Team Official Handbook
This handbook will be updated on an ongoing basis. If you believe there is information missing or incorrect information has been included in the handbook please contact GM@ersl.ca
Who is my first point of contact for all ERSL questions?
All questions should be directed to your appropriate Club Representative. If your Club is unable to answer the question themselves they will pass the question on to the League.
I have a complaint, where do I send it?
Questions, complaints, concerns, and other matters must be communicated to the appropriate Club representative. If the matter can not be handled at the Club level, the Club will pass this information on to the League.
Website Team Activation/Account creation
How do I activate my team on the website?
Team Officials will be provided with activation instructions by their Club before the start of each season. The instructions will include an activation code which is unique to each season. Only Team Officials who have been through the proper screening process, who possess the necessary certifications, and who are registered and appear on the official team roster are permitted to activate an account on the ERSL website.
How do I get my other Team Officials to appear on the website/game sheet?
The only means to have a Team Official appear on the website/game sheet is to activate an account. All Team Officials who plan to be present at games, who wish to access team information and resources on the website, and act in the capacity of a Team Official at any time with the ERSL must activate an account on the ERSL website.
I forgot my password what do I do?
To retrieve a forgotten password please use the "forgot password?" tool on the log-in screen. If the tool does not work for you please contact your Club representative who can access you account log-in information through their Official account. Please avoid creating additional accounts as they will be deleted.
Player Upload (U13-U18 teams)
All U9-U12 (grassroots) players must be added to the Club section of the website by a Club Official. Player upload for U9-U12 teams is not the responsibility of the individual team.
How do I get my players into the website so I can create a game sheet?
In order to upload you players to the website you must be logged-in as a team official. Select the "Add to Squad" tool on the My Team section of the website to add players to your Team. Only those players who appear on your Official Team Roster can be uploaded to the website. Players must be uploaded to the website in order to appear on the game sheet.
How do I remove a player from the website who is no longer registered with my team?
In order to remove a player you must either delete or deactivate the player. Use the "Delete Player" tool on the My Team section of the website. A player can only be deleted from the system if they have no discipline record or game stats associated with their profile. If they do, they can only be deactivated as a member of your team. In both cases the player is no longer taking up a roster spot. A player should only be deleted or deactivated if they have been officially removed from your Team Roster.
Game Sheet Creation
How do I create a game sheet for an upcoming game?
When logged-in as a Team Official, select "Game Sheets" in the left sidebar. Select the game you would like to create game sheets for from the drop-down menu and continue.
If you are creating a game sheet for U9-U12 game you will see a list of all the players in the age group of your team registered with your Club. If you are creating a U13-U18 game sheet you will see the list of the players you have uploaded to your squad on the website. If there are no players listed, please refer to the handbook section on adding players to the website.
Check the box beside a player's name to select the players you wish to add to your game sheet. Check the box beside the Team Officials who will be present at the game to add them to the game sheet as well (only 4 team staff are permitted). Once you have selected all your players and team officials for the game click "Next".
Click on the "create game sheet" link on the following page to access the game sheet. Be sure to print the correct number of copies as outlined above.
What do I do if I am having technical issues creating my game sheet?
Begin by contacting your Club so that they can troubleshoot the issue. If they are unable to resolve the issue please contact the ERSL directly to rectify the problem. If technical issues persist or you are unable to reach someone at the ERSL you MUST leave a voicemail ro send an email outlining that you have been unable to create a game sheet due to technical issues with the website. Be sure to provide your team name and the game number. If technical issues are not communicated to the ERSL prior to your game kick-off you may face a fine related to not providing a game sheet from the system.
What can I do if I forgot to print a game sheet for my game?
If you forgot to print a game sheet for a game you must provide an alternate form of game sheet to the match official. This alternate form of game sheet must include all player names and OSA numbers, as well as all Team Official names and OS numbers, the game date, the game number, and the kick-off time. The game sheet must be signed by all Team Officials, the referee and an opposition Team Official, much like a regular game sheet.
Easy options would include use of an exhibition game sheet, a copy of the team's OS roster, or an old game sheet with modified game information.
If some form of game sheet is not provided the game cannot be played.
Why aren't all of my Team's Officials appearing as options to be selected to add to the game sheet?
Only those Team Officials who have activated an account on the ERSL website will be available to select for your game sheet. All Team Officials who will be present at games must activate an account so that they may be added to the game sheet.
What do I do when there are no OS numbers showing for some of my Team Officials?
Any Team Official missing their OS number on the game sheet must immediately edit their account on the ERSL website to add in their OS number. This is a mandatory part of the account activation process and Clubs may be fined if OS numbers are not input.
How do I add an underage player for a U9-U12 game to my game sheet?
Select the age group of the player from the drop-down menu and check off their name as you would a player within your own age group. Switch between age groups using the drop-down menu to select all of your desired players before click "Next" to create the game sheet.
If an underage player does not appear in the drop-down menu please contact your Club to determine if they can be approved to appear in the system.
How many game sheets do I need to create for each game and why?
For a grassroots game (U9-U12) each team must provide 1 copy of their game sheet to the match official. The match official will retain this copy at the conclusion of the game. Teams may provide more than 1 copy for completion by the official if they choose and wish to keep copies for their own records but teams are only required to provide 1.
For U13-U18 games each team must provide 3 copies of their game sheet to the match official. At the conclusion of the game the match official will retain 1 copy of each team's game sheet and will provide a copy of each team's game sheet to each team. It is important that you ensure all copies have been completed correctly and entirely and all copies have been signed to certify this.
What do I do if there are players are team officials who are listed on my game sheet but who won't be at the game?
Any player or Team Official listed on the game sheet is considered to have participated in the game. If a player or Team Official is not present you must cross through their name and OS number on the game sheet. If you are unsure if a player or Team Official will present themselves before half time, wait until the halftime break to cross them off the sheet.
What do I need to do with the game sheet at the field?
For U13-U18 games the game sheet is used as a integral part of the player identification (card check) process.
For U9-U12 games, although the game sheet will not be used as part of a player identification process at the field it is imperative that it is filled out completely and accurately as well.
A Team Official must initial under their list of players on the game sheet certifying that all listed players are eligible to play. All Team Officials must sign the game sheet next to their name. At the conclusion of the game a Team Official must verify that all information on the game sheet is correct and sign-off on all copies of your team's game sheets in the bottom right corner along with the Match Officials.
What do the "G", "Y" and "R" columns indicate on the game sheets?
The "G" column is used to indicate goals scored. When verifying your game sheet and signing off on it at the conclusion of the game it is important to verify that the goals have been noted for the correct players on the game sheet. Also be sure to verify that the score is correctly recorded at the top of the game sheet beside each team name.
The "Y" column is used to indicate any cautions (yellow cards) that were shown by the match official during the game. If a player received two cautions resulting in a dismissal (red card) the cautions should not be noted - only the dismissal should be noted in the "R" column.
The "R" column is used to indicate any dismissals (red cards) That were shown by the match official during the game. There should be a letter code in the "R" column beside the player name to indicate the reason for the dismissal. If the Team Official has not indicated a letter in this column please ask him/her to do so based on the legend at the bottom of the game sheet.
What do I do with my game sheets after the game?
Referees are required to submit the game sheets for each game to the League. Team Officials are not required to do so but it is important to keep copies for your own records in case questions or concerns arise regarding a game.
Play Up Permit Requests (U13-U18 games)
Play-up permits are used only for U13-U18 games. If you wish to use an underage player in a U9-U12 game there is a separate process outlined in the next section.
What is a play-up permit?
A play-up permit is used for a guest player to participate in a game with your team. This player must be registered with your Club. Restrictions on who can be played using a play-up permit are outlined in the Rules and Regulations.
How do I request a play-up permit?
Play-up permits must be requested through the ERSL Management System (Website). Once you have logged-in select "Play-up Permits" in the left sidebar.
How do I know who is eligible to use a play-up permit?
Eligible players are typically from a younger age group or level of play. Please refer to the Rules and Regulations for your competition for a full list of eligibility.
Can I request a play-up permit for a U12 player?
Only those U12 players who have been pre-approved by your Club to be requested as a play-up will be available in the system. When selecting the team from the drop-down menu select the U12 division to view the list of eligible players. Please contact your Club reprsentative if there is a U12 player that you would like to request a play-up permit for who is not on the list.
Why was my requested play-up permit declined?
Play-up permit requests are approved or declined by Club representatives and not the League. If a play-up permit has been declined, please contact your Club to find out why. Some reasons may include, ineligibility based on League rules, non-approval from the player's coach, or internal Club restrictions on play-up approvals.
Who do I contact if my requested play-up permit has not be approved yet?
If you are still waiting on a permit to be approved/declined for an upcoming game please contact your Club directly. Only Club Representatives can approve play-up permit requests.
How do I make sure that an approved play-up permit appears on my game sheet?
If a play-up permit has been requested and approved by your Club it will automatically appear on the game sheet. No additional documentation to indicate the play-up approval is required. If a play-up permit is not appearing on your game sheet please verify the play-up permit section on your My Team page to see the status of the permit approval.
If you printed your game sheet before the permit was approved please print a new version with the permit appearing.
What do I need to have with me for a player who is playing in a game on my team as a play-up?
Any player playing on a play-up permit must have their player ID card and their own team roster, or player identification book for verification during card check.
How do I get rid of a play-up permit appearing on my game sheet that I no longer need?
If you no longer need a play-up permit that has been approved you must delete it on the play-up permit section of your My Team page.
Temporary Eligibility Permits (TEPs) and Trial Permits
What is a Temporary Eligibility Permit (TEP)?
A TEP allows a player registered with another Club to play with another team. A player using a TEP can only play-up 3 times per season and cannot be used after July 31st.
What is a Trial Permit?
A Trial Permit entitles a non-registered player to play two (2) games for a registered team during a fifteen day period. A player may only be issued one trial permit to play for any one Club and can obtain up to two trial permits per season. The trial periods for each cannot overlap and Trial Permits cannot be used after July 31st.
How do I get a player using a Trial Permit or TEP to appear on the game sheet?
Players participating in a game using an approved Trial Permit or TEP must be handwritten on the game sheet. A copy of the approved Permit must be provided along with the game sheet to the match official fpr submission to the League.
Grassroots Underage Players (U8-U12)
How can I use an underage player in a grassroots game?
Underage players in the U9-U12 grassroots category must be approved by the Club in order to be available in the system to select. If a player has been approved they will be available in the drop-down menu on the player selection page when creating your game sheet. For the process on how to do this please refer to the Game Sheet Creation section of the handbook.
Please contact your Club Representative for further information on underage player approval and availability.
Other "My Team" Tools
What does the "Player Privacy" tool allow me to do?
You can use the "Player Privacy" tool on the website to set whether or not a player's name will be visible to others in the statistics section of the website.
Do I need to input my players' jersey numbers using the "shirt numbers" tool?
It is not mandatory that player jersey numbers be input to the website, however it is mandatory that a jersey number be written on the game sheet. Player jersey numbers are one of the exceptions to handwriting information on the game sheet. Using the "shirt numbers" tool does save time if you don't want to handwrite jersey numbers for every game!
Team Bench / Technical Area
Who can be on the Team Bench (technical area) during a game?
Only those individuals listed on the game sheet are permitted to be on the team bench. All individuals on the game sheet must be eligible players or game officials.
ID Card/Book Checks
In what games do Card checks need to happen?
For all Regional and District Competitive games (U13-U18) card inspections are not optional and MUST be carried out before kick-off of every game. This is true for all ERSL League, Cup and Shield games. Card checks are not carried out for U9-U12 games. Card checks can be requested by either team in District Recreational games; if requested they must be carried out.
What is the proper way to complete a card check? (EODSA Teams)
1. Compare information on game sheet to information on OSA Roster
2. Compare player ID card information to OSA Roster information
3. Compare ID card photo to player
4. If there are discrepancies between any have it noted on the bottom of the game sheet
5. If you believe the player to be ineligible please notify the player and their team official
What is the proper way to carry out a Player Book check? (non-EODSA teams)
1. Compare information on game sheet to information in Player Book
2. Compare ID card photo to player
3. If there are discrepancies between any have it noted on the bottom of the game sheet
4. If you believe the player to be ineligible please notify the player and their team official
*Note any questions of eligibility on the game sheet. If a player is not eligible to play they cannot be on the bench.
Where there is a question of player eligibility, the player concerned must sign and write his / her date of birth on the game sheet. If the validity of a player’s OSA Registrant Book or OSA ID Card or OSA Team Roster Report is questioned, the Referee will retain said OSA Registrant Book or OSA ID Card or OSA Team Roster Report and submit it to the League
Do Team Officials need to have ID Cards or Books?
Ontario Soccer Policy requires that all Team Official have a valid ID Card or Book. There is no ERSL rule requiring that Team Official ID Cards or Books be verified during the card check procedure. However, if an ID Card or Book is requested by the opposing team or Match Official it must be presented.
What does it mean when a player or team official is listed as "suspended" on the bottom of the game sheet?
If a player or team official is listed under the "suspended" section at the bottom of the game sheet they are not eligible to participate in the game and cannot be on the team bench. A suspended player is permitted to be present a the game but must remain on the spectators' side of the field is he/she is.
Any suspended Team Official may not be present at or in the vicinity of the field for any League game throughout the period of his/her suspension.
What is the game report used for?
The score that I am being asked to approve in my game report is incorrect, why is this, and what can I do to fix it?
I received an email notice that I have an outstanding game report, what does this mean?
East Region Cup and Shield
How do I register to play in the ER Cup or Shield competition?
I don't want for my team to play in the Cup or Shield, what do I do?
I am a District Competitive Tier 1 team, what are the benefits to selecting to play in the ER Cup instead of the ER Shield?
I am a District Competitive Tier 1 team and want to play in the Cup instead of the Shield, what do I need to do?
I am a District Competitive Team but I play in the SOSA District, can I participate in the ER Cup or Shield?
I am registered to play in the ER Cup or Shield, when will my schedule be published?
Are there different rules from League games for the Cup and Shield?
How do I schedule my Cup and Shield game that don't have a set date?
There is no home field set for my Cup or Shield game what do I do?
Why is my round of 8 Cup or Shield game not on my regular game night?
The scheduled date of my Cup or Shield game does not work for me team, what can I do?
I have a player in mind that I would like to use as a play-up in a Cup or Shield game, how can I check to make sure they have not already played in either competition this season?
When will the schedule for the season be ready?
Why doesn't the ERSL reschedule our games for us?
Can I request to reschedule any game on my schedule?
What is Draft Schedule Week?
What is a Team Choice reschedule request and how do I use it?
I made a Team Choice reschedule request through the website, how do I know if it was approved?
I received a website-generated email that says my opponent requested to reschedule a game, what does this mean?
I have a game scheduled on December 31st, what does this mean?
I am the home team for a game that needs to be rescheduled, what do I do?
I am the away team for a game that needs to be rescheduled, what do I do?
I was not the team who requested the reschedule, why do I have to initiate the reschedule process?
A team official has emailed me to ask for a game to be rescheduled but it is not listed on December 31st, what do I do?
What is the latest date we can reschedule a game to be played?
Canceled and Abandoned Games
Our game never started, what happens next?
Our game was called short due to weather before the full time was played, what happens next?
Our Match Official did not show but we played our game with an agreed to alternative, what do we do?
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