Scheduler's Notes

Scheduler's Notes

Spring 2017

22 March 2017

WYSL teams,

Here is Rev 6 of the PRELIMINARY Schedule for the Westchester Youth Soccer League Spring 2017 season. This will be the absolute last Prelim before the final. There is the possibility of more (and extensive) changes tomorrow (Thursday) in two divisions. Wait for the final on line by Friday. Don't use the prelim for planning and *note* that the game numbers change! Warn the teams! There will NOT be a spread sheet of the Final schedule. The Final schedule will be the divisional schedules which are interactive and change constantly. Complete Club Schedules will be available once the system generates them.

Since the Rev 1 of the preliminary, one team dropped out, three teams changed divisions, several fields have been lost, there have been about 250 changes. (Roughly. I don't keep a count!)  My thanks to all the team and club people for finding errors and fixes. That's what makes this work.

The notes are the same. Check everything - check it again if you've done it once. Mistakes occur with that many changes.

These long notes are your guide to what we need you to do.

Please read completely even if you have done so before. That will answer many of the questions you and your teams will have (including the stats for this season which will be on the pop quiz ;-)  ).

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There are about 2000 of you and only one of me. If you ask a question that answered here, I will tell you to read the notes. Please look here first!

But if there is a question, ask! I make mistakes. I am not always clear. This schedule needs to be as good as possible for us (as organizers) and for the kids on the field.

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The percentage of teams with shared coaches is now over 50%. Only a few years ago it was less that 25%. 10% of those with coach coords have other requests and another 10% of the other teams made requests. It now takes me much longer to do the requests than the actual schedule. Some of the spacing between games for coaches is minimal and there were a number coach coords which were simply impossible. As usual tell me the problems, but I may not be able to fix them.

Thanks to the clubs which restrain the number of requests and which give me plenty of field time. You may see many open slots in your fields. Be aware that I use that open space to make the games fit and get the coaches to their games. It is NOT wasted.

I apologize for a late schedule but - more than before - a lot of field information and coordination requests came in late, the league keeps growing, and the puzzle gets harder.

The league board decided to allow u8 teams to play either 4v4 (as last fall) or 7v7 as lower u9 divisions. All of the matches for the divisions involved are now in this schedule and subject to review by the clubs. The board also decided to have a u8 Festival on May 21st for all of the u8 teams including those in u9 divisions. All games for those divisions on 5/21 are listed as "2 pm" on the "Festival Fields." Details of the Festival will be announced.

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Here is your TO DO list.

* Check the schedule and - within a week - by the COB on Wednesday March 22nd - email me any mistakes, problems, etc.

There are *always* mistakes. Get help to check. There will be changes to adjust field usage and to correct for last minute problems. If you have suggestions for better use of your fields without changing game times, tell me.

* Everyone: send your responses to me by email *as you see things*. Don't wait. It's a rolling correction process.

* Do NOT send any new schedule requests no matter how important. (Coach coordination, wedding day, problem with early games, etc.) The prelim is done, it's too late. Refer to the league rules for exceptions. Also see the “Bullet Points”. This week is also the brief time when clubs can find "alternate" field time and teams may agree on a non-normal game date/time and get that game change to me.

* If you made a request about a particular day and I missed it, TELL ME! I think I got all of them, but “stuff happens” when I have to juggle games. Don't assume the problem is unavoidable. (I'll tell you if it is.) Do not suffer in silence. I want to honor all specific day requests and I want the coach cords to be as good as possible. (They won't be perfect) Your coach may have to leave a game immediately and have just enough time to get to the start of the next game (only half an hour or 45 minutes - within a town sometimes just 15). S/he will often not have time for a post-game or pre-game talk. This is the best I can do.

Please arrange backup coverage for your coaches. Assistant coaches can warm up the team, set the lineup, and possibly start the game with the coach just driving up. (Tell the coach to drive safely!) Here’s a tip from an old manager: if parking is a big issue on a particular field, have someone meet the coach as close as s/he can get to the field, take the coach’s car and park it while the coach sees to the team. (If the coach will trust a parent with his/her car!!)

I use Google Maps. If I haven't allowed enough time to get from whistle to whistle, tell me. But I may still say "I'm sorry". Spring is easier but not easy. We play almost all our games between 12 and 6. We think the families appreciate that. Coaches and club field organizers often complain to me about the restrictions. If the families like them, tell your club and your coaches.

* All general requests (prefer early, prefer late, etc.) should be 80% or better. But older teams have to play early to use the early morning field time. Division 1 teams should not have restrictions on when the players can play – commitment counts.

* The league has made a renewed commitment to getting three ref crews to all high school games and older D1 (u15, JV, Varsity, u13-1, u14-1 boys and girls) This takes precedence over coach coordinations if there is a conflict.

* The priority is: special day requests, 3-ref groupings, general time requests. I hope I handled the requests which are truly important for getting the teams on the field.

* Check the fields and field restrictions. Some were very complex. I am sure I’ve made a few mistakes with start or end times.

* Make sure all your teams are there too. (It has happened.)

* Note any gaps or overlaps in the schedule.

* Check your requests again!

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* Divisions with 6, 8, or 11 teams have a 10 game schedule. The 11 team divisions also have TBS games to make up for the byes.

* Divisions with 12 teams have an 11 game schedule with one extra "Sunday" of games marked as TBS.

* Divisions with 9 or 10 teams have a *9* game schedule with no scheduled game on 6/18. But keep your families ready to play that day!!! You may need it for makeup games.

* All odd team divisions have “TBS” games. There are 88 of them added to make up for the byes and for the 12 team division last round.

* TBS games MUST be played during the season. They are not optional. Schedule them with your opponent like a make-up game. By the end of April, set a scheduled date/time/field for your TBS games. They can be played anytime before the end of the season. Play them early. Do not use up your “free cell” on June 18th. Save that for make-up games (and it's Fathers Day).

* There are many "TBA" games when neither team had enough field space for the game especially early weeks 1 & 2. If you can find a field, tell me. They must be played sometime.

* The number of home and away games is pretty balanced. But some clubs with tight field space have fewer home games. If your club lost it's field space for a Sunday or two, expect to play away more.

* When final, the schedule will be uploaded to the league website and will be available division by division or club by club. It will *not* be available as a spread sheet.

* For clubs with very little field space (you know who you are), get me more so I can adjust game times to fit the coach needs and give you more home games. For clubs who found extra space and time and have fields “until dark,” thanks!

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NOTE: Only you can thoroughly check this schedule. Mistakes will cost you in lost time, disappointed kids, and annoyed parents. We need dozens of good eyes looking for mistakes. It takes everyone in a soccer community to run a good league.

The quiz material:

* This season: 803 teams (not including those playing some form of premier league) and 4083 games including "byes" and some Sunday premier games (included to keep track of field use and referees).

Thanks for reading all the way to here and thanks for your help!

Terry Benson
WYSL Scheduler

Contact WYSL:
Phone: (914) 235-5110
Fax: (914) 235-5323
Office Location:
32 Elm Place, Suite 1S
Rye, New York 10580