The instructions below are for recreation game reschedules ages U5-U12
1. Contact your age group coordinator at least 14 days prior to the scheduled date of the game.
2. It is the coach’s responsibility to ensure coordination and notification is made with the opposing team. Do not attempt to schedule a new date and time if you have not contacted the other team first.
3. When speaking with the opposing coach find three (3) acceptable dates and times, then preference in order of 1,2 & 3. Whenever trying to reschedule with the opposing coach, try first for a Friday evening or Sunday afternoon. Either of these days is preferred over Saturday. When picking a Saturday, understand that you are tentatively looking at a 5:00 pm or later time slot.
4. If your Age Group Coordinator approves the reschedule, they will contact the Field Scheduler for a new date, time, and field number.
5. The association can only handle a certain number of simultaneous games, especially at the older age groups due to limited numbers of referees qualified to do those games. Even though there may be fields available, understand that Referees may not be available. Normally all referee assignments are completed by SUNDAY evening prior to the upcoming game weekend. Changes after Sunday are difficult and sometimes impossible to accommodate. Non-weather related cancellations and/or changes after Sunday @ Noon result in the Referee crew being paid, game played or not.
The instructions below are for recreation game reschedules ages U14-U19
1. Contact your state age group coordinator at least 14 days prior to the scheduled date of the game.
2. It is the coach’s responsibility to ensure coordination and notification is made with the opposing team. Do not attempt to schedule a new date and time if you have not contacted the other team first.
3. When speaking with the opposing coach find three (3) acceptable dates and times, then preference in order of 1,2 & 3. Whenever trying to reschedule with the opposing coach, try first for a Friday evening or Sunday afternoon. Either of these days is preferred over Saturday. When picking a Saturday, understand that you are tentatively looking at a 5:00 pm or later time slot.
4. If your Age Group Coordinator approves the reschedule, contact the Field Scheduler for a new date, time, and field number.
5. The goal is to receive all reschedule requests at least two weeks prior to the date published on the official published schedule (GYSA or PTCYSA as appropriate). During the season no games may be cancelled / rescheduled after Sunday night of that game week. Referees are already assigned and will be paid. Two local teams playing each other that cancel after Sunday will be a forfeit and not rescheduled without the Referee crew and assignor being paid up front for a rescheduled game. Games being rescheduled because of field closures (i.e. weather) normally require at least a weeks notice. However, the Scheduler will attempted to reschedule for field space/Referees as soon as practical but no guarantees if under 7 days. A GAME WILL NOT BE PLAYED WITHOUT REFEREES BEING ASSIGNED BY THE ASSIGNOR.
6. The association can only handle a certain number of simultaneous games, especially at the older age groups due to limited numbers of referees qualified to do those games. Even though there may be fields available, understand that Referees may not be available. Normally all referee assignments are completed by SUNDAY evening prior to the upcoming game weekend. Changes after Sunday are difficult and sometimes impossible to accommodate. Non-weather related cancellations and/or changes after Sunday @ Noon result in the Referee crew being paid, game played or not.
7. When contacting the scheduler, ensure the following information is included:
- Your team (e.g. U11 Girls White or U14 Boys Stampede, etc)
- Date and time the game was originally scheduled.
- Date and time frame you desire for the rescheduled game. The more flexible you are, the better your chances of success. Be reasonable in your request.
8. If you include the scheduler, opposing coach, and other appropriate people in all email traffic, the rescheduling process will go much faster. In addition, all concerned will be kept informed throughout the scheduling process
Field Scheduler for PTCYSA
Dan Esmond – Dan@ptcysa.org
