1. ERSL EODSA Administrators Meeting March 2016

2. Agenda ERSL Communications ER Cup/Shield Referees Website Play ups Discipline Schedules Rescheduling Season Start & End Dates Game Feedback Rule Changes Questions

3. ERSL Communication Emails from the website come through email generator. It is the Club’s responsibility to ensure contact emails are up to date DO NOT RESPOND to emails generated from the website Clubs are the first point of contact for parents, players and team officials, not the League.

4. 2015 ER Cup & Shield

5. ER Cup and Shield 2016 Regional teams are automatically entered into ER Cup District Competitive teams are automatically entered into ER Shield; Tier 1 District teams have option to participate in Cup OR Shield Tier 2 teams’ Shield age groups are determined by team’s OSA registration Deadline to declare non-participation is May 15 th Club must email gm@ersl.ca listing all non-participating teams in a single emailgm@ersl.ca No additional cost for entry

6. ER Cup & Shield Schedule Dates Division Round of 16 (regular season blackout) Round of 8SemiFinal U13 (shield only) Week of June 19thBetween July 3 rd & 24 th Sun Aug 21 st Sun Sep 11th U14Week of June 19thBetween July 3 rd & 24 th Sun Aug 21 st Sun Sep 11th U15Week of June 19thBetween July 3 rd & 24 th Sun Aug 21 st Sun Sep 11th U16Week of June 19thBetween July 3 rd & 24 th Sun Aug 21 st Sun Sep 11th U17/18Week of June 19thBetween July 3 rd & 24 th Sun Aug 7 th Sun Aug 14th

7. ER Cup & Shield Schedule Rules A player may only play for one (1) team in the ER Cup or Shield competition Final dates are fixed except if a team is playing in an Ontario Cup game on those dates Earlier rounds are flexible: In Round of 16: If both teams agree the game can be played on the preceding Friday evening In Round of 8: Teams work together to determine suitable date for both teams Ontario Cup and Tournaments submitted by May 15 th are exempt dates Semi-final games can be moved only if a team has notified the ERSL of a conflict by the May 15 th deadline

8. ER Cup & Shield Finals ERSL will host U17/18 Finals – Sunday August 14 th Club will host U13-U16 Finals – Sunday September 11 th Clubs who wish to host must submit an application by Wednesday, July 27 th

9. Referees

10. ERSL Referee Appointment Policy Delegation of Referee Appointments U13 to U18 Centre Referees Assignment and payment is delegated to the EODSA and SOSA. U13 to U18 Assistant Referees Assignment and payment is delegated to the Home Club U9 to U12 Centre Referees Assignment and payment is delegated to Home Club. Assistant referees are suggested but not mandatory. If you assign them, you pay them

11. ERSL Referee Competency Requirements In addition to the OSA Referee Appointments Classification : 1. Youth Referees (14-15 y/o) - Prior to being appointed as a Referee for an ERSL match must have completed 10 appointments; 2. District Referees (16 yrs or older) - Prior to being appointed as a Referee for an ERSL match must have completed 5 appointments; and 3. Assistant Referees - Prior to being appointed as an Assistant Referee for an ERSL match, each youth referee (14-15 y/o) must attend the ERSL Assistant Referee Training every other year. AR Courses will be held in SOSA and EODSA in May.

12. Assistant Referee Training (EODSA) Saturday May 7th – OZ Dome 9:00am-10:00am in-class portion (Dome restaurant) 10:00am-11:00pm on-field portion (Dome) Saturday May 7th – École secondaire publique Louis- Riel/Dôme @ Louis-Riel 11:00am-12:00pm in-class portion (school cafeteria) 12:00pm-1:00pm on-field portion (Louis Riel Dome Field #2) Online Sign-up available on ERSL website; space is limited

13. Referee Related Club Discipline For Club Referee Assignors: Failure of the Home Club to assign Assistant Referees in Refcentre shall result in a fine equal to twice the Referee's fee set out in the Schedule of Fees. Failure of the Home Club to assign an Assistant Referee in accordance with the OSA Referee Appointments Classification Table and the additional requirements set forth by the ERSL in this Policy, shall result in a fine equal to twice the Referee's fee set out in the Schedule of Fees.

14. Website - Club Section

15. Maintaining Club Data The majority of communication with Clubs and Teams is through email – maintaining up to date contact information is essential Information to be maintained includes: Club details Club Contact details – can be done by Club or Individual Official The Club positions are pre-defined and more cannot be added Club passwords can only be changed by the individual. If the information is not available, please contact GM@ersl.ca

16. Maintain Club Data – Club Details You can update your Club’s data through the Club Details section under Club To add or update your club reps, click on add or edit.

17. Maintain Club Data – Contact Details

18. Team Withdrawals Withdrawals are made through the website by clicking the “withdraw ” link and confirming when prompted

19. Player Suspensions Suspensions can be viewed on the Club section of the website under Club Suspensions ERSL provides a list of suspensions that have been carried over from previous Outdoor seasons; they will be added manually once the schedule is generated

20. Verifying Team Data It is the Club’s responsibility to ensure team data is accurate and all Team Staff and Players are appropriately registered in the OSA system If a Team Official or Player is not registered with the OSA they shall not be added to the ERSL web site; The team activation code may only be provided to registered Team Officials

21. Verifying Team Data – Activation Report Activation Report shows the activation status of your teams All teams must be activated by May 1 A green check means at least one Staff member has registered

22. Verifying Team Data – Roster Report Roster Report shows the status of your teams Click the team name to show details

23. Verifying Team Data – Roster Report Verify the input status of the Staff and Players

24. Verifying Team Data –Team Passwords Clubs can login as Team Staff Use this to help retrieve forgotten login information Clubs can delete team staff by clicking “remove” and confirming

25. Custom team names ONLY Club Administrators are able to set the team name, not the teams themselves The naming convention that must be followed Club name Nickname Boys/Girls Age Division

26. Website - Club Section U9-U12 – Club Rosters

27. Club Roster Uploading U9-U12 all players are to be uploaded by a Club Administrator on a Club Roster on the Club section of the website This is different from U13-U18 where a Team Official uploads Team Roster on the Team Section of website This full roster of players in a single age group then becomes available for Managers/Coaches to select from when creating their game sheets Players are always to be added to the actual age group; approved underage players will be made available by the League in the system

28. Club Roster – Web Site View When a club is logged in they have 3 options Import players Add player View player

29. Importing Players Clubs can import players using a template. Must select the age group to import the group of players to.

30. Sample Template All information should be exportable from the OSA registration software into a spreadsheet.

31. Adding a Player Individually Players can also be added individually Select age group Enter first and last name, date of birth and OSA number. Submit If there is a duplicate OSA number it will not be added.

32. Viewing Players A list of all players entered is available # of games players have played & game info will be tracked Can edit players name, DOB or OSA number only

33. Team View – Generate Game sheet For U9-U12 Teams generate a game sheet as they normally would

34. Choosing Players - DDL Select players to appear on the game sheet Teams are restricted by game sheet limits of 12 for U9-U10, and 16 for U11-U12. Underage players must be preapproved by Club and submitted to ERSL on underage player form Underage lists of approved players are available from the drop-down menu

35. Completing Game sheets - DDL Once players have been selected then select team officials to appear on the game sheet. Click next.

36. Game Sheets Click on Create Game Sheet

37. Game Sheet Players and their details are now listed Only 1 copy of the game sheet is required and remains with the referee at the conclusion of the game Teams can provide additional copies if they wish

38. Website - Club Section Play-Ups (U13-U18)

39. Play-Ups There are no Play Ups in U9-U12 House league players are to be added directly to the Club roster Underage players must be preapproved and are available to add directly to game sheet All Play-ups for U13-U18 must go through the website Play Up Request system House league players wishing to be used as play-ups need to be added to the House League list U12 players to be used as play-ups can be selected directly from the Club Roster list when creating a play-up request

40. House League Play-Ups - Adding Enter the required information and the Player will be added They cannot already be entered, OSA number is unique

41. House League Play-Ups - Importing If there a lot of players to add, you can use the import feature

42. House League Play-Ups - Deleting If a player gets added with an incorrect DOB or OSA number you will need to delete them and then re- add them to the list.

43. Play-Ups - Process Once a team has requested a PuP, an email will be sent to the Club Reps Club Rep will login and approve or decline the PuP – some Clubs have internal rules for approval; the League will not approve PuPs If approved the player will be printed on the game sheet

44. Player Play-Ups Only players printed on the game sheet are eligible to play No paperwork required - Play Up is indicated on the Game Sheet Players need ID Card and Play-up player’s team roster will be required for card check For Temporary Eligibility Permits (playing from Club to Club), and Trial Permits, approved paperwork from your District Association is required Paperwork given to referee for submission with game sheets Names are to be handwritten on game sheet Players need ID card

45. Play-Up Rule Highlights – U13-U18 A team may not use more than three (3) call-up players (including any players playing on a Temporary Registration Permit) in any one League game A player may be called up an unlimited number of times per season

46. Website - Club Section Schedules

47. Club Schedules Clubs can access their complete schedule

48. Club Schedules … and export it to Excel

49. Assigning Fields Only two teams can be assigned to the same field on the same night Home Fields must be entered by a Club Administrator by April 30 th Page is locked May 1 st – changes after this must be made by ERSL New fields must be added by the Service Provider; use link

50. Schedule Generation Teams submit schedule exceptions by May 1st Schedule generation between May 2 nd and May 8 th Draft schedule released May 9 th May 10 th -16 th is Draft Schedule week! – This is a busy time and when teams need to be making “other” reschedule requests as per the Reschedule Policy Final schedule released May 18 th Requests for Team Choice reschedules will not be aceepted after August 1 st Any games originally schedule for after August 1 st can be rescheduled only to a date prior to August 1 st.

51. Website - Team Section

52. Account Activation All Team Officials must activate an account on the ERSL website If an official does not activate an account they cannot appear on the game sheet If they do not appear on the game sheet they cannot be on the team bench Activation instructions have been made available to you Activation Code has been provided to Club Officials Activated Team Officials have access the My Team Section of the website with their account

53. My Team - Play Up Permits

54. “House League” and U12 Club Rosters are listed in ‘Team’ drop-down as well as Competitive teams

55. Play Up Permits The Coach verified selected information and clicks “Submit” An email notification is sent to the Club Rep for approval

56. Play Up Permits The approval status is displayed for the Coach

57. Game Sheets Game sheet lists Play-Up players (Play Up Permit)

58. Game Sheets and Game Prep District Competitive and Regional teams shall provide 3 copies of their game sheet to the referee before kick-off : 1 is kept by the team 1 is provided to the opponent 1 is for the referee District Development team shall provide 1 copy of their game sheet to the referee which they retain Players on the game sheet that do not play are to be crossed off All Team Officials on the bench must be listed on the game sheet and must sign it Suspended players are listed on the bottom of the game sheet

59. Discipline

60. Game Protests Game Protests must be submitted within 48 hours of completion of the game and protest needs to have been made before kick-off and indicated on game sheet by referee Protests will only be reviewed if $150.00 fee is provided within 48 hours of the game Protests are generally related to player eligibility Game points may be adjusted based on the decision of the League on the protest The protest fee shall be refunded if the protest is upheld. No protests pertaining to the decision of the game official shall be entertained

61. Red Cards Referees are required to indicate on the gamesheet the Red Card Offence Code when a player receives a red card. Codes are listed on the bottom of every game sheet and are to be recorded in the “R” column This code is important in determining whether the individual will decide to appeal the card If the code is not indicated or they wish to confirm, or receive copy of report they can make a request through Club Discipline Rep who is to contact me

62. DBR vs DBH Quick Facts Discipline By Review (DBR)Discipline By Hearing (DBH) Used when the penalty for a misconduct is set (not a range) The ERSL Discipline Committee determines the charges and penalties based on OSA policy Used when the penalty for a misconduct is a range A Discipline Panel hears the case and decides whether accused is guilty or not guilty If found guilty they select a penalty within the range outlined in the OSA policy Anybody who has received a red card may request a hearing within 72 hours of completion of the game within which the dismissal occurred to the ERSL along with the request for hearing fee of $50.00. DBR decisions may not be appealed It is the responsibility of the Club to inform accused of discipline hearing. Any hearing decision may be appealed to the next higher governing organization. DBH schedule dates are scheduled at the start of the season and all hearings will be booked on the next available date

63. Requesting A Hearing Except for O.S.A. Misconduct Type 1.3, 1.5 and 1.6 (yellow card accumulations), an individual subject to DBR can request to be disciplined through DBH To request a hearing in lieu of DBR the accused shall submit a written request within 72 hours of receiving the dismissal. The written request shall be in the form of a “Request For A Hearing” together with the appropriate “Request For Hearing Fee” [$50.00] A Discipline Hearing Request Fee is only payable if the accused is found guilty of the charge.

64. Requesting A Hearing If requesting a hearing in SOSA, the onus remains on the Club to inform the ERSL that this request has been made. It is not up to SOSA to tell ERSL! If requesting a hearing in EODSA payment is to be dropped off at the ERSL office.

65. Discipline Hearing Schedule The ERSL will produce a Discipline schedule prior to the season All Clubs must provide a Discipline Representative to sit as DBH panel member on assigned dates Clubs will be contacted in the week leading up to their assigned hearing date IF there are hearings scheduled If there are no hearings scheduled the Club will not be contacted and does not need to provide a panel member

66. Rescheduling

67. Reschedule Policy All game reschedules and reschedule requests will follow the ERSL Reschedule Policy For U9-U12 games, rescheduled games may be played in a week when the team already has a game. Not enough weeks in our season to respect the 1 competition day per week policy in the event of reschedules Teams are to try their best to not to play a rescheduled game in a week where they will also be playing in a Festival

68. Reschedule Policy – by League 1.Reschedule by the League Games will be posted by the League for rescheduling if: a)At the discretion of the Referee, they are postponed due to inclement weather or unplayable field conditions; b)A game is postponed at the discretion of a park official responsible for the operation and maintenance of the field with the authority to close the field to soccer use; and c)The Referee does not appear within 20 minutes of the scheduled kick-off time and no other OSA registered, certified and eligible Referee, agreed to by both Teams’ Officials is available to replace him/her. Any game posted by the League for rescheduling under one of these articles will be set to Dec 31 st in the team schedule and a new date and time must be arranged by both teams

69. Reschedule Policy – Other 2. Request to Reschedule – Other A team may request to reschedule game(s) only for the following reasons: a) A team has two or more of its players selected to participate with a CSA, OSA or District team, or participate in university tryouts, within 24 hours of a scheduled League game. The Team must advise the ERSL of the reschedule request at least 48 hours in advance of the scheduled kick off; b) A team is scheduled to participate in an Ontario Cup game 48 hours prior to a scheduled ERSL game. The Team must advise the ERSL of the reschedule request at least seven (7) days in advance of the scheduled kick off; c) A team submits, by May 1 st, an exemption request by email, due to the entire team traveling (travel period may not exceed three (3) weeks). A request received after May 1 st will not be accepted; This travel must be soccer-related!

70. Reschedule Policy – Other cont’d d) For games scheduled on a weekend - A team submits, by May 1 st, an exemption request by email, due to a team’s entry into a tournament. The ERSL may request a copy of the tournament entry form to verify the request. Each team shall be limited to requesting an exemption for a maximum of three (3) weekends. A request received after May 1 st will not be accepted; e) A team has Monday night as its regular game night, and submits by May 1 st up to one additional exception request, due to a team’s entry into a tournament the preceding weekend. The ERSL may request a copy of the tournament entry form to verify the request; f) A team has Tuesday night as its regular game night, and submits by May 1 st up to one additional exception request; due to an entry into a tournament the preceding weekend which includes games on the Monday. The ERSL may request a copy of the tournament entry form to verify the request; g) An U18 team may request reschedules for games scheduled after August 20 th, due to the departure of players for college and university. These requests must be submitted within one week of the draft schedule being released;

71. Reschedule Policy – Other cont’d h) All teams may request to move weekday games scheduled between EODSA and SOSA teams for the entire season. These requests must be submitted within one week of the draft schedule being released; i) All teams may request to move weekday games scheduled before the fourth Friday in June, or after August 31st, where the one way travel time exceeds 75 minutes. These requests must be submitted within one week of the draft schedule being released. Travel time is calculated by using http://maps.google.com/ and entering the Club's home address for the Start address, and the address of the game field for the End address; j) A team is scheduled to participate in an ERSL Cup game 24 hours prior to a scheduled ERSL game. The Team must advise the ERSL of the reschedule request at least seven (7) days in advance of the scheduled kick off; and k) If Canada Day falls on a regular game day, all teams may request to reschedule the game. These requests must be submitted within one week of the draft schedule being released. All requests to reschedule games under Article 2: Request to Reschedule – Other, are to be sent to GM@ersl.ca for approval before the stipulated deadlines.GM@ersl.ca

72. Reschedule Policy – Team Choice 3. Request to Reschedule – Team Choice A team is permitted one (1) Team Choice reschedule per season in addition to any reschedule requests made under Article 2, according to the following procedure: a) Listed team official notifies the ERSL of requirement to reschedule through the ERSL website Reschedule Request tool a minimum of 6 days prior to the game day. For example; a game scheduled for Monday June 9 th, would require notification by midnight Monday, June 2 nd. The League will notify the opposing team immediately; b) No weekend games can be rescheduled. Changes to weekend games can be made for any reason prior to the first day of the season; and c) Requests for Team choice reschedules must be made before August 1 st of each season. Scheduled games after August 1 st can be rescheduled, but they must be rescheduled prior to August 1 st.

73. Rescheduling Process Summarized: Must be rescheduled within 14 days of approval of request to reschedule Must be played before end-of-season date; games scheduled after Aug 20 must be played before this date if rescheduled Reschedules for a team’s last two (2) regularly scheduled games must be played before the originally scheduled game date; ** Teams may not accept or schedule another game on the same day as previously asked to have game rescheduled ** When a game is rescheduled for any reason the home team shall be responsible for initiating the reschedule process [Be prepared to received field availability requests from your teams] Teams work together to agree on a date. At a minimum, the Home team is required to provide three (3) dates, including at least two separate weekends, for the Away team to choose from. Not demonstrating flexibility isn't reasonable.

74. Rescheduling - Continued ** Reschedules for U18 and U21 teams must be played before August 21st ** Once the game is agreed upon: i.The Home team sends an email to the Away team with the details: game number, new game date, home team, away team, field, start time. ii.The Away team forwards the email to the league at GM@ersl.ca (cc the Home team). The ERSL now has confirmation from both teams that the date is acceptable. ** If this process is not followed the game will not be rescheduled **

75. Rescheduling - Continued If teams cannot agree, the team responsible for the reschedule will report the problem by email to the ERSL and include emails documenting attempts to reschedule The ERSL will determine if the teams have made reasonable attempts and the following action will be taken: Both teams made reasonable attempts - the ERSL will request three dates from the Home Team and request the Away Team to select one of the three; Home Team made reasonable attempts - the ERSL will request one date from the Home Team and schedule the game; Away Team made reasonable attempts - the ERSL will request one date from the Away Team at their home field and schedule the game; Neither team made reasonable attempts - the game will not be played, neither team will be awarded points, and each Club will be charged a $50 administrative fee. After August 20th and if the game has no impact on relegation and promotion, the ERSL reserves the right to record the game as not played with no points awarded; standings will show one less game has been played

76. Special Reschedule Date Tuesday, June 7 th will be a “free reschedule” date for all regular season games to allow teams who wish to attend the CAN WNT Road to Rio Game vs Brazil, in Ottawa Team Officials must submit these reschedule requests during draft schedule week

77. Season Start and End Dates

78. Season start – Monday May 23rd End of season date – Sunday September 11th

79. Game Feedback

80. Game feedback from coaches will continue for 2015 The ERSL will monitor the feedback and assist Clubs in correcting inappropriate conduct The ERSL will monitor the feedback and assist Districts in improving referee performance Behaviour of coaches has become an issue. They are the role model, and are responsible for behaviour of teams including players, staff and parents

81. Rule Changes

82. 2015 Rule Changes All Rule Changes for the 2016 season were summarized and voted on at the 2015 AGM It is the responsibility of Clubs to ensure Team Officials and Members are provided with these rule updates. Updates are available in the AGM booklet Appendix A There have been a number of changes to the League play-up rules which are now in line with OSA rules; please take some time to review these closely for each level of competition, and ER Cup and Shield

83. Questions Questions? Please send feedback about this meeting to GM@ersl.ca