Posted: 08/16/2005 Updated: 09/16/2005

Scheduling Meeting

Our scheduling meeting will be held on Saturday, September 17, in Dayton at Hara Arena (Click here for a map). Between the Bergundy canopy entrance and the line of glass doors, there is a "cove". I'm told you can park near it and walk to the end where there are two glass doors. The meeting is inside those doors. Prior to the 10:00am meeting there will be a brief Board Meeting at 9:00am. We use this time to conduct any required official business; attendance is not required but everyone is welcome to observe. The actual scheduling will start promptly at 10:00am, please be considerate and arrive a minimum of 15 minutes early so you can get seated and be ready to go without interrupting our announcements. As a reminder to all involved our rules state that all teams MUST have a representative in attendance (see Section IV.G.1.b of our Rules & Regs) and they must arrive with a clean slate with no games scheduled (see Section IV.G.1.c).

Our scheduling procedure has remained unchanged for the past 9 years, but here's what's going to happen for those of you that are new to the league:

  1. Prior to the start of scheduling we will meet as a large group for announcements and instructions, please plan to arrive at least 15 minutes early.
  2. After instructions have been covered we will break into seperate tables for each age group/division.
  3. League officials/volunteers will then go from table to table and hand out blank home schedules for each team. This blank schedule (click here for sample) will include a game# and opponent for each league game, your job is to fill in the date and time for each of these games.
  4. After all your home LEAGUE games have been scheduled you can optionally add any non-league games at the bottom of the form. Any non-league games you choose to include on this schedule will be added to your online schedule and will be available for you to eventually report results online. Note that these games are NOT considered in any way when determining league standings, that includes the use in any tie-breaking formula.
  5. THIS IS THE MOST IMPORTANT STEP! BEFORE leaving, you MUST turn this schedule back in to me. In addition, I want to briefly look it over to make sure I can read it and everything is filled in so please don't leave until I've done this. If you don't turn this back in then EVERY TEAM IN YOUR ENTIRE DIVISION WILL HAVE AN INCOMPLETE SCHEDULE. This paper is the ONLY record of your home games, no one else will have this information.
  6. After I've verified your schedule you can leave the meeting, but your job is not done!
  7. I will take these individual team schedules and enter them all into the master schedule. Sometime before Sunday night I will post the entire league schedule on the website. An announcement will be posted right here when this is complete.
  8. Your job is to then proof read the posted schedule. After verifying the online schedule I need you to either confirm to me the accuracy or notify me of any errors. Please send me an email in either case. The posted schedule is the official schedule and it's up to you to make sure it's accurate.
  9. Make sure to make a print out of the final "approved" schedule and it would be a good idea to periodically compare this with the online version. This will help avert any problems down the road in the event that something gets changed by accident.
What if there are mistakes in the schedule?
  1. If an error is reported then I will compare what's online with the original hand written sheet you turned in at the scheduling meeting. If it's an entry error on my part then I'll simply make the correction and re-post it.
  2. If the schedule online matches the hand written sheet then you must contact the opposing team and determine what is correct. As long as BOTH teams are in agreement with the correction/change then I will post the updated schedule.
  3. If BOTH teams cannot agree to the corrections/changes then the division director will be consulted. Keep in mind it will take an agreement by BOTH teams to change a schedule and refusal to follow that schedule is grounds for forfeiture.

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