MCYSA FIELD SCHEDULERS GUIDE TO THE UNIVERSE

Information for
MCYSA FIELD SCHEDULERS

FIELD SCHEDULER MAIN PAGE  |  EMAILS SENT  |  (HGSF) SCHEDULE FILES  |  ALTERING GAME DATES  |
|  FIELD OPEN DATES SEND IN A NEW QUESTION  |
FIELD SCHEDULERS MESSAGE BOARD  |

Last Updated: 03/13/2011 06:48 AM

03/13/2011 Your Home Game Schedule Files (HGSF) are being uploaded and linked this morning.  They will be formatted and linked later today on the "Schedule Files" page (see link above)

QUESTIONS & ANSWERS
New questions are added as they are sent in so check here first for an answer before asking.

Completing your Home Game Schedule File
Games Left Unscheduled in your Home Game Schedule File
Schedule Changes During the Season

COMPLETING YOUR HOME GAME SCHEDULE FILE

Keep in mind the primary directions for filling out your Home Game Schedule File:  "Tell us when you will be playing your home games on your home fields."  This will always involved filling in the Time and Field for your home games - and you may also be entering some New Game Dates if the both teams have agreed.  You may only return your Home Game Schedule File once.  You will need to work with your assignor between 03/21 and 03/24 so they can review your schedule.  If they see any potential problems for referee assignments they'll suggest changes to your schedule.   Please do your best to work with them and honor their requests as they are only trying to make sure all your games have proper referee coverage - and that benefits everyone.   Please make any modifications you need to and return your completed schedule to the MCYSA Scheduler no later than Friday 03/25/2011.  After that, any requested changes must comply with published guidelines and must be reported using the online Schedule Change Request.  Files are returned as ATTACHMENTS to Debbie Turner

 

1) Do you have to return your Schedule Files by by Friday 03/25/2011?

ANSWER: Yes! When they come in we merge all the individual schedules together and only have a week to get game schedules, numerous reports, notices, etc printed and the game packets for the teams created.  The Game Packets are distributed at the mandatory PreSeason Coaches Meetings (coaches must attend to pick up their individual packets) in the Fall.  The coaches meetings take place a couple of days after Labor Day.
In the Spring season, the game packets for teams that played in MCYSA in the previous fall are distributed at the preseason LC Meeting.  Those teams that are new or did not play in MCYSA in the previous fall season are distributed at the PreSeason Coaches Meeting.  Both of the meetings take place the week before season start.
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2) How do I fill out my Schedule File?

ANSWER: In most cases, just enter the TIME and FIELD for each of your home games for the season.  The purpose of completing you schedule is to tell us when you will be playing your home games at your home fields.  Keep in mind that during the time you are working on your schedule you have the unique Golden Opportunity to make any changes to the game dates as well.  The stipulation to changing a date is that both teams MUST agree to the new game date before you enter it into your schedule file.  You may have some home games that are marked with *H* or *O* (or even *HO*) that indicate there was a PreSeason Conflict Notice (PCN) sent by the Home (*H*) or Opponents (*O*) - or both of the teams (*HO*) - and they can not play on the listed date.  Those games need a new game date.  You may want to enlist the help of your coaches to work out new arrangements.  Files should be complete when returned.
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3) What information can I change in the Home Game Field Schedule file?

ANSWER: There are only 4 columns you can enter information in --  TIME and FIELD always, and when needed the FIELD SCHEDULER COMMENTS and NEW GAME DATE columns.  You may not change any pre-filled information. 
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4) How early can I schedule games?

ANSWER: The League Membership has continually supported a 1:00 PM game time on Sundays.  This means Sunday games may not be scheduled earlier than 1:00 PM.  However, you are encouraged to schedule games earlier in the day as long as both teams agree to an earlier time.  There are 2 ways to obtain agreement: . 

1) Explicit Agreement - Ask the teams and get a positive response from both

2) Implied Agreement - Listed on your HGSF are columns "EarlyH" and "EarlyA" which show information from their registrations.  We'll assume you are aware of your field availability and your own teams time (EarlyH) constraints so lets concentrate on the visiting team -- All team registrations have a question on how early their away games can be scheduled. If there is a time listed in the "EarlyA" (Early schedule time for the Away team) column that implies agreement from the visiting team to schedule games as early as listed.  You may schedule games as early as the time listed in the "EarlyA" column without having to contact the team.

If there is no time listed in the "EarlyA" column you must contact the team and obtain their consent if you wish to schedule a game prior to 1 pm (or earlier than the time they have listed.)
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5) Can I change a date for my home game in my Schedule File?

ANSWER: YES - if both clubs/teams agree to the change AND you mark it in your Home Game Schedule File BEFORE you return it. You will need to determine a new Game Date for any game in your schedule with an indicator in the PCN column.  Just enter the new agreed upon date in the NEW GAME DATE column in your file along with the time and field of when your HOME game will be played at your HOME field. 

NOTE:  All changes you make in your Home Game Schedule are automatically picked up and entered into the League's Master Schedule.  You do not need to submit a Schedule Change Request form for any change listed in your file that you return.
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6) What is that PCN column?

ANSWER: This shows if there was a reported conflict for a team for a particular date.  A maximum of 2 conflicts are allowable for a team.  If a Preseason Conflict Notice (PCN) was filed for the home team you will see *H* in the PCN column.  If a PCN was filed for the opponent you will see a *O* in the PCN column.  If both teams filed a conflict for that date you will see *HO* in the PCN column.  If you see anything in the PCN column it means that game can not be played on the scheduled date. Those games need a new game date.
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7) My fields are not open for the first game of the season.  Why do I have home games scheduled for that date and what do I do?

ANSWER: There are so many things that need to be considered when creating the schedule it is impossible to have every club's schedule work our perfectly.  (We do try!!)  First contact the away Field Scheduler to see if they have a field available for that date.  If so, the Field Scheduers can work out a date exchange.  If a date exchange can not be done, see if you can play your home game at their field  Second if neither club has a field available, you'll need to work out a new game date and schedule the game that way.  More information on this HERE
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8) How do I show a 'date exchange' in my Schedule File?

Same way you show any new game date.  Just keep in mind that your file tells us when you are playing your home games on your home fields.  If you will be playing your home game on a different date than is listed in your home game schedule, see #4 above.  If two teams are exchanging the dates of their home games, again see #4 above.  All you need to do is list the new game date that your Home Game listed in your file will be played (along with time and field). Opponents Field Scheduler will need to do the same in their file if you are exchanging dates.  More information on this HERE
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9) I DON'T HAVE A FIELD to play a particular Home Game AT ANY TIME during the season. Now what?

ANSWER: This is a rare case where you will NEVER have a field during the season to host the game. You will have to give up your home game advantage and play the game at your opponents field. Contact the other club and see when they can schedule it at their field. Get the time and field from them and in your Home Game Schedule file enter the TIME. In the FIELD column enter it as "@ ____ (enter opponents club) - ____ (enter opponents field name)"  More information on this HERE
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10) What happens if I can't resolve a conflict (PCN) before I return my Schedule File?

ANSWER: Files are expected to be complete when you return them and at minimum ALL non-PCN games must be scheduled.  If you are still working on some of the PCN games leave them blank and return your file on time.  You will have only 14 days after the due date to submit Schedule Change Requests online to complete the PCN games with new game dates.  After that any unscheduled games (those with no time/field/NGD will be marked as Double Forfeits.
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11) Once I've returned my Home Game Schedule File can I resend my file with corrections?

ANSWER: ~~ No ~~ you may only return your Home Game Schedule once by the deadline.  After that you must use the online Schedule Change Request form (SCR) to report game arrangements for your home games that are still unscheduled - and ALL normal scheduling guidelines as listed in the League Handbook must be followed.  Until all schedule information is received your HGSF will be considered incomplete. 

* Have another Question to be posted? - Feel free to send in your Questions & Comments
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GAMES LEFT UNSCHEDULED IN YOUR HOME GAME SCHEDULE FILE

 

1) What happens if I could not schedule a game in my HGSF?

ANSWER: Until all schedule information is received your HGSF will be considered incomplete - and there are fines assessed each week your schedule remains incomplete.  Once the HGSF deadline passes your Golden Opportunity to make any kind of change is gone.   After that you must use the online Schedule Change Request form (SCR) to report game arrangements for your home games that are still unscheduled - and ALL normal scheduling guidelines as listed in the League Handbook must be followed. 

The only exception to submitting individual SCR's is if you are making blanket Field Changes - i.e. Field A is closed for the season.  All games scheduled for Field A will now be played on Field B (times stay the same).  In that case just send an email using the LINK BELOW explaining what field information needs to be changed.
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* Have another Question to be posted? - Feel free to send in your Questions & Comments
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SCHEDULE CHANGES DURING THE SEASON

 

1)  What kind of game date changes are permitted during the season?

ANSWER: ALL changes must follow League Guidelines and ALL changes require a 7 day notice.  There will be no changes to schedules within a 7 day period prior to the game date.  The only exceptions to this would be emergency field closings and State Cup/National Competition game conflicts.  Once you have returned your HGSF the only allowed club initiated schedule changes are listed in the MCYSA League Handbook There are two types of schedule changes that will alter the dates of games - POSTPONEMENTS (playing on a later date) and EARLYPLAY (playing on an earlier date). 

Postponements are discussed in Handbook Section 6.1 Postponements.  Postponements may be necessary because of A) Inclement weather or field unavailability, B) State Cup game conflict, or C) a request approved by MCYSA Executive Board (only in extraordinary circumstances).  New game details (date/time/field) for postponed games must be submitted within 14 days of the original game date using the Schedule Change Request form giving a minimum of 7 days notice prior to the new game date or scheduled date - which ever comes first.

EarlyPlay is an option to play a game on an earlier date than scheduled.  This is discussed in Handbook Section 5.2.2 Home Field Schedule. Any game can be played on any date earlier than the scheduled date by mutual consent of the clubs & teams provided 7 days notice is given using the Schedule Change Request form.

Please note that if a change is requested and approved, if the change results in a time gap is created in your Home Field Schedule, the league reserves the right to move the times of other games so as to economize the use of referees. Such changes are not subject to protest. Therefore, clubs should make very sure before they change games to an earlier date that everyone else who may be affected has been included in the discussions.
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2)  What if I have an unexpected field closure during the season that affects several weeks?

ANSWER: All attempts to play the games on the scheduled date.  If you are making a Blanket Field Change - i.e. Field A is closed for the season and all games scheduled for Field A will now be played on Field B (times stay the same).  In this case just send one message using the
Field Status Reporting Form explaining what field information needs to be changed.  The schedule will be updated and notification will go out to all teams involved in the games affected.

If you don't have a free field to move the games to, scheduled them on available fields (yours or your opponents fields) you will need to send in individual Schedule Change Request forms for each affected game. 
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* Have another Question to be posted? - Feel free to send in your Questions & Comments
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