1.Introduction

This handbook was created as a comprehensive list of activities required to organize McLean Youth (MYA) Volleyball, especially the Spring season for girls. It defines appropriate roles & responsibilities, activities, and timelines.

2.Roles & Responsibilities

To deliver a high-quality service to the community each year, the following roles are recommended to balance out responsibilities and ensure no single individual is over-burdened.

2.1 Program Director

The target is one Program Director (aka Commissioner or Sport Chair). 

• Sets the direction of the program
• Communicates with the McLean Youth Athletics (MYA) Board
• Communicates with MYA Volleyball partners (VYI, Reston, Arlington, etc.)
• Gathers the MYA Volleyball Board for meeting to plan each season and discuss new initiatives
• Identifies Assistant Directors & Coordinators and works closely with them throughout the year
• Gives direction to Treasurer and Assistant Directors on spending plans
• Ensures the smooth operation of the program

2.2 Assistant Director / Treasurer

The target is one Treasurer. 

• Has authority to draw funds from the MYA Volleyball bank account using checks or the MYA corporate credit card
• Coordinates with the Director, Assistant Directors and the MYA Volleyball Board to establish the spend plan
• Manages revenue and costs, categorizing spending, and tracks actual costs vs. forecast
• Pays MYA Volleyball bills such as NCS gym usage fees and gym rentals
• Purchases equipment, Froyo Challenge gift cards and playoff trophies
• Requests paychecks for referees and other paid individuals
• Works with the MYA Bookkeeper to account for all MYA Volleyball spending

2.3 Assistant Director / Schedule Coordinator & Registration Coordinator

The target is one individual to serve as both the Schedule and Registration Coordinator, although the position could be split up in the future. 

• Establishes the program calendar and related events
• Requests gym permits through NCS each season
• Sets up league registrations
• Conducts background checks of adult coaching volunteers
• Sets the practice schedule
• Manages waitlists
• Sets the match schedule
• Manages schedule changes
• Owns the relationship with the League Management software vendor
• Trains others on the League Management software

2.4 Assistant Director / Select & Travel Commissioner

The target is one Select/Travel League Commissioner. 

• Sets direction of the Select and Travel leagues
• Establishes rules and policies for the leagues
• Identifies Select/Travel AGCs and coaches
• Communicates with other youth sports programs in the Travel league
• Works with the Registration Commissioner to determine the number of teams per league
• Coordinates tryouts
• Coordinates drafts
• Ensures the smooth running of the Select/Travel leagues

2.5 Assistant Director / House Commissioner

The target is one House Commissioner.

• Sets direction of the House leagues
• Establishes rules and policies for the leagues
• Identifies House AGCs and coaches 
• Coordinates assigning unaffiliated HS student coaches to teams
• Works with the Registration Coordinator to determine the number of teams per league
• Works with AGCs to set team rosters
• Ensures the smooth running of House leagues

2.6 Age-Group Coordinator (AGC)

The target is one or more Age-Group Coordinators (AGCs) in each league: ES4, ES5, ES6, MS7, MS8, MSS, HSH, HSS and HST

• Communicates league-related information to coaches, players and parents
• Coordinates league coaches, in conjunction with the Registration Manager
• Establishes and maintains team rosters, in conjunction with coaches and the Registration Manager
• Manages team change requests, in conjunction with the coaches and the MYA Volleyball Admin
• Coordinates team schedules in conjunction with the Schedule Coordinator
• Establishes league all-star rosters
• Coordinates league playoffs and distribution of trophies
• Ensures the smooth operation of the league

2.7 Apparel Coordinator

The target is one or more Apparel Coordinators. 

• Identifies league uniforms and related designs
• Working with Treasurer, orders apparel from established vendors
• Distributes apparel to teams
• Manages shirt exchanges
• Maintains inventor of extra shirts from season to season

2.8 Equipment Coordinator

The target is one primary Equipment Coordinator.

• Manages the inventory of volleyball equipment (balls, bags, carts, score flippers, etc.)
• Working with the Treasurer, orders new/replacement equipment as needed
• Distributes equipment from the Pimmit Hills Barn to coaches at the beginning of the season
• Delivers backpack of essentials to Head and Lead Referees
• Knocks down volleyballs from gym rafters as needed
• Fixes broken net systems and wall racks as needed
• Collect equipments at the end of the season and returns it to the Pimmit Hills Barns for off-season storage
• Seals all the bags of balls in a large garbage bags to prevent mold during the off-season

2.9 Clinic Coordinator

The target is one primary Clinic Coordinator.

• Schedules player and coaches clinics
• Identifies clinic helpers (paid and volunteers)
• Coordinates the execution of clinics at the beginning of the season
• Runs additional refresher clinics during the season as needed

2.10 Referee Coordinator

The target is one adult Referee. 

• Sets the direction of the referee program
• Works with members of the MYA Volleyball Board to appoint a Head Referee and Lead Referees
• Works with the Head Referee to manage referee signup, availability and scheduling
• Works with the Director to manage and communicate rules
• Manages the referee scheduling software

2.11 Head Referee

The target is one primary Head Referee, usually a HS Senior.

• Coordinates activities related to refereeing all league matches
• Establishes the referee schedule
• Manages schedule changes
• Mentor new referees
• Ensuring match results are entered into the website

2.12 Lead Referees

The target is 5 to 6 Lead Referees, usually HS Juniors and Seniors.

• Manage the smooth operation of matches at an assigned facility
• Mentor junior referees at the assigned facility
• Address questions and issues from coaches, players and parents at the assigned facility
• Enter match results into the MYV website

2.13 MYA Volleyball Administrator

The target is 1 or 2 Admins

• Monitors the MYA Volleyball mailboxes and addresses program questions

• Works closely with the Director, Assistant Directors, AGCs and coaches

 

3. Program Activities

Below is the calendar of activities that typically take place during the spring season. 

3.1 Season Prep (Nov - Jan)

Target Date	Description	Owner
Early November	Submit MYA Volleyball winter and spring gym requests through the NCS FAR system	Schedule Coordinator
Early December	Work with NCS to schedule unused winter timeslots in March at McLean HS for clinics & tryouts	Schedule Coordinator
Early December	Create the Spring Master spreadsheet to track key information about the upcoming spring season	Director & Schedule Coordinator
Early December	Draft the spring calendar based on the FCPS holiday calendar	Director & Schedule Coordinator
Early December	Draft the financial plan including project revenue and spend	Director & Treasurer
Early December	Onboard the spring Head Referee	Director & Referee Coordinator
Early December	Hold MYA Volleyball Board meeting and finalize spring season plans	Director

 

3.2 Early Season (Jan-Mar)

Target Date	Description	Owner
Mid-December	Email first call for coaches and AGCs	Director
Late December	Complete setup of registration forms for all leagues	Registration Coordinator
Late December	Complete setup of HST and HSS tryout signups through SignupGenius	Select Commissioner
Late December	Update website content for the upcoming spring season	Director and Registration Coordinator
January 1	Email registration opening announcement to MYA distribution list	Director and Registration Coordinator
On-Going	Address questions as they come in	All
On-Going	Update the Spring Master spreadsheet with registration numbers and registered coaches	Registration Coordinator
On-Going	Contact old and new coaches to secure coaching commitments for each league	House Commissioner and Select Commissioner
On-Going	Manage Financial Aid requests	Registration Coordinator & Treasurer
On-Going	Follow-up with parents with outstanding payment balances	Registration Coordinator & Treasurer
Mid-January	Email HS students on options to participate: player, coach, referee	Registration Coordinator
Late January	Formulate a plan for running player and referee clinics	Clinic Coordinator
Late January	Call for AGCs in each league	House & Select Commissioners
Late January	Determine which uniforms to purchase for the season	Apparel Coordinator & Treasurer
Late January	Inventory remaining jerseys and polo shirts from previous spring	Apparel Coordinator
Early February	Order jersey and polo shirts to avoid shortage later and rush order costs	Apparel Coordinator & Treasurer
Early February	Order equipment for the upcoming season: volleyballs, ball bags, carts, team balls, etc. as needed	Equipment Coordinator & Treasurer
Mid-February	Review spring gym allocation once published by NCS and provide feedback	Schedule Coordinator
Mid-February	Update the master spreadsheet with practice times and clinic schedule	Schedule Coordinator
Mid-February	Lock in non-NCS gyms (Spring Hill RECenter, Madeira, etc.)	Director & Schedule Coordinator
Mid-February	Update website with latest leagues and teams	Registration Coordinator
Mid-February	Share the Spring Master spreadsheet on Google Drive with coaches	Director & Registration Coordinator
Mid-February	Email Coach Kickoff Information	Direct & House/Select Commissioners
Late February	Email coaches to identify preferred practice timeslots by March 1	Schedule Coordinator
Late February	Email HS coaches and HS referees to sign-up as tryout helpers, clinic helpers and equipment distribution coordinators	Director & Registration Coordinator
Late February	Email Player/Parent Kickoff Information	Director & Registration Coordinator
February 28 or March 1	Close player registration	Registration Coordinator
Early March	Run HS and MSS tryouts	Select Commissioner
Early March	Work out the practice schedule and email coaches with draft practice schedule - Finalized a few days later	Schedule Coordinator
Early March	Test-run player assignments (RosterBuddy). Identify conflicts; Reach out to affected parents	AGCs
Early March	Email Parents/Players with reminder about Skills Clinics starting mid-March	Administrator / Director
Early March	Conduct MS Select & HS Select Drafts	Select Commissioner
Mid-March	Run New Coaches Coordination meeting via Zoom	Director
Mid-March	Publish MS Select and HS Select Rosters	Select Commissioner
Mid-March	Generate Match Schedule	Schedule Coordinator
Mid-March	Run Player and Coach Clinics	Clinic Coordinator
Mid-March	Allocate players to teams based on requests and schedule constraints	AGCs
Mid-March	Email House Parents/Players with Roster and Practice Schedule	AGCs
Mid-March	Email House Coaches about contacting their team using email template	House Commissioner
Mid-March	Address roster change requests	AGCs
Late March	Start House practices	All
Late March	Conduct referee training	Referee Coordinator
Late March	Establish a preliminary referee schedule	Referee Coordinator

 

3.3 Mid-Season (April - May)

Target Date	Description	Owner
Early/Mid April	Start regular season matches	All
On-Going	Address league questions and issues as they emerge	AGCs
On-Going	Address program and schedule issues as they emerge	Schedule Coordinator
On-Going	Coordinate practice and match changes with AGCs, coaches and parents	Schedule Coordinator
On-Going	Email special league announcements as needed	Commissioners
On-Going	Schedule referees for each match	Referee Lead
On-Going	Upload match results to website	Referee Lead
On-Going	Confirm referee hours	Referee Lead
On-Going	Pay referees (May 6 & June 10)	Treasurer

 

3.4 Late Season (May - June)

Target Date	Description	Owner
Early May	Plan All-Star Events	Commissioners and AGC
Mid-May	Identify All-Star Coaches	AGCs
Mid-May	Schedule All-Star practices	Schedule Coordinator
Late May	Nominate All-Star players	Coaches
Early June	Select All-Star Teams if needed	AGCs
Mid-May	Working with the Treasurer, purchase playoff traphies and any other medals/awards	Commissioners
Mid-May	Email coaches, players and parents with playoff schedule	Schedule Coordinator
Early June	Email coaches about playoff etiquette and end of season information	Director
Early June	Coordinate league playoffs on-site	AGCs
Early June	Distribute trophies and medals at the conclusion of playoff matches	AGCs
Early June	Collect equipment from coaches	AGCs
Early June	Email coaches, players and parents with playoff results and plans for next year	Commissioners
Mid-June	Run All-Stars Events	Commissioners, AGCs
Mid-June	Inventory andreturn equipment to the Pimmit Hills Barn; place ball bags in plastic bags to avoid mold	Equipment Coordinator

 

3.5 Post Season (June+)

Target Date	Description
	Kick back and enjoy the off season

 

4. Email Templates

All the emails sent to coaches, parents and administrators are stored on the following Google Doc folder: https://drive.google.com/drive/folders/12TghBDF6IpKGYpHmJiuBtQJC-kwJ9VN9?usp=share_link