Squad management

Maintain and manage the list of prospects and player contacts 

Yes

Yes

Communications

Set up WhatsApp Group and link it to SYSC  Junior Community. 

Tip: use the polling feature in WhatsApp.

Yes

Yes

Fixture management

Check your team’s fixtures at the start of season AND on Thursday, Friday (and even Saturday) for any late changes to times and/or locations. The Club may also send an email of any changes (if notified directly by FV).

Yes

Yes

Communicate match details

Communicate match details to all players (via parents/carers) a reminder of the location, kick off and expected time for team to be on pitch ready for warm up – and send reminder on days leading up to the fixture.

Yes

Yes

Roster

Create and maintain a roster to delegate tasks through the season (in particular for home matches). 

Yes

Yes

Check weekly home fixture schedule

Home matches only

Check the JLM Venue schedule (home games only) to understand whether you need to set up or put down. Check every Friday – this schedule changes each week – make sure you check on the Friday before each home fixture.

Note some games may be on Pitch 1 or 2

Organise with other TMs via WhatsApp to check who you may be able to hand off to / from. This may be a one-to-many scenario so make sure you set up correctly and engage all TMs.

Link to Venue Schedule to be provided once released by FV (April)

Yes

Yes

Half-time oranges

All matches.

Nominate a parent to supply the half time oranges.

Pitch set-up

Home matches.

Nominate parents (3-4 per game) to set up the pitch (and set down).

Use Roster and check Venue Schedule to see if there is an opportunity to handover from other games before or after.

See details below.

Referee

/ Game Leader

Home matches.

Nominate a parent as (potential) referee (or for Miniroos, as a Game Leader)

Assistant referee (linesperson)

All matches.

Every fixture (home and away) MUST have two assistant referees (i.e. linesperson), with one from SYSC and one from the opposition. This needs only a basic understanding of the game, signals and where to be in relation to the play (for offside calls etc.). As with the referee this is not actually that difficult, and a great way to be involved in the match. 

Ground Marshall (GM)

All matches.

Ground Marshalls (GMs) are required (one from each team) at every ground for every match, and often best taken on by the TM (or if too busy a parent volunteer). GM responsibilities are detailed here, but key points are:

• Wear a bib to stand out – preferable one that states Ground Marshall (to be purchased by Club soon).
• Ensure only coaches, players, officials and referees enter the coaches (technical) area, and make sure spectators are not anywhere near it. 
• Ensure all supporters stand/sit on the opposite side of the pitch to technical area (the coaches technical areas should always be set up on the inside of the Full pitch for U7-U13 matches, ie opposite side to spectators)
• Manage crowd: making sure there is no trouble or bad language from spectators and others.
• No dogs (Home matches): Make sure that no dogs are allowed on or near any pitch. This is an FV and Council ruling for the safety of both dogs and players.  [Much of the wear of the pitch is caused by dogs digging – this causes injuries!

Team sheet

All matches.

Prepare and Print Out Team Sheet in GameDay Passport. See details here.

No

Yes

Host the Referee

Home matches.

If an Official FV Referee has been assigned the TM must welcome and host them. Referee may arrive up to 45 minutes before kick-off.

No

Yes

Host the Opposition

Home matches.

• Introduce yourself Opposition TM and welcome the opposition team
• Identify the Referee (FV appointed, or parent assigned)
• Identify opposition Ground Marshall
• Identify opposition Assistant Referee (linesperson) (Junior Leagues U12+ only)
• Highlight:
  • Pitch location: pointing out technical areas and spectator area
  • Warm-up areas: Confirm this with the club
  • Public Toilets etc. (in change rooms for players; and far corner of pavilion towards the College for public)
  • Change Rooms – for Junior League U14+ fixture (full pitch games)
  • Canteen, if open (and our BBQ if being used)

Yes

No

Access to Change  Rooms – TBC

Home matches.

• Change Room Access priority is for Junior League U14+ (full pitch games)
• Open the Change Rooms for SYSC and the Opposition team. 
• Offer the Away Change Room for use to opposition when they arrive.
• Make sure all Change Rooms (incl change room toilets) are swept clean and tidied after use.
• Make sure all Change Rooms are locked when not used.

No

Yes

Confirm key roles ready

All matches

Make sure key support roles (as appointed via the roster) are present and ready. These roles include Ground Marshall, Referee/Game Leader (Home Games Only, if not appointed by FV or Club), Assistant Referee (Junior Leagues).

Yes

Yes

Away matches

Introduce yourself and support the opposition Team Manager (or other) in their Ground Marshall responsibilities.

Yes

Yes

U8-9 (Quarter Pitch)

U10-13 (Half Pitch)

U14+ (Full Pitch)

Pitch playing area

(see Club Handbook here)

• Markings: Use cones (and some of existing Full/Half Pitch Markings), setting up to leave technical areas between pitches.
• Corners: use cones (not poles)
• Penalty box: 5m depth 12m width (from goal centre).Use flat markers are on top of safe in shed (make sure these are returned to top of safe, not left in bottom of an equipment bin)

• Markings: As per existing BLUE pitch markings

As per existing WHITE pitch markings

Goals

Size: 3mx2m

• Collect & carry onto pitch
• Check Nets (no holes)
• Secure Goals: make sure goals are secured with a back support and weighed down with sandbags.

Size: 5mx2m

• Carry onto pitch
• Check nets (no holes)
• Secure Goals: make sure goals are secured with a back support and weighed down with sandbags.

Size: Full pitch goals (7x2m)

• Roll onto pitch and into position (lock wheels)
• Roll off pitch and into storage position (lock wheels)

Corner posts

Use cones ONLY

Use corner posts and flags (if available).

• Do not use training poles (must have a flag)
• Use 6 red (large diameter) corner posts 
• Place 4 in each corner. For Full pitch also place 2 either side of halfway (1.5m from sideline), optional.
• Make sure each posts has a flag. Flags should always remain on the post. 
• Return corner posts to Junior’s store room. 

Technical Areas

• Set up two technical areas (SYSC and opposition on the same side of pitch, on the inside of Full Pitch, unless Full pitch matches.
• Technical Areas are for each team’s Coach, Assistant coach, Team Manager and subs ONLY.
• All spectators MUST be outside of the full pitch (not on the full-pitch).
• IMPORTANT: Crowd control. No spectators, parents or other players (except for subs on team sheet) are allowed in the Technical Areas (or on that side of the pitch. All spectators MUST be on the opposite side of the pitch (not behind goalie or next to technical areas).

Subs bench

No subs bench

Use fold-out Subs Benches

• Collect the two subs benches from the store room and place them in each of the two Technical Areas.
• Return Subs Benches to Equipment Shed (on Shelf).
• Note that technically the only people who can stand up in the technical area (or nr technical area) are theCoaches and any players warming up/waiting to be subbed on (substitutions to be made from half-way line).

Bibs (for Subs)

Not required

• Subs must wear a bib that distinguishes them from players on the pitch.
• If a substitution is made then the player coming off must put a bib on.

First Aid Kit & Stretcher

Collect the stretcher and a first aid kit from the Store room. Place on the side of the pitch in between the technical areas.

Match balls

2 balls (Size 3)

3 balls (Size 4)

Must be fully pumped and presented to the referee 30 mins before kickoff. Placed in the centre spot and one at each end of the halfway line.

3 balls (Size 5). 

Must be fully pumped and presented to the referee 30 mins before kickoff. Placed in the centre spot and one at each end of the halfway line.

Assistant Referee flags

Not required

• An FV-appointed Referee should have two Asst Referee flags. 
• The appointed parent Asst Referees should  introduce themselves to the ref and ask for the flag.
• If an FV referee is not available then use Club flags from the shed (on shelf), or a bib if not available.
• Make sure flags are returned either to the FV referee or to the shed (on shelf).

Coordinate PITCH SET DOWN (check Venue Schedule)

If yours is the last match (for that type of pitch set up) then you will need to pack up.

If the next match is the same setup then collaborate via the TMs WhatsApp chat to arrange handover.

If no match that needs the same set up follows yours then you need to completely pack away.

Clear pitch quickly to keep to match schedule

Clear pitch quickly of all equipment, rubbish, items and people (SYSC and opposition).

All games MUST keep to the scheduled kick offs and MUST finish at least 10 mins before the next match. This starts with the very first morning matches.

If the later Junior (U12+) home games start late they may be cancelled, forfeited and SYSC will be fined by FV. This has in the past required earlier matches to end early to keep to time. There is no injury / added time in Miniroos or Junior League Matches. 

Make sure all SYSC and opposition parents/coaches are ready to clear the pitch immediately following each game.

Record Results

Home Matches Only.

This must not be delegated.

Results MUST be recorded in GameDay Passport by 6pm on the day of fixture.

Upload the Fixture Results (HOME GAMES ONLY)

Upload any Yellow or Red Cards (HOME GAMES ONLY)

Upload SYSC Scorers name and Times of Goal (HOME AND AWAY GAMES)

No

Yes

Match Report

All matches.

Recommend this is delegated.

Following the match (both for Home or Away) write a short match summary.

Include: Team Name, Opposition and then a short 50-150 word match summary.

These reports are then collated by our Comms Manager and shared weekly with the SYSC community.

Yes

(but do not comment on the score)

Yes

(including score)

Welcome the Referee

• If an FV referee is appointed they should arrive 30-45 minutes before each game However, they may be refereeing a previous game so changeover may be quick.
• Introduce yourself as the SYSC TM and welcome the referee.
• Show them the referee change rooms.
• If the referee wants to inspect the pitch and goals direct them to the correct pitch.
• Introduce the referee to the SYSC Coach, the Assistant Referee (parent) and Ground Marshall.
• Direct referee to each of the playing teams (they may want to meet with each team before kick-off)
• Be polite and friendly and be very careful in the topics of discussion with referees.
• Do not offer any free food/drink (except water).

No

Yes

Team Sheet

• Have the completed and printed Team Sheet ready. If any last minute changes inform the referee.
• Provide the referee with the SYSC Team Sheet (printed from GameDay Passport) for review. They should hold onto them to fill in at the end of the match. 
• The referee may query some aspects (i.e. who are starting players, coaches names, captain, goalie)
• Always have the SYSC Player ID Cards available (digital copy is acceptable). This is to manage any queries or challenges by the opposition or referee.

No

Yes

Chaperone referee

• TM (or Ground Marshals) to chaperone the referee to and from the Change Room before and after the game and at half-time.
• Be polite and friendly and be very careful in the topics of discussion with referees.

No

Yes

After final whistle

• Following the final whistle go with the opposition TM to the referee (or the refs room) to confirm score, scorers, score times, any cards/incidents and sign both Team Sheets.
• Referee will keep the Team Sheets.
• Once signed, take a photo of both Team Sheets. Opposition TM will do the same. Retain this photo.

No

Yes

Referee Payment

• FV appointed referees MUST be paid by the Home Team following the fixture, once team sheets are signed (never before a fixture).
• Payment MUST be in cash, exact amount. This is refunded by the Club.
• See details on the below.

Refereeing

Home fixtures only

Nominate a parent as (potential) referee (Tip: use a roster)

Whilst all Junior (U12+) fixtures should have a qualified FV Referee assigned to them throughout the season there are often many matches where one is not available (1600 matches a weekend and only 400 refs!). Therefore we need to be prepared to have a ref ready for the (common) occurrence that no ref is appointed or shows up.

A parent should always be nominated – NOT the coaches, and preferably not the TM or Ground Marshall

Advise all parents to read up and understand the rules for their level –  no need to know all Laws of the Game (LOTG), but basics (see Club Handbook here). 

Refereeing is not actually that difficult, and a great way to be involved in the match.

Please note that SYSC has established the Junior Referee pathway program, offering older (15+)  kids the opportunity to referee younger age home games. For the younger Junior matches (U12-14) these SYSC Club Referees may be available to ref for you. They will need to be paid on the day in cash.

Yes (as Game Leader)

Yes

Pay Referee

FV appointed referees MUST be paid (by the Home Team) following the fixture, once team sheets are assigned (Never before a fixture).

Payment MUST be in cash, exact amount.

Referee Pathway (SYSC Junior Refs)

If an SYSC Junior Referee is appointed by the Club (if available to referee when FV have not appointed), then they MUST also be paid in cash post-game in line with fees below. For Junior League (U12+) Club-appointed referees, payment is refunded by the Club.

These referees may be available for Miniroos games, at a fee paid directly of $30, but Club appointed Miniroos referees are at request only, and payment is not refunded by the Club.

Referee Fees (2025) : Competition Referee

Metro:  $100

U17-U21: $80

U16: $60

U14-U15: $55

U12-U13: $50

No

Yes

Claim refund

To claim back the payment following the fixture (or after a few fixtures) 

Email treasurer@southyarrasc.com.au AND cc juniors@southyarrasc.com.au (required for approval)

Subject: Refund request: referee fee payment

Include in body:

BSB and Account Number

Date of payment

Fixture (e.g. SYSC U14s v XXX)

Amount paid (e.g. $45)

Refunds are usually processed within 2 weeks.

No

Yes