Volunteer with AYSO 45
Coach and Referee Positions
Description of AYSO Positions
Board Level Positions
The Regional Commissioner shall have the responsibility and the authority to manage the day-to-day business of the Region as described in Article III of these Guidelines within the framework of the AYSO operating regulations and these Guidelines. The Regional Commissioner’s responsibility and authority shall also include:
Filing on a timely basis the Regional Information Form with the National Support Center.
Reviewing on an annual basis these Regional Guidelines and other written Regional operating regulations.
Supervising the Regional Treasurer by periodically reviewing the Region’s canceled checks and bank statements, reviewing each month the National Accounting Program (NAP) financial report, periodically reviewing internal financial control procedures, and taking other reasonable measures to assure that the Region’s assets and expenses are being handled in a fiscally responsible manner.
Reporting to the Area Director and being responsible for the performance and growth of the Regional programs for the benefit of the players, the volunteers and their families.
Organizing, maintaining, supervising and coaching Regional volunteer staffs to assure adequate support and services to the Region, including the development of new volunteers for Regional position succession planning.
Acting as the official spokesperson for the Region in regard to publicity, internal development, cultural exchange, business systems, budgets, Regional operating regulations and other matters
concerning AYSO programs within the Region.
Assisting the Regional Board in the planning and implementation of its policies and programs within the Region.
Overseeing dispute resolution within the Region pursuant to Article Nine of these Guidelines and AYSO operating regulations.
Presiding at all Regional Board meetings.
Keeping the Regional Board informed of actions and decisions on matters of importance.
Attending Area meetings, Section Meetings and caucuses, and the National Annual General Meeting.
Maintaining close liaison with the Area Director and the Section Director, and coordinating all extra-Regional activities through the Area Director.
Submitting a completed Regional Performance Program to the Area Director prior to December 1st of each calendar year.
Making such other decisions and taking actions as may be required to run the Region, within the limits of the Regional budget and these Guidelines.
Responsible with the Regional Coach Administrator for recruiting and selecting the Division Coordinators, who are responsible for managing the various player divisions.
Assistant Regional Commissioner
The Assistant Regional Commissioner, if any, shall perform such duties as may be delegated to the Assistant Regional Commissioner by the Regional Commissioner and, in his/her absence, shall perform the duties of the Regional Commissioner on behalf of the Region.
Skills needed for doing this job include ability to delegate, working well with a variety of people, good organizational talent, and ability to deal with rare conflict. the position has many rewards, including working with some great people, developing relationships with the city Parks and Rec personnel, and meeting other people interested in soccer from around the area. Time commitment is around 2-4 hours per week, with more during the pre-season and less in the off-season.
Regional Coach Administrator
The Regional Coach Administrator shall be responsible for the recruiting, training and supervising of all coaches in the Region. The Regional Coach Administrator shall require that each coach and assistant coach or other team player trainer complete a volunteer application form in accordance with the National Support Center’s applicable policies and guidelines.
The Regional Coach Administrator shall coordinate with the Regional Commissioner, the Regional Director of Coach Instruction and the Area Coach Administrator to arrange for coaching orientations, clinics and training programs at least once each season where needed and disseminate information when appropriate to assist the Region’s coaches.
The Regional Coach Administrator shall also be responsible for the implementation of the Region’s Coaching Certification and Licensing Programs as may be required or recommended under the operating regulations.
Regional Referee Administrator
The Regional Referee Administrator shall arrange for orientations, clinics and training programs for all referees and assistant referees in the Region at least annually, and shall coordinate his/her efforts with the Regional Commissioner and the Area Referee Administrator.
The Regional Referee Administrator shall be responsible for the scheduling of referees and assistant referees the Region, or delegate such task to another responsible volunteer or assistant and coordinate such efforts with the Region’s scheduler of games.
The Regional Referee Administrator is responsible for the ordering of referee uniforms and supplies, usually in July and August.
The Treasurer shall have custody of all funds, securities, evidence of indebtedness and other valuable documents, and shall deposit funds and securities in the name and to the credit of the Region in a bank or depository. The Regional Treasurer shall keep in appropriate books an accurate account of all money received and paid out.
The Treasurer shall be responsible for complying with the National Accounting Program and all procedures specified in the AYSO Treasurer’s Manual. The Treasurer shall promptly, upon receipt, pay to the National Support Center the National portion of the registration fees of the Region before the first practice and first game of the season, and in any event no later than March 1st of each spring season and September 1st of each fall season.
The Treasurer shall give a report of the funds, receipts and disbursements of the Region annually or at such other times as requested by the Regional Commissioner or by the Regional Board. The Regional Treasurer shall be responsible for timely approval by the Area Director and Section Director, and filing with the National Support Center the Regional Information Form, the annual budget, and such other information as may be required or requested from time to time by the National Support Center and for complying with the National Accounting Program.
The Treasurer will assist the Regional Commissioner in creating a budget for the operation of the Region by January 1st, and will monitor the monthly expenses with respect to the current budget-giving a report at each Board meeting.
The Fields Coordinator is responsible for obtaining and maintaining the playing fields and ensuring that the fields are properly lined. He/she shall also assist the Regional Safety Director in maintaining the playing fields in a safe condition and advising the Board and responsible organization (city or school district) on the status and conditions of the fields.
The Safety Director shall be responsible for administering the AYSO Soccer Accident Insurance (SAI) plan and liability insurance program for the Region. The Safety Director shall also be responsible for obtaining liability insurance certificates for all facilities used by the Region. The Safety Director shall make provisions for the posting of AYSO’s SAI plan on the regional web site. The Safety Director shall handle all reports of accidents and/or SAI claims for such programs.
The Safety Director shall also ensure the safety of all participants in the Region by ensuring that all field equipment, goalposts and fields are inspected periodically to ensure that they are in safe condition. The Safety Director must also ensure that a reasonable number of first-aid kits are available at all playing sites, that all goalposts are properly anchored, that no goalposts have goal net hooks and that AYSO policies regarding blood borne diseases are disseminated to and observed by all participants. The Safety Director shall also be responsible for advising Regional participants of approaching dangerous weather and other potentially unsafe conditions which may exist at the locations where games are played.
The Safety Director shall also disseminate and make available safety information to the Region’s coaches, referees, participants and families from such sources as AYSO’s ‘Play It Safe’ publication.
In case of an injury – contact the coach and the parents. Submit all pertinent information to the insurance company. Make sure the an injured player will not come back to play without a participation release form from the doctor. Maintain supply of claim forms. In case of an injury provide information to parents regarding the proper way to file a claim form.
Be available and knowledgeable to answer questions from coaches, referees and parents.
Director of Referee Instruction and Assessment
The Director of Referee Instruction and Assessment shall implement, monitor, and maintain the AYSO Referee Training Program at the Regional level. The Regional components are the Regional Referee Course and the Assistant Referee Training Course. The Regional Director of Referee Instruction obtains the course guides from AYSO National SupportCenter or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach. The Regional Director of Referee Instruction works together with the Area Director of Referee Instruction to meet the ongoing training needs of the local referees, assistant referees and youth referees.
This individual also works to address any training deficiencies, rules clarifications, referee performance issues or other actions required to maintain referee quality at the highest level possible throughout the season.
Director of Coach Instruction
The Director of Coach Instruction shall implement, monitor, and maintain the AYSO Coach Training Program at the Regional level. The Regional components are the U-6, U-8, U-10 and U-12 Coach Certification Training Courses. The Regional Director of Coach Instruction obtains the course guides from AYSO National SupportCenter or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach. The Regional Director of Coach Instruction works together with the Area Director of Coach Instruction to meet the ongoing training needs of the local head coaches and assistant coaches.
This individual also works to address any training deficiencies, rules clarifications, referee performance issues or other actions required to maintain coach quality at the highest level possible throughout the season.
The Secretary, if any, shall take minutes at all meetings of the Regional Board and general meetings of the Region and shall be charged with sending out all general correspondence and notices for the Region. The Secretary shall be responsible for publishing the minutes to the Regional Board and for sending a copy of the minutes to the Area Director after they are approved. The Secretary shall ensure that these Regional Guidelines are reviewed annually and copies are made available to all Regional participating members.
The Secretary will act as the primary interface to the City of Mountain View Parks and Recreation Department for reserving rooms for AYSO functions, such as board meetings, training classes, and registration.
The Registrar shall be responsible for the planning and implementation of the annual registration of players, and coordinate such efforts with the Regional Commissioner, the Regional Director of Public Relations, the Regional Coach Administrator and the Regional Referee Administrator. The Regional Registrar shall be responsible for the proper registration of each member in the Region. The Registration for Region45 takes place primarily through BlueSombrero, an online application accessible from the www.ayso45.org web site.
The Registrar organizes the Walk-in Registration Day that is held for those parents who do not have access to a computer either through their work or at their home or who simply would rather conduct registration in person. This Walk-in Registration Day is typically held in mid-May.
Additionally, payments may be made online from BlueSombrero. The Registrar also checks the Post Office Box and distributes checks and bills to the Treasurer on a periodic basis once the checks that represent payments have been posted to the player’s account in BlueSombrero. Throughout the summer and into the last week before the season, some number of refund checks must also be processed. The Registar must keep a list of refunds and work with the Treasurer to ensure that these refunds are sent to the parents.
The Uniform Coordinator is responsible for keeping an inventory of all the uniforms the Region has, and ordering new uniforms as needed before the season begins to make sure each team has enough uniforms. During the preseason, it may be necessary to order special sizes depending upon the players on the team. The Uniform Coordinator is responsible for distributing the uniforms to the various teams either at the Coaches Meeting or at some time before the season.
The Equipment Manager is responsible for purchasing of soccer balls, nets, and other equipment as may be requested by the Board from time to time, advising the Board on equipment availability including quality evaluation, cost quotes, and delivery schedules, selecting and ordering equipment and arraging for distribution to coaches on a timely basis, resolving problems with suppliers, collecting equipment at the end of the season with support from the Division Coordinators, and giving the Board an inventory of equipment for the end of the season.
The Volunteer Coordinator is responsible for assisting the Regional Commissioner and Regional Board in recruiting and developing new volunteers from the parents and other relatives of players, and from other sources in the community, to donate their time and talents for the successful operation of the Region and for the succession planning of Regional Board and staff members.
Picture Day Coordinator
The Picture Day Coordinator is responsible for reviewing potential photographers, making a recommendation to the Board, working as a liaison between the Regional Board and the vendor contracted to provide pictures for Regional teams and players, scheduling of teams at the site(s) selected for the photography sessions, and distribution of the pictures to the teams.
Tournament/Post Season Play Coordinator
The Tournament/Post Season Play Coordinator is responsible for working with the Regional Commissioner and the Regional Board in the planning, implementation and supervision of participation in Regional tournaments, soccerfests and other post season play opportunities for Regional players outside the primary regular season program.
The Scheduler create schedules for all age groups playing regional games. Schedules should take into account a reasonable balance of game times, net duty and field usage, as well as home team – visiting team allocation. In addition, the schedules should eliminate regional game team color conflicts by preventing same color teams from playing each other during regular season play. Schedules should also make a reasonable accommodation for any COACH who is coaching two teams so as to minimumize timing conflicts between games.
Schedules are built and finalized approximately 2 weeks before the first game which is usually held Labor Day weekend. Under the direction of the Board of Directors, some divisions may only get half of their schedules delivered, allowing some modification to the second half of their schedule if necessary.
Additionally, schedules for practice field assignment must be filled out with each coach with the assistance of the Division Coordinator. For the school-based teams, practices may only be held at the school of the team so that kids do not have to travel far. For teams in older divisions, practice fields are pre-assigned to certain divisions and coaches may only hold practices at those locations specified for their divisions.
Practice Field Coordinator
The Practice Field Coordinator works with the Division Coordinators and the Coaches allocating practice field requests across the various available fields placing school-based teams at or near their school. Once the days get shorter, the Practice Field Coordinator reschedules to offload some of the more heavily used practice fields. This task is done at home using Excel or a Google Spreadsheet and email.
Field Layout Team Captain
The Field Layout Team Captain leads a team of half a dozen volunteers to measure, layout and initial painting of grass fields at 1 or 2 locations. This requires about three to four hours, typically the last weekend in August to get the fall season started.
Field Layout Team Member
The Field Layout Team Member performs measurement, layout, and initial painting of grass fields at one or two locations. This requires approximately three hours of work, typically the last weekend in August to get the fall season started. No prior experience is necessary.
Game Data Coordinator
The statistician is responsible to ensure that the referees have entered all of the game card data after each week’s games. The game card data is important to track the relative playing time of various players on each team, the number of goals being scored by players and teams as a whole and any misconduct taking place during games.
The Webmaster position is responsible for three main areas.
Maintaining the www.ayso45.org web site so that information is current and displayed in a fashion that can be easily navigated by our users.
Support the coaches and parents with BlueSombrero activities and problems. Support the board with special queries and work with the owner of BlueSombrero to make sure the system remains usable throughout the entire soccer year.
Assisting parents during Walk-in Registration Day if needed.
The Publicity Director is responsible for the dissemination of information concerning Regional activities, the relations between the Region and the community and for the promotion of Regional activities through the media.
This job is to construct a flyer that is to be passed out to all schools of appropriate age children in our AYSO Region 45. Times and locations are determined by the board for sign-up.
Towards the end of March or early April, flyers need to be bundled in requested sizes as required by the school districts for distribution.
Provide information to the Mountain View Voice and the Los Altos Town Crier for insertion in their papers. Contact schools individually for communication with parents of incoming Kindergarten students. Any other way you can think of including public service announcements are also helpful.
Senior Contributor Positions
The Division Coordinators are responsible for the operation of their respective divisions. They will recruit the coaches for their Division with the help of the Regional Coach Administrator. Division Coordinators for the U07-U10 divisions will also work to assure that a sufficient number of parents have stepped up to referee and take the training course if they are not yet trained. This is important because U07 and U08 games are refereed completely by parent volunteers from each team and U10 requires volunteer referees to work the lines.
The Division Coordinator also provides a line of communication between the Regional Board and the coaches, referees and parents in their division. The Coordinator will receive the emails sent to the alias set up for their division. They will also track the stats of the teams throughout the season to ensure that blowouts are kept to a minimum and that all of the coaches are handling their players fairly and evenly. The Coordinators are responsible for getting coaches to submit player evaluations online at the end of the season.
The Division Coordinator should not be a coach of a player in the division they are coordinating. They may however coordinate a division in which they have a child playing . The skills needed include excellent organizational skills, familiarity with computers and spreadsheets, good communication skills and an ability to get parents to volunteer to coach and referee. This position is a great opportunity to make a significant contribution to AYSO45, meet a lot of people and gain a real sense of accomplishment when the season starts and ends.
The Assistant Registrar, if any, assists the Registrar with communications with the parents, primarily by checking our voice mail box for questions during the registration period and throughout the pre-season. The Assistant Registrar shall also assist the Registrar as needed with posting payments into BlueSombrero or performing any other task that is needed.
Assistant Coach Administrator
The Assistant Coach Administrator shall be responsible for the assisting the Coach Administrator with recruiting, training and supervising of all coaches in the Region. The Assistant Coach Administrator shall work closely with The Division Coordinators to ensure that coaching issues are resolved as quickly as possible.
The Assistant Treasurer shall assist the Treasurer with processing parent payments, parent refunds, bill payments (including occasional vendor contact to ensure correct billings are being made) and other tasks as required.
Assistant Referee Administrator
The Assistant Referee Administrator assists the Regional Referee Administrator with organizing referee teams, making sure training is attended by the new referees, scheduling referees or other related tasks as needed.
Regional Child and Volunteer Protection Advocate (CVPA)
The AYSO volunteer position of Child and Volunteer Protection Advocate is intended to oversee the child and volunteer protection program in the region in accordance with the AYSO Safe Haven program.
Specific Duties and Responsibilities
Support the AYSO National Safe Haven Program in both specifics and in
Support the regional commissioner in the promotion and implementation of
the AYSO Safe Haven Program, including the three main elements of
Be familiar with the Child Protection Act of 1993, the Volunteer Protection Act
of 1997, the Good Samaritan Laws of the State of California, and that state’s
provisions for the reporting of child abuse and neglect;
Work to see that all volunteers complete, date, and sign the AYSO volunteer
application form and its authorization to perform applicant screening, and be
the screening liaison with the AYSO National Safe Haven Department;
Ensure all AYSO volunteers are duly registered in BlueSombrero;
Check references for all new coaches, referees, board members, team
parents, and others who have direct supervision of players. Random
reference checks for everyone else;
Be aware of AYSO’s definitions of levels of risk, inform prospective volunteers
that they are screened at a level appropriate to the level of risk, and maintain
a copy of AYSO’s screening policy;
Enforce AYSO protocols to protect privacy and privileged information,
Subject to the bylaws, rules, regulations, policies, procedures, and guidelines
Under the overall authority of and directly supervised by the regional
To maintain the recommended adult to child supervision ratio of 1:8 or less;
that is one adult for every eight or fewer children and two adults (one of whom
may be the coach and one of whom should be of the same gender as the
group) present at all times. For the protection of both the children and the
volunteer, no volunteer should permit himself or herself to be alone with any
child or group of children (except his or her own) during AYSO-sponsored
Present to the regional board a motion to accept the list of coaches, referees,
and other volunteers each membership year at a board meeting;
Ensure that the region keeps on hand the written position descriptions for
each volunteer filling a regional position;
Serve as a resource and/or a facilitator to the region’s members on the
requirements for good faith reporting of abuse and molestation to law
enforcement agencies and child welfare agencies;
Assist with the ongoing evaluation of volunteers;
Meet with the head coach of each team, either individually or in a group with
the coach administrator, to review child protection and supervision
responsibilities prior to each membership year;
Meet with the referees, either individually or in a group with the referee
administrator, to review child protection and supervision responsibilities prior
to each membership year;
See that the region’s supervision ratio is enforced; and
Promote the region’s standards of behavior and conduct as laid out in the
child and volunteer protection policies, procedures, and guidelines of the
AYSO Safe Haven program.
The Trophy Coordinator is responsible for recommending to the Board awards for the players, and with Board approval, the purchase and distribution of those awards.
This person is responsible for coordinating the trophies for the league.
place the trophy order
pick up the completed trophies
distribute the trophies to the coaches at the end of the season
Time required is 4-6 hours total during the initial ordering phase, and then another 6-8 hours when the trophies are distributed on the last day of the season.
Field Striping Coordinator
The Field Striping Coordinator is responsible for scheduling volunteers to line the fields on a timely basis and to work with the City on any issues that come up in using the City equipment to line the fields.
Coordinate field striping (painting the lines on the grass) of 10-12 locations. This requires 1-4 hours/week of creating a schedule, phoning potential volunteers, and coordinating the striping the fields. The striping starts the end of August and continues to Thanksgiving.
Field Striping Coordinator is a great opportunity to network with coaches and parents on other teams. It consists primarily of emailing volunteers and potentially assisting with the initial field measuring and layout one time in mid-August.
AYSO Soccer has always required the support of many adults in order to provide the best possible soccer experience for the children and young adults participating. The Team Parent helps to ease the workload of the team coaches by organizing parents for the following tasks. Every parent on each team should do one of these roles.
Host team meeting for coaches, players, and parents at the start of the season.
Prepare and distribute the team roster and snack list.
Pick up and distribute the team uniforms and return unused uniforms to the uniform coordinator.
Make sure the team shows up on time for Picture Day.
Pick up and return balls and cones for the team.
Find “net parents” to put up or take down nets when the team has the first or last game at the field.
For Under-7 through Under-10, help recruit two parents (or more) to be the referees for your team games. AYSO provides uniforms and training. Each team is required to have two trained referees available to assist with the games, and to provide one certified referee for each game.
Make a team banner.
Help the coach find additional people to help with practices.
Find somebody to coordinate season end activities.
For divisions that keep standings, report scores to the Division Coordinator.