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Phantoms Youth Hockey Association
Parent Handbook 

(2021-2022)

www.phantomsyouthhockey.org

 

Mission Statement:

The purpose of the Phantoms Youth Hockey Association, Inc. (PYHA) is to benefit youth on the development of skating ability, fundamental hockey skills, knowledge of the rules of ice hockey, character, and sportsmanship.

 

Affiliations:

  • The PYHA is a member of the PAHL (Pittsburgh Amateur Hockey League) as well as USA Hockey, Mid American District. 

  • We adhere to the PAHL and USA Hockey rules on conduct, teams, equipment, penalties, officials and playing rules. 

 

PYHA Core Values:

SPORTSMANSHIP – A sense of fair play. Be humble in victory and gracious in defeat, and show friendship with teammates and opponents.

RESPECT – Treat all others as you expect to be treated.

INTEGRITY – Foster honesty and fair play beyond strict interpretation of the rules and regulations of the game.

PURSUIT OF EXCELLENCE – At both the individual and team level, perform each aspect of the game to the highest level of his/her ability.

ENJOYMENT – The hockey experience should be fun, satisfying and rewarding.

LOYALTY – Aspire to teach loyalty to the ideals and to fellow members of the sport of hockey.

TEAMWORK – Value the strength of learning to work together.

 

PYHA Player Codes:

  • Play for fun. 

  • Work hard to improve your skills. 

  • Be a team player – get along with your teammates.

  • Learn teamwork, sportsmanship and discipline. 

  • Learn the rules and play by them. Always be a good sport.

  • Respect your coach, your teammates, your parents, opponents and officials.

  • Never argue with an official’s decision.

 

PYHA Parent/Guardian Codes:

  • Do not force your children to participate in sports, but support their desires to play their chosen sports. 

  • Children are involved in organized sports for their enjoyment. Make it fun. 

  • Encourage your child to play by the rules. 

  • Remember, children learn best by example, so applaud the good plays of both teams. 

  • Do not embarrass your child by yelling at players, coaches, or officials. By showing a positive attitude toward the game and all of its participants, your child will benefit.  

  • Emphasize skill development and practices and how they benefit your young athlete. 

  • Be on time.

  • De-emphasize games and competition in the lower age groups. 

  • Know and study the rules of the game and support the officials on and off the ice. This approach will help in the development and support of the game. Any criticism of the officials only hurts the game. 

  • Applaud a good effort in both victory and defeat, and enforce the positive points of the game. Never yell or physically abuse your child after a game or practice – it is destructive. Work toward removing the physical and verbal abuse in youth sports.

  • Recognize the importance of youth coaches. They are important to the development of your child and the sport. Communicate with them and support them. 

  • If you enjoy the game, learn all you can about hockey – and volunteer!


 

PYHA Player Equipment List (Not provided by PYHA):

  • Mouthguard

  • Certified Helmet with face mask or full visor

  • Shoulder pads

  • Neck guard

  • Elbow pads

  • Pants

  • Shin guards

  • Skates

  • Stick

  • Team Jerseys

  • Warm-ups (pending the team)

 

PYHA Leadership

Voting Board Members (elected by Membership):

Position Name Elected Term Next Election  

President

Tiffany Webb

2021

2 years 

2023

Vice President      

Sean Novotny

2021

2 years

2023

Vice President

Lisa Doll

2020

2 years  

2022

Treasurer 

Melynda Lowry

2020

appointed   

1 year

2022

Secretary 

Michael Schubert

2021

2 years

2023


Leadership/Coordinators (Board-Appointed)

Position Name Term Began

Hockey Director(s)

Zachary Harris and Crawford Warrick

2021

ADM Coordinator(s)

Mike Bova, Lisa Slanina, Jon Herchik

2020/2021

Registrar 

Rhonda Cattaneo

2021

SafeSport Coordinator

Rhonda Cattaneo

2019

Social Media Coordinator(s)

Maegan Bento, Morgan Brandt

2021

EMT Coordinator

Cris Ruthrauff

2019

Referee Coordinator

Lisa Doll

2016

Ice Scheduler 

Lisa Doll

2019

Apparel Coordinator 

Tiffany Webb

2020

ADM Tournament Coordinator 

Lisa Doll

2016

Manager Coordinator

Stephanie Bova

2021

Bookkeeper/Accountant 

Melissa Richards

2020

 

PYHA Programs

Little PENS Learn to Play Hockey

Learn more at https://www.nhl.com/penguins/community/learn-to-play

 

-This upcoming season we will offer a Winter Little PENS Learn to skate program. This Winter program will run Jan/Feb/March/April. Additional information can be found on our website.

If you have any questions regarding this program please contact PYHA at PYHA.web@gmail.com

 

ADM/Mite/U8 boys and girls House Only Program

  • This program was implemented in 2019 and is a stepping stone to travel hockey. Players must progress forward through the programs. Players that play travel hockey are not eligible for this program. We need forward progression in order to grow our hockey program, however we are allowing our blue level players to participate in the House games (Jamborees). 

  • Players that are 2014 or 2013 birth years can only play for one year in this program, then must move up to ADM Travel (2014) or Squirt level full ice hockey (2013’s) after this season.

  • PYHA recommends one or more years of ADM travel hockey before moving up to full ice travel hockey.

  • Those players that are starting at a very young age (2015, 2016 and 2017 birth years) are welcome to stay in this program for more than one year. 

  • Coaches and managers will have constant communication with families and transitioning from House to Travel can happen at any time throughout the season at an additional cost.

  • The house players will practice on the ice with our Blue level travel players.

  • 28-30 practices and 6 home games will take place from Sept 13th-Feb 28th. 

  • All players must supply PYHA with a birth certificate.

  • All players must register and fill out the parent form.

  • All players must register for a USA Hockey number no later than August 31.

  • Cost of this program is $550-$650 plus the $25 registration fee. 

  • The House program is not eligible for the 10% discount but will follow a 4 month payment plan: Sept/Oct/Nov/Jan.

  • Families with a player in the House program are not eligible for the PYHA multi-family discount, but will receive a $25 discount if this player is a 2nd or 3rd child that participates in the PYHA organization.  

  • Equipment is not provided by the organization and is not included in the budget. 

  • USA hockey jerseys will be provided for practice and game jerseys will be provided on game days.

  • No scores are kept at this level of play.

  • Each Game (Jamboree) usually consists of 4-5 mini games lasting from 10-15 minutes. 4-6 teams are playing on the ice at the same time.

 

ADM/Mite/U8 boys and girls Travel Teams

  • For the 2021-2022 season, birth years include 2013, 14, 15, 16 and 17

  • 3 levels of play: Blue (Beginner), White (Intermediate), Red (Advanced)

  • This year we will have 1-3 White teams and 2-3 Blue teams.

  • Practices will start the first week in September and run until the 2nd week of March. 2 practices (45-60 minutes) per week before the season and 1-2 during the season.

  • ADM plays a 10 game schedule with PAHL. Blue level players will have the opportunity to participate in the U8 level house jamborees. 

  • ADM is played cross-ice in the Blue and White levels and Half ice in the Red level.

  • No scores are kept at this level of play.

  • Each Game (Jamboree) usually consists of 4-5 mini games lasting from 10-15 minutes. 6 teams are playing on the ice at the same time.

  • All players must register for a USA Hockey Number no later than August 31.

  • All players must supply the organization with a copy of birth certificate before the first practice (if not already on file from a previous season).

  • Equipment is not provided by the organization and is not included in the budget. 

  • Evaluations will take place in the Spring, but at this level, players are welcome to join at any time.

  • Budgets will fall between $600-$800 for the season for the Blue level and $750-$950 for White level. 

  • ADM level players are not eligible for the 10% pay in full discount.

 

 Squirt/U10 boys and girls

  • For the 2021-22 season, birth years include 2011 and 2012.

  • All games are played on full ice.

  • All players must register for a USA Hockey Number no later than August 1. 

  • All Players must supply the organization with a copy of birth certificate by August 1 (if not already on file from a previous season).

  • Tryouts will take place in the Spring. Fall Tryouts will be at the discretion of the Coach and Hockey Directors.

  • Practices will start mid-August and run until mid-March.

  • The Squirt teams play 6 preseason games and 14 regular season games. Half will be away games and half will be home games.

  • Any non-league games or “scrimmages” are scheduled at the discretion of the Coaches and may or may not be built into the team’s budget.

  • Squirt teams will usually attend 1-3 in-season and/or end-of-the-year tournaments. Tournaments may or may not be built into the team’s budget.

  • Equipment, jerseys and socks are not provided by the organization and are not included in the budget. 

  • Budgets will fall between $1200 and $1800, or could be higher if placed AA.

 

PeeWee/U12 boys and girls

  • For the 2021-22 season, birth years include 2010 and 2009.

  • All games are played on full ice.

  • All players must register for a USA Hockey Number no later than August 1.

  • All players must supply the organization with a copy of their birth certificate by August 1 (if not already on file from a previous season).

  • Tryouts will take place in the Spring. Fall Tryouts will be at the discretion of the Coach and Hockey Directors.

  • Practices will start mid-August and run until mid-March.

  • The PeeWee teams play 2 preseason games and 20 regular season games. Half will be away games and half will be home games.

  • Any non-league games or “scrimmages” are scheduled at the discretion of the Coaches and may or may not be built into the team’s budget.

  • PeeWee teams will usually attend 1-3 in-season and/or end-of-the-year tournaments. Tournaments may or may not be built into the team’s budget.

  • Equipment, jerseys and socks are not provided by the organization and are not included in the budget. 

  • Budgets will fall between $1500 and $2600, or could be higher if placed AA.



Bantams/U14 boys and girls

  • For the 2021-22 season, birth years include 2007 and 2008.

  • All games are played on full ice.

  • All players must register for a USA Hockey Number no later than August 1.

  • All players must supply the organization with a copy of their birth certificate by August 1 (if not already on file from a previous season).

  • Tryouts will take place in the Spring. Fall Tryouts will be at the discretion of the Coach and Hockey Directors.

  • Practices will start mid-August and run until mid-March.

  • Bantam teams play 2 preseason games and 20 regular season games. Half will be away games and half will be home games.

  • Any non-league games or “scrimmages” are scheduled at the discretion of the Coaches and may or may not be built into the team’s budget.

  • Bantam teams will usually attend 1-3 in-season and/or end-of-the-year tournaments. Tournaments may or may not be built into the team’s budget. 

  • Equipment, jerseys and socks are not provided by the organization and are not included in the budget. 

  • Budgets will fall between $1600 and $2600, or could be higher if placed AA.

 

Midget/U16/U18 boys and girls 

  • For the 2021-22 season, birth years include 2003, 2004, 2005, 2006.

  • All games are played on full ice.

  • All players must register for a USA Hockey Number no later than August 1. 

  • All players must supply the organization with a copy of their birth certificate by August 1 (if not already on file from a previous season).

  • Tryouts will take place in the Spring. Fall Tryouts will be at the discretion of the Coach and Hockey Directors.

  • Practices will start mid-August and run until mid-March.

  • The U16/18 teams play 2 preseason games and 20 regular season games. Half will be away games and half will be home games.

  • Any non-league games or “scrimmages” are scheduled at the discretion of the Coaches and may or may not be built into the team’s budget.

  • U16/18 teams will usually attend 1-3 in-season and/or end-of-the-year tournaments. Tournaments may or may not be built into the team’s budget. 

  • Equipment, jerseys and socks are not provided by the organization and are not included in the budget. 

  • Budgets will fall between $1600 and $2600, or could be higher if placed AA.


 

PYHA Tryout Procedures and Rosters

Spring Tryouts

  • All teams will have 1-3 tryout sessions in the months of April and/or May, and the option for 1-2 supplemental tryout sessions.

  • Players should pre-register online, but registrations will be accepted the day of tryouts (must register online). 

  • Registration & Commitment fees (Separate Checks payable to PYHA only; no credit cards):

    • Squirt/PeeWee/Bantam/Midget (Travel and House)

      • Registration Fee: $75 walk-in fee; $40 early registration

      • Commitment Fee: $300

    • ADM (Travel and House)

      • Registration Fee: $25

      • Commitment Fee: $75

    • All fees are due at sign-in on the first night of tryouts (or earlier for early registration discount). Positions on a team will not be offered if all fees are not received by the end of tryouts.

    • Registration fees will be cashed immediately and are non-refundable.

    • Commitment Fees will be deducted from the total season fee once the player commits, and are also non-refundable. Commitment fees will be cashed after the deadline to accept positions.

    • The organization may adjust Registration fees at any time.

    • Game Jersey fees (if the player is new to the organization or needs new jerseys) will be due at tryouts or an additional fitting date, but the charge will not happen until order is placed in June. 

  • Tryout Jerseys can be purchased for $15 at tryouts with a check made payable to PYHA. All PYHA players should have at least one PYHA practice jersey. You will have the choice of Black or Orange, but all practice jerseys have random numbers on the back. A PYHA practice jersey should be worn for tryouts.

  • Evaluators for tryout sessions will be determined by the Hockey Directors and ADM Coordinators.

    • NO parent Coaches will be permitted to be an evaluator for the level his/her own child participates. They may be asked to participate as an evaluator at other levels of play.

  • All Tryout sessions will be CLOSED to parents and spectators. Only players and the evaluation staff will be permitted inside the rink during tryouts.

    • During ADM evaluations, we will permit parents to help their child dress and be in the rink in case they are needed

  • Players will be posted to a team within 72 hours of the last tryout session and again after supplementals.

    • NOTE: Teams are created at the discretion of the Coaching Staff, ADM Coordinators, and Hockey Directors. Should you have any questions or concerns, parents are to contact these individuals directly.

  • All players must accept their position on the team within 48 hours of posting. If the Association does not get a response, we will assume that the position was declined.

  • Once the position is declined or no response is received by the deadline, the only way to be placed on a team is to re-register, pay an additional registration fee, and skate at a supplemental tryout if a team has open spots.

  • Any player who is a current member of the PYHA and is not able to take the ice during tryouts due to injury, will be placed by Coaches/Hockey Director/ADM Coordinator based on the player’s past play evaluations and will still need to pay the $75 registration fee. A Doctor's note is needed for this type of tryout.

Supplemental Tryouts

  • Supplementals may be pre-registration only; check the website for this information.

  • Supplemental tryouts may be held at any time during the season, prior to the December 31 PAHL deadline.

  • If a team is full, a supplemental tryout will not be held for that team. 

  • If the pre-registration for supplemental tryouts are low, the Coaches may change to a stick time to run their supplemental tryout. This will be announced online or by membership email.

  • All Registration, Commitment and Practice Jersey fees as shown above in the tryout section also apply to supplemental tryouts.

  • No player will be added to a team after the initial tryouts without completing a supplemental tryout (even in the case of injury).

 

PYHA Team Rosters:

  • All teams can roster up to 20 players (19 skaters, at least 1 Goalie).

  • Roster numbers will be at the discretion of the Coaches/Hockey Directors/ADM Coordinators. 

  • All players/coaches/managers must have a USA Hockey number for the upcoming season. These expire August 31 each year and can be acquired as early as April 1 for the next season. All USA Hockey numbers should be provided to your Team Manager no later than August 1.

  • Any players/coaches/managers who do not meet minimum USA Hockey & PAHL requirements will not be rostered/allowed on the ice, or locker room. 

  • Rosters must be submitted to PAHL in May/June (number of players/teams).

  • USA Hockey rostering begins in July with a final roster completed and approved no later than August 1. (Squirt and above) 

  • ADM rosters need to be completed and approved prior to the first Jamboree (usually in September).

 

Player Resignation from PYHA

If a player decides to resign from PYHA after having accepted a position, it is the responsibility of that player or that player’s guardians to notify both the President of PYHA and the Manager or Coach of that player’s team. The notification to the President of PYHA must be in writing.

  • The resignation shall be effective as of the date the notice is received by the PYHA President. In the event a player leaves the organization prior to the conclusion of the current PAHL hockey season and that player’s season dues are paid in full or in excess of those determined to be due as set forth below, the player, upon written request to the PYHA Board, will receive a pro rata refund of the dues paid. Commitment fees are always non-refundable and no refunds will be made to any player who leaves the organization after January 1 of each year. Additionally, no refunds will be made for funds earned through fundraising.

  • The amount due from a player in the event of resignation shall be based on the events that did and did not take place.

 

PYHA Budgets, Payment Policy and Reimbursements

Budgets

  • Budgets are created and the amount is split among the number of skaters on the team. 

  • Squirt and above level goalies will only be charged 50% of player fee or minimum of $750.

  • Non-ADM Budget payments are split up into 7 monthly payments (Aug, Sept, Oct, Nov, Dec, Jan and Feb). For the 2021-2022 season, budgets that are paid in full prior to the first practice, will receive a 10% discount. 

  • Families with Multiple players can receive up to $75.00 multi-child reimbursement toward your player’s budgets. Squirt and above receive $75 per player and ADM receives $50 per player. The 10% discount and the multi-child discount cannot be taken together. Families can choose which one they would like to take.  

  • Note: Budgets are estimates and are subject to change due to unforeseen circumstances such as: increased costs, players leaving the organization or failing to pay, etc.

  • Budget items :

- Practices (40-60): Current rate $300 per hour, some discounted off-season rates may apply.   

-  Home Games/Scrimmages (11-13): Current Rate (ADM/Squirt/PeeWee = $300; Bantam = $375)

- Covelli Games/Scrimmages: Will be negotiated. 

- Officials: Current rate (ADM $105) (Squirt $90) (PeeWee $100) (Bantam $120) (U16 $140)

- EMT: $40 per game

- PAHL Fee: $25 per player per season

- PYHA Fee: $50 per player per season

- Manager Stipend: $500 (Squirt and Above)

- ADM Level Team Manager:  $250

- ADM House Manager: $100

- ADM Coordinators: $600 total; split if Co-Coordinators (split evenly between ADM Teams) 

- Hockey Directors: $1500 total; split if Co-Coordinators (50% PYHA Cost/50% split evenly between Squirt and Above Teams)

- Coaches Stipend: $250- $4000 depending on team

- Tournament Fund: $1000-$4000 depending on team

- Discretionary Fund: $100-$1000 depending on team 

 

PYHA Payment Policy: 

  • If a player’s fee is paid in full prior to their first practice, there will be a 10% discount given to that player. If the budget is raised for any reason throughout the season, that player will also receive 10% off the adjusted amount. Anyone receiving the 10% discount cannot use a credit card to pay their player’s fees, unless the credit card fees are added. 

  • ADM and House players do not qualify for the 10% discount. 

  • Payments MUST be paid in a timely manner. 

  • Payments that are 3 or more days past due will result in a $20 late fee.

  • Payments that are 30 days past due will result in the player being suspended from all practices and games until all late payments, late fees and current payment is up to date. 

  • This payment plan is non-negotiable. We do understand that hardships fall on us all. If you are in a situation where you are unable to make a payment on time, please set up a confidential meeting with the PYHA Board. The Board will assess each case individually. (NO payments will be waived) 

  • Payment plan for 2021-22 season (Note: this payment plan may be altered to add a 6th payment option in either July or December): 

    • 1st payment - August 17th, 2021 

    • 2nd payment - September 14th, 2021

    • 3rd payment - October 12th, 2021

    • 4th payment - November 16th, 2021

    • 5th payment - December 14th, 2021

    • 6th payment - January 11th, 2022

    • 7th payment - February 15th, 2022


PYHA Payments on Accounts:

Parents can make a payment on their account at any time prior to the season starting or the stated due dates. If you are paying in the off season, please contact the PYHA Treasurer to get an address to mail/drop off the payment.

 

There are 3 options for making payments during the season: 

1) Write a check and give it to your Team Manager. If writing a check, you must put the exact team your child is on and their name in the memo section. 

2) Cash.

3) Utilize our credit card machine that managers will have at practices.

 

NOTE: If your check or debit/credit card is returned for insufficient funds, the parent is responsible for all fees the Organization should incur. The Organization will post the fee to your account. In addition, any returned payment will be due immediately and payable in Cash. If the last payment does not clear, the fees incurred are due immediately.

 

At any time, you are able to contact your Team Manager or the PYHA Treasurer for an updated invoice and/or questions about your bill.

 

PYHA Reimbursements - Volunteers:

The Organization reimburses certain volunteer expenses, as required for the particular volunteer position. To get reimbursed for a Board approved expense, please provide proof of your certification, payment and the invoice/receipt to your Team Manager. Credentials will then be verified by our Registrar and passed onto our Treasurer for payment. You can expect your reimbursement within three weeks of properly submitting the paperwork. NOTE: There will be NO reimbursements accepted after December 31, 2021 for any Volunteer Requirements.


 

PYHA Reimbursements - Coaches:

The Organization reimburses Coaches for certain expenses required to Coach. To get reimbursed for a Board approved expense, please provide proof of your certification, payment and the invoice/receipt to your Team Manager. Credentials will then be verified by our Registrar and passed onto our Treasurer for payment. Please note that in order to be reimbursed for Coaching expenses, the Coach must have completed the required volunteer requirements for our Little Pens and/or Little Phantoms programs.  NOTE: There will be NO reimbursements accepted after December 31, 2021 for any Volunteer Requirements. Reimbursements will be processed as soon volunteer requirements are verified.


 

Budget Reimbursements

Budget Reimbursements may be applicable if a team or player has fundraising money left over at the end of the season. (This does not apply to SCRIP earnings). In this case, reimbursements will take place only after the Team Manager has gone over the final budget closeout with the PYHA Treasurer and/or PYHA President. No reimbursements will be given if under $10 per player. Funds cannot just be rolled over to the next season.


 

PYHA Fundraising

General Fundraising Information

  • All money collected by a Team must be counted and verified by the person in charge for the TeaM as well as the PYHA Treasurer. Any discrepancy will be brought to the Team’s attention. 

  • All fundraising must be run through the Organization (there should be no external fundraising).

  • Each Team will have their own fundraising fund. To utilize money from this fund, the Team Manager must request a check with proper documentation for the PYHA Treasurer. 

  • Starting for the 18-19 season, individual fundraising is permitted and will go toward your player’s budget only unless specified by the Team. This fundraising should still be organized and run through the Team and PYHA.


 

SCRIP Gift Card Rebate Program

PYHA sponsors the SCRIP program, which was started as another way for families to earn money toward their player’s season fees. The SCRIP program is a gift card program which generates cash rebates from the participating retailers at www.shopwithscrip.com. These rebates can be applied to your bill and/or designated as a donation to the Organization. If you choose to participate in the SCRIP program, you will be required to sign a contract and utilize Presto Pay. During the 2021-22 season, the PYHA BOD has determined that 75% of the rebate will go to your bill and 25% of the rebate will go to the organization. The Organization is responsible for the annual fees, administrative fees, and shipping costs for the SCRIP program. Should your SCRIP transaction not clear your bank account through Presto Pay, you will be liable for all costs incurred. Contact Lisa doll at pyha.web@gmail.com with any questions or help in setting your account up.  

  • If you decide to use the 10% pay in full discount for the 21-22 season, then your scrip profit earned throughout the season will be banked and applied to your commitment and/or 22-23 season fees. 

  • If your player decided to leave the PYHA by his/her own choice, the 75% profit will remain with the PYHA organization or can be donated to a current player.

  • If your player is forced to leave due to being cut or lack of a team, the 75% profit will be refunded in its full amount. 

 

GOAL JARS and 50/50 MONEY (FROM PYHA GAMES ONLY)

  • Each team may elect to utilize these as fundraisers. 

  • The person/people in charge must keep an excel spreadsheet for each detailing each game’s collection and/or expenses. 

  • You must maintain an excel spreadsheet documenting how much money is collected at each game. You may either turn this money into the PYHA Treasurer monthly (with your spreadsheet) or turn the money all in at the end of the season.

  • The money from these fundraisers MUST be utilized on the players and/or coaches. 

  • To utilize the money, you must have half the team’s approval documented through an e-mail/Teamsnap/Initials etc.

  • At the end of the season, the accounts must be 0 and all expenses must be on the excel sheet.

  • NOTE: The PYHA Treasurer can request the spreadsheets at any time.


 

Coaching and Volunteer Requirements

PYHA Coaches Duties and Contract:

  • Coach’s contract must be signed by all head coaches and assistants after being appointed or designated as a coach. This contract is acknowledged when you submit your Coaching Application online.

Coaching Compliance Summary and Requirements

These are the administrative steps for a volunteer to become a USA Hockey sanctioned Coach for your team. All items must be completed by the deadlines listed below before a Coach will be permitted to participate in Team activities.  All fees for Coaches will be reimbursed following the PYHA Reimbursement policy. 

 

  • STEP 1 – Completion required by August 1st - USA Hockey Registration as Coach: www.usahockeyregistration.com

    • Must have USA Hockey # in order to register for CEP courses as well as completing the background screening

    • USA Hockey Number registration for the new season begins April 1

    • This registration is processed online at a cost of $51.

       

  • STEP 2 – Completion required by December 31st - CEP (Coaching Education Program) Clinic instructed by USAH personnel:  www.usahockey.com/coachingclinics

    • Clinics are scheduled at various locations and costs depend on level, duration of clinic and location. Coaches must do a clinic or recertification every year/season until they reach Level 4. Coaches are only permitted to do one clinic or recertification per year/season regardless of what level they are coaching.

 

  • STEP 3 –  Completion required by August 1st - ASM (Age Specific Module) with instruction specific to the age division being coached   https://www.usahockey.com/agespecificmodules

    • This online module costs $10. Coaches must complete the ASM for the age division being coached.

    • Once completed, the coach does not have to repeat that particular ASM again.

          

  • STEP 4 – Completion required by August 1st - NCSI National Child Abuse/Background Screening: https://www.ncsisafe.com/Members/SelfRegBatchCode.aspx?srb=35615801

    • Screening must be processed through the NCSI online at a cost of $30, regardless of other clearances that the adult may possess.

    • Background checks are good for 2 years and then must be repeated.

    • Team managers and locker room attendants must also complete this screening.

    • Note: Our Coaches do NOT need to complete the additional PA Specific requirements.

STEP 5 – Completion required by August 1st - SafeSport Module https://www.usahockey.com/safesporttraining 

  • The SafeSport module is free and is completed online.

  • You must have your USA Hockey number before you can complete this training.

  • The SafeSport Training and Refresher Training are each valid for one season.The initial module is about 90 minutes long, the refresher module is about 30 minutes long.

  • Required for all coaches, managers, and locker room attendants; recommended for all administrators and parents.

                     

STEP 6 – Completion required by August 1st - Ohio Concussion Course: https://nfhslearn.com/courses

  • The required course title is “Concussion in Sports”

  • Free course required for all Coaches in Ohio.

  • Should be repeated each year


 

PYHA Student Coaching Policy:

If a player is interested in being a Student Coach, they must gain approval from the Head Coach of the team they wish to assist. Once they have approval to assist, they must comply with the following USA Hockey Regulations. 

A Student Coach is a player between the ages of 13 and 17 who is currently properly registered with USA Hockey. They may serve as a student coach under the following conditions:

  • Must attend training sessions hosted by one of PYHA Coaching Staff from the team the Student Coach will be assisting. 

  • Must always be under the supervision of a carded, screened adult coach during all practices, clinics, tryouts, and in the locker room. 

  • May help out at practices, clinics, and tryouts. (May not play during scrimmages or games).  

  • Must wear a helmet with full face shield, gloves, and skates while on the ice. 

  • Must wear a helmet during games while on the bench.  

  • May only work with players at least one full playing age level down.  

  • Must complete the PYHA Student Coach Form, found under the documents section of the PYHA website. 

  • Upon reaching the age of 18, the student coach must comply with all USA Hockey coaching and screening rules and regulations.  

  • May not act as the head coach or assistant coach during practices or games. 

  • The completed PYHA Student Coach Form must be sent to the PYHA Registrar and the team manager for the team they are assisting. The PYHA Registrar will add the Student Coach to the teams USA Hockey roster. 

  • NOTE: Student Coaching requirements are not applicable for the Little Penguins PYHA program.

 

Volunteer Requirements

Any person volunteering to hold the following positions for the upcoming season will need to complete the requirements listed below before they can participate: Team Manager, Locker Room Attendant, Penalty Box Attendant.

 

  • All volunteers must complete/register for the following:

    • USA Hockey Volunteer Number (no cost): www.usahockeyregistration.com 

    • Safe Sport Training: https://www.usahockey.com/safesporttraining

      • You must have your USA Hockey number before you can complete this training.

    • NCSI National Child Abuse/Background Check: https://www.ncsisafe.com/Members/SelfRegBatchCode.aspx?srb=35615801 (good for 2 seasons)

      • Note: Our volunteers do NOT need to complete the additional PA Specific requirements.

      • Background Screening:  Coaches & Managers can now apply to rescreen up to 90 DAYS PRIOR to the expiration date of their current screening.

      • Background check not required for Penalty Box Attendant

    • ALL ITEMS ARE REQUIRED TO BE COMPLETED PRIOR TO PARTICIPATION. NO EXCEPTIONS.

 

PYHA Locker Room Policy (Squirt and above levels)

  • NO parent shall be in the boys/girls locker rooms unless they have the proper certifications.

    • It is the policy of USA Hockey that all affiliates, districts, leagues and local hockey programs have at least one responsible adult directly monitoring the locker room during all team events to ensure that only participants (coaches and players), approved team personnel and family members are permitted in the locker room and to supervise the conduct in the locker room. Any individual meetings between a minor participant and a coach in a locker room shall require a responsible adult be with the coach.

    • Further, responsible adults must personally monitor the locker room environment at all times while participants are present and also make sure the locker room is appropriately secured during times when minor participants are on the ice.

    • It is the Head Coach and Team Manager’s decision to approve/assign locker room monitors. This decision can be changed at any point during the season if needed (all monitors must have appropriate screening/training).

    • All responsible adults serving as locker room monitors should be gender correct and the co-ed locker room policy must be followed as described in the current USA Hockey Annual Guide. Monitors must be screened and meet all USA Hockey screening standards.

  •  These Certifications Include:

 

  • Girls must dress in a separate locker room for levels Squirt and above. When both the male and female players are completely dressed, the players can then join as one. 

  • Please see the link on our website for the full USA Hockey Locker Room Policy.

 

Additional Position Descriptions

PYHA Team Manager Duties:

  • Team Managers are chosen by the Team’s Head Coach

  • Team Managers will help coaches communicate with the families

  • Team Managers are responsible for:

    • Keeping stats during home games

    • Reporting home games to PAHL 

    • Reporting home game stats in Sports Engine 

    • Paying the EMT and Officials during home games 

    • Tracking Fundraisers or finding a person to take this responsibility

    • Collecting all USA hockey numbers of players/coaches

    • Collecting all travel permission forms

    • Collecting all consent to treat forms 

    • Finding persons to run time clock (home games) and penalty box (home and away games)

    • Collecting and keeping data on budget payments

    • Holding team meeting(s) to keep all families informed as well as text and emails

    • Manage a Team page (i.e. TeamSnap) to keep families informed.

    • Finding locker room helpers and making sure they are properly qualified.

    • Completing all required binder checks to PAHL

    • Must carry and have all required materials by PAHL and USA hockey in team binder at practices and games (i.e. all forms collected, official USA roster, coaches and volunteer paperwork)

    • By March 31st, must turn in an expenditure schedule of tournament expenses, discretionary, scholarships, fundraising, refunds (including Hockey Time refunds) and any other expenses to finalize budgets. Manager will not receive the second half of their stipend until this is finalized. 

 

PYHA Hockey Director(s):

The PYHA Director of Hockey (the “Hockey Director”) will work closely with the PYHA Coaches and PYHA Board to develop and execute our hockey programs and player development strategy to provide the best hockey experience for PYHA families and players.

 

The Hockey Director will work with the PYHA Board, PYHA Coaches and the Hockey Development Committee* (HDC) to set the short and long-term vision and objectives for the program. In addition to continuing to build a competitive program, the Hockey Director will work to establish a culture that focuses on player development, player discipline and accountability, positive team dynamics, sportsmanship, and an environment where playing hockey is fun. The Hockey Director will build and steward the PYHA brand within the community and league. 

 

The Hockey Director will report to the PYHA Board, will have day-to-day responsibility for the association’s Player Development Strategy and will direct the Hockey Development Committee (HDC). The Hockey Director will attend PYHA Board meetings and report on programming and development.

 

The Hockey Director will have the following roles and responsibilities:

  1. Oversee year round hockey development both on and off the ice

    • Organize and oversee summer and pre-season camps which may include the hiring of outside vendors within the budgeted amounts.

    • Organize and oversee in-season hockey development sessions which may include the hiring of outside vendors within the budgeted amounts.

    • Provide advice to coaches regarding practice plans to deal with specific situations; and 

    • Attend 2-3 practices of each team for age levels above Mite/8U to observe.

    • Serve as the primary point of contact for all hockey development related issues.

    • Work with Coaches to provide players with start/end of season development reports.

  2. Oversee tryouts for all levels of play.

    • Develop a tryout plan for each level in collaboration with the HDC.

    • Source and Engage independent evaluators for each level (no parent coaches are to be used as tryout evaluations for their child’s own age level).

    • Work closely with the PYHA Board and Tryout Evaluators to execute the tryout plan and ensure that tryouts are run in an efficient and unbiased manner that focuses on player and parent communication.

    • Effectively communicate the tryout process to the players and families prior to the start of the tryouts.

    • Work with Tryout Evaluators and Coaches to determine appropriate level of play and roster decisions based on tryout results.

    • Works in conjunction with ADM Coordinator to develop and execute ADM Tryout Evaluations.

  1. Oversee Head Coach selection with PYHA Board approval and coaching development.

    • Responsible for implementing coaching standards and responsibilities

    • Organize pre-season and in-season coach development sessions.

    • Be a resource to coaches regarding practice plans by providing ideas, drills and execution of the skill progression for each level.

    • Recruit and engage both parent and non-vested coaches.

    • Consult with the PYHA Board on program and issues that arise with respect to coaching and between coaching staff.

    • Serve as the liaison between the coaches and Hockey Board.

  2. Oversee player recruitment

    • Identify and nurture player relationships with players and families in the surrounding school districts, including high school players not active with PYHA.

    • Identify and determine feasibility and timing of potentially creating a High School/Travel/U16 program for PYHA.

The Hockey Director will not be the following:

  1. The primary point of contact for SafeSport issues; the Safe Sport Coordinator is the primary contact for this.

  2. The primary point of conduct for issues related to registration and certification.

  3. The primary point of contact for parental concerns regarding player issues and concerns. Parents should continue to work with their player’s coaching staff. Coaching staff will liaison with the Hockey Director if deemed necessary/appropriate.

  4. Primarily responsible for goalie development; however, the Hockey Director will interact with and will provide general guidance to the PYHA Board regarding goalie development.

 

PYHA ADM Coordinator(s) Duties:

  • Appointed by the PYHA Board.

  • Although not a voting position, the coordinator holds an advisory position on the PYHA Board.

  • Coordinators are responsible for the overall development and growth of the ADM program. 

  • Coordinator's responsibilities include:

    • Training of incoming coordinator(s) if applicable

    • Reaching out and recruiting new families and providing information about programs offered. 

    • Attending PAHL ADM Coordinator meetings.

    • Reporting at the PYHA BOD meetings.

    • Hold informational meetings to ensure communication to all ADM families. 

    • Participating in all Little Pens and/or Little Phantoms sessions; must attend all sessions or provide coverage for all sessions.

    • Responsible for ensuring the needed number of Coaches are present to help run the Little Pens and/or Little Phantoms sessions.

    • Attending ADM practices

    • Coordinating and running ADM Evaluations/TryoutsThe ADM

    • Coordinator(s) will be responsible for any other duties as assigned by PAHL or PYHA Board throughout the season.


 

PYHA Registrar Duties:

  • Appointed by the PYHA Board.

  • Responsible for creating and submitted Team rosters for approval to the District Registrar and PAHL.

  • Responsible for tracking and ensuring all Player/Coach/Manager/Volunteer requirements are complete prior to team participation.

  • Responsible for creating Team Tournament rosters, if needed, during the season.

  • Responsible for ensuring our year-end ADM Tournament is USA Hockey Sanctioned.

  • Responsible for any other duties as assigned by PAHL or PYHA Board throughout the season.


 

PYHA SafeSport Coordinator Duties:

  • Appointed by the PYHA Board

  • Responsible for investigating and resolving any/all SafeSport and/or other disciplinary issues reported within the organization.

  • Responsible for reporting all findings to the PYHA Board prior to issuing final judgement.

  • Responsible for any other duties as assigned by PAHL or PYHA Board throughout the season.

 

PYHA Social Media Coordinator(s) Duties:

  • Appointed by the PYHA Board.

  • Primary (but not sole) responsibility for updating the PYHA Facebook, Twitter, Instagram, YouTube or other social media sites.

  • Work with PYHA Board as well as individual teams to promote team/organization functions, fundraisers and recruiting efforts.

  • Responsible for any other duties as assigned by PAHL or PYHA Board throughout the season.

 

PYHA EMT Coordinator:

  • Appointed by the PYHA Board.

  • Responsible for sourcing and scheduling an EMT (or other qualified individual) for all PYHA home games, scrimmages, and/or tournaments as scheduled.

  • In the event an EMT cannot attend a scheduled event, the EMT Coordinator should be prepared to fill in.

 

PYHA Referee Coordinator Duties:

  • Appointed by the PYHA Board.

  • Responsible for sourcing and scheduling Referees for all PYHA home games, scrimmages, and/or tournaments as scheduled.

  • Responsible for verifying Referee certification requirements prior to scheduling them to participate with our organization.

  • Must have a back-up plan available in the case of a Referee cancellation.

 

PYHA Ice Scheduler Duties:

  • Must be a member of the PYHA Board.

  • Responsible for working with the Deep Freeze owner to schedule ice times for all practices, games, scrimmages, tournaments, skills sessions and/or any other ice needed for PYHA use.

  • Responsible for preparing/reviewing monthly ice bills for the Deep Freeze and requesting payment from the PYHA Scheduler.

  • Will participate in annual PAHL game scheduling (may be with or without a Coach or Manager from the respective Team)

 

PYHA Apparel Coordinator Duties:

  • Appointed by the PYHA Board.

  • Responsible for sourcing and coordination of apparel ordering for any team warm-ups and preseason orders either through CCM or Pure Hockey.

  • Responsible for providing the official team logo, and tracking its use, if requested by any team or outside organization.

  • Note: A Team may wish to hold an Apparel Fundraiser for their team during the season. This is permitted, and does not need to be run by the Apparel Coordinator.

 

PYHA Fundraising Event Coordinator Duties:

  • Appointed by the PYHA Board. This Coordinator will be chosen/appointed once the organization fundraising event is chosen for the season. The person chosen to run a Golf Event may be very different from the person chosen to run a Purse Bingo.

  • Responsible for coordination and execution of any/all PYHA organizational event fundraisers which may include but are not limited to: Purse Bingo, Golf Outings, etc. This position is not responsible for team-level coordination of fundraising (that will be handled by the Manager Coordinator).

  • Responsible for any other duties as assigned by PAHL or PYHA Board throughout the season.

 

PYHA ADM Tournament Coordinator Duties:

  • Appointed by the PYHA Board.

  • Responsible for the coordination and execution of the season-end ADM tournament which includes but is not limited to:

    • Collecting Team Registrations and Payments

    • Reviewing Teams and assigning competitive placement brackets

    • Selecting hotels for out-of-town teams and providing info to teams for booking

    • Selecting and coordinating T-Shirt vendor

    • Selecting and coordinating Picture vendor

    • Selecting vendor and ordering any all trophies, medals or banners for winners

    • Selecting a concession stand coordinator

    • Coordinating all volunteers for the event

  • Responsible for any other duties as assigned by PAHL or PYHA Board throughout the season.

 

PYHA Manager Coordinator Duties:

  • Appointed by the PYHA Board.

  • Manager Coordinator will train team managers regarding:

    • Using TeamSnap for team communications

    • Creating Team Binder to meet PAHL requirements

    • Reading/Understanding and tracking against their team’s budget

    • Submitting Refund/Reimbursement Requests to the Treasurer

    • Score Clock Training & Completing Scoresheets

    • Setting up/using Sports Engine for submitting Home Game scores to PAHL

    • Tracking Fundraising

    • Collecting/Tracking monthly player fees and submitting to Treasurer

    • Volunteer & Coach Requirements

  • Manager Coordinator will be responsible for fielding Team Manager questions as they arise throughout the season.

  • Manager Coordinator will be responsible for working with Team Managers to coordinate Team-level fundraising for the season, so as not to overlap efforts.

  • Manager Coordinator will be responsible for any other duties as assigned by PAHL or PYHA Board throughout the season.

 

PYHA Bookkeeper/Accountant Duties:

  • Appointed by the PYHA Board.

  • Will work closely with the PYHA Treasurer.

  • Responsible for bookkeeping related to all organization and team transactions.

  • Responsible for providing the PYHA Board with monthly financial statements.

  • Responsible for preparing and filing any/all taxes or other items needed to maintain the organizations 5013c status as a non-profit organization.

 

PYHA Website: www.phantomsyouthhockey.org

  • Please contact Lisa Doll at PYHA.web@gmail.com for anything that you would like to be considered as an addition to the website. 

  • The PYHA has the right to post team pictures, individual pictures and rosters as stated in the parent contract. 

 

Policy and Handbook Changes:

The policy handbook may be changed by one reading at a meeting of the Board of Directors at which time a two-third affirmative vote of the Board of Directors will affect the policy handbook change.

 

PYHA Contact Information:

Board of Directors:

Board Position

Name

Email

President

Tiffany Webb

phantomsyouthhockeypresident@gmail.com

Vice President

Sean Novotny

pyhavp@gmail.com

Vice President

Lisa Doll

pyha.web@gmail.com

Treasurer

Molly Lowry

pyhatreasurer25@gmail.com

Secretary

Mike Schubert

pyhasecretary2@gmail.com

  

Hockey Directors:

 

ADM Coordinators:


Other Volunteer Positions:

Volunteer Position

Name

Email

Registrar

Rhonda Cattaneo

rhon4th@yahoo.com

SafeSport Coordinator

Rhonda Cattaneo

rhon4th@yahoo.com

Ice Scheduler

Lisa Doll

pyha.web@gmail.com

Referee Coordinator

Lisa Doll

pyha.web@gmail.com

EMT Coordinator

Cris Ruthrauff

flyingih2@gmail.com

Manager Coordinator

Stephanie Bova

sbova88@gmail.com

Jersey Coordinator

Lisa Doll

pyha.web@gmail.com

Apparel Coordinator

Tiffany Webb

phantomsyouthhockeypresident@gmail.com

Social Media

Coordinator

Maegan Bento

Morgan Brandt

bento2985@gmail.com

iceskatermb@yahoo.com

ADM Tournament Coordinator

Lisa Doll

phantomstournament@gmail.com



PYHA Team Contact Information:

Position

Name

Email

ADM White Manager

Carrie Ratliff

carrie.ratliff17@gmail.com

ADM Blue Manager

Andrea Ridzon

trcknchooch379@aol.com

ADM House Manager

Andrea Ridzon

trcknchooch379@aol.com

     

Squirt 1 Head Coach

Joe Toth

jtoth3315@gmail.com

Squirt 1 Team Manager

Barbi Milush

b3milush@gmail.com

     

Squirt 2 Head Coach

Crawford Warrick

warrickcrawford@gmail.com

Squirt 2 Team Manager

TBD

 
     

PeeWee 1 Head Coach

Crawford Warrick

warrickcrawford@gmail.com

PeeWee 1 Team Manager

Stephanie Bova

sbova88@gmail.com

     

PeeWee 2 Head Coach

Vince Hepola

vuhepola1227@gmail.com

PeeWee 2 Team Manager

Shawn Mousourakis

mooseman6687@gmail.com

     

Bantam Head Coach

Zach Harris

zdharris5@gmail.com

Bantam Team Manager

Tiffany Webb

phantomsyouthhockeypresident@gmail.com


PARENTS AND ATHLETES

Parents and athletes need to manage their SportsEngine accounts to ensure they get the most out of their Phantoms Youth Hockey Association experience during each sporting season. With their accounts properly configured, athletes and their families will receive communications according to their preferences and be able to complete registrations more efficiently.  SportsEngine has created a Team Management Guide for Parents and Athletes that will help our members with frequently asked questions about our website and mobile app.

New to SportsEngine?

Here is your quick start guide to creating an account and using the SportsEngine platform as an athlete or parent.

STAY CONNECTED TO YOUR TEAM

Keep connected to your team(s). Get schedules and team updates for every athlete in the house, plus a way to message other members on your team and a way to give coaches a heads up about practice. Enjoy unlimited access to scores & stats, photo/video sharing, and more.


ESSENTIAL PARENT HOW-TO'S

Adding an additional guardian

In many instances, more than one parent or guardian needs to be in the loop with a child's sports life. Using the mobile app, you can add additional guardians to an account. Guardians can 1) View games and events 2) RSVP to games and events 3) Send and receive messages to coaches and team members 4) participate in team chat

Adding a Mobile Phone

Once you've created your account, add your mobile phone so you can receive text messages from your team manager or coach.

Enabling Text Messaging

Now that you have your mobile phone on your account, make sure you enable text messaging and any other notifications.

Following a Team on the SportsEngine Mobile App

Are you a family friend, grandparent or fan that wants to follow a specific team on the SportsEngine platform? Here is a quick guide to follow teams on the mobile app.

Forwarding Athlete Messages

Do you need a second parent, other family member or nanny to get messages about schedule changes or game times? Add a second email address to forward all communications.

Sending a Message

Do you need to send a question to your team manager or another parent about a ride? Follow these instructions on how to send messages using the mobile app.

RSVP to Game or Event

Coaches and team managers need to know if you are going to able to attend a game or practice. You can easily RSVP using the mobile application.

Team Management Guide for Parents & Athletes

Is your team using SportsEngine Team Management to manage RSVPs, schedules, and communication? This list of articles will provide you with everything you need to know for a successful season!

Bookmark your Website to the Home Screen of your Mobile Device

Access your website with a single tap from your mobile device's home screen.

Reset My Login Password

Having troubles logging in? Reset your password to view your MySE dashboard.