eAYSO for
Player and Volunteer
Registration
National System and Software Commission
2015 AYSO Expo
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What We Will Learn
 Definitions of Membership Year and Program
 Player Registration... (e-signature is default)
 Volunteer Registration... (e-signature is default)
 New Player Easy e-Sign (EES) Process for paper forms
 Managing Registration forms ‘Status’
 Volunteer Custom Position creation
 Assigning Volunteer Positions
 Merge Player or Volunteer records
 Reports: Defined Reports and Export Reports, Special CVPA
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SETTING
MEMBERSHIP YEARS
and
PROGRAMS
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Definition: Membership Year
• A Membership Year in AYSO covers a 12
month period starting from August 1st to July
31st. Shown as MYXXXX (i.e. MY2014).
• Regions register Players and Volunteers just one
time in eAYSO in a Membership Year.
• Region is charged a National Player Fee for
each registered player. It covers the player for
the entire Membership Year.
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Region: Setup-Membership Year
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Region’s Membership Year
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Special MY ‘Preference’
Each Volunteer with access rights
needs to do just once each year.
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Definition: Program
A Program is a defined competition (set of games) within the
Membership Year.
• All Regions conduct a Standard Primary Program, which is the
Region’s first set of scheduled games for which open registration is
held, balanced teams are formed and in which all registrants
participate.
• Some Regions may have additional Primary Programs such as VIP,
Spring Primary, EXTRA or other NBOD-approved pilots.
• Many Regions have Secondary Programs such as Select,
Tournament or Indoors. These are open only to players registered
in the Primary Program.
• Players can participate in multiple programs, thus on multiple
teams, in a single Membership Year, but can only be on one Primary
Program team.
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eAYSO can manage both Primary and Secondary Programs
Creating or Activating Programs
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Programs
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Programs con’t
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PLAYER AND VOLUNTEER
APPLICATIONS
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Applications
1) All Parent and Volunteers need an eAYSO account (i.e. eAYSO
Logon & Password) to file Player or Volunteer application and
all applications should be e-signed.
2) Applications for Player or Volunteers may be processed by the
Registrar or CVPA from online applications (or in limited
situations from paper applications) the parent/vol has submitted.
3) New process steps if you get paper player applications.
Also new starting in 2014:
Only one Volunteer application and record per eAYSO Account
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Registration Process - Overview
Application Player
Online
eAYSO
Paper
w/Email
Paper
No Email
-e-Signed
* -EES
-Enter as
‘New’
-Mail to
N.O
-Register
-Register
-If e-Sign
-> ‘A’
-Register
Volunteer Application
Online
eAYSO
-e-Signed
-Register
Paper
-Mail to
N.O.
-Red Flag
-> ‘A’ ->
-Register
14 DAYS
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* Non responded to EES emails available to ‘R’- register after 14 days
Registration Process - Overview
Application Player
Online
eAYSO
Paper
w/Email
Paper
No Email
-e-Signed
* -EES
-Enter as
‘New’
-Mail to
N.O
-Register
-Register
-If e-Sign
-> ‘A’
-Register
14 DAYS
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Volunteer Application
Online
eAYSO
-e-Signed
-Register
Paper
-Mail to
N.O.
-Red Flag
-> ‘A’ ->
-Register
Player Registration
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Registrar’s Work Area
Filter Options
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Filter Options:
Player Registration
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Accepting Application- Player
Check box and
click “submit”
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Registration Process - Overview
Application Player
Online
eAYSO
Paper
w/Email
Paper
No Email
-e-Signed
* -EES
-Enter as
‘New’
-Mail to
N.O
-Register
-Register
-If e-Sign
-> ‘A’
-Register
14 DAYS
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Volunteer Application
Online
eAYSO
-e-Signed
-Register
Paper
-Mail to
N.O.
-Red Flag
-> ‘A’ ->
-Register
Volunteer Registration
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CVPA Work Area
Volunteer Status
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Filter Options
Filter Options for Volunteer Registration
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Accepting Volunteer Application:
From Online Application
Check box and
click “submit”
Click on volunteer’s
hyperlink name to open
record or update
information
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Registration Process - Overview
Application Player
Online
eAYSO
Paper
w/Email
Paper
No Email
-e-Signed
* -EES
-Enter as
‘New’
-Mail to
N.O
-Register
-Register
-If e-Sign
-> ‘A’
-Register
14 DAYS
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Volunteer Application
Online
eAYSO
-e-Signed
-Register
Paper
-Mail to
N.O.
-Red Flag
-> ‘A’ ->
-Register
New or Returning VolunteerPaper Form
Red Flagged, pending N.O. receipt and
approval of signed application.
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CVPA Reminders
•
•
•
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All Volunteers expected to submit e-Signed application
Every Year
BUT If paper form is submitted with “Wet Signature”
Red Flag appears in ‘Status’ field until application
form is rec’d and processed by National Office.
Red Flag in status field means:
CVPA cannot register the applicant, until Safe
Haven Office does background check and removes
Red Flag.
PLAYER Easy e-Sign (EES)
APPLICATIONS
New process to help regions bridge from
paper to online player applications
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Registration Process - Overview
Application Player
Online
eAYSO
Paper
w/Email
Paper
No Email
-e-Signed
* -EES
-Enter as
‘New’
-Mail to
N.O
-Register
-Register
-If e-Sign
-> ‘A’
-Register
14 DAYS
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Volunteer Application
Online
eAYSO
-e-Signed
-Register
Paper
-Mail to
N.O.
-Red Flag
-> ‘A’ ->
-Register
Paper Player Forms
‘Easy e-Sign’ button used if parent submits a paper Player
application with email address for primary parent:
•
Registrar enters info or may renew prior player
•
Player gets status of ‘EES’ in eAYSO
•
Parent gets email requesting an e-signature
•
If parent responds with e-signature, ‘EES’ status converts to ‘A’Applicant
If no email address...’Add New Player’ button must be used...
•
Player directly registered and wet signature form MUST be sent to
N.O.
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Player ApplicationPaper Form Decision Time
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Search for Existing Record
eAYSO tries to help the registrar
identify if there is an existing record.
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Manual Data Entry Required
(If No Match to Prior Player)
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Paper FormAfter data is entered
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Parent Receives this Email Message
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Parent Responds with e-Signature
Gets Confirmation
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When Parent e-Signs: EES
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A
Registration Process - Overview
Application Player
Online
eAYSO
Paper
w/Email
Paper
No Email
-e-Signed
* -EES
-Enter as
‘New’
-Mail to
N.O
-Register
-Register
-If e-Sign
-> ‘A’
-Register
14 DAYS
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Volunteer Application
Online
eAYSO
-e-Signed
-Register
Paper
-Mail to
N.O.
-Red Flag
-> ‘A’ ->
-Register
Paper Player Forms
‘Easy e-Sign’ button used if parent submits a paper Player
application with email address for primary parent:
•
Registrar enters info or may renew prior player
•
Player gets status of ‘EES’
•
Parent gets email requesting an e-signature
•
If parent responds with e-signature, ‘EES’ status converts to ‘A’Applicant
If no email address...’Add New Player’ button must be used...
•
Player directly registered and wet signature form MUST be sent to
N.O.
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Select: Add New Player
(only if no email provided)
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Search for Existing Record
eAYSO tries to help the registrar
identify existing records.
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Manual Data Entry
If No Match to Prior Player
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Add New Player con’t
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Reminder:
Mail-in Wet Signed Player Form
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Wet Signature Player Form to Nat’l Office
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Registration Process - Overview
Application Player
Online
eAYSO
Paper
w/Email
Paper
No Email
-e-Signed
* -EES
-Enter as
‘New’
-Mail to
N.O
-Register
-Register
-If e-Sign
-> ‘A’
-Register
14 DAYS
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Volunteer Application
Online
eAYSO
-e-Signed
-Register
Paper
-Mail to
N.O.
-Red Flag
-> ‘A’ ->
-Register
Player Applications
(Renewing from Previous Year or 14+ Day EES)
PREVIOUS
Player
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Volunteer Registration –
Paper Form
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Fill-in
volunteer
information
provided
from their
application
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SPECIAL TASKS:
- Assign Positions or Create
Custom Positions ...CVPA
- Merge....REGISTRAR & CVPA
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Managing Volunteer Positions
Click RegionVolunteerManage Positions
Assign up to 3 Jobs to a
Volunteer from ‘Dropdown’
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Or ‘Unselect’ Jobs from
Volunteer
eAYSO Volunteer Positions
– If a Volunteer position is not available to that
volunteer it may reflect a restricted role.
– CVPAs can view restrictions using CVPA Search.
– Safe Haven volunteer restrictions include:
“Restricted from managing Region Funds/PID”
“Restricted from Coaching/Assistant Coaching”
“Disqualified from volunteering”
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Creating Custom Positions
Click RegionSet UpCustom
Positions
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Creating Custom Positions, con’t
Fill in Name of
Custom Position
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Merge: Volunteer Records
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Merge: Volunteer Records
Note: Certifications will automatically be
merged, but be careful when merging to retain
the NEWEST eAYSO ID# and NEWEST User
Profile to preserve Access Rights assigned and
e-signature
The Safe Haven department will help you to
properly merge volunteer records.
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Merge: Player Records
Note: Usually Player records get merged to
maintain Ratings information so be careful
to retain the most current User Profile, ID
and Team.
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REPORTS
Overview
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Reports
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Player Report
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Player Export Report
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Player Export Report
Note options
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Volunteer Report
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Click ReportsVolunteer
Volunteer Report – cont.
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Volunteer Export Report
Click ReportsVolunteer Export
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eAYSO Vol Applicants
Select “Reports” >
“Vol Applicant Export”
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Volunteer Applicant Export
Report
Click Report- Vol
Applicant Export
Report-CVPA has
Additional fields
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Online Player Application
(Feeds parent’s choice to this report)
Even though a Parent indicates a volunteer preference
here....this is not their ‘Volunteer Application’
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Volunteer Parent Jobs Report
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eAYSO CVPA Search
Select “Region” > “CVPA” >
“Search”
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eAYSO CVPA Search
CVPA/Safe
+
Haven Notes
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eAYSO CVPA Search
CVPA/Safe
Haven Notes
Checking comments can help
determine why the Red Flag
exists and how to resolve.
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eAYSO CVPA Search
CVPA/Safe
Haven Notes
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eAYSO CVPA Notes
Note Restricted
Positions
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For CVPA Only
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CVPA Report
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Extra Credit
Registering, Managing Players
into
“EXTRA” or Secondary
Programs
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Signup for a Secondary Program
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What the Parent Sees
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Registrar: Look for ‘S’-Status
When parent SIGNS UP, Registrar
sees ’S’ Status and can Accept the
player for the Secondary program
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Manage Programs
Allows Registrar to ‘Move’ the player,
(An Alternative to parent’s SIGN UP)
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eAYSO Help
Use HELP:
- Excellent Tips
- Contact the eAYSO Help Desk
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Contact Information
Questions or comments about eAYSO:
eaysosupport@ayso.org or
Call (866) 588-2976
Thank You
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