Travel Team Manager Handbook

The Manager is the team’s operations lead, handling communication, schedules, shifts, rosters, and team finances, while the coach leads everything hockey. This page gives you the season at a glance, with more detail in the sections that follow.

The season at a glance

Complete every item below before your first team activity. Most are part of Volunteer Registration; finish anything that was not.

1. 1
   USA Hockey

   Register as a Manager (volunteer) with USA Hockey. You will need your USA Hockey number to complete the remaining requirements.

2. 2
   STMAYHA Volunteer Registration

   Register as a volunteer with STMAYHA and enter your current USA Hockey number.

3. 3
   SafeSport

   Complete SafeSport training every season. The full course is required every two years, with a 30 minute refresher in between.

4. 4
   Background Screening

   Complete a background screening every two years.

5. 5
   Manager Meeting

   Attend the mandatory Travel Team Manager Meeting.

6. 6
   Confirm Status

   Confirm that your SafeSport training and background screening are current on the STMAYHA Background Screening and SafeSport Confirmation page.

Team contacts and Crossbar

• Confirm each family’s contact information from registration is current.
• Team contact information is visible only to team members in the Crossbar app and website. Use it to create team group emails.
• The Registration team builds team rosters in Crossbar. Make sure the email on your own player’s account is the one you want to use for team communication.
• Add jersey numbers and positions (F, D, F/D or G) to Crossbar once assigned.
• Team schedules are posted in Crossbar.
• Send Crossbar questions to communications@stmayha.org.

Manager and coach meeting

Meet with the head coach before the parent meeting. Agree on:

• Roles and responsibilities for the coach and Manager
• Team communication and schedule management
• Absence communication and whether players should contact the coach directly or use the team availability in Crossbar
• Team gatherings and parties
• Scrimmage coordination for Bantam, 15U, Peewee and 12U teams, including communication between the head coach, Manager, Ice Scheduler and opposing team
• Team duties, especially the locker room monitor rotation and game day assignments
• Behavior expectations and how concerns or issues will be handled

Parent and coach meeting

Hold the parent meeting shortly after teams are formed. Cover:

• Coach and Manager roles, along with player and parent expectations
• Code of Conduct (Section 3)
• Game day shifts and team contributions (Section 4)
• SafeSport, background screening and Locker Room Monitor requirements
• Volunteer policy and opportunities
• Team page and Crossbar orientation, with a reminder to check both regularly
• Jersey care and expectations
• Team communication and how updates will be shared
• Absence procedures and who to contact

Meet and greet

A team party early in the season sets the tone. Use it to introduce players, parents and coaches.

Code of Conduct

STMAYHA expects a safe, positive environment from every participant: players, parents, coaches and volunteers. Managers enforce the Code of Conduct and report every incident to the HOC Level Coordinator and the HOC Director. Player and Parent Codes of Conduct are in the STMAYHA Member Handbook (June 2026) under Documents on stmayha.org.

SafeSport and background screening

Every parent must verify SafeSport before working LRM, penalty box, game clock or scorebook. Managers check their team’s status on the confirmation page.

Locker Room Monitor (LRM)

Full requirements are in the Volunteer Policy. The essentials:

• Be present any time a player is in the locker room. Never be 1:1 with a player.
• Remain inside the locker room, not in the hallway, from before the first player arrives until the last player leaves.
• Schedule a Locker Room Monitor for every practice, scrimmage, game and tournament game.
• The Locker Room Monitor must be the same gender as the players who are dressing. If players are not dressing, any Locker Room Monitor may be present.
• Be present for every 1:1 conversation between a player and coach.
• Players’ phones stay in their bags. The Locker Room Monitor controls the music.
• Report any incidents through the SafeSport link on the website or to safesport@stmayha.org.

Your duties under the Member Handbook (June 2026)

Injury reporting

Any injury or suspected concussion at a practice or game gets an incident report within 24 hours. The coach or manager on site files it.

File an Injury or Concussion Report

The coach owns injury decisions; the rest is for your awareness.

• An injury or illness that causes a player to miss 21 or more consecutive days is reported on the STMAYHA Injured Player Form.
• A doctor's note is required to return to the ice. Once returned by the parents, email the form to the VP of Operations (operations@stmayha.org) and the President (president@stmayha.org).
• Concussion: a player with a headache from contact is pulled and the incident report is filed. No return without a signed concussion release and medical clearance. USA Hockey concussion information.

Association volunteer hours and team shifts are separate. Per the 2026-27 Volunteer Policy, families owe 10 association hours per player (buyout $1,000 per player at registration). Team shifts never count toward those hours, and a buyout does not cover them. Every family is expected to work team shifts.

• Keep and post a game day shift schedule. Alphabetical rotation, jersey number order or direct assignment all work.
• Game day shifts are required by the District. Officials will not start the game until every shift is filled.
• Anyone working a game day shift must be 18 or older. Only those assigned to game duties may be in the scorebox.
• No-show fees follow the Volunteer Policy: $100 for the first offense, $250 for the second and the full $1,000 volunteer fee for the third, charged to the card on file.

Apparel

• Every player receives an association warm-up hoodie. STMAYHA/NWC apparel is required for games. Apparel from AAA programs or other teams is not allowed.
• Team-specific apparel is optional and may never be required. Use approved STMAYHA colors and logos only.
• Team levels (AA, A, B1 and so on) may not appear on team apparel. This is non-negotiable.
• Verify logo use with the VP of Communications at communications@stmayha.org before ordering.
• Team apparel vendors include 7Legends and Geared Up Apparel in Elk River. STMAYHA is not responsible for issues with team apparel orders.

Jerseys

• Each team receives home and away jerseys, plus one extra set of jerseys to be used as blood jerseys and kept by the coach.
• Each player receives light and dark game socks, plus knit practice socks.
• Do not sew C or A patches onto jerseys or screen print the jerseys. Make sure coaches are aware of this policy.

Official rosters

• District 5 issues the official USA Hockey roster once all team information is verified. The roster will be emailed to you before gameplay begins.
• Keep copies of the official roster with you for every game, scrimmage, and tournament. Tournaments require a copy at check-in.
• Print an updated roster if a coach is red-lined due to incomplete credentialing.
• Keep each coach's Coaching Ethics and Concussion forms with your roster records.

Goalie replacement

If a goalie is injured or ill, a substitute may come from a similar level team or below. Squirt and 10U are different: contact the HOC Director first (hocdirector@stmayha.org or girlshocdirector@stmayha.org).

• Send the Substitute Goalie Form to the President (president@stmayha.org) and the HOC Director as soon as you know. It needs Association and District approval.
• Requests are in writing unless it is a last-minute need. If time does not allow, speak directly with the District Director. Voicemail, text and email do not count.
• Both approvals must be in place before puck drop, or the game is forfeited.

District play runs November through mid-February.

Calendar

• Booked ice populates your Crossbar team calendar automatically.
• The Ice Scheduler may enter tournaments early as TBD. If a tournament is not listed, add it through team management and update the final game times once they are posted.
• Use the Team Ice Request Form for every team request including no-ice requests, scrimmages and team parties. Allow at least three weeks for all requests. You will only hear back if the request cannot be accommodated.
• Managers may add off-ice team activities to the calendar, including team meetings, parties, dinners and other team events, once the ice calendar has been populated for that date and the Team Ice Request Form has been submitted.
• If you need to cancel ice, submit the Team Ice Request Form. If the form is not submitted, your team will be billed for the ice.

Scrimmages

• Bantam, PeeWee, 15U and 12U teams may use a Scrimmage Coordinator who works directly with the Manager and Ice Scheduler.
• Up to five pre-roster scrimmages are allowed. Email the Travel Registration Coordinator at travelreg@stmayha.org as soon as a scrimmage is scheduled and wait for approval before playing.
• Pre-roster scrimmages count toward the season game limit for Squirt and 10U teams.
• Home scrimmages must use or swap existing team ice. Trade equal ice time. Lost or traded ice will not be replaced. Away scrimmages are encouraged.
• The Ice Scheduler requests officials for home scrimmages and will copy the Manager. District 5’s response to both of you is the confirmation. Verify the date, time and location and follow up if you do not receive confirmation.
• Submit home scrimmage requests at least 12 days before the scrimmage.

Each level has a target number of games for the season, set by the HOC and shared with head coaches before the season begins.

District games

• The Ice Scheduler adds District games to your team calendar.
• Once District schedules are posted, compare them with your STMAYHA calendar and report any discrepancies right away.
• District game counts vary by level and District scheduling. Your HOC Director will confirm whether your team plays in District 5 or District 10.

GameSheet (scorebook)

• GameSheet iPads are available at every sheet of ice.
• District League and playoff games are preloaded in GameSheet.
• Exhibition games/scrimmages: Log in under District 5 for all non-league games.
• Managers and coaches receive an access code to create a GameSheet account. Use your account to verify jersey numbers and roster information.
  • District 5 rosters: Managers are responsible for importing and updating their team roster in GameSheet. Instructions for importing your roster will be sent out.
  • District 10 rosters: D10 loads the roster and locks it so managers cannot make changes.
• Completed GameSheets are emailed to you after each game.
• Contacts:
  • District 5 GameSheet contact: Mike Graham | 615-491-8863 | d5leaguecoordinator@gmail.com
  • District 10 GameSheet contact: Jeff Zwerdling | d10gamesheet@gmail.com
• Training: GameSheet training videos are available on the GameSheet YouTube channel. GameSheet training videos.

Youth Hockey Hub

• AA, A and B1 teams must report all scrimmage, game and tournament scores to NOW Rankings MN.
• Do not report controlled scrimmages.
• If an opponent reports a controlled scrimmage or your team is listed at the wrong level, contact scores@youthhockeyhub.com.
• To have a game removed, include the level, both teams, game date and final score.

Game changes and weather

• Managers may not change District games directly. Each team is allowed one District game change per season with at least seven days’ notice. A fee of up to $500 per game may apply, per the District 5 Handbook.
• For weather-related concerns, the traveling team’s coach must contact the HOC Director first. After that conversation, the coach or Manager should contact the District 5 League Coordinator at 615.491.8863 (preferred) or d5leaguecoordinator@gmail.com.
• STMAYHA does not penalize players or families for weather-related absences (Member Handbook, p. 38).

• Tournament registration and hotel blocks are posted on your Crossbar team page. Send hotel information to families right away, including the block expiration date.
• Contact each Tournament Coordinator to confirm your team’s registration and update the primary contact to your email. Until that is done, tournament communication goes to the STMAYHA Travel Coordinator and is forwarded to you.
• Do not change hotel arrangements without approval from the respective Travel Level Director.
• You may reserve a hotel party room for a team meal or meeting. Hotel rules, availability and fees vary.
• Tournament information typically arrives one to four weeks before play. If you have not received anything four weeks before the tournament, contact the host.
• Submit rosters, apparel orders and any other requested information by the tournament deadlines and in the format requested.
• Check the team in on the first day with your official roster and scorebook labels if the tournament does not use GameSheet.

Slush fund

• Collect the team slush fund at the beginning of the season. $100 to $150 per player is typical.
• Use slush fund money only for team expenses, such as team meals, party rooms and coach gifts.
• Track every dollar and provide families with regular balance updates.
• At the end of the season, account for all funds and return any remaining balance to families.

Ice bills

• Each month, you will receive the previous month’s ice charges. Compare the charges with your team calendar. Your team’s ice budget is based on roster size.
• Report any discrepancies within 30 days of receiving the statement to a member of the Finance Committee.
• Any season overage is the team’s responsibility and may be billed at the end of the season. Unused ice budget funds may be refunded to the team.

Fundraising

No team or individual fundraising is allowed without Executive Board approval, because of arena and association sponsorship sales. Approval is not guaranteed. Send a written request before the event with the team name, the purpose, and the event details.

Team photos

• Travel team photos are scheduled in November and December. The Board sets photo times around team schedules and sends the information to Managers.
• Send families the date, time, what to bring and wear, and ordering information.
• At photos, line players up by jersey number to help keep the photographer on schedule.
• Players should wear their away (colored) jersey, jeans or pants, and gloves. No pads.
• Last-year players receive a recognition poster that is displayed in the arena during the season and is theirs to keep afterward.

Last-year player recognition

• Last-year player recognition is held at one of the team’s final home games. The Board coordinates a photo gift for each player.
• Reserve time before the game with the Ice Scheduler at iceschedule@stmayha.org.
• Send the date to the Travel Team Manager Coordinator at teams@stmayha.org so the gifts and photographer can be coordinated.
• Arrange for a parent to run music and announcements. Provide a list of each player and the parents or family members who will escort them.
• Tell families to arrive 15 minutes early and meet outside the player box near the staircase farthest from the bleachers.
• Moms typically wear the player’s away jersey. Parents escort their player when announced, followed by a group photo.

USA Hockey and Minnesota Hockey awards

• Shutout Wall: Email Steve Carroll, Minnesota Hockey Goalie Development Coordinator, at scarroll@minnesotahockey.org. Include the game date, goalie name, team, level (for example, Squirt C), opponent and a game photo.
• Zero, Hat Trick (three goals) and Playmaker (three assists) awards: Submit the Awards Request Form for eligible players.

Game Day Experience

The high school teams host events with the youth program each year. Pass them on to your families when posted.

End of season party

• Hold the team party near the end of District play and before spring sports begin. Book the date and location early.
• Recognize coaches with a gift card or small gift. Team slush fund money may be used for coach gifts.
• Present USA Hockey, Minnesota Hockey and academic awards.

Handbooks

• STMAYHA Member Handbook (June 2026) and Volunteer Policy: stmayha.org Documents
• District 5 Handbook
• Minnesota Hockey Handbook
• USA Hockey Annual Guide

I accept the terms of this handbook and have attended one of the required Travel Team Manager meetings. I understand that it is my responsibility to comply with the guidelines outlined in this handbook, the STMAYHA Member Handbook (June 2026) and the 2026-27 Volunteer Policy.