@icehawkshockey.org

SAFESPORT REPORTING

SafeSport is necessary is to equip anyone that is potentially in contact with our club players with the skills and understanding to identify inappropriate situations.

If you notice an instance which requires SafeSport reporting or are made aware of a situation by another person, the SafeSport reporting form should be completed in full and shared with SIIH REDDS Director.

Here is the form

SET

Meet your Coach(es)

• Within the first 2 weeks, meet and set expectations for the season.
• Identify the assistant coaching staff
• What times/days/methods are preferred for communication
• Timeframes that are blacked out for schedule due to coach unavailability (e.g. vacation)

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• Meet your Families
• This can be before or after a practice, but it is a great opportunity for the team to put faces to names and level set for the season.
• Include expectations of how early the coach would like players to arrive before games and practices.
• Managers share expectations for SafeSport completion and the need for volunteers all season.
• Managers consider publishing a quick weekly e-mail to the team.

USING

• Managers and coaches can utilize Crossbar team messaging feature to quickly send emails to all (or selected) guardians.
• Other methods of communication can be used for the team such as Facebook Groups.
• Ensure appropriate privacy settings and members are approved since pictures and details of players and families may be shared.

• The chat function allows the team to interact in a group text message within Crossbar
• Only registered guardians in Crossbar will see these messages.
• Schedules and scores can be updated on the go via the Crossbar app and will carry over to the SIIH team page.
• Make sure you double check changes

EXPLORING MANAGER’S RESOURCES

• Within the Manager’s Resources on Crossbar and the Manager’s Google Drive you will find a mass variety of useful tools. The next few slides will outline some key parts.

MANAGER’S CHECKLIST

1. Connect with Manager of Directors
2. Complete Manager credential requirements
3. Connect with team coaching staff
4. Schedule a team meeting
5. Collect team contact information
6. Request official roster from registrar
7. Set up team budget spreadsheet/account
8. Collect fees/SafeSport from families
9. Build a game day binder

*View the full checklist here

*Please note this is a guide, not exhaustive and may have room for variation based on your team/season.

TEAM CONTACT INFORMATION

• The Director of Managers will create a master contact list and share with all team managers at the beginning of the season. This contact list will be used to populate contact information for the team including best contact information for: Coaching Staff, Manager, and Parents/Guardians for players.
• While the master tab will include only basic information, you are welcome to utilize your team tab to include information gathered from your player Information card such as game jersey number, birthday, favorite songs/candy/soda, medical allergies, etc.
• Be sure to populate the information from your team within the first few weeks of the season.
• The coaching information is also leveraged for the club registrar to begin submitting rosters to MO Hockey. See “Team Rosters” for more information.

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COACHES CEP LOOK UP

• Head Coach and Rostered Assistant Coaches should be listed on every scoresheet (whether using roster labels or handwritten).
• This information should be obtained by the manager from the coaching staff and input into the team contact sheet.
• Each USA Hockey Number should be for the current season. If you need to assist the coach in looking up the CEP credentials, you can do so here.

PLAYER CONTACT INFORMATION

• This document is often printed or emailed to families to collect pertinent contact information, allergies, medicine, etc., and a few of the player’s favorite things.
• You may use this information for updating your team contact sheet, planning for tournaments, team luncheons, gifts, and other optional “fun” miscellaneous reasons.
• Save the hard copies in your manager binder

MISC. DOCUMENTS

• There are several documents made available to you as a resource, but not required to be acted upon in the season unless necessary or requested (link).
• SIIH Rules and Regulations should be read by all parents/guardians upon registering a player for the season.
• Consent to treat and Insurance Claims are covered within the registration of coaches and players with USA Hockey.
• The SIIH is a non-profit 501(c) (3)
• Awards patches are an optional feature offered by MO Hockey’s resources website.

SIIH RELEASE OF LIABILITY FORM

• The completion of this form is required for all instances when a parent, guardian, or other non-registered coach or player steps on the ice (parent/player games, volunteers assisting with assembly of boards or pads for 6u/8u games, etc.).
• Managers should keep blank copies in the manager binder and request anyone complete in the above situations. Once signed, the completed form should be retained in the binder for the duration of the season.

INCIDENT REPORTS

• A USA Hockey Incident report must be completed immediately following an incident or injury involving a player, volunteer, etc. 
• Managers should keep blank copies in the manager binder at all times.
• Take a photo of the completed report and submit it to the SIIH Board via email at board@icehawkshockey.org as well as maintain the completed copy in the manager binder for the duration of the season.
• Upon identification of any locker room or disciplinary incidents, the incident will be documented and the SIIH Discipline Committee will review each infraction and determine the appropriate outcome.

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MO HOCKEY RESOURCES

• SIIH is an affiliate of MO Hockey Youth Division and therefore bound to their rules and regulations. Various resources can be found in this section including game scheduling resources, travel permit request forms (see Travel Permits for more information), MO Hockey event calendar, etc.

MANAGING YOUR TEAM PAGE ON SIIH WEBSITE

• Access team page via SIIH Website>Teams>Age Division>Team Name
• Ensure you are logged into your Crossbar account (top right of screen)
• Access the feature you would like to edit
• Team feed
• Roster
• Documents
• Games
• Schedule
• Staff

MANAGE TEAM

• Roster - here you can see the players on your team
• Games - here you can manage your team game schedule which connects to registered family’s Crossbar app and synced calendars.
• Schedule - here you can manage your team schedule which includes games, practices, dry lands, events, etc. This connects to registered family’s Crossbar app and synced calendars.
• Do not delete events that are part of a series, if you need events deleted, please request to the Director of Managers

• Photos, videos, and posts may be used however this will be public to all who access SIIH’s website. It is recommended managers create a Facebook group for family members to share photos and information privately within the team.

OTHER TEAM PAGE EDITING CAPABILITIES

• Contact us - this will contain the contact information for your team provided by the primary registering parent at registration.
• Staff - ensure you are appropriately listed as the team manager as well as your head coach and assistant coaches.
• This ensures the schedule is added to the staff’s profile and sync to calendars. This is also made visible and used by MO Hockey and other teams when scheduling for the season.
• Settings - here you can enable availability reminders used for planning, team stats, as well as privacy and communication settings.

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TEAM ROSTERS

• Verified rosters are required for all 10u+ teams
• Multiple roster copies (~5) should always be available in the manager binder for all season games as well as tournaments.
• Rosters may change up until Dec. 31 each season. Ensure you always have the most recent copy available.
• Team staff must be completed with all SafeSport training and background check clearances to be included on the roster.
• If updates need to take place after the initial roster is created, please contact the SIIH Registrar at registrar@icehawkshockey.org

Indicates Roster has been approved by MO Hockey

All players must have their DOB verified to be considered a complete roster for most tournaments. If not verified, see next page for required action

PLAYER DATE OF BIRTH VERIFICATION

• All players must have completed DOB verification (Passport or Birth Certificate) with USA Hockey in order to obtain complete Official Roster (This is evidenced by “Verified” next to the player’s DOB on the roster)
• Verified players’ DOB is valid for all future USA hockey sanctioned events and subsequent seasons.
• If a player has not yet verified their DOB with MO Hockey, please send a copy of their Passport or Birth Certificate to DOB@icehawkshockey.org or provide a physical copy to the Director of Managers.
• All electronic copies will be deleted once verified with MO Hockey
• All physical copies provided will be shredded once verified with MO Hockey
• Once the entire team is DOB verified, an amended roster will be requested and provided to the team manager. Most tournaments require a complete Official Roster to participate.
• All medical documentation is confidential. You are not at liberty to discuss private information unless you receive permission from a parent/guardian.

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PRACTICES AND SCHEDULING GAMES

• Practice ice times will be scheduled for your team. Generally, all practice ice will be shared with another SIIH team.
• If your team is unable to use their practice ice, notify the other SIIH team so they can adjust their practice plans for full ice.
• If you are unable to use ice assigned to you for any reason, that does not guarantee you will get other ice times to make up for the forfeited time slot.
• Prior to scheduling periods, MO Hockey will announce expectations for the season including but not limited to declaration play layout, season game allotment, timelines, and Blue Note Cup weekends.
• Declaration Information
• You will be given your home game ice times prior to scheduling open. These full ice times will be your teams to schedule games on.
• Make sure not to schedule away games when you have home ice.
• If scheduling 2 games in 1 day, ensure this is acceptable with the coach and the entire team has adequate time to get to each game.

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SCHEDULING METHODS: virtual

• Here is an example of using a Google Sheet for virtual scheduling.
• Each team manager should be given editing access to the spreadsheet.
• Each team manager will enter their home game ice on the applicable tab.
• One manager will combine all ice times onto the “All ice” tab
• Depending on the number of season games allowed, each team manager should select game slots they would like to schedule with the opposing team.
• Keep an even mix of home and away games for each team.
• Once all teams accept the scheduling, HOME managers will input their game information for the entire season into MO Hockey’s website.

Scheduling MIHOA Referees

• All games scheduled through MO Hockey Crossbar will be electronically sent to MIHOA to have refs scheduled.
• It is the responsibility of the HOME manager to confirm refs have been assigned to your games accurately.
• It is highly recommended to confirm your entire schedule is appropriately assigned refs and check-in with the opposing team if you see any discrepancies.
• Any friendly games not scheduled through MO Hockey Crossbar, the rule of thumb is refs should be ordered by the team that did not buy the ice.
• If Ice Hawks are to order the refs, request the Director of Managers to order refs through MIHOA.
• Date, Time, Location, teams playing will all be needed in order to submit the request.

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1. Visit MIHOA’s public site

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• Request User ID

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• Team Manager
• Could take a few days

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• Visit HorizonWebRef

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How to Confirm Referee Assignments

TEAM VOLUNTEER OPPORTUNITIES

• Managers to set expectations for team families at the beginning of the season. There will be PLENTY of volunteer opportunities and all should be involved equally.
• Each family is expected to volunteer at least 6 times this season
• You should have been notified by the registrar if a player on your team opted out by paying the extra fee.
• Crossbar volunteer scheduling
• Include 3 volunteer spots for scheduled 10u+ home games
• Include 1 volunteer spot for scheduled 10u+ away games
• Include volunteers needed, if necessary for 6u/8u ice setup and time clock
• Not knowing how should never be an excuse, we have resources to help even the novice helpers.

What If You Can’t Volunteer?

• Families who do not complete 6 hours by the end of the season will be charged the $100 opt-out fee.

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• Families will be required to complete the SafeSport training in order to volunteer.

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No SafeSport = No Volunteering = $100

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Other Examples of 10u+ volunteer opportunities:

• Trivia
• Tournament coordinator
• Team engagement planner/team parent

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Other Examples of 6u & 8u volunteer opportunities:

• Game pads and/or board assembly
• Trivia
• Team manager assistant
• Team engagement planner/team parent

GAME CLOCK & SCORESHEET INFORMATION

• All home teams are required to supply 3 volunteers for every declaration, friendly, and league division game. (See “Team Volunteer Opportunities” for more information)
• 1 volunteer for scoresheet
• 1 volunteer for game clock
• 1 volunteer for home team penalty box
• 1 volunteer for music (optional)
• Resources for the scoresheet and game clock can be found here. It may be helpful to print these instructions and keep in the binder to share with volunteers when needed. Training sessions with your team is also extremely encouraged to promote confidence when volunteering for these roles.

• HOME TEAM Manager is responsible for providing the scoresheet for all declaration, friendly and division games and uploading the final version (white copy) to MO Hockey within 24 hours of game completion.
• BOTH TEAMS must provide correct roster information, scratch players not participating in the current game, and have head coach sign attesting to accurate rostering.

SCORESHEET ROSTER LABELS

• Every scoresheet must be furnished with the team roster including player name and game jersey number, as well as head coach and assistant coaches’ name and CEP number and level completed. I also include the manager.
• The scoresheet is a transfer sheet that can be filled in manually or you may elect to utilize printed scoresheet roster labels. Printed labels are completely optional!
• If using labels, you will need to provide 2-3 for every game (1 for each page of the scoresheet)
• Avery 5163 labels have been proven to work best.
• Rosters may change up until December 31, therefore, to be safe it is recommended to print labels as needed.

EXAMPLE OF COMPLETED SCORESHEET

Label Roster

Written Roster

Instructions here

SUBMITTING SCORE SHEETS TO MO HOCKEY

• Before accepting the scoresheet as final from the scorekeeper, please ensure it has been filled out completely, including:
• DATE GAME PLAYED
• RINK GAME PLAYED AT
• DIVISION & LEVEL ARE CLEARLY CHECKED
• HOME AND VISITING TEAMS ARE CLEARLY LISTED ABOVE THE SCORING BOXES
• FINAL SCORES ARE CLEARLY INDICATED ABOVE THE SCORING BOXES
• TEAM ROSTERS ARE LISTED
• COACHES ARE LISTED AND SIGNED
• OFFICIALS HAVE SIGNED
• The HOME TEAM is responsible uploading the scoresheet to the MO Hockey Crossbar within 24 hours of completing the game
• PDF uploads are preferred
• Adobe Scan: PDF Scanner is a free app
• MO Hockey will also accept a clear photo
• Upload the file to Crossbar under the completed game link with the final score (Instructions)

MO HOCKEY WEBSITE SCORE UPDATES

TRAVEL PERMIT REQUESTS

• If you travel to play teams outside the MoHockey district, whether it is for practice or tournament participation, you must obtain a travel permit from the MO Hockey Registrar in advance.
• There is a cost to obtain a travel permit, you may include this in the equal team contribution.
• The fee increases as time until event decreases. Request your travel permits early!
• FAILURE TO OBTAIN A TRAVEL PERMIT WILL RESULT IN $100 FEE PER INCIDENT and the possibility of disciplinary action.
• Please see MO Hockey website for Travel Permit instructions and forms.

TOURNAMENT PLANNING

• If there is a team tournament coordinator (optional, but very helpful), ensure all communications to the team go through the team manager.
• Tournament coordinators can be responsible for creating tournament planning surveys for the team, securing hotel reservations for the team, collecting tournament dues, maintaining accounting, and planning events/outings during the travel period.
• Financial logs should be made available to the team manager at all times. This can be requested by the Director of Managers at any time.
• The team should be informed that tournament play is optional and is an additional financial obligation not included in the club registration fees. No player should be penalized for not playing in a tournament.
• Tournament registration dues and any applicable travel permit fees should be equally divided amongst the attending/participating players.
• Ensure understanding and documented commitment from all attending player families. Once committed and dues are provided, if the player is no longer able to attend there will be no refunds.

WHAT TOURNAMENTS TO CONSIDER?

• Discuss with your coaches if there are any particular tournaments or dates they would like to consider?
• Research season tournaments from various websites, here are a few:
• http://www.ultimatetournaments.net, http://springfieldkings.org, http://www.myhockeytournaments.com, http://www.bigbeartournaments.com, http://hockeyintheheartland.com
• Teams are allowed up to 3 tournaments each season (1 travel and 2 local), however if chosen you may participate in only local tournaments.
• Send a survey of potential tournaments for the team to vote on for interest.
• A hotel survey is recommended to be sent out to determine the best suited accommodations for the team. If given options, consider those with free breakfast, indoor pools, flexibility.
• This survey should include the estimated cost per player, documented commitment and refund statement mentioned on the earlier slide
• At least 80% of the team should be available and committed to play prior to registering for a tournament.
• If you do not have 80%, discuss with your coach if they are comfortable traveling or participating in a tournament with the committed players.

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TOURNAMENT SURVEYS

• Tournament Interest / First Survey
• Tournament COMMITMENT / Second Survey
• Hotel Needs / Third Survey (Travel Only)

Individual/Team Pictures

• Sept. 6-7 - 10U-14U Coach & Manager Meeting (Zoom)
• Sept. 8-11 - Declaration Season Electronic Scheduling
• Sept. 17th - Declaration Season Begins
• Oct. 27th - Regular Season Team Placements Finalized

• Oct. 28^th- Nov 1st - Regular Season Electronic Scheduling for 10U, 12U, 14U
• Nov. 6th - Regular Season Games Begin for 10U, 12U, 14U
• Nov. 30th - LAST DAY TO RESCHEDULE GAMES WITH NO FEE
• Feb. 15th - Last Day for 10U, 12U and 14U Regular Season Games
• Feb 20th - Feb 22 - BNC Playdown Weekend (10U, 12U, 14U)
• Feb 28-Mar 1 - Blue Note Cup Championship Games

Great news, you can now place your deposit for an intermission experience for the 2025-26 season! Please reference the first email in this thread for more detail on the differences between each experience, as well as an outline of the deposit process.

Please make sure to place your deposit for the correct experience!

Rising Stars Scrimmage Deposit: https://www.gofevo.com/event/Youthhockey270

Relay Race Deposit: https://www.gofevo.com/event/Youthhockey4601

As you will see, the total for the deposit is $222.57 – fees are unavoidable these days! However, you will be refunded the full $222.57 when you hit your ticket minimum (or if you are unable to select a game and choose to be refunded instead of keeping the deposit on file).

If the links say “sold out” at any point, that is because we have received more deposits than we have available games. However, not all deposits turn into games! If you are unable to place a deposit and are still interested in signing up, please email me and you will be put on a separate waitlist to be contacted if games become available throughout the season.

If you are interested in Rink of Dreams, there is not a deposit for this experience. Email me directly!

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RANDOM HELPFUL TIPS

• Use Google Sheets, Forms, Docs, etc. as much as possible! These tools allow you to easily share information and request feedback from directed audiences. You can change editing or viewing capabilities with specific people and is a lifesaver for accessing information quickly on the go.
• Keep your manager’s binder updated, organized, and at all games, practices, and events. If you are unable to attend as manager, ask a parent volunteer to fill in for you.
• Get to know your players and families. Being a manager is a unique role that allows you to have fun and get the most enjoyment out of the season.
• Be available and open to converse with the parents on your team. Creating these relationships early makes the season more memorable and opens up so many doors for extra volunteers!
• Keep band-aids on hand!
• Create a plan with other team managers for opposing clubs. Know where to meet at the beginning of games to complete the rosters for the scoresheet and who to give the completed sheet to at the end of the game.

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Trivia Night

• This Year’s big fundraiser
• October 4th at the Fireman’s Hall in Collinsville
• Volunteers are crucial to the success of this event
• Some roles still allow volunteers to play Trivia!
• Some roles are during Trivia and do not require purchased ticket

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• Each team is responsible for silent auction basket
• 6u does 2 baskets
• At least $100 value (each parent donates at least $10-$15, range varies)
• Provide basket name, approximate value, and suggested donation amount to Director of Managers

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Monster Mash

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Moving to the Spring

We will need help “Rebranding”