Coach/Manager Duties & Responsibilities


This page is currently being updated for the 2021 - 2022 season. 

Please note: Due to changes with the Hockey Nova Scotia and NSFHL websites, not all links will connect.  Changes in procedures will need to be revised and updated. I have tried to highlight things we need to update but may have missed some. I appreciate your pateince. 


Hockey Canada has also retired ehockey and moved to HCR 3.0.  You must create a new account.  All procedures for the HCR are also being updated as we receive new information. There is some information under NEWS and some helpful links below regarding the new HCR.


Quick Links

Age Divisions 

Apparel Bank Account


Coaching roles
Executive Contacts Exhibition Games  
Forms Fundraising GrayJay Tips


HCR 3.0

Hockey Canada Hockey Nova Scotia
Selling Ice 2021 Injuries & Emergencies
Levels of Play MEIFHA Policy & Procedures Manuel NS Female Hockey League
Rink Protocols Schedules
Subscribe to Schedules
Suspension Team Rosters

Intro to U9



Coach & Managers’ Reference
Getting Started:

Choose a Team Manager:  

The Team Manager is selected by the Coach based on experience, leadership ability and fit with the coaching team and the parent group.  The Manager works with the coaches to appoint parents to other positions such as team Treasurer, Fundraising Coordinator, etc.. The Manager is the first person any team parent approaches with any team or player concerns. The Manager will then communicate those concerns to the coaching staff. Parents should not contact the coaches directly regarding team concerns, unless the safety of players is at stake.

    • Review the Coach/Manager Duties & Responsibilities & the MEIFHA Policy & Procedures posted on MEIFHA GrayJay©
    • Ensure you have an HCR 3.0 account.  You will need this to acquire Travel & Exhibiton permits.  New procedures coming soon but this will be done in the new HCR 3.0.
    • Email to get your username and password to access your team GrayJay site.
    • Submit your Hockey ID, birth date and your desired published contact info for all team staff to be rostered officially with Hockey NS.  AND
    • How to email your team - information pending
    • Request your email be added to the Ice Distribution list:
    • Work with your coaching staff to find a Treasurer
    • Set-up a Team Bank Account

Team Staff Meeting (Coaches, Manager & Treasurer):

    • Discuss tournament intentions & desire for extra practice ice or gym time
    • Discuss team equipment requirements (coaching supplies, first-aid kit, etc.
    • Devise a communication plan with coaches & parents (typically email addresses, perhaps a Team Management App such Team Snap, Team App, etc.)
    • Rough out a budget (MEIFHA 2020 Budget Template & Policy #20.0)
    • Determine the parental contribution required
    • Discuss Team Rules & Expectations
    • Discuss team clothing requirements (socks/name bars/ team apparel expectations)
    • Schedule & plan the agenda for the Team Meeting

Team Meeting (All Team Staff & Parents):

    • Establish Team Rules & Expectations
    • Initiate the Team Communication Plan
    • Provide a team contact list to parents (with their approval) or include info in your App, if you choose to use one
    • Discuss & Approve Tournament & extra practice plans
    • Discuss & Approve the Team Budget
    • Discuss & Approve Fundraising plans.  Please see Policy #20.0 of the MEIFHA Policy & Procedures Manuel.

Collect Forms & Parental Contributions:

    • Seed money (parental contribution)
    • Jersey Deposit Cheques of $100 to MEIHFA, Dated April 30th of the following year.  Contact our equipment manager at to arrange jersey pick-up. 

      Don't forget to email in your player roster once jerseys are assigned!

    • Hockey Canada Medical History/Parent Consent Forms These are kept in your Manager's Binder, at the rink, available at all times
    • Fair Play Contracts (player/parent/coach) These go to Bernice Keddy by November 11th, 2021. Please note we are working on a new online format for this. Stay tuned!

And seek other volunteers such as:

    • Apparel Coordinator (short-term, start of season only)
    • Female Dressing Room Chaperones or Den Mothers (the more the merrier)
    • Fundraising Coordinator
    • Ice Coordinator - See Procedures for Selling Ice 2021
    • Jersey Carriers - MEIFHA recemmends two, Manager arranges jersey pick-up and return Jersey Return Checklist . It should be clearly communicated to all team members that jerseys are to be washed regularly and HUNG TO DRY as the dryer will remove the name bar letters and may melt bars onto the jersey which will forfeit deposit cheques.
    • Seamstress/ Volunteer for sewing on name & sponsor bars, 'C's & 'A's (loose zigzag or by hand only please) Quick View Jersey Care & Keeping
    • Team Safety Rep - HNS Safety Rep Training Module

      Each Organization and Team must assign a person who will be the Safety Rep responsible for ensuring that all updated and relevant information is passed on to everyone within their Organization or Team.  This person must be registered in the Hockey Canada Registry as an Off-Ice Volunteer.

      Hockey Nova Scotia Safety Rep PSA

      Team Safety Rep responsibilities include:

      • Walking through the details of the Game Plan and the COVID-19 guidelines of all the applicable local facilities guidelines before the season begins with Participants and parents/caregivers

      • Communicating with Organization Safety Rep on guidelines and updates.

      • Ensuring that the COVID-19 participant screening is conducted for each Participant before each training (on and off-ice) session, including individual skill sessions, team practices, and games, and that records are kept of this information. If multiple activities are being held during the same day, one health screening will suffice.

      • Completing the health screening registry electronically or in-person.

      • Completion of GTHL safety training.


      All Team Safety Reps must also complete the Hockey Canada Planning a Safe Return to Hockey course. Click here to enroll and complete.

LATEST Hockey Nova Scotia Health Info can be found HERE HNS Health Update


Important Procedures


Things to Know

Age Divisions:

Minor hockey age division chart for the

2021-22 Season

Birth Year Age on Dec. 31, 2021 Age Division
up to 2015 * 6 or under Under-7 (U7)
2014 7 Under-9 (U9)
2013 8
2012 9 Under-11 (U11)
2011 10
2010 11 Under-13 (U13)
2009 12
2008 13 Under-15 (U15)
2007 14
2006 15 Under-18 (U18)
2005 16
2004 17
2001-2002-2003 18-19-20 Under-21 (U21)
Certification of Coaches and Volunteers:
Coaching Staff Role Definitions:
  • Parent Helper: Someone who is listed on the official team roster and is used for assistance with the Two Deep Policy in the dressing room before and after games. Parent Helpers require the Respect in Sport program and a Criminal Record Check (with the Vulnerable Sector Check)
  • On-Ice Volunteer: Someone who only assists on-ice during practices. These people require all the same qualifications as any other coach on the team. It is recommended to list them as an assistant coach in case they are required on the bench at some time. Registered players that help with younger age groups on the ice can do so through our On-Ice Helper Policy. These players are not required to be on the team list of the team they help out with. However, they are not permitted on the bench during games.
  • Bench staff must be at least 16 years of age. To be on the bench, they would require Respect in Sport Coach Level and HU-Safety if required for the level they are on the bench.
  • Trainers: Trainers are not permitted on the ice for practice other than to tend to an injured player. Teams may list more than one (1) trainer although only one (1) trainer is permitted on the bench in any game.
Hosting Exhibition Games:
  • Assist coaching staff in arranging exhibition games
  • Arrangement of extra ice can be made through the MEIFHA Ice Coordinator  or directly with the rinks
  • Apply for Exhibition Game Permits through HCR 3.0 (info pending), ensure the permit number is written on the game sheet
  • Book officials (Referee, Linesmen & Timekeeper) for HOME exhibition games.  Contact Referee in Chief Pete Boutin  (Minimum 1 week notice required)
  • Have cash ready to pay the officials and timekeepers.  Peter will advise you of costs.  HNS Officiating Rates (not yet published for 2020-21)
Injuries & Emergencies:
Levels of Play

Levels of Play in Nova Scotia Female Hockey have been updated for the upcoming season

U11 - AA A C
U13 AAA AA C -
U15 AAA AA C -
Official Team Rosters:
  • All Manager(s), Treasurer, Coaches, On-Ice Helpers & Den Mothers must be added to your official Team Roster by emailing the Registrar.  Please include HOCKEY CANADA ID NUMBERS whenever possible.  Volunteers & Coaches can find their Hockey ID numbers in their HCR 3.0 accounts. under their DASHBOARD.  HCR 3.0 information coming soon
  • Obtain your newly updated Official Team Roster from the Registrar
  • Confirm that all coaches, volunteer staff & parents have their certifcation up to date and filed with HNS by December 1st, 2018 (including yourself)  
Rink Protocols (COVID-19)

If we require this information for the 2021 - 2022 Season, we will create and link to a Hockey Nova Scotia Health Update page, but the most up to date information available will always be found in email updates from your Team Safety Reps. 

  • A suspension during any game, contact immediately following the game
  • Include Division, Team Name, Game Time, Opposing Team and Location, (game number if you know it)
  • The MEIFHA Risk Management Coordinator will then advise you about how to proceed
  • HNS Code of Discipline and Minimum Suspensions


Team Practice & Game Schedules:

  • Maintain an updated practice/ exhibition/ tournament/ events schedule in your team MEIFHA GrayJay site (or delegate to your Website Administrator).  League games will populate automatically from the NSFHL website.
  • Inform the Ice Scheduler of any league game conflicts, or necessary scheduling change, including which tournaments your team will be attending.
  • Obtain League Game Sheets from the Registrar (There is a significant cost to game sheets so they are distributed on a limited basis).
  • Prepare game sheet stickers and bring these to all games, HOME & AWAY.  Please note the template is for Excel. Fill out the top left section and it will automatically fill the others.  This template fits the Avery or Staples stickers: Shipping Labels 2 inch (5.08 cm) by 4 inch (10.16 cm)
  • Bring game sheets, with labels, to ALL HOME GAMES
  • Provide properly completed game sheet to the on-ice officials at least five minutes before each home game
  • Keep a copy of all completed game sheets 
  • Report game results of  all home games immediately after the game. This process may be new 2021-2022.
  • Game Scheduling & Forfetiture HNS Female cancellation Policy
  • Travel permits

Team Volunteer Role Descriptions & Duties

Please note this page is under revision for the 2021-2022 season



Female Dressing Room Chaperones as per Policy #16.0 - Dressing Room Supervision

  • Supervise players in the dressing room as outlined by Hockey Canada.  

“A lone personnel member should never be in the dressing room with players at any time, especially when players are showering or changing: two adults should be present together, this is called the “Two Deep Method” of supervision. Supervising personnel must be members of the team staff or adults who have completed either “Speak Out” or the “Respect In Sport” for volunteers and have submitted their record checks (CRC] to their MHA. Parents of all players should be made aware of the “Two Deep Method” and avoid letting their children into unsupervised dressing rooms.” 

Fundraising Coordinator

  • Develop a plan based on the approved team budget (Review MEIFHA Policy #20.0)
  • Coordinate approved fundraising activities with parents & players
  • Book an auction location early & apply for Lottery License(s) where applicable 
  • Seek sponsorship, if applicable
  • Coordinate & order Team Banner, if applicable
  • Coordinate with Team Apparel Coordinator to order Sponsor Bars, if applicable



  • Track all ice provided to the team by the league & the association, in a spreadsheet
  • Coordinate with the Manager & Coaches
  • Arrange the purchase, sale & return of extra ice to the ice scheduler or other venues
  • Familiarize yourself with the Procedures for Selling Ice 2021 
  • Ensure the Treasurer is informed of transactions/ required payments

Jersey Carriers (Ideally, two, to lighten the load) Policy #23.0

  • Hang jerseys to dry after each game
  • Wash the jerseys as needed, hanging to dry
  • All jerseys must be taken to EVERY game, just in case
  • Whites are for Home games, Darks for Away
  • Refer to Quick view Jersey Care & Keeping

Apparel Coordinator liaises with the Team Apparel Provider    

  • Arrange sizing, orders & pick-ups of Name & Sponsor bars, practice jerseys, game socks, helmet stickers, tracksuits & other Team Apparel & Swag where applicable. With the online store, your team may not require this volunteer this season.

 Team Safety Rep  *see above*

  • Health checks, new safety guidelines due to COVID-19.  More info coming soon, 

Tournament Coordinator - NSFHL Female Tournament Policy - MEIFHA Policy #11.0

  • Tournament Registration at Coaches direction, provide payment info to Treasurer
  • Official Team Roster required (contact our Registrar)
  • Submit Travel Permit request through HCR 3.0, upon approval, copy to Manager
  • Book accommodations & arrange team meals or enlist volunteers to assist with this 

Website Administrator

  • Updates & maintain the schedule and information on the team website(s)
  • Request MEIFHA GrayJay© admin access, include team name


Have a suggestion for something we missed or a tip you think we should share?  Please email