Team Manager Handbook

The SMJFL website is full of useful information;

• SMJFL Team Manager Handbook
• SMJFL website
• Club help website from AFL
• SMJFL Rules and By-Laws

Every person that volunteers for our club needs to have a valid WWCC. At any given time on a game day, an SMJFL official can do a spot check on our volunteers and if anyone is lacking a WWCC our club will get a fine.

At the moment the official process for complying with this requirement is to enter your WWCC when you register as a volunteer on PlayHQ. If this is not done when a volunteer first registers then it is necessary to re-register and start from the beginning to add your WWCC number.

At time of writing (Apr 2025) it has been acknowledged by the SMJFL that this is a clunky system and they are working on a fix. In the meantime it is recommended that clubs keep a list of WWCC for reference.

At the beginning of the season TMs should message all the parents/guardians on their team to ask them to register for a WWCC. All volunteers are required to be registered before Round 4.

Applying for a WWCC

The process to apply for a WWCC is very simple, and it will take a couple of weeks to receive your WWCC number.

Every team will have their own kit bag that needs to be brought to each game. This bag should contain everything you need for game day including:

Description	U8,U9,U10 Qty	U11 and over Qty
Folder (for paperwork)	1	1
Pens	Lots	Lots
Competition Match Report Pad	1	1
Player Report Pad	1	1
Time Keeper Cards	14	14
Goal Umpire Cards	14	14
Player Vote Cards	0	40
Team Manager Bib	1	1
Coach Bib	1	1
Assistant Coach Bib	1	1
Runner Bib	1	1
Umpire Escort Bib	1	1
Water Carrier Bib	1	1
Trainer Bib	1	1
Boundary Umpire T-Shirt / Bib	1	1
Waterproof Runner Jacket	1	1
Goal Umpire Coat	1	1
Waterproof Goal Umpire Jacket	1	1
Goal Umpire Flags (set of 2)	1	1
Dressing Gown	1	1
Job Description Cards	5	5
Size 2 Synthetic Ball	2	0
Size 3 Synthetic Ball	0	2
Size 3 Leather Ball	0	2
Water Bottles and Carrier	Set	Set
Whistle	2	2
Air Horn	1	1
Clash Jumpers	Set	Set
Zone Rubber Markers RED	10	0
Zone Rubber Markers BLUE	10	0
Wristband BLUE	12	0
Wristband RED	12	0
Wristband YELLOW	12	0
Interchange Cones	0	2

If you are missing anything from your bag please check in the shed for a replacement. For anything else please contact the General Manager - Football Operations.

PlayHQ is a digital platform designed to help manage and streamline the operations of sports organisations, including registration, scheduling, communication, and data management.

• PlayHQ Team Manager Guide
• Help guide with useful videos (scroll to end)
• Team Manager: game day preparation in PlayHQ
• Entering scores in PlayHQ after game is finished (mandatory)
• Live scoring a game in PlayHQ (optional)

Individual awards (trophies) are inconsistent with club values for U8, U9 and U10 age groups - and are only applicable for U11 onwards.

The five trophies applicable from Under 11 onwards are to be awarded to five different players, and recognise a wide spread of contributions to the team on and off the field so each player may reasonably consider themselves capable of winning one of them if they adopt club values and train and play to the best of their ability:

1. Best and Fairest (B&F)
2. Best and Fairest, runner up
3. Most improved
4. Most determined
5. Best team player

B&F weekly voting system involves three to five capable people chosen by Team Manager on the day, with a fair spread of all parents and coaches through the year. Player votes are 5, 4, 3, 2 and 1 in descending order - ie: 5 votes for best on ground. B&F votes are to reflect performance on the day relative to teammates, rather than performance relative a given player’s usual standards. The lead Team Manager shall maintain B&F voting documentation in a confidential secure location.

The lead Team Manager is responsible for the integrity of player votes and record keeping during the year, as well as tallying of votes for all five awards at end of year. A designated Committee member for each team shall review the B&F voting process set up at the start of and during the year, and be advised on the process of tallying and final results following the conclusion of the home and away season. Total player B&F votes shall only be announced for top 5 place getters.

The winners of the three other awards will be determined via a meeting and voting of coaches, with the head coach having casting vote for any award where votes are even and agreement can't be reached.

The player awards voting process and outcomes (B&F top 5, and the three other awards) shall be submitted to Club Committee by lead Team Manager for endorsement prior to trophies being engraved or awarded.

Templates

Please make a copy before editing.

• Example votes (and goals) template (.xls)
• Example voting slips (.doc)
  
  

Each Wednesday we will allocate a team to manage the family dinner. This includes set up, pack down, selling raffle tickets and checking no boots are worn in the clubhouse.

This night is yours to plan as you like. Add items to the raffle, decorate the club rooms, have the players announce raffle and sell tickets, it’s up to you. Or do the basics and set up, tidy and pack down, whatever works for your team.

Example volunteer roster:

5.00 - 5.30 pm	Set up and welcome	Set up tables/chairs and technology (check audio, microphones) Open the night and announce raffle prizes
5.30 - 6.30 pm	Dinner service 1	Table cleaning, checking no boots in club rooms, back of kitchen help.
6.30 - 7.30 pm	Dinner service 2	Table cleaning, checking no boots in club rooms, back of kitchen help.
7.30 - 8.30 pm	Dinner service 3	Table cleaning, checking no boots in club rooms, back of kitchen help.
8.30 - 9.00 pm	Pack down	Clear and wipe tables, empty bins, pack up chairs.
All night	MC	Run raffle, sell tickets and announce winners.

Every time a player reaches a milestone game we celebrate. Traditionally this includes running through a banner just before the milestone match.

At the beginning of the season check all your players games player numbers, this can be found in PlayHQ by clicking into the player name. Make note of those that are likely to reach a milestone game in the current season.

4-weeks out from the milestone match, let the player's family know that they will have to organize the banner and any celebration.

Download details on how to make or order a banner.

Tips

• poles for the banner are in the clubrooms or shed
• remind parents to bring large sticky tape or packing tape to affix banner to poles
• use scissors or a knife to make vertical slits in the banner, helps to break up evenly
• don’t hold the banner parallel to the wind on a windy day!
• players may prefer to celebrate on a home game around the time of the milestone game

Pre-game

Stack app

• Load game times onto stack app > Go to calendar, and press + in the top right corner
• Add time and location (arrival time 45 mins before kick-off)
• Suggested settings
  • Reminder - 2 days before
  • Duty Roster - turn on
  • RSVP - turn on

Allocate roles (this can be done through Stack, on WhatsApp or on the day)

• Runner
• Goal Umpire
• Time Keeper
• Umpire (< U11)
• Boundary Umpire (> U11)
• Umpire Escort
• Trainer (1st aid qualified)

Play HQ

• Select team for the match
• Print team sheet x 2

At the game

Officially the Team Manager is the only person that can speak to the other team during a game (through their Team Manager).

• Allocate roles
• Players sign next to their name for attendance (or you tick)
• Find Team Manager of other team
  • If at home - show them their changing room
  • Swap team sheet
  • Introduce coaches (for matching numbers)
• For > U11s hand out 5 x B&F voting slips

After the game

• By 9pm of the night of the game enter scores into PlayHQ