10. Scheduling Games
Conferences are subgroups within each division (girls or boys age level and competitive level, example: Girls U14A). Conferences are generally created with in the 5 major regions of the NCJLA geographic service area. NCJLA commissioners work with the NCJLA Boys or Girls Director to establish conferences in early December as soon as registration closes. Commissioners play a key role in determining details of play for each conference.
The 5 major regions of the NCJLA are:
North West: Marin, Sonoma, Napa counties and clubs north
South West: San Mateo, Santa Cruz, Santa Clara, San Benito, and Monterey counties
Central West: SF, Alameda, Contra Costa, and Solano counties
North East: Yolo, Sacramento, Sutter, Yuba counties and clubs north
South East: San Joaquin, Amador, El Dorado, Placer and clubs south
Requirements for conference games:
Teams in some conferences must play all teams at least once in a team’s conference to be eligible for end of season championships, playoffs, or end of season festival. See the scheduling guidelines for boys game scheduling or girls game scheduling for exact requirements for conference games per division. These guidelines can be found under the Club Administrator tab. The NCJLA recommends that clubs discuss with their teams the type of game schedule that they prefer. Teams can opt to play round robins (3-4 teams), double headers, single games etc. as long as they meet the scheduling requirements in the guidelines.
Girls and Boys Game Scheduling Format
Boys and Girls 10UA, 12UA&B, 14UA&B, HS (JV/V) Team Schedules
For approximate dates during the season please refer to the Sample Master Calendar section or see NCJLA calendar for more details. Both Boys and Girls teams use a decentralized scheduling process. The NCJLA provides a central location the Saturday after conferences are posted in December for all NCJLA clubs to meet in person to schedule their games.
8U and 10UB Boys and Girls Team Schedules
Teams that have registered for the NCJLA regional Jamborees will select the events that they wish to attend at the time of registration. Game schedules will be sent to teams the Friday after registrations close for 8U and 10UB boys and girls teams. Exact fields and game times will be sent to teams the first Sunday in Feb.
Boys and Girls A level and HS Team Schedules
The NCJLA commissioners and directors often offer to moderate centralized scheduling for these divisions. Please check with your NCJLA Director for any services offered on an annual basis.
Entering Games into NCJLA Website
The website provides all the information and instructions necessary for clubs to load their games directly into the NCJLA’s League Athletics website. Click here for: How does the home team load a game? and How does the visiting team confirm a game?
All games that will require officials are due to be entered by the Third Sunday in January. 8U games may still be loaded into the NCJLA website after that date. Schedulers may edit, add or cancel games once the website re-opens, typically 10 days after it closes. This “down period” is necessary so that the NCJLA webmaster can scrub the schedule for any conflicts, errors etc before it is sent to the officials organization for invoicing and assignment.
Inter-Division Games (Non-Divisional)
Games outside an age level or competitive level (for example boys 12U rookie vs.12U veteran) may be included on a team’s game schedule and will be marked as "non-divisional" on schedules so the results do not count in a team’s standings. Both teams must be registered with the NCJLA in order to use this service and to have the game(s) count towards total game count.
Games Outside NCJLA (NCJLA Team vs. Non-NCJLA Team):
Games with non-NCJLA teams are to be coordinated directly by the clubs. Arrangements for officials are to be handled directly with the official’s organization, not through the NCJLA. All players and coaches from non-NCJLA teams must have valid US Lacrosse memberships. These games are not to be entered into the NCJLA game schedule website and do not count towards end of season requirements. For example a scrimmage versus a Southern California Boys High School team would not be entered into the NCJLA system. Games or scrimmages between NCJLA member clubs should be entered into the NCJLA system and do not apply to this category. The NCJLA strongly recommends that teams verify USL memberships through www.uslacrosse.org membership validation portal.
Cancellations, rescheduled games, forfeits, no-shows/unilateral changes and chronic team withdrawals
NCJLA clubs invest notable time and resources developing and agreeing to mutually acceptable game schedules before the season starts. Clubs are expected to understand the potential time conflicts for each team and field location before scheduling starts and schedule games accordingly.
Cancellations for reasonable cause - Once the game schedule is locked, games should only be cancelled for reasonable causes such as field issues out of the control of a club or weather. Notice should be given as soon as possible to both the visiting teams’ coaches/team managers and officials but no later than 1 hour before the visiting team and officials are likely to depart their home city. Game cancellations must be reported to the NCJLA as specified in Game Cancellation and Changes, and within 72 hours (3 days) of the game for boys teams and 120 hours (5 days) for girl's teams. The NCJLA will accommodate rescheduling, or refund fees if rescheduling is not possible provided adequate notice was given.
Boys Game Specific Instructions:
Boys game cancellations, reschedules and changes are to be submitted to the NCJLA via an online form no later than 72 hours (3 days) prior to the game in question. Click here for the online game change form. One person per club should be in charge of submitting game changes. Game changes must be sent to the division commissioner, the referee assignor, and to the NCJLA webmaster. Click here for: How do I cancel or change a game?
Girls Game Specific Instructions:
Girls game cancellations, reschedules and changes are to be submitted to the NCJLA via an online form no later than 120 hours (5 days) prior to the game in question. Click here for the online game change form. One person per club should be in charge of submitting game changes. Game changes must be sent to the division commissioner, the umpire assignor, and to the NCJLA webmaster. Click here for: How do I cancel or change a game?
Rescheduled or mutually agreed upon cancelled games - NCJLA teams may reschedule or cancel games if both teams agree to the change and the NCJLA is informed via the Game Cancellation and Changes submission no less than 72 hours (3 days) in advance of the game for boys teams and 120 hours (5 days) for girls teams. Cancellation or changes of league required games must receive commissioner approval before the game will be rescheduled by the NCJLA. The NCJLA reserves the right to charge each club for these changes, not to exceed a $30 fee/game change. The official's organization may charge an additional fee if the change is after the deadline.
Forfeits – Teams from time to time may discover they are short of the legal number of players. Coaches or team managers should inform the opposing team’s coach and team manager as soon as they are aware of this situation. Both teams are expected to show up at the venue per the schedule. The team without enough players will forfeit the game but may borrow players if the opposing team agrees. Alternatively, the coaches can agree to field an equal number but fewer players per side. In either case an officiated scrimmage will be played instead of an official game. A forfeit game score of 1-0 in favor of the team with a full player contingent is entered into the NCJLA website after the game.
Minimum Roster Size for a Legal Game-For U8 games a full roster is 4 players. For U10 games a full roster is 8 players. For U12 Girls a full roster is 9 players. For U12 Boys a full roster is 10 players. A legal roster for girls U14 and HS is 9 players. For boys U14 and HS please refer to the NFHS rule book.
No-shows and unilateral changes - Not showing up for a game or unilaterally making changes such as cancelling a game (for reasons such as a team doesn’t want to travel, or will be short players), changing game times or locations without giving the other team 3 days or 72 hours (boys) or 5 days or 120 hours (girls) to respond or attend is not acceptable. A forfeit game score of 1-0 in favor of the offended team will be entered into the NCJLA website after the event.
The first time a team does not show up for a scheduled game or unilaterally makes game changes it will be ineligible to play in any end of season championship, tournament, or end-of-season festival, and no refund will be allowed on any fees. The team choosing not to participate is also responsible for all officials’ fees as well as field use fees incurred by the home team. These fees must be paid before the club will be allowed to register any teams for the subsequent season. Copies of field use fees should be sent to the appropriate Boys or Girls Director.
The second time in the same season a team does not show up for a scheduled game or unilaterally makes game changes its remaining season will be cancelled and the club will be put on probation. This also applies to end of season event games.
Chronic team withdrawals – Clubs should register teams only if they are certain they can field enough players but even more importantly clubs should withdraw teams before scheduling starts if they know that they do not have enough players to reasonably support a team. Withdrawal of teams after scheduling has started negatively impacts a multitude of teams, clubs as well as NCJLA and official assignors and administrators.
A club that withdraws a team after the schedules are locked or has a team’s season canceled by the NCJLA is put on probation for a period of one year.
If a club withdraws a team after schedules are locked or has a team’s season canceled by the NCJLA a second year in a row the NCJLA board will be required to vote on the suspension of the club membership effective at the end of that season.
Each individual club is annually responsible for updating their list of fields by contacting the NCJLA webmaster at firstname.lastname@example.org. The list of fields open for scheduling can be found on the Fields page along the left side navigation or click here. If you do not find the field that you need to schedule on the Fields page please click here for more information on how to add a field.
For small sided games each field has a specific sub-title or sub-field name - please make every effort to indicate that the game is on a sub-field instead of the full field. A list of sub-field names can be requested from the NCJLA webmaster or the officials organizations.
Finding your field in Arbitersports.com
The officials organizations use the Arbiter website to assign officials to games. It is strongly recommended that Club schedulers and managers use the official name and address for the field rather than the common name of a field to avoid confusion. The official name and address for locations can be found on arbitersports.com or by contacting the officials organizations listed under the NCJLA Contacts tab.