Scheduler's Notes Spring 2018 - Preliminary Schedule Available

Spring 2018

WYSL teams,

Here is the PRELIMINARY Schedule for the Westchester Youth Soccer League Spring 2018 season.  This is version 2. I will post later updates as available watch the version (v) number. As before do NOT make final plans based on *this* schedule. It’s still preliminary. There are typically hundreds of changes before the FINAL.

You need to review this NOW.  You have a week (including today) for corrections.

As usual, this is a long email. It can't be helped. This is designed to be a complete guide on what we need you to do. Please read all of it and the two attachments even if you have done so before. These documents will answer many of the questions you and your teams will have.  Please distribute the schedule and the attachments to your teams. The more everyone knows, the smoother the league operates.

Note that there are about 2000 of you and only one of me. If you have read all of this and still have a question, ask!  But first, please read. I make mistakes. This is tricky detail work. We appreciate that most of you are volunteers but for the sake of the kids on the field (and our sanity as organizers), this schedule needs to be as good as possible.

* * *
Teams with shared coaches are now nearly 52% and there are many other requests as well. Despite more spring daylight, there are more coordinations coordinations which I simply could not manage. Coaches with two teams in the u8 festival groups will have a few unavoidable conflicts. It is too hard to move 4,5,or 6 teams to accommodate one coach. I'm sorry.
As usual tell me the problems, and I will fix them if I can.

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

I need all fixes in 7 days - by Monday March 26th.  Computer entry of data did not save time this season but this is the direction we have to take. I asked clubs to send spread sheets separately with all their requests so I could check what the computer was trying to do. But many teams entered requests only online and many of those requests were not permissible. For instance, we have never allowed teams to select "no game" on a date. We can't do that. Also teams requested times when their age group does not play.  Many clubs were late with field permits and information or team information or applications. 
The data process will need some refinement.



U8 teams:     


The u8 teams playing 7v7 are called u9 teams and play in the lower u9 divisions.  They will play 50 minute games with small sided goals (7x21 or 6.5 x 18.5) on smaller fields (if available).

The u8 teams playing 4v4 are in u8 divisions. They will play in mini-festival “matches” including 4, 5 or 6 other teams from the same division at a scheduled single field. The home team is listed multiple times to get everyone to the same place at the same time.  At the field, each “team” will divide into two squads and the squads will play a number of short 4v4 games with pop-up goals against one another during an hour of play. It's a great format for learning soccer, but it's tricky to schedule and organize.


Here is your list.

* Check the schedule and - by Monday March 26th - email me any mistakes, problems, etc. 

There are *always* mistakes. Some of your field restrictions were extremely complicated. 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.

* Send responses to me by email NOW *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.” 

DO NOT PUT CHANGES ON THE WEBSITE. Tell ME. Fixes are done manually. Field permits and team applications have no further effect on the schedule. The data has been downloaded.

* These 7 days are also the brief time when clubs can find "alternative" field time and teams may agree on a non-normal game date/time and get that game change to me before next Monday.  To be clear, teams may NOT change the scheduled game time to some other time or field within the normal playing time. There are many considerations in scheduling.

But you may suggest to your opponent morning time for young teams, evening time for any team or any time on any other day. The opposing team may decline your suggested change - even if you are the home team. This is voluntary. No team should feel pressured. We play in a very narrow window on Sunday - unlike the other leagues. Families like that schedule even if some coaches and organizers don't. Teams are supposed to be available for the full time on Sunday for their age group. This alternate rule is meant to utilize *other* field space.

* If you made a request about a particular day and I missed it, TELL ME!  I think I got them all, but “stuff happens” when I am juggling.  Don't assume the problem can't be fixed. (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 coordinations 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. And traffic can frustrate any schedule.

Please arrange backup coverage for your coaches. Make sure your player cards and line up sheets will be there for game time. Assistant coaches can warm up the team, set the lineup, and possibly start the game with the coach just driving up (safely we hope!)  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 takes care of the team. (Only 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". We play almost all our games between 12 and 6:30. We think the families appreciate that. Coaches and club field organizers often complain about the restrictions. As a league we may have a discussion about relaxing this traditional league rule. Talk to the families.

* All general requests (prefer early, prefer late, etc.) should be 80% or better. They were done by hand.  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 games (u15, JV, Varsity, u13-1, u14-1 boys and girls).

* The priority is: special day requests, 3-ref groupings, coach coordinations, general time requests.  I hope I handled the requests which are 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.)

* Make sure all the games are there. (That too.)  See below: Many divisions have no games on 6/17.

* Note any overlaps in the schedule. There are some gaps to allow coaches to get from game to game or for special requests.

* Check your requests again!

 * * *


* Divisions with 6, 7, 8, or 11 teams have a 10 game schedule. The 7 and 11 team divisions also have TBS games to make up for the byes. There are no 12 team divisions this season.

* Divisions with 9 or 10 teams have a *9* game schedule with no scheduled game on June 17. But keep your families ready to play that day!!! It's great for makeup games.

* All odd team divisions have TBS games added to make up for the byes.
* 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, arrange a date/time/field for your  TBS games. They can be played anytime before the end of the season. Play them early. It’s not a good idea to use up your “free cell” on June 17th. Save that for make up games.

* There are several "TBA" games when neither team had enough field space. A number of clubs don't open their fields until mid April and others have construction issues. There may be others if fields space is lost. These TBA games must be played during the season. Arrange them like any make up game.

* 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!

* * *

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 checking to make the league work well. 

* This season: 772 league teams in 103 divisions with 3836 games - including "byes".

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