September Start-up sets the foundation for a successful volleyball season. Coaches use this time to understand program and PTAC expectations, support the tryout process, help place athletes in appropriate groups and prepare for the transition to finalized teams. This section brings together the meetings, schedules, roles and resources needed before team start-up begins.

Coaches Meetings

Coach meetings help everyone begin the season with a shared understanding of expectations, responsibilities and available supports. Charleswood meetings focus on how we coach and operate at the school level, while PTAC meetings provide the league-specific information coaches need for competition, schedules, rules and game procedures.

PTAC Coaches Meeting - see PTAC Website

Charleswood Coaches Meeting for Staff:  Friday September 18th @ lunch - location to be determinded 

Charleswood Coaches Meeting for Community Coaches:  To be determined 

Practice Planning

Before teams are announced, coaches need to complete two practice-planning tasks. This allows the transition from tryouts into the regular season to happen smoothly.

1. Schedule Your Secret First Practice

The final stage of the tryout process is a Secret First Practice with the prospective team. Coaches should identify a time for this practice as soon as tryouts begin.  Ideally, the Secret First Practice group will become the final roster, although small adjustments may still be required afterward.

Review the calendar below for an available practice slot.  Select one of the open slots labelled "empty" for your Secret First Practice and confirm the time with Eric.

2. Regular Practice Schedule

Regular team practices begin in late September - early October once tryouts are complete and teams have been finalized.

During the tryout process, coaches should complete the Regular Practice Schedule Survey and rank their availability and preferred practice times. This information is used to build a consistent weekly schedule for the season.

The gym will normally be shared by two teams practising at the same time. Coach availability, league nights, school events and other uses of the gym all need to be considered when the schedule is created.  

There will be times when your regular practice is cancelled.  Please see the Athletics Calendar for an accurate and up to date schedule week by week.

Tryouts

The goal of the Charleswood tryout process is to find the right place for every athlete to play and develop. We work to place athletes with others of similar skill level and place each team in the PTAC tier that best fits the group’s ability. Every athlete who participates in tryouts will be placed on a Charleswood volleyball team.

What happens before tryouts?

The following occurs prior to the first tryout:

1. An annoucement is made to share:  

   • • Athlete Meeting (time & location)

     • Athletes should sign up in the PE hallway

2. Athlete Meeting occurs sharing:

   • • Tryout schedule (first tryout day & time)

     • Athlete Tryout Agreement

     • Numbered shirt (optional)

3. Individual athlete cards (with magnet) are made for each athlete with the following info:

   • • first & last name

     • grade

When are tryouts?

Tryouts take place over approximately 2–3 weeks. Sessions are pre-scheduled as either girls’ or boys’ blocks. Early sessions are generally grade-based, with later sessions becoming more targeted as athletes are grouped according to their current level of development.  

Want these dates on your calendar?  Click "Add to Google Calendar" above. 

Who will attend?

Tryout Roles 

Organizer

• Creates athlete magnet cards with first name, last name, grade and number. Numbers help identify athletes when names are not yet known.

• Determines and communicates which athletes are invited to ability-based sessions.

• Monitors athlete participation so evaluation opportunities remain reasonably balanced.

• Builds the Secret First Practice groups.

• Makes final adjustments before rosters are announced.

• Determines who will send each Team Placement Message.

Desk

• Takes attendance at each session.

• Keeps athlete name, grade and uniform number accurate.

• Begins sorting athletes into ability-based groups based on coach observations.

• Collects feedback from coaches throughout and after the session.

Lead

• Selects and facilitates the skills, drills and game activities for the session.

• Organizes the flow of the session and athlete groupings.

• Works with the Tryout Desk and Tryout Organizer to identify athletes who may need to move between groups.

• Supports the Tryout Organizer with team-placement decisions.

Support

• Observe athletes and provide feedback to the Tryout Desk during and after the session.

• Move throughout the gym to support athletes and help activities run smoothly.

• Focus on providing useful observations rather than making individual placement decisions.

How Tryouts Progress

Early Tryouts: Grade-Based

Tryout blocks are pre-scheduled as girls’ or boys’ sessions. Early sessions are generally organized by grade.

Later Tryouts: Ability-Based

As the process progresses, the Tryout Organizer invites athletes to specific sessions based on current ability and the groups that need to be observed together. Athletes should receive a similar number of evaluation opportunities. Exact numbers do not need to be identical, but large differences should be avoided.

Final Phase: Secret First Practice

Athletes practice with their prospective coach and teammates before teams are formally announced. This creates familiarity between coaches and athletes and helps smooth the transition from tryouts into the season. It also ensures athletes have already met their coach before receiving their team placement. Ideally, the Secret First Practice group becomes the final roster. Small adjustments may still be necessary, but whenever possible, avoid moving a single athlete on their own at this stage.

Athlete Tryout Information & Agreement

All athletes and families receive the same information about the Charleswood tryout process. Coaches should be familiar with these expectations so that communication remains consistent throughout tryouts and team placement.

Team Placement 

Once teams are finalized, athletes should receive clear and consistent information about their team placement and first practice.  Use the steps below to coordinate annoucements and make sure every team receives the same essential information.  

Who is Sending Messages?

Use the Team Announcement Sheet to confirm who is responsible for sending each team’s Edsby message and to track when announcements have been completed.

Team Annoucement Day

1. Receive the final roster.

2. Confirm the team name/tier, first practice and first game if known.

3. Create the appropriate Edsby group or group message.

4. Send the standard Initial Team Message.

5. Mark the announcement complete on the Team Announcement Sheet

Initial Team Message

Use the template below and replace the blanks with your team information. 

Hello! Welcome to Team __________!

I’m looking forward to getting our volleyball season underway.

First practice: __________
First game: __________

Please join __________ on Edsby. I will use this group to share practices, games, schedule changes and other team information throughout the season. Each family should have one athlete and one parent/guardian join the group.

Please bring a uniform depost on _________________.

Please click here to give permission for the season________________________.

Please bring 

Have a great weekend. I’m looking forward to working with everyone this season!

Teams are announced.   What’s next?

Once rosters have been communicated, move to the Team Start-Up section for first practices, permission forms, uniforms, communication and roster submission.