Registrar

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Has everyone signed the roster?

Please use your legal

name, home address and phone and birth date

Course Credit

Regional Commissioners (RCs)?Experienced Registrars (RGRGs)?Brand new Registrars?Other Board Members?Other positions?

Who is here today?

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.

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AYSO Mission

“To develop and deliver quality youth soccer programs, which promote a fun, family environment based on our 6 Philosophies:”

Can you name them?

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Everyone Plays®

Balanced Teams

Open Registration *

Positive CoachingGood SportsmanshipPlayer Development

The AYSO Program is open to all children who want to register and play soccer.

That’s why we’re here!

Six Philosophies

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Volunteer ProtectionFor 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.

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AYSO provides Registrars with a resource so that they know what to do and when

to do it; what is it?

Resources

Your Job Description!

Where can you find it?

ayso.org

AYSO

Reference Book

Registrar’s Manual

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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.orgTelephone 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

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The key tool for Registrars is the

Region>Player>Registration

Note the Player Statuses

To Register an Applicant, Ck the box

and “Submit” ->To Drop a Player, Ck

the X box and “Submit” ->

Add a New Player from a hand signed form

Enter Payment Ck number and

amount

A Post-it Note means check

remarks for notes

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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.

What are the two phases of the registration

process?

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 HELPLook 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.

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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.

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Why eSign in eAYSO?• 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.

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eAYSO FunctionalityParents 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 formsduring the season but with eSignyou no longer have to hold thepaper forms in long term storage.26

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.

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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 stillbe 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.32

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.

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New and experienced Registrars – let’s see how much you already know…

What is the current Membership Year for AYSO?

(MYXXXX)

• 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.

Membership Year

• If a Region has multiple playing seasons (Fall, Spring) and a player registration requirement for each one, does a player form need to be completed with AYSO for each season?

Does the Region pay the National Player Fee for each season?

No, only once a Membership Year!

Regions may “sign up” players and collect local fees for each season but once a player is registered in eAYSO in an MY, they are registered with

AYSO for the whole MY.

The National Player Fee is only paid once.

ImportantUnder NO circumstances should non-registered players or volunteers be allowed to participate in the program (either practice or play) because they are not covered by the Soccer Accident Insurance (SAI) plan. Doing so would create an unacceptable exposure to liability lawsuits.

Did you know…?

All players and volunteers must be properly registered in eAYSO

in order for SAI claims to be processed.

AYSO and the Region may become liable for any claims

made by a non-registered player or volunteer.

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AYSO National Rules & Regulations identify

standard playing divisions.• Jamboree

• U6• U8• U10

• U12• U14• U16• 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.

Age on July 31st Birthday on or after August 1st

9 years old – U1010 years old – U12

10 years old – U10

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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 is necessary for

Balanced Teams.

A photo ID is required for volunteers

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What is contained in a Registration Kit?

Registration

Registration Kit Reminder – Registration Kit

is partially subsidized.

See www.ayso.org under Region Boards/Registrar/Forms and Documents for

pricing42

The Kit contains:

• Sign up posters• A Parent’s Pocket Guide to

AYSO• AYSO’s Safe Haven brochure• Soccer Accident Insurance

brochures• CDC Concussion Form43

Only the Regional Commissioner, the Registrar or the Treasurer of record in eAYSO can order registration

kits

Registration FeesDid 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, Coach and Management) and membership in USSF.

• Regions must submit this fee to National Office for each player prior to the start of the season – within 30 days of registration.

How much is the National Player Fee?

Registration FeesThings 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 Registrar2. The Treasurer3. The Regional

Commissioner4. All of the above4. 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 of Player Registration Form sent to the National Office if there is a wet signature on the form only.

• Copy #2 To be kept by the Region until child is age 24 or until the end of the season if eSignature is used. WHY?

• Copy #3 Given to coach (emergency treatment authorization).

Regions must not destroy any

player registration forms until further

notice.

After - RegistrationWhy must player registration

forms be archived?A minor child has from three to six years after reaching majority age to file a claim for injuries incurred as a minor, depending on the state. Forms must be kept until the player turns 24 years old!

eSignature means keeping the forms only for the current Membership Year. Forms are stored

electronically after the MY is completed.

Checklist

Use the Registra

r’s checklist in the Registra

r’s manual.

A Registrar’s Manual is linked, or

on request, mailed upon

notification of a new appointme

nt.

Region Toolkit

Available online at:

www.ayso.org

Includes flyers, banners, TV spots, post

cards, business cards

and more

Conclusion• Get trained and certified• Plan ahead• Ask for help• Involve the entire Regional Board• Be prepared • Follow up with after-registration

details

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Rosanne MacPhail

National Management

Program Administrator

1-800-595-2976

Rosie@ayso.org

Torie TinderNational

Management

Program Coordinator

1-800-872-2976 TorieTinder@ayso.or

g

Margie CloseNational Director of Special Programs

and Member Services

1-800-872-2976 MargieClose@ayso.o

rg