Team Formation Policy 2017

Terwillegar Riverbend Soccer Association

Age group coordinator (AGC) Guide

What is an Age Group Coordinator (AGC)?

The main role of the age group coordinator is to place the registered players into teams prior to the beginning of the season. They may also create the schedules for the mini-soccer age groups.

  • Age Group Coordinators (AGC) cannot form teams for any of their own children’s age group(s). TRSA allows friend requests, your child will get to play with their friend no matter who forms the teams.
  • As an AGC for TRSA, you will be working with individual people’s contact information. This is personal and private information. As such, it can only be used for its intended purpose, which is to form soccer teams for TRSA. This information CANNOT be disclosed to anyone outside of TRSA or used for any other purpose.
  • Please use bcc when e-mailing groups of volunteers or parents.


Things you need to know:

²  Aim to have the teams formed before March 25, prior to spring break.

²  The teams are formed following TRSA’s team formation policy, which is included below.

²  Team formation is different for mini soccer (U4 to U8) and senior soccer (U10 to U18). In the outdoor season, TRSA’s mini soccer teams play in-house. This means they only play other TRSA teams, and all games are played within the community. At the senior soccer level, teams play against other communities, and half of the games could be played outside of the Terwillegar Riverbend Area.

  • We try to create teams of equal strength for the U4 – U8 age groups. So equal numbers of boys and girls for U4 to U6, and equal numbers of first year and second year players for U8. For U10 – U18 teams, we try to keep teams together year after year if possible.
  • The U4, U5 and U6 age groups are co-ed.
  • U8 and above are divided into girls teams and mixed (boys teams on which girls are allowed to play) teams. Mixed teams play in the U8B division, it is a predominantly boys league.
  • Sting Teams: U8 and older players who plan to try out for Sting may register with TRSA, as a fall back if not chosen for Sting.
  • This means that the lists you receive will contain players who may not be stay on TRSA teams. This will be indicated on the spreadsheets. When making up the teams, keep this in mind. We will not know until after the Sting tryouts which players are leaving.   Players who made Sting will then have to be pulled from your team lists, I will forward this information as soon as available.

How to Form the Teams

  1. Contact each coach and assistant coach on your list and confirm they are still interested.
  2. Tell them the age group, playing days and time that they are listed for as coach or Assist.
  3. Ask them if they have any preference for a coaching partner.
  4. The list will not include late registrants, but will include players trying out for Sting. Charlane will have a chart of how many players can be placed on each team.
  5. If a coach volunteer has a child in the age group trying out for Sting, you may lose them. Assign them to a TRSA team with a question mark.
  6. Start building each team with a coach & assistant coach. You can use coach and friend requests to decide which coaches and assistant coaches to put together. Then add their children’s friend requests. Continue adding players to the teams by friend or coach request. Try to build teams with about the same number of players, but don’t worry if some teams have more players than other teams. Do not place all the Sting tryout players on one team.
  7. Our policy is to honour all mutual friend requests. We try to accommodate coach requests and one way friend requests when possible, but we do not guarantee them. If you cannot fit all the friend or coach requests onto one team, break them up into two groups so everyone still has a friend(s) don’t move one player onto another team without a friend.  Place players with no friend requests on a team with the majority of the players from that child’s home community league. Example, Brookview child , find a team with some other Brookview players.
  8. You may have to recruit more coaches if you are short, see below for advice and suggestions.
  9. Once Sting announces their teams, you will be sent the names to remove from your player list. Once you have your teams, please let Charlane know if there is room for any age bumps, out of TRSA transfers or late registrations.
  • Send the player lists, individually to each coach for review, do not include contact information, The coaches must NOT contact their players at this time
  • Individual coaches should only have access to their own team list. Coaches should not see another coach’s team list.
  1. Tell the coaches they have 3 days to review the list and let you know of any conflicts, and give them a date to reply by, 3 – 4 days should be adequate.  Conflicts could include past problems with a player or family, interpersonal adult problems ie coach fired the parent, parent fired the coach, ex-spouse, ex-in-law.
  2. Once you have heard back from all your coaches or the 4 days has passed. Make any changes needed, then send out the final lists with contact information and instruct the coaches to go ahead and start contacting their players.
  3. Once the players have been contacted, NO changes will be made to the team lists.

Tips for recruiting coaches

  • Ask assistant coaches to move up to head coach, or ask two assistants to co-coach a team.
  • Recruit parents to coach if needed. You may have to tell them that their child’s team will be disbanded if no-one steps forward to coach. Or players will be moved to other SW communities.


Below are the two most common reasons that people are reluctant to become a coach. Each one has a solution:
Obstacle: “I wouldn’t mind helping out, but I have never coached before and don’t know anything about soccer”

Solution: Most coaches at the younger age groups have never coached before, but there is support available. We can pair them with a more experienced coach. There are also many coaching clinics and courses available. TRSA will reimburse them for any coaching course fees they pay.


Obstacle “I would like to help, but I travel for work and I’m away a lot”

Solution: We can pair you up with one or two other coaches. They can take over when you are away.
TRSA Team formation check points:

  1. Teams will be formed by volunteer Age Group Coordinators (AGC).
  2. AGC volunteers will be assigned to an age group by the Board of TRSA.
  3. The AGC will attempt to honour mutual friend requests wherever possible.
  4. TRSA does not guarantee that coach requests and one way friend requests will be met.
  5. Decisions made by the AGC are final.
  6. Late registrants will be placed on teams by the TRSA program manager only after all on-time registrants have been placed and then only if there is a team with room.
  7. No switches are permitted once the coaches have started to contact their teams.


Scheduling games

TRSA schedules games for all the mini soccer age groups, U4, U5, U6, U8 teams.

SWEMSA schedules the games for U10 to U12.

EMSA schedules the games for U14 – U18

As AGC for U4 – U8, you may be asked to create the game schedules for your age group or Tara and Charlane can help with this, we have scheduling templates.

Other Information:

Police Information Check Forms: All new coaches must fill in a PIC form which SWEMSA submits to Edmonton Police, then again every two years. Please forward any coaches/assistants with inquiries to SWEMSA.   780-436-3611

Information for parents and coaches: Information is available for parents and coaches on the TRSA website.

Coaches meeting: SWEMSA has a mandatory meeting for coaches of U10 – U18 teams, game books for U10 – U18 will be available at that meeting.

Schedules for U10 – U1

EMSA ID cards: All U12 – U18 coaches, assistant coaches and managers must have an EMSA ID card before the beginning of the season. These are available from EMSA, carding dates TBA

Problems during the season: Occasionally, there are issues that come up during the season. The age group coordinator is the first line of contact for the coaches. If you feel comfortable to handle the situation, you may do so, but you can also pass on the concern to the mini-soccer director, the TRSA president, vice-president, or to Charlane. TRSA has a Code of Conduct that we follow to handle matters of conduct or behavior at games.

Questions? Please contact:


Dillion Church   President

Doug Forsyth   Vice-President

Lowell MacDougall U12 – U18


Charlane Gorsak

Tara McEachren



Edits 9 January, 2017