Throughout the year there are a number of items to complete. Some will only need to be done once, while others will be repeated throughout the season.
| Task | Responsible | |
| 1 | Enter the ice schedule into team communications tool | Manager |
| 2 | Enter blackout dates in DnC | Manager |
| 3 | Attend coach's meeting | Coach / Another staff member |
| 4 | Fill out medical forms | Trainer / Parents |
| 5 | Socialize NGHA policies | Manager |
| 6 | Schedule league games | Manager / Coach |
| 7 | Provide home and away games to NGHA Ice scheduler | Manager |
| 8 | Provide home games to the head referee | Manager |
| 9 | Black out away games | Manager |
| 10 | Enter home games into the RAMP Website | Manager |
| 11 | Download RAMP GameSheets app and create account | Manager / Coach |
| 12 | Schedule exhibition games (if required) | Manager |
| 13 | Affiliate players (when required) | Managers |
| 14 | Obtain travel insurance and permits for games outside of Ontario (if applicable) | Manager |
| 15 | Report any suspensions immediately after game | Manager |
| 16 | Share news via NGHA social media | Manager |
| 17 | Book Provincials hotel (and cancel if not needed) | Manager |
| 18 | Contribute to and participate in Nepean DIFD tournament | Teams |
| 19 | Schedule playdowns and Provincials | Manager |
| 20 | Schedule playoff games (if applicable) | Manager |
1. Enter the ice schedule into team communications tool
The ice schedule, including practices and games, is determined by the NGHA Ice scheduler and is published in DnC. DNC log in information is provided by the competitive directors at the beginning of the season.
At the beginning of the season, competitive directors will ask for tournament dates as well as any other dates the team is not available so that they can be blacked out in the system and ice can be allocated to teams.
NGHA assigned ice usually starts after labour day and ice allocations are usually done in blocks of a few weeks to months. If changes are made to existing ice, managers and coaches will receive a notification from the system. However, it is a good habit to check the ice schedule, locations and times regularly. Managers must update their team communications tool (RAMP or TeamSnap) as soon as possible so families can plan ahead.
2. Enter black out dates in DNC
Managers must enter any black out dates in DnC such as tournaments, away games, team events and purchased ice so that the NGHA doesn’t schedule ice time that creates a conflict. The ice scheduler will provide NGHA blackout dates which includes dates at Christmas and March Break.
In order to black out dates, managers must log in using the login information provided to them by the competitive directors at the beginning of the season.
Once logged in:
Note that the status of New Team Event Blackouts will always remain requested.
3. Attend coach's meeting
The NGHA usually hosts a coach's meeting right before the season starts. Competitive directors will provide the dates and any pertinent information leading up to this meeting. Attendance is not mandatory, but highly encouraged, and each coach can bring one member from their staff.
4. Fill out medical forms
A medical form for each player must be filled out by parents before the beginning of the season. Some teams do this at the Icebreaker. Hard copies of these forms must be in the trainer bag at all times. The coach and bench staff should also be aware of any medical conditions.
5. Socialize NGHA policies
The coach and the manager must be familiar with all NGHA Policies. Of particular importance for player safety and well-being are the Use of Social Media and Dressing Room policies. Managers should ensure that all players, parents, and coaches are familiar with these policies. It is a best practice to keep cell phones out of the dressing room unless it is being used to play music. No photos are allowed in the dressing room at any time.
6. Schedule regular season games
Teams usually play between 22-26 games in a season. NGHA will provide more information closer to the start of the season and will communicate which teams are in the respective OWHA Eastern league once they get the information from OWHA.
Managers are responsible for scheduling regular season games with other teams in their loop. OWHA will provide the NGHA with official direction on timing and process. A virtual meeting between teams will occur before the official season starts at the end of October. Competitive directors will provide managers/coaches with a scheduling matrix in Excel including instructions and contact information for the other teams. The matrix will determine who and how many games each team plays, and scheduling is done in real time during the virtual meeting. There is often a quick turnaround time to complete and provide the matrix to OWHA.
The NGHA Ice Scheduler will provide managers with their home game ice times so managers can enter them into the matrix so that opposing teams can choose which games to book.
7. Provide home and away games to Ice scheduler
Provide home and away games to NGHA Ice scheduler. Competitive directors will provide a spreadsheet for managers to fill in.
8. Provide home games to head referee
Provide home games to the head referee (Megan Lamont). Competitive Directors will provide a spreadsheet for managers to fill in. Managers must not contact the Megan directly.
9. Black out away games
Log into DNC and black out away games so that the Ice scheduler does not schedule practice on those days. Also double check that home games are accurate in DnC.
10. Enter home games into the RAMP Website
Enter home games into the RAMP Website under League games on the lefthand menu.
11. Download RAMP GameSheets app and create account
Download the RAMP GameSheets app and set up your account. This is where you will confirm your team's roster before each game.
12. Schedule exhibition games (if required)
Managers and coaches can schedule exhibition games using practice ice or purchased ice. Games against other OWHA teams must be entered in RAMP (as Portal games). For exhibition games, managers must:
13. Affiliate players (when required)
Teams can call up players from lower level teams following the NGHA Affiliation Policy for Competitive Teams.
All affiliations must be reflected in RAMP by logging into the RAMP Website and selecting Players/Staff AP Request from the lefthand menu. Managers will need the team number for the team from which the player is being requested.
To approve a request, log into the RAMP Website and select Players/Staff Approve.
Once a player is approved for a selected date or date range, they will appear in the RAMP GameSheets App for the selected dates and managers can confirm their participation in the game.
14. Obtain travel insurance and permits for games outside of Ontario (if applicable)
Teams must purchase travel insurance from the budget for players and bench staff when travelling outside of Ontario for tournaments or exhibition games. League games outside of Ontario are covered by OWHA and do not require additional insurance.
Travel permits must be submitted for any game, tournament or event held outside Ontario. This includes events held in Quebec. To learn how and where to submit a permit, visit the Travel Permits page.
15. Report any suspensions immediately after the game
The offending team must report suspensions within 24 hours of the game being completed or before
the next game, whichever comes first.
Email contents must include:
If the team is unsure whether a suspension was issued, they must reach out to OWHA for clarification via stats@owha.ca. Failure to report will result in additional suspensions being issued to the Head Coach of the offending team.
After each suspension is served:
Email contents must include:
Once the player has served the appropriate number of games, they may return to play.
16. Share news via NGHA social media
Throughout the season, managers can send pictures or updates to nghasocialmedia@gmail.com to have them posted on NGHA social feeds.
17. Book provincials hotels (and cancel when necessary)
It is important to book a hotel block around Jan/Feb in case your team qualifies for Provincials. HTG is aware that teams need to qualify and the block can be cancelled if you don’t qualify. Preferred hotels are usually around Toronto Airport area. HTG events is in charge of the hotel room blocks for Provincials. More information will be published on the OWHA website by January of each season. Managers should keep an eye on OWHA website to be aware of developments.
18. Contribute to and participate in Nepean DIFD tournament
The NGHA hosts an annual home tournament at the end of January / early February. Each team is expected to volunteer.
Each team will:
19. Schedule playdowns and Provincials
Playdowns are the qualifier for Provincials in Toronto every April. There is often a different region determined for Playdowns than the regular league loop. Playdowns occur in February and March and must be completed before March Break. Teams must qualify for a spot in Provincials. The number of teams permitted to go to Provincials differs from year to year and is determined by OWHA. The competitive directors will communicate information about Provincials when they receive it.
A scheduling meeting similar to the scheduling meeting at the beginning of the season will take place in late February using a similar matrix provided by the association.
Managers must book a hotel block around January / February in case the team qualifies for Provincials. The block can be cancelled if the team doesn’t qualify for Provincials. Preferred hotels are usually around the Toronto Airport area. HTG events oversees the hotel room blocks for Provincials. More information will be published on the OWHA website by January of each season.
See the OWHA Handbook for full Playdown information, rules, policies, tiebreakers, etc.
20. Schedule playoff games (if applicable)
Playoffs determine the league champions. Playoffs start in late February and run until the end of March which means that playoff games are happening at the same time as playdown games. Depending on the number of teams in a loop, some teams may not qualify for playoffs; this is determined by the final overall season standings. Championship weekend usually occurs at the beginning of April. OWHA will provide communication on playoff information and NGHA will pass this information on to all coaches and managers.
A scheduling meeting similar to the scheduling meeting at the beginning of the season will take place in late February using a similar matrix provided by the association.
See the OWHL Rules and Regulations for full playoff information, rules, policies, tiebreakers, etc. (***UPDATE***)
Is there information that should be added or updated? Send us an email at NGHACommunications@gmail.com!
