Transcript Registrar PowerPoint Presentation

Registrar
Workshop
Course Credit
Has everyone signed the roster?
Please use
your legal
name, home
address and
phone and
birth date
2014
Who is here today?
Regional Commissioners (RCs)?
Experienced Registrars (RGRGs)?
Brand new Registrars?
Other Board Members?
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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
Can you name
youth soccer programs, which
them?
promote a fun, family
environment based on our 6
Philosophies:”
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5
• Everyone Plays®
• Balanced Teams
• Open Registration *
• Positive
Coaching
The AYSO
Program is
openSportsmanship
to all children
• Good
between 4 and 19 years of
• age
Player
Development
who
want to register
and play soccer.
That’s why we’re here!
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AYSO Volunteers
are Required To:
•
•
•
•
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Complete and submit a Volunteer Application
form EVERY year.
Be authorized to perform their jobs by their
Region (or Area, Section or other AYSO
authority).
Act within their job descriptions and the AYSO
policies, procedures and guidelines.
Complete AYSO’s Safe Haven® training and be
properly trained to do7 their jobs.
Responsibilities
• Plan annual registration of all players and
volunteers with the help of the Child and
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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Resources
AYSO provides Registrars with a
resource so that they know what
to do and when to do it, what is it?
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Your Job Description!
ayso.org
Where can you find it?
AYSO
Reference Book
Registrar’s
Manual
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Registrar
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Did You Receive Your
Manual?
The Registrar’s
Manual contains
everything you
need to know!
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The Registrar’s
best friend is…
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AYSO’s Online Registration and
Administration System!
Submit questions via e-mail to:
[email protected]
Telephone help desk
Call 1-866-588-2976
How is your Region doing in the process of getting
parents to use eAYSO to register their children?
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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.
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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
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Note the Player Statuses
Enter Payment Ck #
and amount
A Post-it Note means
check remarks for notes
To Register an Applicant,
Ck the box and “Submit” ->
To Drop a Player, Ck the X
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box and “Submit” ->
Add a New Player from
a hand signed form
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What are the two
phases of the
registration process?
1. Completion and submission of an application
(player or volunteer) and fees.
2. Acceptance of the application by the:
• Registrar (player) and placement on a
team. OR
• CVPA (volunteer) and assignment of a
volunteer position.
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•Completing a player
or volunteer
application 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.
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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 will be required
for players.
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New and experienced Registrars –
let’s see how much you already
know…
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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.
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If a Region
has
multiple
No, only once a Membership Year!
playing
seasons
(Fall,
Spring)
and
a
Regions may “sign up” players and
registration
one, does
player
collect feesfor
for each
each season
but aonce
a
playerto
is complete
registered ainnew
eAYSO
in a MY, they
need
registration
form
are
registered
with
AYSO
for
the
whole
with AYSO for each season?
MY.
The National Player Fee is only paid once.
Does the Region pay the National Player
Fee for each season?
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Important
Under NO circumstances should nonDidplayers
you know…
registered
or volunteers be
allowed
to participate
in themust
program
All players
and volunteers
be
(either practice
or in
play)
because
they are
properly
registered
eAYSO
in order
not
by the
Soccer
Accident
forcovered
SAI claims
to be
processed.
Insurance
plan. Doing
so would
AYSO and(SAI)
the Region
may become
createfor
anany
unacceptable
exposure
to
liable
claims made
by a nonliability
lawsuits.
registered
player or volunteer.
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AYSO National Rules &
Regulations identify standard
playing divisions.
• Jamboree
• U12
• U6
• U14
• U8
• U16
• U10
• U19
• VIP
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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 year old – U12
10 years old – U10
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What is the minimum age to
play AYSO?
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Minimum Age
• Regions that secure the approval of the
Area and Section Director may register
4 year olds as long
as
they
are
4
at
the
How many of you
time they first participate in any
participate in this
activity.
program?
• For all other ages, the July 31 age
determination date will determine their
placement in age divisions.
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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
ABalanced
photo ID
is required
Teams.
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for volunteers
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What is contained in a
Registration Kit?
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Registration Kit
Reminder – Registration Kit is
now partially subsidized.
See www.ayso.org under
Region Boards/Registrar/
Forms and Documents for pricing
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The Kit contains:
•
•
•
•
•
Recruitment brochures
Sign up posters
A Parent’s Pocket Guide to AYSO
AYSO’s Safe Haven brochure
Soccer Accident Insurance brochures
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Only the Regional Commissioner
or the Registrar of record in
eAYSO can order registration
kits/forms
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Registration Fees
Did you know…
• The National Player Registration Fee is
approved by vote of the Executive
Membership at NAGM.
• National fees pay for the cost of the
nationwide
program
including:
insurance,
How
much
is
the
training (Referee, Coach and
National Player
Fee? in USSF.
Management)
and membership
• Regions must submit this fee to National
Office for each player prior to the start of
the season – within 30 days of registration.
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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.
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Question Time
Who can order a registration kit?
1. The Registrar
2. The Treasurer
3. The Regional Commissioner
4. # 1 and # 3
4. Both the Registrar and the
Regional Commissioner, of
record, can order the kit.
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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…
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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 six
weeks in advance.
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Registration Preparations
• Coordinate Board Members to work on
registration days and to recruit volunteers.
• Promote online registration!
• Update the Application Membership Year
setting and registration messages in
eAYSO.
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eAYSO Setup Membership Year
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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 websites 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.
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Registration Contact Info
Available on
www.ayso.org
under Registrar/
Forms and
Documents
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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 given to coach (emergency medical
release).
• Copy #3 Region copy until child is age 24
OR the end of the season if esignature is
used. WHY?
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After - Registration
Why must player registration forms
be archived?
eSignature means
keeping
formsthree
only for to six years
A minor child
hasthefrom
the current Membership
after reaching
majority age to file a
Year. Forms are stored
electronically
after theas
MY a minor,
claim for injuries
incurred
is completed.
depending on the state.
Forms must be kept until the player turns
24 years old!
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Checklist
A Registrar’s
Manual is
linked, or on
request,
mailed upon
notification of
a new
appointment.
Use the
Registrar’s
checklist
in the
Registrar’s
manual.
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Region Toolkit
Available online at:
www.ayso.org
Includes flyers;
banners; TV spots;
post cards;
business cards
and more
Additional Training
See Regional Commissioner
resources on:
www.ayso.org
•
•
•
•
2014
Registrar
Registration Day – A Survival Guide
30 Great Volunteer Recruiting Ideas
30 Fantastic Volunteer Retention Ideas
Budgeting for the Regional Board
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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
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Rosanne MacPhail
Torie Tinder
National Management
Program Administrator
1-800-595-2976
[email protected]
National Management
Program Coordinator
1-800-872-2976 ext. 7973
[email protected]