Team Managers Information Pack

Thank you for volunteering as a Team Manager for North Sydney District Junior Cricket Club (NSDJCC).

The Team Manager plays a critical role in ensuring the season runs smoothly for players, coaches and families. Your role is primarily one of coordination, communication and support, allowing coaches to focus on player development and game-day performance.

This handbook provides a practical guide to managing your team throughout the season.

Use this as your first-week action list. It summarises the most important setup tasks to complete before the season begins and before Round 1.

The Team Manager is responsible for:

• Acting as the primary point of contact for players and families.
• Coordinating communication between the club, coach and parents.
• Managing player availability.
• Supporting match-day operations.
• Ensuring club policies and expectations are communicated.
• Helping create a safe, positive and inclusive environment.
• Reporting any accidents, injuries or incidents to the club (see Safety and Welfare).

Communication

Team communication runs through the team's WhatsApp channel, and keeping your team informed is one of your main jobs.

• Before each game, send the details for that match (see Match Day Responsibilities).
• Keep an eye on key dates and club activities (club events, coaching clinics, holiday programs, social functions, fundraisers, Presentation Day, and registration for the following season) and give the team timely reminders as each one gets close.
• Help celebrate the season by sharing highlights such as match photos, reels or standout performances with the Club Comms contact (see Key Contacts) for the club's social media.

Team culture

Team Managers play an important role in creating a positive environment.

Encourage:

• Good sportsmanship
• Respect for officials
• Respect for opponents
• Inclusive behaviour
• Positive sideline support

Discourage:

• Criticism of players
• Umpire abuse
• Negative spectator behaviour
• Unsportsmanlike conduct

Not sure who to contact? Use this guide.

Contacting other North Sydney managers

To reach a manager of another North Sydney team, use the club's managers WhatsApp group.

Contacting opposition team managers

To reach a team manager from another club, the full list of team contacts for the season is published on the NSJCA website: nsjca.asn.au/team-contacts ↗.

The page is password protected and we cannot publish the password here. If you need it, email committee@nsdjcc.com.au to obtain it.

Contacting the association (NSJCA)

Some situations need approval or input from the North Shore Junior Cricket Association (NSJCA). To reach the association, email the committee at committee@nsdjcc.com.au and we will connect you with our NSJCA Delegate.

You may need to contact the association to:

• Seek approval to use a player who has already played for another Member Club in the same division.
• Seek dispensation for a player who does not quite meet the eligibility requirements (for example, playing in a different age group, or eligibility for finals). The Blue Book sets out when dispensation is needed.

These dates are drawn from the club's central calendar and update automatically. Always confirm against the latest club and association communications.

Each team is issued a kit on the club's kit collection day. As manager, make sure someone from your team collects the kit on that day.

Kit contents vary by stage. Older age groups generally carry less, as many players have their own gear.

In every kit (all stages)

• Stumps and bails: one set for one end (the opposition provides the other end). Fixed metal stumps for Stage 1; wooden stumps with springs and bails for Stage 2/3; wooden stumps and bails for turf.
• Boundary markers
• Chalk
• Scorebook
• Umpire counter
• Tape measure

Additional equipment by stage

Stage 1 (U9): the fullest kit, as most players have not batted in whites before.

• Minimum 3 sets of pads, gloves and helmets, including 1 left-handed set
• Wicket keeper pads and gloves
• 3 bats in a range of sizes suitable for the age group

Stage 1 (U10 and U11): returning teams can usually reduce the kit, as players tend to have their own gear. These bags are large and awkward to transport and store, so on kit collection day returning U10 and U11 teams can choose to trim the kit to what they actually need.

Stage 2/3: wicket keeper pads and gloves only. No other equipment unless requested.

Balls

Used balls (for training and warm-ups):

• Stage 1 (U9): 8 used aero balls.
• U10 and up: fewer, as players usually bring their own to training.

New (game) balls: one box per team to cover the first half of the season.

Game ball rules

• New balls must not be taken to training.
• New (game) balls are the responsibility of the coach and manager.
• One ball per game.
• Game balls remain the property of the club. Used game balls can be used at training and, if needed, used to replace a game ball lost during an innings.
• Game balls are not given to players to keep, including as player-of-the-match awards.
• Where a player takes a five-wicket haul or a hat-trick (three wickets from consecutive deliveries), the coach or manager keeps that ball to mount on the player's trophy at the end-of-season presentation day.

Team number requirements are set by the NSJCA and published in the Blue Book ↗. The table below summarises how many players each competition needs.

Team numbers

If you are short of players

• You need at least the "min to start" number to begin a match.
• Borrowing a player from another North Sydney team is usually the first option. You may already know an eligible player, or post on the managers WhatsApp group to find someone. If you bring in a fill-in player, remember to add them to your team line-up in PlayHQ.
• Borrowing a player from another club: a player from another NSJCA club may play, provided they have not already played in the same division for that club. A registered NSJCA player may always act as a fielding substitute if they meet the age requirements. Using a player who has played for another club in the same division needs prior approval from the association (NSJCA). See Contacting the association in the Contacts section.

Substitute fielders

The Blue Book allows a team to have a substitute fielder present during a match. A substitute can field in place of a player who is temporarily off the field, but they may only field. They cannot bat, bowl or keep wicket, and they are not part of your nominated team.

To be upfront: the Blue Book allows for a substitute but is vague on who is eligible. In practice this could be almost anyone available on the day, for example an older sibling.

If you do use a substitute fielder, two things matter most:

• Check that the umpires and the opposition team manager are comfortable with that person fielding before they take the field.
• Make sure they add to the game rather than detract from it. The substitute is there to help the kids enjoy their cricket, not to gain any advantage.

If you cannot field enough players

If you cannot reach the minimum number of players required to start:

• Contact the opposition team manager to advise that you do not have enough players and will need to forfeit the game. See Contacting opposition team managers in the Contacts section for how to find their details.
• Enter the result into PlayHQ as a forfeit.

Finding your game

Use PlayHQ to find where your game is and who you are playing. Ground allocation can happen quite late, so we recommend checking again on the Friday night in case there was a late change.

Before the game

• Communicate the time and location of the game to the team on the team's WhatsApp channel.
• Confirm attendance (see Managing Player Availability).
• Assign the team in PlayHQ. The game cannot start without this (see how to below).
• Allocate a parent to score: on paper for an away game, electronically for a home game.
• Allocate a parent to umpire.

Assigning the team in PlayHQ

1. Log in to PlayHQ using your manager login.
2. Select the game.
3. Toggle to Manage (not Public View).
4. Select the players who are available (order does not matter).
5. Select the wicket keeper(s) and captain if known (not required).
6. Nominate a scorer if known (a name is not required).
7. Click through to confirm and finalise.

You can edit this at any time before the game starts.

A good pre-match message includes the opponent, ground and address, start and arrival time, any weather updates, and the assigned scorer and umpire. It helps to send this mid-week and a short reminder the day before.

Scoring

Home games are scored electronically and away games on paper. Aim to have at least two parents who are willing to score. Share this training video with anyone who needs to learn, including yourself if you would like to: How to Score (including electronically) ↗.

• Electronic (home) scorers need to bring their own device and score at ca.score.playhq.com ↗.
• Paper scorers need a pencil and eraser. Either bring your own or add them to the team kit.

Electronic scorers need their own login for the scoring site. To set one up, email registrations@nsdjcc.com.au with the scorer's name, email address and phone number. The registrar will create an account and send a password, which the scorer then uses to log in at ca.score.playhq.com.

Adverse weather

If weather may affect the game, keep the team updated on the WhatsApp channel and see Weather Procedures for what happens and who decides.

At the ground

Introduce yourself to the opposition team manager, confirm scoring arrangements, and agree on any ground or playing-condition details before the game begins. Team selection and playing decisions remain at the coaches' discretion.

When you are the home team, it is your responsibility to set up the field: mark the crease and put out the boundary markers. It helps to assign this ahead of time, though the coach may handle it.

After the game

The result is usually submitted automatically through the electronic scoring process, but confirm it has gone through in PlayHQ and that the result is correct. Share any relevant updates with the team.

This section applies only to teams playing on turf wickets. Turf teams have extra match-day duties around pitch covers. The guide below is based on the NSJCA Match Day Covers Guide.

Before the match

• Arrive at least 45 minutes before the scheduled start.
• Home and away teams work together.
• Allocate 6 to 8 players (plus adults if available) to assist.
• Check the pitch and surrounds before removing covers.

Removing covers

1. Remove any ropes, weights or pegs.
2. Roll covers carefully from one end. Do not drag them across the pitch.
3. Keep the covers straight while rolling.
4. Move covers well clear of the square so they do not interfere with play.
5. Store them where they can be redeployed quickly if rain arrives.
6. Remove any hessian or absorbent matting after the main cover has been rolled back (where used).
7. Do not stand on the prepared pitch unless necessary.

During play (if rain threatens)

• Stop play immediately if instructed by the umpires.
• Both teams help replace covers.
• Cover the pitch as quickly as possible.
• Secure covers so wind cannot lift them.
• If heavy rain is expected, protect the bowlers' run-ups if additional covers are available.

After rain

• Wait until the umpires instruct teams to uncover.
• Roll covers back carefully.
• Avoid dragging mud or water onto the pitch.
• Allow the umpires to inspect the wicket before play resumes.

End of play

• Replace covers if required by the ground authority or local ground instructions.
• Leave covers neatly rolled and secured.
• Ensure ropes, pegs and weights are returned to where they belong.

Safety

• Lift with your legs, not your back.
• Large covers require several people. Do not try to move them alone.
• Be careful of slippery grass after rain.
• Watch for fingers near rollers and heavy edges.

Good practice

• Appoint one adult to direct the operation.
• Keep players spaced evenly along the cover.
• Walk together, do not run.
• Communicate loudly and clearly ("Lift", "Walk", "Stop").
• Finish the job before players begin warm-ups.

Covers checklist

A quick tick-list for the recurring tasks each match week.

Reporting an accident or incident

If an accident or incident happens, it is the manager's responsibility to report it to the club. In order:

1. Attend to the injured person and make the situation safe first.
2. For a suspected concussion, complete the Concussion Incident Report (see the Appendix). A general injury / incident register is coming soon; until then, record the details yourself and pass them on when you notify the club below.
3. Notify the club: the Committee for general incidents, or the Child Safety Officer for any child safety concern (see Key Contacts).

Report these straight away

• Significant injuries
• Medical incidents
• Child safety concerns
• Behavioural issues
• Ground safety hazards
• Serious match disputes

Follow club escalation procedures where necessary.

Codes of conduct and child safety

All coaches and managers must hold a current Working With Children Check (WWCC), with the WWCC number entered in their PlayHQ registration.

Before the season, familiarise yourself with:

• NSDJCC and Cricket NSW Codes of Conduct.
• Child safety requirements.
• Expected behaviour standards for players, parents, coaches and volunteers.

Games may be cancelled due to weather, including heat, rain, lightning and ground closure. Managers should contact the opposition team manager about any weather-affected game. Heat decisions usually happen at the ground on the day, while wet weather may see a game called off early, particularly if the ground is closed. When conditions are marginal, we recommend leaving the decision as late as possible. The safety of players and officials is always the priority, and the umpires make the final call on the day.

When weighing up whether to play or cancel, decisions are made in this priority order:

1. Participant safety
2. Ground safety
3. Getting a game on wherever possible

Hot weather

Heat is governed by the NSJCA Hot Weather Policy ↗, in line with Sports Medicine Australia guidelines. The key air-temperature thresholds are:

• Measuring the temperature: take it in the shade, 1.2m above the ground. Car temperature gauges are not reliable and should not be used.
• Allowed modifications: by mutual agreement, teams may take additional drinks breaks, kept as short as possible, and players may leave the field for shade during them. Drinks breaks do not reduce the number of overs to be bowled.

The Blue Book also allows teams to agree to a shorter game in hot weather, but does not set out how this works. If teams wish to do this, agree it with the umpires before the game.

Wet weather

• Ground "Closed" by the council: no play, and this must be followed. Check your ground's status below.
• Ground "Open" but wet or raining: go to the ground and wait. The umpires decide whether to play, based only on player safety and the risk of ground damage. Teams stay until one hour after the scheduled start; if the umpires still can't agree by then, the match is a washout.
• Rain during a match: both umpires must agree it is safe to continue. If they do not agree, play is suspended and the players leave the field. A delay does not necessarily end the game though. Instead, the number of overs each team bats is generally reduced to account for the time lost, and the game continues on that basis. The exact rules for adjusting overs, and for determining the winner if the teams end up facing different numbers of overs, vary by format. Refer to the Blue Book for the specifics. If you're unsure, post in the managers WhatsApp chat. If no play is possible at all, the match is a washout and points are shared, rather than a win or loss.
• Lightning: if thunder follows a flash within 30 seconds, stop play immediately and take cover (not under trees). Play may resume, but only 30 minutes after the last such flash.

To check whether a specific ground is open or closed, see Ground Status & Closures below for the council status link for your venue.

In wet weather, check whether your ground is open on the relevant council's page. Start typing your ground, suburb or council to find the right link.

No grounds match your search. Check the council's website directly, or the competition communications.

Equipment return

Presentation Day

Player awards

Players receive an award every time they reach one of these milestones during the season, so a player who does it more than once receives an award for each:

• A five-wicket haul
• A hat-trick
• Scoring 50 runs

The coach and manager should note these as they happen through the season, so they are recognised on presentation day (the milestone game ball is also kept for the trophy, see Equipment).

The NSJCA also awards individual trophies in Stage 2/3 competitions (batting, bowling and wicket keeping), based on the statistics entered in PlayHQ. See the Blue Book (section 29) for the criteria.

Season review

Provide feedback on equipment requirements, communication improvements, team administration, volunteer support, and ideas for future seasons.

Wishing everyone a fantastic season! GO NORTH SYDNEY BEARS

• Appendix A, Concussion Incident Report: Download PDF ↗
• Appendix B, Concussion Protocol: Download PDF ↗
• Appendix C, Injury / Incident Register: Coming soon