1. Finalize team roster

Team rosters need to be finalized by the end of June for U11-U18 and within two weeks of tryouts for U9. Exact deadlines will be provided by the league. Competitive directors will request a staff list and provide a roster template which must be filled out by the manager. All players and bench staff, including the trainer and team manager, must be on the roster in order to be insured. The NGHA board will approve the roster and team staff.

2. Obtain additional insurance (if required)

NGHA will provide insurance for seven staff members per team. If someone is insured with another team and is helping with a second team, the primary team will insure the individual and that will insure them for both teams. Teams who wish to insure more than seven staff members are required to pay this from their budget (approximately $61 per person). 

3. Identify Den Moms and Timekeeper

There must be a minimum of two Den Moms identified per team to ensure adequate coverage throughout the season. A minimum of two and a maximum of four Den Moms are permitted in the dressing room at a time. See the NGHA Dressing Room Policy. Managers (or the head den mom) should do their best to ensure that den moms get the opportunity to do games and practices. Den Moms are not insured but will be on their own uninsured roster requiring approval.

It is also important to identify a parent who can timekeeper when required. There may be times where a timekeeper is not available and a parent will need to assist. 

4. Obtain certifications

Once the roster template is filled out, NGHA certifications will confirm what certifications, training and volunteer requirements are necessary for each staff member. 

NGHA certifications will also request a list of Den Moms.

Certifications are time sensitive and NGHA certifications and competitive directors will follow up until everyone has the appropriate certifications. All certifications such as training, courses, Police Record Checks and declarations must be completed.

5. Complete RAMP registration

Players and team staff (including the manager) must register in the RAMP Registration Portal. Competitive directors will send an email with instructions on how to complete registration. Everyone on the roster must be registered in RAMP before OWHA can provide the official roster which is required for league play and tournaments.

No games, exhibition games or controlled scrimmages can be played without the official roster.

6. Outline the season plan

NGHA will send a message outlining a high-level plan for the upcoming season with some key action items. OWHA determines the official season start date which is usually August 15. No official team on-ice functions are permitted before this date. Teams are, however, allowed to have off-ice functions before August 15. 

If the coach decides to run practices before the official start date, it must be completely optional and families must pay for ice. Team fees cannot be used and insurance must be purchased for these ice times. The coach may decide to schedule team ice time between August 15 and when the NGHA assigns official ice times.

The coaches and manager should meet to plan the upcoming season. 

7. Decide on team apparel

The NGHA established an apparel guide in 2022 which must be followed for any team apparel. Teams must order jerseys and game socks from Gadar, but any other apparel can be purchased from anywhere. The coach decides what apparel form the team uniform (hoodies, jackets, warm up outfits, etc.). For U11 to U18, sizing can be done during the summer months so that the apparel order arrives by the time the season starts. Team apparel cannot be purchased out of the team budget.

Team water bottles can be ordered but are not required. 

8. Organize jerseys and socks

• Jerseys: Managers must determine whether there are any jersey number duplications on the team. As per guidelines set out by NGHA in 2022, in the event of duplication, the older player will keep their jersey number and the younger player will get a new jersey number. The competitive directors will send instructions and guidelines to order new jerseys and name bars if needed. This will be a time sensitive task which will need to be completed asap. If a parent would like to purchase a jersey second-hand, they can view the Jersey Swap spreadsheet.
• Game socks: Gadar provides every player with white game socks and families must purchase black ones. Competitive directors will send instructions and a spreadsheet for managers to fill out to order directly from Gadar. 

9. Women non-parent assistant coach honorarium

Teams with a female non-parent or assistant coach may apply for a $1000 honorarium to help cover the costs associated with attending away tournaments. Please note that there is a limit of one honorarium per team. Managers must submit the name of the coach and a short bio to the competitive committee along with the details of one tournament she will be attending with the team. If approved, the $1000 will go to the team’s budget as income from NGHA and the team will cover the expenses for one tournament. See the NGHA Non-Parent Coach Reimbursement Policy for more information. 

10. Set up team budget and account

Managers can refer to the NGHA Team Finances Policy.

The NGHA provides the budget template each season to create the team budget. Standard costs will be pre-populated for each team. The budget template can then be populated with costs to reflect each team’s specific plan and the associated costs (tournaments, extra ice, dryland, events, etc). 

The manager must be aware of all activity and payments that are made from the team account. Treasurers must closely manage and track the budget including money spent on NGHA ice. The competitive directors will provide the team with a mid year ice bill and an end of year ice bill that the treasurer can use to balance the budget.

• Budget approval: Once the budget template is populated, the budget must be sent to the competitive directors for approval. Once approved, the treasurer or manager will circulate a copy of the approved budget to parents for review. The manager must then set up an in-person meeting with parents and a representative from the NGHA to hold a vote on the budget and get parent approval. This is usually done before or after a practice. One parent from each family must be present for the vote and the vote must be unanimous in order to be approved.
• Bank account: Once the budget is approved and voted on, competitive directors will send individual bank letters to managers so that a team bank account can be opened. The names of the treasurer and a co-signer must be added to the bank letter. The treasurer and co-signer must bring the letter into a bank to open an account. BMO seems to be the bank with the lowest fees and most services; however, teams can decide which bank they choose to work with. 
• Fundraising: Fundraising activities should be determined and then presented to parents. Line items on what is planned to be spent from fundraising must be detailed in the budget. It is expected that each family will participate in fundraising in order to raise the additional funds required to achieve additional activities not covered by team fees. Families must unanimously agree on what fundraising money is used for.
• Sponsorship: Teams may search for sponsors to support their team. The NGHA will provide a sponsorship letter to help solicit sponsors upon request. 
• Team fees: The treasurer will send out an email to the team to request an initial deposit once the competitive directors give permission to do so ($500 is usually recommended for a first instalment). The first instalment is usually made in July for U11-U18 and as soon as possible after budget approval for U9. This instalment usually goes towards reimbursements for tournaments that have already been paid. Teams can decide when the rest of the instalments are due; all team fees must be paid before December 15.