1. AYSO National Management Program - #305
08/19/14
Division Coordinator
AYSO National Management Program - #305
This is the header slide for the 2016 Workshop presentations. 1

2. Course Credit Has everyone signed the roster?
Please use your legal name, home address and phone, and birth date.
Course Roster Slide; Make sure all participants have signed the roster with their LEGAL first and last names; address, home phone number and birth date. Birth date is one of the fields used to ensure that course credit is given to the correct person; i.e. “John Smith, Los Angeles, CA”.

3. Course Objectives
Understand the role and responsibilities of the Division Coordinator.
Review similar position names and roles.
Review the resources available to help a Division Coordinators be successful.
Registrar Training Objectives
CLICK for first item.
STATE: “We will be explaining the key responsibilities of the Division Coordinator function.” (Role)
CLICK for 2nd item. Division Coordinators go by a variety of titles.
CLICK for last item.
STATE: It would be impossible to remember everything covered in this session or to cover every aspect of the Division Coordinator’s job, so we want to make sure you know about all the resources available to make this very important job easier.”
CLICK to move to next slide.

4. Are you a Division Coordinator?
Who has recently volunteered to become a new Division Coordinator?
Do a quick survey and ask how many attendees are Division Coordinators.

5. Who has the most experience?
Is anyone brand new to the position?
Do a quick survey and ask how many attendees are Division Coordinators.

6. A Coordinator by any other name…
What is the role called in your Region?
Age Group Coordinators
Division Directors
Boys/Girls Coordinators
18U Director
Ask the attendees what their position is called in their Regions.
Click (4) to cover other titles: Age Group Coordinators, Division Directors, Boys or Girls Coordinators, 10U Director, etc.

7. Role of a Division Coordinator
Division Coordinators serve as a liaison between the Regional Commissioner, Coaches, Referees and Parents.
They are Ambassadors for the AYSO program to our volunteers and families.
Click

8. What are the Job Responsibilities?
Recruit coaches and ensure they are trained and certified for the appropriate age group.
Organize team balancing, team rosters.
Assist with game scheduling, score keeping.
Coordinate player evaluations, ratings.
Monitor coaches, teams for use of Safe Haven guidelines and Stewards of the Game.
Poll the audience for what they believe a Division Coordinator is responsible for before clicking to show the items…
Click (5) to show tasks from Job Description
Ask: Are there any surprises? Anything missing?

9. AYSO Ambassadors
How big does a Region have to be to have Division Coordinators?
Even the smallest Regions can benefit from having Division Coordinators:
Boys/Girls Coordinator
Upper Age/Lower Age Coordinator
A Player Coordinator
Ask the attendees, How big does a Region have to be to benefit from Division Coordinators?
The answer is, even the smallest Regions can benefit – Boys and Girls Coordinators? A Player Coordinator?

10. The AYSO Mission
The Mission of AYSO is to develop and deliver quality youth soccer programs which promote a fun, family environment based on our Six Philosophies:
Read the mission statement and segue into the Six Philosophies.

11. AYSO Six Philosophies Everyone Plays® Balanced Teams Open Registration
Positive Coaching
Good Sportsmanship
Player Development
Read the mission statement and segue into the Six Philosophies.

12. The AYSO Mission
AYSO prides itself on creating a safe, fair, fun, family-friendly environment or safe haven for children and their families to experience the beautiful game of soccer.
Read the mission statement and segue into the Six Philosophies.

13. Protecting Volunteers and Players
Division Coordinators are responsible for many tasks that contribute to a great AYSO experience including helping to protect volunteers and players.

14. Volunteer Protection Requirements
For everyone’s protection, AYSO requires all volunteers to:
Sign and submit a Volunteer Application every year,
Consent to background checks,
Be authorized to do their job and act within the scope of their Job Descriptions and AYSO’s policies, procedures and guidelines,
Complete Safe Haven Training and
Be properly trained in their jobs.
Volunteer and Player Protection beings with the requirements all volunteers share.

15. Before the Season Starts
Attend all registrations to help recruit volunteers and answer any questions families may have.
Recruit coaches and player to fill teams.
Identify field assignments.
Assist with or complete practice, game scheduling.
Work with CVPA, RCA to ensure coaches, team parents are trained and Safe Haven® certified.
Before the season…
Every Region has different requirements and responsibilities. Check with your Regional Commissioner for your specific duties.
Delegate such responsibilities as parent meetings, field set up and tear down and recruiting of referees and team parents

16. Before the Season Starts
Ensure your Region is scheduling training courses for your coaches.
Distribute uniforms.
Delegate responsibilities.
Balance teams.
Develop team rosters.
Help move players off wait lists.
Before the season…
Every Region has different requirements and responsibilities. Check with your Regional Commissioner for your specific duties.
Delegate such responsibilities as parent meetings, field set up and tear down and recruiting of referees and team parents

17. During the Season
During the Season: This is the same activity as was used “Before” the season. Make sure to get input from attendees who did not respond previously. You may have to call on particular attendees and not just those that raise their hands.

18. During the Season
Inspect and monitor coaches and teams to ensure that Safe Haven® protection guidelines are followed.
Implement Kids Zone® and monitor sideline behavior.
Handle difficult situations that might arise involving coaches, referees, parents and players.
Encourage coaches to conduct team meetings with parents.
Find coaches for teams without one.
Recognize/thank volunteers.
During the Season…
Difficult situations can be handled in tandem with the appropriate person. RCA for coaches, RRA for referees, RC for parents, Safety Director for incidents. Take Dispute Resolution to help manage issues that may arise.

19. During the Season
Serve as liaison between the RC, coaches, referees, parents.
Attend Regional Board meetings.
Make sure teams thank referees, not just the other team.
Set up a process for and encourage coaches to do player evaluations.
Collect scores
Encourage and promote good sportsmanship and Stewards of the Game.
During the Season…
Difficult situations can be handled in tandem with the appropriate person. RCA for coaches, RRA for referees, RC for parents, Safety Director for incidents. Take Dispute Resolution to help manage issues that may arise.

20. After the Season
After the Season: This is the same activity as was used “Before” and “During” the season. Make sure to get input from attendees who did not respond previously. You may have to call on particular attendees and not just those that raise their hands.

21. After the Season Turn in player evaluations.
Debrief the season with the RC.
Reward, recognize and retain volunteers.
Evaluate coaches.
Help enter player ratings.
Prepare for the next season.
Attend AYSO EXPO.
Re-evaluate team balancing techniques.
During the Season…
Difficult situations can be handled in tandem with the appropriate person. RCA for coaches, RRA for referees, RC for parents, Safety Director for incidents. Take Dispute Resolution to help manage issues that may arise.

22. Division Coordinator Resources
Division Coordinator Job Description
Division Coordinator Manual
AYSO’s Safe Haven® Manual
AYSO Reference Book
Region Toolkit
Go over these resources. Tell everyone that the Division Coordinator Manual was developed because of numerous requests from volunteers.

23. How many Regions use Kids Zone?
Help make every game a kids zone!
Kids Zone encourages appropriate sideline behavior – key to promoting a fun, safe, family- friendly environment.
Parents and Spectators pledge to respect the tenets of Kids Zone.
Coaches, Referees, Parents and Players abide by a Code of Conduct.

24. Support Kids Zone Kids are #1 Fun – not winning – is everything
Fans only cheer, only coaches coach
No yelling in anger
Respect the volunteer referees
No swearing
No alcohol, tobacco products or other controlled substances
No weapons
Leave no trash behind
Set a proper example of Good Sportsmanship
Ask attendees how Division Coordinators can support Kids Zone?

25. AYSO’s Stewards of the Game
Coaches and Referees are asked to work together as the Stewards of the Game team in order to make player safety the #1 priority on the field.
Everyone is asked to role model the principles of sport, create kids zone sidelines and promote good sportsmanship and player safety.
Ask attendees how Division Coordinators can support Stewards of the Game?

26. Hey Coach!
Make sure all of the coaches in your division receive AYSO’s eNewsletter “Hey Coach”.
Occasionally send an highlighting something in the eNewsletter and ask for feedback.
Ask one of the more experienced coaches in your division to practice with new coaches early in the season.
The goal is to have every coach and team in your division be at the same level so that all games are competitive. Ask experienced coaches to help accomplish this.

27. Mediator
Coordinators hold a very important position within a Region because they act as an intermediary to the Regional Commissioner (RC), Regional Coach Administrator (RCA) and Regional Referee Administrator (RRA) in handling problems from coaches, teams and/or parents as they arise.
A Division Coordinator may need to deal with teams that do not have a coach.
A Division Coordinator may need to deal with a problematic coach or parent.
At times it means sitting down with the participants and discussing options. At other times, it means finding the missing piece of the puzzle that will correct the situation. The solution as a mediator is to try to find the win/win situation that satisfies everyone. If you just said this is the way it is and I don’t care what you think or feel, the participants will feel that they weren’t heard.

28. Mediator
What kinds of situations would a Division Coordinator have to mediate?
What are some of the personal qualities that would help a Division Coordinator in these situations?
If time allows ask two or three participants for scenarios that happened in their Region that they needed to mediate.
Ask the attendees to name some of the qualities or attributes that would help a Division Coordinator in these situations.

29. Qualities Patient A Leader, Manager Optimistic An Administrator
Organized
Open-minded
Energetic
Spontaneous
Happy
An Active Listener
Confident
A Team Player
A Hard Worker
Thorough
Tolerant of Others
A Time Manager
This is a great activity that will inspire and motivate the attendees.
Ask which of these qualities they feel they need to work on. It may be a quality that doesn’t come easily. Get as many responses as you can. Ask why it is a quality that a Division Coordinator should possess.
“Pat yourself on the back.” Which of these qualities is one that you are proud to possess? Get as many responses as possible.

30. Dealing with Confrontation
Let’s discuss some ways to deal with confrontation.

31. Dealing with Confrontation
Make sure the right person is handling the problem.
Validate the person’s anger/frustration.
Focus on the problem, NOT the person.
HEAR their side; keep an open mind.
Summarize what you heard; find a nugget.
Strike a win-win agreement; get buy-in.
End on a positive note.
Go over these quickly. It may not be the DC who has to handle all problems. Give examples as you go through the above points. You can go refer back to some of the comments that the DCs have just made.

32. Quiz
Remain seated if the answer is “True” or stand up if the answer is “False.”
As a conclusion to this workshop, let’s take a short true or false quiz.
There should be about 10 minutes left in the workshop.
If you have small candy bars or other inexpensive treats you can make this a contest/game with a winner for each question.

33. Quiz
Division Coordinators should be men because some situations require a strong assertive decision.
FALSE
As a conclusion to this workshop, let’s take a short true or false quiz.
There should be about 10 minutes left in the workshop.
If you have small candy bars or other inexpensive treats you can make this a contest/game with a winner for each question.

34. Quiz
It is only necessary for Division Coordinators to communicate with other Division Coordinators.
FALSE
As a conclusion to this workshop, let’s take a short true or false quiz.
There should be about 10 minutes left in the workshop.
If you have small candy bars or other inexpensive treats you can make this a contest/game with a winner for each question.

35. Quiz
Even small Regions can benefit from appointing a Division Coordinator.
TRUE
As a conclusion to this workshop, let’s take a short true or false quiz.
There should be about 10 minutes left in the workshop.
If you have small candy bars or other inexpensive treats you can make this a contest/game with a winner for each question.

36. Quiz FALSE One of AYSO’s six Philosophies is Fair Play.
Everyone Plays®
Balanced Teams
Open Registration
Positive Coaching
Good Sportsmanship
Player Development
FALSE
As a conclusion to this workshop, let’s take a short true or false quiz.
There should be about 10 minutes left in the workshop.
If you have small candy bars or other inexpensive treats you can make this a contest/game with a winner for each question.

37. Quiz TRUE A Division Coordinator is an AYSO leader.
As a conclusion to this workshop, let’s take a short true or false quiz.
There should be about 10 minutes left in the workshop.
If you have small candy bars or other inexpensive treats you can make this a contest/game with a winner for each question.

38. Quiz FALSE One of the roles of a Division Coordinator is to meditate.
As a conclusion to this workshop, let’s take a short true or false quiz.
There should be about 10 minutes left in the workshop.
If you have small candy bars or other inexpensive treats you can make this a contest/game with a winner for each question.

39. Customer Service Announcement
“Whatever you do, do it well. Do it so well that when people see you do it they will want to bring others and show them how well you do what you do.” Walt Disney
Advice from an expert.

40. Customer Service Announcement
Each year, the AYSO National Office receives thousands of calls from concerned families who can not reach their local AYSO Region or do not get replies to questions about…
player registration/VIP program
coach, team, practice time/location
volunteer/referee points
playoff criteria and participation
refunds, uniform returns
next registration
Advice from an expert.

41. Customer Service Announcement
They would rather communicate with you. Help them find you:
Update Website contact information.
Have a dedicate phone line for messages.
Publish address.
Advice from an expert.

42. Thank you for attending!
#305
State that this concludes the Division Coordinator course and invite them all to take additional courses like Dispute Resolution and the RMS