Registrar
1
Course Credit
Has everyone signed the roster?
Please use
your legal
name, home
address and
phone and
birth date
Who is here today?
Regional Commissioners (RCs)?
Experienced Registrars (RGRGs)?
Brand new Registrars?
Other Board Members?
Other positions?
Objectives
• Understand the role and responsibilities
of the Regional Registrar.
• Review the resources available to help a
Registrar be successful.
• Separate “fact” from “fiction” about
registration.
4
AYSO Mission
“To develop and deliver quality
Can you name
youth soccer programs,
which
them?
promote a fun, family environment
based on our 6 Philosophies:”
5
Six Philosophies
Everyone Plays®
Balanced Teams
Open Registration *
The AYSO
Program is open
Positive
Coaching
to all children who want to
Good
Sportsmanship
register and play soccer.
Player Development
That’s why we’re here!
6
Volunteer Protection
For protection under the Volunteer Protection Act and
other laws, AYSO requires all volunteers to:
• Submit and eSign a Volunteer Application every year,
• Be authorized to do their job by the Region, Area, Section
or National Board of Directors,
• Act within the scope of their Job Descriptions and AYSO’s
policies, procedures and guidelines,
• Complete AYSO’s Safe Haven and be trained for their jobs.
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Responsibilities
• Plan annual registration of all players and
volunteers with the help of the Child &
Volunteer Protection Advocate (CVPA)
(volunteers) and Treasurer (fees paid).
• Reconcile registration forms with fees
paid for each registration event.
• Maintain the Region’s player database in
eAYSO.
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Responsibilities
• Every player and volunteer must be
registered with AYSO EACH year to
be covered by AYSO insurance.
• The National Player Registration Fee
must be paid for each player prior to
the start of the season; once per
Membership Year.
9
Resources
AYSO provides Registrars with a
resource so that they know what
to do and when to do it; what is it?
Your Job Description!
ayso.org
Where can you find it?
AYSO
Reference Book
Registrar’s
Manual
11
Did You Receive Your
Manual?
The Registrar’s
Manual contains
everything you
need to know!
12
The Registrar’s
best friend is…
AYSO’s Online Registration and
Administration System!
Submit questions via e-mail to:
eaysosupport@ayso.org
Telephone help desk
Call 1-866-588-2976
Advantages of eAYSO
• Parents input player and volunteer
information themselves
• Automatically calculates National Player
Fee invoices
• eSignature enables electronic storage
• Features team balancing/formation
• Team/Coach look-up for parents
The Region Setup tool
allows Regions to define the
Registration experience for
parents/volunteers
Help!
Be sure to use
the online HELP
functions
16
The key tool for Registrars is
the
Region>Player>Registration
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Note the Player Statuses
Enter Payment Ck
number and amount
A Post-it Note means
check remarks for notes
To Register an Applicant,
Ck the box and “Submit” ->
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To Drop a Player, Ck the X
box and “Submit” ->
Add a New Player
from a hand signed
form
What are the two
phases of the
registration process?
1.
Completion and submission of registration
(player) and fees or application (volunteer).
Acceptance of the registration or application by
• Registrar (player) and placement on a team.
OR
• CVPA (volunteer) and assignment of a volunteer
position.
Completing a player or
volunteer form either
online or in person is
the first step.
Registrars must
“accept” players and
the CVPA must
“accept” volunteers in
eAYSO using the
registration function.
eAYSO Online HELP
Look for answers in
the eAYSO online
HELP manuals!
Go to www.ayso.org
for eAYSO
webinars
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eSignatures
• Now available at no additional cost!
• Parents/Volunteers complete and eSign their
Registration/Volunteer Applications online in eAYSO.
• eSigned Player and Volunteer forms do not have to be
stored at the Region level after the season.
• eSigned volunteer forms are available immediately to
Safe Haven for background checking and do not have to
be mailed to the AYSO National Office.
• As of 8/1/14 eSignature in eAYSO is required for players.
22
eSign for Player Requirement
AYSO National Policy Statement 3.7
Aug.1, 2014: All AYSO player registration forms must be
submitted using eSign via eAYSO.
The eSignature capacity in eAYSO for player registration
was automatically activated for all Regions
on August 1st, 2014.
23
Why eSign in eAYSO?
•
•
•
•
24
Reduce Regions’ cost of long-term
storage of “wet” signature forms.
Help mitigate continued increases in
insurance costs.
Preserve “chain of custody” in event of
litigation.
Protect privacy of our players, parents,
and volunteers.
eAYSO Functionality
Parents who currently use eAYSO to register
their players will continue to do so.
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Region Process
• eSignature does not mean paperless.
• If you currently have parents printing out one
or more copies of the online application to
bring with them to a registration event, then
continue to do so.
• You can still use paper forms
during the season but with eSign
you no longer have to hold the
paper forms in long term storage.
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Region Process
• Previously, when a Region needed to input
player information off a paper form they only
had the Add New Player button to use.
• Moving forward, the
Region will have
a new Easy e-Sign button
available to process paper forms.
27
Easy eSign
• A Region Volunteer is able to input the
application into eAYSO, and a message with a
secure link will be sent to the primary
parent’s email.
• The parent can then
open up their email,
click on the secure link
where they can complete
the eSignature process
from home.
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Easy eSign
• When a parent clicks on the secure link in
their email, they will be taken to eAYSO
where they can complete the process and
eSign their application.
• This converts the “wet” signature on the
paper form into an eSignature inside eAYSO.
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Primary Parent Email Address
• Use Easy eSign anytime the primary parent has a
reliable email address we can enter into eAYSO.
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What if a Parent Can’t eSign?
• Most parents use the Internet and have email,
but some families don’t and therefore cannot
Easy eSign.
• In these few cases, paper forms can still be
used but there are additional steps that must
be taken.
=
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Purely a Paper Process
• If the Primary Parent has absolutely no Email
and no Internet access then use the legacy
Add New Player button.
• The Region will still
be able to add the Player
as they have done in years past.
• However, original signed forms (top copy for
multilayer forms) must be sent to the
National Office Attn: Registration
Coordinator by end of the current season.
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Important Note!
No matter whether eSignature, Easy eSign,
or paper forms are used, it is important to
note - all paper forms prior to eSignature,
still have to be retained until the player
reaches age 24.
33
What is the current Membership
Year for AYSO? (MYXXXX)
New and experienced Registrars –
let’s see how much you already
know…
Membership Year
• A registered player is an official member
of AYSO for a full year from August 1st
through July 31st
• The Membership Year (MY) is designated
as MYXXXX, where XXXX is the year
when the membership period starts –
MY2014.
• If a Region has multiple
playing
seasons
Spring) and
a player
No, only
once(Fall,
a Membership
Year!
registration
requirement
for
each
one,
Regions may “sign up” players and collect
doesfees
a player
form
needbut
toonce
be a player
local
for each
season
is registeredwith
in eAYSO
an each
MY, they
are
completed
AYSOinfor
season?
registered with AYSO for the whole MY.
The
National
Playerpay
Feethe
is only
paid once.
Does
the Region
National
Player
Fee for each season?
Important
Under NO
circumstances
Did
you know…? should
non-registered players or volunteers be
All players
and volunteers
must be
allowed
to participate
in the program
properly registered in eAYSO in order
(either
practice or play) because they are
for SAI claims to be processed.
not covered by the Soccer Accident
AYSO
and
the
Region
may
become
Insurance (SAI) plan. Doing so would
liable for any claims made by a noncreate
an
unacceptable
exposure
to
registered player or volunteer.
liability lawsuits.
37
AYSO National Rules &
Regulations identify standard
playing divisions.
• Jamboree
• U12
• U6
• U14
• U8
• U16
• U10
• U19
• VIP
Age Determination
A player’s age as of July 31st each year
(the day before the Membership Year
BEGINS) is used to determine placement
in the proper age division for that year.
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Age on July 31st
Birthday on or after
August 1st
9 years old – U10
10 years old – U12
10 years old – U10
Proof of Age
• Regions should require a parent to
present a birth certificate (or other
government issued document with date
of birth) upon initial registration with
the Region.
• Proper
age isIDnecessary
for
A photo
is required
Balanced
Teams.
for volunteers
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What is contained in a
Registration Kit?
Registration Kit
Reminder – Registration Kit is
partially subsidized.
See www.ayso.org under
Region Boards/Registrar/
Forms and Documents for pricing
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The Kit contains:
•
•
•
•
•
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Sign up posters
A Parent’s Pocket Guide to AYSO
AYSO’s Safe Haven brochure
Soccer Accident Insurance brochures
CDC Concussion Form
Only the Regional Commissioner,
the Registrar or the Treasurer of
record in eAYSO can order
registration kits
Registration Fees
Did you know…
• The National Player Registration Fee is
approved by vote of the Executive Membership
at the business meeting - NAGM.
• National fees pay for the cost of the nationwide
program including: insurance, training
(Referee,
andis
Management)
and
HowCoach
much
the
membership in USSF.
National
Player
Fee?
• Regions must submit this fee to National Office
for each player prior to the start of the season
– within 30 days of registration.
Registration Fees
Things To Do
• Work with Regional Board to develop
Region budget and calendar to determine
player registration fees and
registration dates.
• Consider “Early Bird” and other
“discounts” on registration fees rather
than a “late” registration penalty.
• Confer with Regional Board regarding
what scholarship policy, if any, is in place.
Question Time
Who can order a registration kit?
1. The Registrar
2. The Treasurer
3. The Regional Commissioner
4. All of the above
4. All of these positions of
record as long as they are
authorized purchasers,
can order the kit.
Refund Policy
“Words to the Wise”
• Ensure that the Regional Board has defined and
approved late registration and refund policies.
• Prominently display policies at registration.
• Be sure policies are communicated in all
registration packets, mailings and websites.
• Refer to Standard Regional Guidelines and
National Policy Statements for best practices.
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Some helpful hints…
Pre-Registration
Planning
• Determine registration dates and secure
facilities at least six months in advance.
• Choose a large enough space and make
sure there is ample parking.
• Order registration kits at least four
weeks in advance.
Registration Preparations
• Coordinate Board Members to work on
registration days and to recruit volunteers.
• Educate about online registration!
• Update the Application Membership Year
setting and registration messages in eAYSO.
eAYSO Setup Membership Year
Registration Promotions
• Advertise registration days, online
registration, “early bird” discounts, etc.
• Use eAYSO email blasts to announce
registration.
• Promote online registration to save a lot of
time!
• Update website frequently.
Registration Promotions
• Design a give-away!
– Refrigerator magnet, button,
business card, etc. – with Region
name and number and contact
information so that families can find
help after they walk away or when
coaches have not called.
Registration Contact Info
Flyer which can
be personalized
available on
www.ayso.org
under Registrar/
Forms and
Documents
After - Registration
• All player forms must be updated in eAYSO to
be registered; volunteers by the CVPA.
• Original copy ofRegions
Player Registration
must not Form sent
to the Nationaldestroy
Office ifany
there
is a wet
player
signature on the form only.
registration forms until
• Copy #2 To be kept
by the
Region until child is
further
notice.
age 24 or until the end of the season if
eSignature is used. WHY?
• Copy #3 Given to coach (emergency
treatment authorization).
After - Registration
Why must player registration forms be
archived?
eSignature
means keeping
the forms only for the
A minor child
has
from
three
to
six
current Membership Year.
years after reaching
majority age
Forms are stored
electronically
after the
to file a claim
for injuries
incurred as a
MY is completed.
minor, depending on the state.
Forms must be kept until the player
turns 24 years old!
Checklist
Use the
Registrar’s
checklist
in the
Registrar’s
manual.
A Registrar’s
Manual is
linked, or on
request,
mailed upon
notification
of a new
appointment.
Region Toolkit
Available online at:
www.ayso.org
Includes flyers,
banners, TV spots,
post cards,
business cards
and more
Conclusion
•
•
•
•
•
•
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Get trained and certified
Plan ahead
Ask for help
Involve the entire Regional Board
Be prepared
Follow up with after-registration details
Margie Close
Rosanne MacPhail
National Management
National Director of
Special Programs and Program Administrator
Member Services
1-800-595-2976
1-800-872-2976
Rosie@ayso.org
MargieClose@ayso.org
Torie Tinder
National Management
Program Coordinator
1-800-872-2976
TorieTinder@ayso.org