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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.

eAYSO can manage both Primary and Secondary Programs

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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

Registration Process - Overview Application Player Online eAYSO Paper w/Email Paper No Email Volunteer Application Online eAYSO Paper

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-e-Signed -Register * -EES -If e-Sign -> ‘A’ -Register -Enter as ‘New’ -Mail to N.O -Register -e-Signed -Register -Mail to N.O.

-Red Flag -> ‘A’ -> -Register 14 DAYS * 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 Online eAYSO Paper

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-e-Signed -Register * -EES -If e-Sign -> ‘A’ -Register 14 DAYS -Enter as ‘New’ -Mail to N.O -Register -e-Signed -Register -Mail to N.O.

-Red Flag -> ‘A’ -> -Register

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Player Registration

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Registrar’s Work Area

Filter Options

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Filter Options: Player Registration

Accepting Application- Player

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Check box and click “submit”

Registration Process - Overview Application Player Online eAYSO Paper w/Email Paper No Email Volunteer Application Online eAYSO Paper

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-e-Signed -Register * -EES -If e-Sign -> ‘A’ -Register 14 DAYS -Enter as ‘New’ -Mail to N.O -Register -e-Signed -Register -Mail to N.O.

-Red Flag -> ‘A’ -> -Register

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Volunteer Registration

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Volunteer Status

CVPA Work Area

Filter Options

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Filter Options for Volunteer Registration

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 Volunteer Application Online eAYSO Paper

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-e-Signed -Register * -EES -If e-Sign -> ‘A’ -Register 14 DAYS -Enter as ‘New’ -Mail to N.O -Register -e-Signed -Register -Mail to N.O.

-Red Flag -> ‘A’ -> -Register

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New or Returning Volunteer Paper Form

Red Flagged, pending N.O. receipt and approval of signed application.

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CVPA Reminders

• • • 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 .

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PLAYER Easy e-Sign (EES) APPLICATIONS

New process to help regions bridge from paper to online player applications

Registration Process - Overview Application Player Online eAYSO Paper w/Email Paper No Email Volunteer Application Online eAYSO Paper

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-e-Signed -Register * -EES -If e-Sign -> ‘A’ -Register 14 DAYS -Enter as ‘New’ -Mail to N.O -Register -e-Signed -Register -Mail to N.O.

-Red Flag -> ‘A’ -> -Register

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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 Application Paper 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 Form After 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 A

Registration Process - Overview Application Player Online eAYSO Paper w/Email Paper No Email Volunteer Application Online eAYSO Paper

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-e-Signed -Register * -EES -If e-Sign -> ‘A’ -Register 14 DAYS -Enter as ‘New’ -Mail to N.O -Register -e-Signed -Register -Mail to N.O.

-Red Flag -> ‘A’ -> -Register

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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

Registration Process - Overview Application Player Online eAYSO Paper w/Email Paper No Email Volunteer Application Online eAYSO Paper

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-e-Signed -Register * -EES -If e-Sign -> ‘A’ -Register 14 DAYS -Enter as ‘New’ -Mail to N.O -Register -e-Signed -Register -Mail to N.O.

-Red Flag -> ‘A’ -> -Register

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Player Applications ( Renewing from Previous Year or 14+ Day EES)

PREVIOUS Player

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Paper Form 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 Region Volunteer Manage Positions Assign up to 3 Jobs to a Volunteer from ‘Dropdown’ Or ‘Unselect’ Jobs from Volunteer

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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 Region Set Up Custom 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 Click Reports Volunteer

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Volunteer Report – cont.

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Volunteer Export Report Click Reports Volunteer 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

eAYSO CVPA Search

CVPA/Safe Haven Notes 72 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

Contact Information

Questions or comments about eAYSO: [email protected] or Call (866) 588-2976

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Thank You

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