Game Change & Referee Assignment Coordination Process

This document outlines the official process for requesting and coordinating game schedule changes and referee assignments for Langhorne United Soccer Club (LUSC).

1. Coach Identifies a Conflict or Change Request

If a coach becomes aware of a conflict with a scheduled match, the coach should initiate the change process as early as possible.

Timeframe and Change Policy: Game changes requested with less than 72 hours’ notice may not be accommodated and could result in fines or direct payment of referees, per ICSL policy. Coaches and team managers should treat initial scheduling as a high priority. While changes are sometimes unavoidable, the issue is not the change itself—it’s the volume and timing. Early identification and communication of conflicts are essential to avoid disruption and ensure coverage.

2. Check Field Availability

Before submitting any league change request, the coach must first confirm field availability through the club’s Facilities/Field Coordinators.

Steps for Coaches:

  1. Send your request to: facilities@langhornesoccer.org
    Your email request should include the following details:

    • Game number
    • Team name
    • Original game date
    • Opponent/team you are playing
    • Requested new date and time(s) — include multiple options in order of preference.
      • Example: “Requesting 1:00 PM, but any start time between 1:00–2:30 PM would work.”
      • The coordinators will aim for your preferred time but may adjust slightly as needed to fit overall scheduling.
  2. Be mindful of in-house scheduling priorities:
    • Fall Season: Saturdays until 12:00 PM are generally reserved for in-house games.
    • Spring Season: Sundays until 12:00 PM are generally reserved for in-house games.
    • These times are sometimes flexible, but avoiding them will increase your likelihood of approval.
  3. The Facilities Team will work with you to approve or identify a suitable field and time. Once an option is agreed upon, that game slot will be tentatively held on the club’s master game calendar.
  4. After confirming field approval:
    • Contact your opponent promptly to finalize the new time.
    • Submit the official game change request to the appropriate league (see Step 3).
    • Once the league approves, confirm back with the Facilities Team so that they can:
      • Update the club’s schedule to confirm your new slot, and
      • Remove the original game time from the calendar.
  5. Important Reminder: Field availability is not the only factor. Referee availability must also be considered. For example, if six games are all scheduled for 2:00 PM, that might require ten referees — which is often not feasible. The Facilities and Referee Assignor teams coordinate closely to balance these needs when approving your request.

3. Submit the Change Request to the League

Once the new field location and time are confirmed, the coach must submit the request through the appropriate league system.

A. For ICSL Teams

B. For EDP and Acela Teams

  • Log in to GotSport → Team Management → Matches
  • Locate the specific match you wish to change.
  • Click the three dots (⋮) next to the match → Select Request Change.
  • Enter the new date, time, and field details and click Save.
  • Your opponent must accept the change request before it can be finalized.

4. League Review and Approval

After submission:

  • The League will review the proposed change.
  • If approved, the League will:
    • Update the official league schedule to reflect the new game details.
    • Notify the Referee Assignor and Club contacts of the updated game information. (ICSL and Rock will do this - but EDP, Acela, ESNL, CUPS, and other in-house leagues do not).
    • Confirm the approval with both teams and the club.
      NOTE: ICSL only confirms with the team that submitted the request. Coaches must forward that confirmation to the field coordinator and their opponent at this time.

5. Referee Assignment Coordination

Once the league confirms the new date, time, and location:

  • The Referee Assignor is automatically notified for ICSL and Rock Leagues (via league communication).
  • For all other leagues (e.g. EDP, Acela, ESNL, CUPS, and other in-house leagues) - the field coordinator needs to communicate this change to the Assignor.
  • The Assignor updates referee coverage for the new schedule.
  • Coaches should not contact referees directly about schedule changes.

6. Summary of Responsibilities

Step Responsible Party Action
1 Coach Identify conflict and initiate change request
2 Coach & Field Coordinators Confirm field availability via facilities@langhornesoccer.org
3 Coach Submit change to appropriate league (ICSL, EDP, or Acela)
4 League Review and approve change; update league schedule
5 League & Ref Assignor Coordinate referee assignment for new game details

Key Contacts

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