Transcript eSignature

eAYSO for
Region Administrators & RCs
National NSSC Commission
2015 AYSO Expo
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Learning Objectives
How to manage the board & grant access rights
Regional Information Form additional information
Volunteer Access Rights Report
Set Membership Year & Programs
Set Region Setup-General
Set Region Setup-Preferences
New Course Lookup for volunteers and instructors
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Target Audience
Regional Commissioners and Area Directors
Asst Regional Commissioners
Trusted Data Managers
Regional Administrators
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Reminder - All Volunteers must:
1. Go to www.eayso.org and create a profile
with a login and password
2. Complete a volunteer application online
annually.
3. Have access rights granted by the RC (if in
their role they will access eAYSO data)
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eSignature
• Parent/Guardians and Volunteers need to complete
and eSign Player/Volunteer applications in eAYSO
• NEW status code ‘NE’ = Incomplete Application in
Registrar’s view (only if missing the eSignature.)
• All Regions need to start using e-Signature
• eSigned Player and Volunteer forms do not have to
be stored at the Region level after the season.
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eSignature Reminders...
• Still need to verify date of birth or identity for new players
and volunteers.
• Coaches must still carry Player Form at all times
• Do Not need to send eSignature volunteer forms to the
National Office.
- Background checks can begin immediately
- Greater data confidentiality
• eSignature does not mean that a Region has to go
‘paperless’. But e-Sign is sure easier....
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How to Manage the Board
& Grant Access Rights
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Access Right Reminder
• The ‘IF’ (as in RIF/AIF/SIF) is now the place where
volunteer(s) are put on your ‘Board/Staff’ and as a
result they are granted the Access Rights that go with
that volunteer role(s).
• When you put a volunteer on the Board their Access
Rights are granted immediately.... no more ‘Access
Rights screen’ to deal with.
• Volunteer must be a registered volunteer to have
Access Rights
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Reminder con’t
Highlights of New Business Rules:
• Volunteers cannot be added to Board unless, and until the volunteer
has eAYSO profile and is currently a ‘Registered Volunteer.’
• The Access Rights will be automatically assigned based on the position
the volunteer is assigned to on the Board using the ‘IF’.
• One Trusted Data Manager will be allowed per Region.
• Instructors need to be added to Board and Staff IF for Access Rights
• Access for coaches will be provided through the Region–Manage
Position screens. (the only exception to the ‘IF’ for Access Rights)
• If a volunteer is removed from a role...their Access Rights will
automatically be removed for just that ‘Role’.
No more concern over needing to delete rights.
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Manage a Regional Board
Select Region Menu –
Admin – Regional Board
Manage Regional Board
Select Maintain
Board
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If you are an RC
your region will
automatically appear
Add New Board Member
Click to add a new
member
Must be registered in
current MY
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Add New Board Member
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Add a New Board Member
2. Select Position
Alternate Search
Enter First Name,
AYSO ID, or Home
Phone
1. Enter Last Name
& Search
4.Term Dates:
Access Rights Only
in Effect During
‘Term’
3. Select Volunteer
5. Complete Fields
Click Add New Member
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Add New Board Member
Successful adds will
allow ‘Access
Rights’ to be assigned
at this time
If you answered ‘NO’
to granting access
rights
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Add New Board Member
If the Volunteer
doesn’t have an
eAYSO account they
must create one
before rights can be
granted.
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Manage Existing Board
Members
Update term,
purchaser, etc.
Click ‘Edit’ to change
Volunteers may
have multiple roles
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Managing Existing Board
Members
Use Active and Inactive:
(Inactive will remove
Access Rights)
Click ‘Update’ when done
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Update term,
purchaser, etc.
Additional Information
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Add’l Information con’t
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Region’s Statistics
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AYSO Management Team
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More Valuable Information
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More Valuable Information
Click for detail
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Access Rights Information
In RART
Click ‘gold key’ to see
Access Rights
assigned for a position
Mouse-over field for
full position name
Click hyperlink to see
full volunteer record
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Reminder of the User Levels:
Always available at
eAYSO Help
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Set Membership Year
and Program
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Set Membership Year
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Set Membership Year
This is the year for
which the Registrar
or CVPA are
‘registering’ Players
and Vols.
This is the year for
which a parent
makes application for
their child or as
volunteer.
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Where a region sets dates
for Early U5
Program...which may differ
from the standard player
DOB age test.
View Programs
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Add Programs
Some programs
may have different
fees, for example –
EXTRA.
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DEFINITION: PROGRAM YEAR
Program is a defined competition (set of games) within the
Membership Year. All AYSO Regions conduct a Standard Primary
Program.
• A Standard Primary Program is that first set of scheduled
games in each Membership Year in a Region for which open
registration is held, balanced teams are formed and all
registrants play. Some Regions have additional Primary
Programs like EXTRA and other NBOD-approved pilots.
• Many have Secondary Programs such as Select and
Tournament. Players can be participants in multiple programs
(and therefore appear on multiple teams) in a single
Membership Year.
eAYSO can manage both the Primary and Secondary programs a
region may conduct.
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Region-Setup-General
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Region-Setup: General
•
•
•
•
•
•
•
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Region Information
E-Mail Notification
Default Contact
Team Information Disclosure
Custom Messages to Parents & Volunteers
Parent Job Retention
Coaches Input of Player Ratings
Region – Setup - General
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Region Information
This can be the RC
or anyone.
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eMail Notifications
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Default Region Identifiers
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Team Information to Parents
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Custom Region Messages
Unchecking can be used
to close a Division for
that gender.
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Custom Region Messages Con’t
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Special Messages for
‘Online Payment’ Regions...
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Retain Previous Year’s Job
Assignment
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Allowing Coaches to Enter
Player Ratings (or not)
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Setting Preferences
for your Region
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Preferences
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Be Specific on Communities
...it affects AYSO.org too
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Area Code
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Schools Listing
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Location codes for Unique
Region Coding Needs
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Some Recent Admin Tools
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New Enhancement allows
Look Up of Course Attendees
Instructors can search past, current, and
future rosters for a volunteer’s name. (Huge
time saver when researching when a volunteer
took a course)
Volunteers can look up what future classes
they have signed up for in eAYSO (also
allows them to cancel with email to instructor)
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Volunteer can see what classes
they signed up for...
New Volunteer Class
Search Feature
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Easy Self-Look Up by Volunteer
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Volunteer Cert Report
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Available in PDF or
Excel
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-
Run Reports-Access Rights
by Role or by Function
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Sample Report: PDF
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Setting the MY Preference
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Change to New Membership
Year
Switch your MY (Membership
Year) so your views and reports
will start with the MY you are
currently working on.
Don’t forget to ‘Update’
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eAYSO Help
Online Help
Function
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eAYSO Help
Use the tools on HELP:
- Excellent Tips
- User Guides
64- Webinars
Contact information
Questions or comments about eAYSO:
[email protected] or
call (866) 588-2976
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Thank you
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