VYSA National Championship Series Game Day Reminders and Responsibilities

VYSA National Championship Series Game Day Reminders and Responsibilities (updated 8/16/17)

The following reminders and ideas come from many years of State Cup experience (and a few mistakes along the way…) -  Good Luck!

  • The VYSA National Championship Series (VYSA NCS) Welcome Letter, which is sent to all teams following the Seeding/Draw Meeting, is a MUST read each year - things change along the way and you want to be sure to have the most up-to-date information.  The letter is also posted on-line on the VYSA National Championship Series webpage in a side article for your quick reference.  We recommend that you print the letter and keep it handy.
  • Once the VYSA NCS Committee posts the schedule for the next weekend of play… if your team has a conflict with a club game, the team manager is responsible for notifying the respective league of the VYSA NCS game conflict.  Check with your league on their procedures.  The VYSA NCS Committee does not get involved in this notification process.
  • The HOME team (whether they are playing on their home field or not) is responsible for contacting the AWAY team at least 3 days prior to game day to confirm directions, jersey colors, etc.
  • Contact information for all teams can be found on the VYSA National Championship Series webpage.  It is recommended that the HOME and AWAY teams verify the best number for contacting each other on game day to ensure the ability to communicate in case of an emergency situation.
  • The HOME team of First and Last Games at each site must take care of any Field Set Up or Take Down responsibilities.  The “designated” HOME team is ALWAYS the responsible party, whether they are playing on their own “home” field, at an opponent’s field, or at an alternate facility.  Be sure to check the Field Setup/Take Down List for fields requiring pre/post game attention.  We recommend that you always have extra Velcro strips or Cable Ties on hand in case a net needs to be tighten-up.  Some extra camping tent stakes can come in handy too if the referee wants the net to be more or less taunt in the back.  Your motto has to be – BE PREPARED! 
  • BOTH teams are responsible for trash detail at end of their game field. Each team should bring several trash bags with them to every game.  DO NOT leave the field without double checking that ALL trash has been picked up.  It is not the responsibility of the game after you to pick up your trash.   
  • The HOME team is responsible for bringing 3 Match Quality Inflated Balls to all games.
  • The HOME team is responsible for supplying the Game Report.  A glue stick or scotch tape to attach the AWAY team roster is helpful.  The Excel version of the Game Report can be found on the VYSA National Championship Series webpage.
  • The AWAY team must supply their Game Day Roster to attached to the Game Report.
  • Red Card Sit-outs from prior play must be followed through on and noted on the Game Report.  It is the responsibility of the Team Coach to ensure that required sit-outs are served.  The VYSA NCS Committee will verify that the sit outs have been served via inclusion of the individual's information on the Game Report and the referee signature attesting to the sit-out. If you have new players on your team, it is highly recommended that you check the Red Card List to determine whether they are carrying a Red Card from their previous team that must be served in their first game with your team.  An updated Red Card List can be found on the VYSA National Championship Series webpage.
  • Both teams must have their laminated player and team official passes and the official VYSA NCS Roster with them at every game.  The referee MUST check the player and team official passes and the VYSA NCS Roster during the team check-in prior to start of the game.  Electronic versions of the VYSA NCS Roster or player/team official passes are not acceptable.
  • Both teams should have a copy of the current VYSA National Championship Policy rules (Updated July 2017) available if needed by the referees.
  • BOTH teams must check the website for Schedule updates regularly.
  • The WINNING team must retrieve the completed/signed Game Report from the referees prior to departing the field.  Please note that the instructions for submitting the Game Report to the VYSA NCS Committee have changed this year.  The Game Report will now be submitted as follows -
    • Within 24 hours following completion of your game, EITHER take a clear picture of the ENTIRE Game Report or scan the ENTIRE Game Report AND EMAIL the file (picture or PDF) to both Cathy Mann (cathymann@aol.com) and Anne Thompson (annetomsn@aol.com).  DO NOT send the file via Text message - use EMAIL only.  The winning team MUST retain the original hard copy of the Game Report in case needed by the State Cup committee.
  • The WINNING team must call in the game results to the AUTOMATED Score Reporting System BEFORE leaving the field - directions are at the bottom of the Game Report and are noted below.  If you do not have your cell phone with you, PLEASE borrow someone else’s and call in the score!  
  • If an ejection occurs for your team in a VYSA NCS game, the responsible Team Coach MUST call the Cup Chair (Cathy Mann: 703-447-0139) to report the ejection.  The information required to be provided during the call includes the Game Number, the Name of the Team, the Name of the individual ejected (player or team official), and the Jersey #, if a player.  Timely receipt of this information is critical as it is needed to ensure that the required sit-outs are carried through in the next game.


The VYSA NCS uses an automated score reporting system.  Scores are called in by the WINNING team and posted automatically.  PLEASE NOTE - The automated system does not have the capability of differentiating when a game goes into OT or PKs. See additional reporting requirement below for games that end in OT or PKs.


For ALL games (Regulation, OT and PK), prior to leaving the game field, the WINNING team must -

  1. Dial 571-730-5995 or 1-866-334-6294.
  2. When asked, say or enter the pin number of the event, and the code of the game (the code is the game number). Your pin number is 5584.
  3. You will then be told the division, teams playing, and field location - if this is the correct game, confirm by saying yes.
  4. When asked, say or enter the score for each team, then confirm.
  5. You can do more games in the same call, or just say goodbye when done.

Once you hang up, the scores will be automatically posted! This is a great system for not only VYSA staff but more importantly for the teams who like to see the scores go up quickly.

For games ending in OT or PKs, please email Cathy Mann (cathymann@aol.com) noting the game #, and either the OT or PK designation.  In the case of PKs, include the score at the end of regulation and the score at the end of PKs. The system will be manually updated to add this designation to the appropriate game in the system.

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