New Members

New children can attend 3 sessions before they are required to sign up for a Membership. Once the child has attended the three taster sessions, you will be sent an email to welcome the Parent(s) and child to the Club. The template for the letter is in Appendix 1 at the end of this Page:

Subs Spreadsheet

As Team Manager, you will need to keep a record of the subs you have collected from each Player, so you know who has paid; whom to chase, and what you have spent out of your ‘Social Fund’. This should then tally with the statement that is provided from the Treasurer, when requested.

Social fund statement

Each Social Fund account should have a unique name registered with the PRUFC Treasurer, (Every year, each new under six group will choose a name which will stay with the group as they progress through the age grades, making it easier for the Treasurer to identify the account). Social Fund statements are provided by the Club’s Treasurer Invoices@prufc.com. A social fund statement must be sent by the Team Manager at the start of the season (ie. September) and at the end of the season (ie. April/ May). Once you have the statement from the Treasurer, you must email that statement out to all the Parents within your Child’s age group to keep them updated about where the social funds are being spent.

Players’ shirts – Current kit

Players’ shirts will be collected in at the end of the season (April/May) and then handed out at the start of the new season (September), usually on the first Sunday back. After a match, the players’ shirts need to be collected and washed. This can be completed by the Parents, ensuring that they can return them clean before the next match. All shirts need to be returned in the kit bag at the end of the season and signed off. Any shirts missing will incur a cost of £50 per shirt.

Ordering New Kit

The best way to order kit is in a bulk order. As Team Manager(s), you can send out a message to all Parents offering to include their requirements in your bulk order, however, the decision is theirs to make and inclusion in a bulk order is optional. You will need to remind parents to ensure that the size they order is the correct size, as they cannot be returned to the supplier. Once you have received the orders, please add to the order form

Ties (U13 upwards)

Ties can be brought from the Club at a cost of £15 per tie. You may suggest that you ask parents to contribute £5 towards the cost and the remaining £5 could come from the social funds. Alternatively, you can ask the Parents to purchase a tie from the Club for the full price.

U6s – choosing a Team Name

The new Coaches and Team Manager must name the team, for social fund tracking purposes. This name will follow the team all the way up to the under 16’s. Naming the team makes it easier for the Treasurer to keep track of each team’s social funds.

Spond

All ages groups must use Spond, Spond is easy to set up, add polls and comments. Spond is used to advise Parents on training dates and times, games - times and locations and social events. Parents will be able to advise if their child is able to attend the training, games, or social events. Please note if there is not an age group setup for your year, please liaise with the data officer to ensure its part of the ‘Club Spond’.

WhatsApp

A WhatsApp group can be set up as a way of keeping parents updated on last minute cancellations, frozen pitches, training etc. Please add the Safeguarding Officer to the WhatsApp group. .

Social Media

The Team Manager/ social media champion should set up a closed Facebook group for their age group. Only photos of your team and the opposition team should be included, provided they give consent. Use Facebook as a way of contacting parents, sharing photos of the games and each week to celebrate the ‘Player of the week’. Please add the Safeguarding Officer and Age Grade Chair to each Facebook group. There is a ‘PRUFC ‘Social Media’ Policy which should be made known to every Parent / Guardian of a new Player, together with the Codes of Conduct.

Referees

Due to the lack of available Referees at the Society, the East Midlands Referees Society will only be providing Referees for games for the U16's and above. Any age groups below this age have to be refereed by someone from the Club, or an alternative Referee sourced by the Club. If a Society Referee is not allocated by Friday for U16's and above, then the Club needs to source their own Referee.

All games for U14 and upwards should be entered into GMS, this will then create the game in the referee society application Whos the ref. It is unlikely you will get a referee for any game below U16s.

Spond: When an Age Grade Coach (U13 & above) requires a Referee for a game on a Sunday, or Seniors on a Saturday, then the Coach needs to follow the following steps:
1. Organisers will enter the home game details onto the Spond Group "Club Referees"
2. The Organisers must invite the Referee(s) on Spond to the game.
3. The available Referees will respond saying if they are available.
4. Administrators will then allocate the Club Referee to the game in Spond, by editing the title with the name of the Referee at the end in brackets eg. CUP: U16b vs Wisbech (Oscar), then decline those that have not been allocated. It will be an even spread across all Referees, unless it’s a cup or league game where an Accredited Level 2 ref will be appointed.
5. If the game is a League or Cup game for the U16s and above, the Society Contact and Honorary Secretary will be informed of the appointment of a Club Referee via email by the Administrator.
6. If the game gets cancelled, the Organiser must cancel the game on Spond as soon as possible, to avoid causing any expense to the Club Referees.
7. Upon cancellation, if the Society has not been informed, they must also be informed of any cancellation.