Youth Sports Administration 101: Managing Staff Members And Referees

Whether a program is in-house, contracted, or volunteers, have an efficient game plan

By Jason Schaitz

Each league has its own set-up and needs for staffing and referees. Some programs may be reliant on volunteers to supervise fields, keep score, and referee while other organizations are able to staff these positions. Other organizations may have these positions in-house while some may contract out those positions. Regardless of how a program is set up, it is imperative to have a staffing plan to recruit, retain, train, and schedule staff members and referees:

© Can Stock Photo / llandrea

1.Know the optimal staffing levels. Put together a plan to determine the ideal staffing level for a program. Know how many scorekeepers, referees, and site supervisors are ideal to get through a season without running short.

2. Contract out anything that cannot be provided in-house. Consider using an officiating association where officials are paid a contracted per-game rate. The benefit of this arrangement is that these officials have the training and the manpower to cover games. The downfall is you lose control of the quality, so make sure any group is trained for your in-house rules and they are held accountable.

3. Provide training. Have thorough pre-season training, both in a rules-meeting format and an on-site clinic, if possible. Also, invite staff members and referees to the coaches meeting to review rules and begin a line of communication on day one.

4. Empower staff members and referees. Provide the tools they need to succeed, and let them do great things within a program. Provide training and make it easy for them on game days to access rules, scoresheets, etc. Keep them in the loop on issues that may arise week to week.

5. Monitor and evaluate staff members and referees on a weekly basis and always look for opportunities to improve. If a coach expresses concern about a referee, communicate that to the official and monitor the situation in the following week. When something comes up, always look for teachable moments to help referees be their best.

6. Hold staff members and referees accountable. Ignoring rules, not making the right calls, and not handling an issue with a coach or parent properly may send a program into a downward spiral. Regardless of whether staff is in-house or contracted out, it is important to ensure they are supervised and evaluated as the season progresses to ensure they are meeting expectations.

7. Be consistent in how games are coordinated each week. Scheduling staff members or referees with the same age groups each week creates a more cohesive atmosphere. Parents and coaches will see the same people and know what to expect. It can also be a great benefit to a program because everyone will be familiar with what happened in prior weeks and can adjust accordingly.

© Can Stock Photo / lsantilli

8. Hold pre-game meetings. Gather the staffing group before each game day to discuss rules or items that need to be adjusted so team members are all on the same page. Parents and coaches like it when there is consistency from week to week and there are no surprises.

9. Provide resources. Make easy for staff members and referees to run games, especially if you are not always on-site. Provide rule books, scoresheets, rosters, and equipment, and make sure all items are organized and accessible. Put rules and policies on smaller “cheat sheets” for more important items that come up every week. Review these issues at pre-game meetings so staff members and referees can come in and run games efficiently.

10. Ask for feedback. Front-line staff members and referees are the greatest tool for feedback on how things are going throughout the season. Constantly ask if there are any issues that need to be addressed. If members approach you, listen and act accordingly. This is an important part of the process in order to improve week to week and ensure expectations are being met.

Managing staff members and referees is important to ensure program operations run smoothly. If staff members are ill-prepared, unsupervised, and lacking the tools they need to succeed, it will show. 

Jason Schaitz is a Parks and Recreation Director with 15 years’ experience managing youth sports and recreation programs. He also created and manages www.leaguesource.com, with the goal of providing free resources for any type of youth-sports program. Take your league to the next level by visiting League Source to check out our League Management App, League Resources, Youth Sports News, and Youth Sports Administration 101 educational series.