Scheduler's contact info can be accessed by visiting the "Level Coordinators" page. This page is password protected & only club administrators & club reps are granted permission to view this page. If you are a club administrator or rep & need access to this page, email us & with the following information & we will create a login account for you. You will then receive an email normally within 24 hours with temp login info so you will need to login to the website to finish creating your account.

Please include the following info in your email.
> Club Name 
> Your Name
> Title (President, rep etc.)
> Request a Login ID

HOW TO CONTACT THE SCHEDULERS:
(a) - You can obtain the scheduler's contact info by following this link [ Level Coordinators ], or by using the Level Coordinators link in the left pane. (This page is password protected)
(b) - The individual schedulers will contact the club reps from the previous season by email approx one month before the pre-season league meeting for the upcoming season. This email will contain the scheduler's contact information.

IMPORTANT:
All correspondence concerning the schedules is to be done between the club rep & the scheduler. If you are a coach & have a question or concern about your schedule, please notify your club rep & have your rep contact the scheduler about your question/concern.

WHAT IS A DECLARATION?:
A form used to declare teams that need to be scheduled to play league games.
Each club in the league must let the league know how many teams they would like to have scheduled to play against other teams in the league every season. In order to do this we use a “declaration form.” The clubs use this form which is a Microsoft Word Document to compile the information that the league needs to schedule their teams.  A separate declaration form must be filled out for each age division & submitted to the appropriate scheduler. The information contained on these forms is what the schedulers use to create the game schedules.

HOW TO OBTAIN A DECLARATION:
Spring 2009 Declaration form links will be available on this page, the home page, & the handouts page approx a month before the spring meeting. These will be MS Word documents which will need to be downloaded to your Pc & saved to your hard drive. Once on your hard drive you can fill in the info then send them to the appropriate schedulers.

HOW TO SUBMIT A DECLARATION:
(a) - Emailed to the appropriate scheduler as an email attachment.
It is preferred that declarations be emailed to the schedulers as an attachment. This enables the schedulers to copy & paste the data directly from the forms to the scheduling software which decreases chances for errors which can occur when the data is keyed to the program/software.

(b) – Reps can bring the declarations to the meeting and given directly to the appropriate schedulers.

IMPORTANT:
SCHEDULERS ARE NOT RESPONSIBLE FOR FORWARDING DECLARATIONS.
Each declaration is to be submitted directly to the appropriate scheduler. In other words, do not send one email containing the U10 & U12 declarations to the U10 scheduler & expect the U10 scheduler to forward the U12 declaration to the U12 scheduler.

HOW THE SCHEDULING PROCESS WORKS: 
It is very important that reps check their emails daily during the scheduling process in case the schedulers have questions about the declaration.

Declarations
Club reps obtains a declaration form from our website and an individual declaration form must be filled out in its entirety for each age division that a club would like to have scheduled to play games within the LBYSA.

Declaration forms are submitted to the appropriate scheduler by email (preferably before the preseason league meeting). The schedulers will confirm that they have received the declaration & that it is filled out properly.  

Rough Draft Schedules
Each age division scheduler will compose a “rough draft” schedule using the information on the declarations & send a copy of the schedule by email to the reps for the reps to proof. Reps must email the scheduler to approve the schedule, or to point out any discrepancies. It is very important for you to reply to the schedulers as soon as possible after receiving the rough draft schedule with your approval or disapproval. The league asks that you reply within 3-days of receiving the rough draft schedule. If the rep will be unable to proof the schedules due to a vacation etc, it's the rep's responsibility to find a substitute to proof the schedules in their absence and let the scheduler know who the substitute is. 

Final Schedules
The schedulers make any necessary adjustments to the rough draft schedules then each scheduler submits his or her final schedule to the LBYSA to be posted on the website.

The Schedules Are Not Considered Final Until They Are posted On The Website.
Club reps, administrators, and coaches are to use the information from the schedules that are on the league website to make sure that everyone is working with the most current & accurate scheduling information.  Reps should check the website every Thursday before a game just in case a schedule had to be revised.

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