FAQs for Coaches

Is my team finalized?

Most likely, however, some changes can be made at the beginning of the season. We will inform affected coaches if a player is added/removed from their team. If you use Team Snap or email outside of the Bays system, please ensure the distribution list reflects current team members. Also, ensure jersey numbers are updated in the system.

Do I have to notify Bays of any assisting coaches or managers?

Yes. Please ensure that ALL team officials who have a role in the organization of the team are registered in the system. They may need to fill out a coaching application and CRC through the Bays website.

Will I get help from the Technical Staff?

Yes. The u6-u9 age groups are at the same field every Saturday and there will be a Technical Staff at the field to help the coaches run their drills.

The u10-u12 age groups will receive one “technical night” every second week.  A schedule will be sent to you in early-mid September.

For those teams u13-u18, a schedule will be put together to arrange a minimum of one practice session per month. If you have not been contacted by mid-October, send an email to: vpyouth@baysunited.ca. Find out more about this talented team.

For the majority of issues related to your team, please reach out to Club officials and not the Technical Staff.  Should the matter require input from the Technical Staff, it will be brought to their attention.

Are there other resources available to coaches?

Yes, new in the 2019/2020 year, Bays has Online Coach Learning System.  Once you login to the system, you will see the login to this resource.  There are week by week coaching plans for each age group with videos, game plans etc.  Please spend some time looking through this course and gather what’s right for your team and most importantly prepare for each practice session.

Are ID cards needed?

Only at the VIPL level. Teams will need them starting October 1. Take photos of your players early and connect with registration@baysunited.ca to get the cards printed.

Is there a set rule for playing time?

The guidelines are as follows:

  • U10-U12 players get equal playing time each match
  • U13-U18 VIPL get a minimum of 50% playing time over the course of the regular season
  • U13-U18 Gold get a minimum of 50% playing time each match during the regular season
  • U13-U18 Silver get equal playing time each match
Should I have a coach/parent meeting?

Yes – it’s a great way to set expectations early in the season. You should have this meeting with all parents within the first two weeks of the start of the season. Review our suggested meeting content before your coach/parent meeting.

Do we have a concussion management plan?

As a member of BC Soccer, Bays adheres to their Concussion Policy. Concussion recognition courses and downloadable supports are available on the Coaches & Team Officials page.  To minimize the risk of concussion, heading of the ball is not allowed in our House league and should only be gradually introduced as the players age.

What happens if a player is injured?

Bays provides first aid kits to all teams and should only be used for minor injuries.  There are a couple ice packs provided but replenishment of these is the responsibility of the team.  You are also able to access the medical profile of each player through the system.  Please print this off and bring to all practices and matches as it contains important information.  Should there be a more serious injury, please contact a Club official shortly after the incident.

Is there information available for parents?

Yes – available here. If you have ideas about other information we could be sharing with parents, email coachcom1@baysunited.ca.

Does Bays have a Code of Conduct available?

Yes there are three Code of Conduct policies – one each for coaches, players and parents/spectators. Share these policies with your players and families early in the season, along with a link to more parent information: https://baysunited.ca/index.php/members/parents.  Please make a Club official aware of any violation of these codes of conduct.

Please be aware that as an official of Bays United you are the “face of the Club” to players and parents and spectators.  Matches that are unbalanced (those 10-0 matches), abuse of officials (especially youth referees) will not be looked upon lightly.  Overall demeanor on the sideline must be above reproach.  Remember being an official is highly rewarding but also comes with great responsibility.  You must lead by example.

What are the rules at u10-u12?  What about assistant referees?

Please see here for rules from u10-u13.  Please ensure all officials and players are aware of the rules.  Should you need to clarify the rules with the referee, please do so in a courteous and non-confrontational manner.

There are also tips on how to be a good AR that should be sent to those parents you think are willing and able to do this important job during the match.

What should I do about players in “pending” status?

Please do not contact these players/parents about their status.  There may be reasons for this status and the registration coordinator will communicate with you if there is an issue.  They are free to practice and play while in this status. (although the system may say differently)

Where do I go for problems?

If you are having issues, please reach out to the Director of Players, Teams Coaches (coachcom1@baysunited.ca) or the VP Youth (vpyouth@baysunited.ca) or the General Manager (generalmanager@baysunited.ca). Please do not to involve Technical Staff in these issues, as their job is to support coaches from a technical perspective.

Are coaches expected to fill out the player evaluation form at the end of the season?

Yes. This evaluation is an opportunity to reflect on the strengths and weaknesses of each player on your team, and is a useful tool during team formation for the following season. You will be emailed a copy of the evaluation form in early March and your prompt response is appreciated.

Should I accept cheques for uniform deposits, registration fees, etc?

No. Coaches should never accept cheques. Please tell the cheque-holder to email registration@baysunited.ca or mail to:
Bays United FC
P.O. Box 5358, Unit B
Victoria, BC, V8R 6S4

Who can I permit onto my team?

You can permit players from the same age group, if that player plays in a lower level. You can permit from a lower age group at the same or lower level. For example:

  • U15 Gold can permit from U15 Silver and U14 Gold
  • U14 Silver can not permit from another U14 Silver team
  • There are no permits allowed in Cup play
What is the process of permitting players onto my team?

The first step is to get the approval of the permitted player’s coach. Please remember: A player’s obligation is to the team for which they normally play. Once approval is gained, please email vpyouth@baysunited.ca with the following:

  • Permitted player’s name
  • Date and location of match
  • Opposing team

The VP Youth will email you the approval form, which must be completed and presented to the referee prior to the match. NOTE: the form for VIPL is different from the regular league.

What are the guidelines around playing-up?

Please read our Playing-Up page for details.

Are there different usage rules from one field to the next?

Please visit our Field Usage Guidelines page to read important details about usage and parking rules at specific fields.  Remember to check field status of all fields before practices and matches.  Field status will be updated by 4pm on each day. (yes, this is short notice if training starts at 5pm)  Teams training on pitches that are closed may lose training privileges.

For small sided matches at either Oak Bay or Finlayson, please have both teams (home and opposition) along the fence line so that the middle of the pitch can be clear for the Assistant Referees to run their lines.

What is the best practice “etiquette”?

Please ensure your team warms-up off the pitch until your allotted time. We often receive complaints from coaches who have practice sessions disrupted by the next scheduled team warming-up in their quadrant before their allotted time. Often there are 72 players on the pitch at one time scheduled time and adding more is too many.

Are there extra training options for players?

Yes. Bays Academies, run by the Technical Staff, are a great way to improve technical skills outside the team environment. They are cost effective and run by great coaches. Visit our Programs, Academies & Camps page for current offerings.

What is Cup play?

See our Youth Cup Play page. The major point of note is that if a VIPL (A Cup) or Gold level (B Cup) team progresses far enough then that team will go to the BC Soccer Provincials in July. It is a huge achievement to make Provincials and it extends the soccer season by 3+ months. If your team is in this position, let the parents know this in advance.

Where can I get a Bays coaching jacket (and other team wear)?

Simply create an account at soccerx.com, or login if returning, and shop away! Individual orders can be made directly online and shipped to your home. If you run into trouble, visit the Soccer Express Club partner page, which includes step-by-step login instructions, club store FAQ’s, video tutorials and more. Bays members can also order outside the Bays Web Store on soccerx.com and receive a 10% discount.

All officials will receive coach appreciation cards for discounts at local suppliers and long term coaches (4+ years service) are eligible for discounts at Bays United programs/academies.  Contact generalmanager@baysunited.ca for details.

Where can I go for more information?

In addition to the Bays United website, Lower Island Soccer Association has just launched their new website, where you can find your game schedule and results table. BC Soccer is also a useful resource.