Transcript Registrar’s Workshop - South Carolina Youth Soccer

Registrar’s Workshop
2015-2016 SEASONAL YEAR
Registrar Workshop
 SCYS Staff Contacts
 Coaching Education
 Demosphere
 Website
 Forms
 New Rules
 Fees
 Rules
SCYS Contacts
Rachel Bolick, Executive Director – [email protected]
Greg Vallee, Technical Director – [email protected]
Nancy Shultz, State Registrar - [email protected]
Dennis R Cook, Leagues & Cups– [email protected]
Brandon Nichols, Leagues & Cups– [email protected]
Bonnie Epperson, Office – [email protected]
Coaching Education
 SCYS Recreation Soccer Coaching Requirements
 U5 – U8 – US Soccer National “F” License
 U6 – u12 – US Youth Soccer Youth Module
 U13 – U19 – US Soccer National “E” License Required
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US Soccer National “D” License suggested
 SCYS Jr. Academy Coaching Requirements
 U8 – U12 – US Soccer National “E” License
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“F” License is pre-requisite for take the “E” license– no exceptions
 SCYS Classic & Challenge Coaching Requirements
 U13 – u19 – US Soccer National “D” License
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“E” License is pre-requisite to take the “D” license – no exceptions
Two levels of D License
 D Certification
 D License
 Both allow coach to participate in state wide leagues
Coaching Education
 Waivers/Equivalencies
 NSCAA – National Soccer Coaches Association of America
Currently SCYS recognizes the NSCAA Diplomas as equivalent to
US Soccer Coaching Education License
 Any coach currently registered with SCYS with an NSCAA Diploma
will not be affected and can continue to coach within our state
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Any new coach that is not currently registered with SCYS and
holds an NSCAA Level 1- 6 or NSCAA National Diploma is
required to take the F, E and or D or to be eligible to coach
within SCYS.
Any new coach coming into SCYS with a NSCAA Advanced
National, Premier Diploma, Master Coach Diploma or UEFA
C, B , A or UEFA Pro will be cleared to coach within SCYS
Coaching Education
 All new registered coaches with SCYS will need to
progress through the US Soccer Coaching Education
pathway from bottom to top (Starting with the F license)
regardless of playing and or coaching experience
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Effective May 2015
F license will be the prerequisite to take the E course
 E course is the prerequisite to take the D course
 D license is required to progress to take the C course
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 Summer Course Schedule Posted on SCYS Website
 Questions – contact SCYS Technical Director
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[email protected]
Demosphere
 Club Online Registration(OLR) – current OLR for
clubs
 Clubs to be on the new OLR– Roster Pro by April 2016.
 Roster Pro (state program – not online for parent
registration)
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www.scyouthsoccer.net/rosterpro
Log in & password
Make sure you are listed as a user if your club has changed
registrar. It is important to make sure you keep your approved
users up to date (usually the president and registrar).
 [email protected]
General Information on Website
 www.scysa.org
 SCYS Board of Directors
 Forms
 You are responsible for completing all forms as stated in the
SCYS Rules (Ex. Permission to Travel, SCYSA Medical Release
forms, etc.)
 Calendar: http://www.scysa.org/events/summary/
 You’re responsible for all registration dates
 You’re responsible to make sure teams are aware of cup/league
dates & deadlines.
Registrar’s Certification Form
 Download form
 http://www.scysa.org/scysa_admin/registrars_corner/
 Click on Registrar’s Certification Clinic Registration Form.
 Send completed form to [email protected] or fax to 843-9283677
 Complete form before you leave the workshop
Affiliation Form
 Due June 1, 2015
 Make sure the form is complete:
Organization name & address
 501 Status
 Registrar’s signature on cover
 Signature of club president on page 2
 Make sure all board members are entered into Demosphere and
attach a print out of the board members to the affiliation form
 Download form at: http://www.scysa.org/scysa_admin/forms/
then click on Affiliated Organization Registration Form
 Scan, fax or mail to the SCYS State Office.
 [email protected]
 Fax: 803-749-4352
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Club Bylaws
 Due June 1, 2015
 If you have changed your bylaws a new copy must be
submitted with your affiliation form.
 If you have a name change, this must be reflected
in your bylaws and with an approved form (1099)
saying you are “doing business as” (DBA) with your
new name.
 Name changes are done annually as once cards are
printed for fall no name change will be recognized
until fall of the next seasonal year.
Volunteer Disclosure Forms
 Disclosure forms should be completed on-line through
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Demosphere
All volunteers/coaches/board members must complete the
form
Create a team for your non coach/manager volunteers and make
them all team administrators. You do not need to add these
volunteers to specific teams, only coaches, assistants and
managers need to be on their appropriate teams.
Hard copy forms are available on-line at
http://www.scysa.org/scysa_admin/forms/ then under Risk
Management, Employment/Volunteer Disclosure Statement
If a coach is having issues with his/her check, they should first
contact you. If you cannot assist with the online background
check, then collect a completed hard copy form and submit.
Volunteer Disclosure Form (cont)
 To send Risk Management E-mail to volunteers
 Go to team staff administration (not from their registration page)
 Team staff pool
 Select letter of the last name of volunteer and press enter
 Click on Risk Management E-mail
 A check box will open – click the boxes of all volunteers that need a background
check completed
 Go to bottom of page and click “Send RM Email”
 The volunteer will receive an e-mail and needs to respond to this and complete
the Risk Management form before he/she will be issued a pass or placed on a
roster. It is your responsibility to make sure no volunteer/coach is working
with the players until his/her background check has been completed. Weekly
e-mails will now go out to those volunteers who have been sent for
background check but have not yet responded. If they have not
responded after 90 days they will be removed from the report and
you will have to send them a new RM e-mail. They should not be
working with you club if they do not have a complete background
check.
 Hovering over the volunteers name will show their background check status.
Volunteer Disclosure Form (cont)
Concussion Protocol
 Before coaches receive their coaching pass they will be
required to complete the concussion protocol form. All
coaches, assistant coaches, club coaches, managers, and
DOC’s must complete.
 This will be done in conjunction with their background
check.
 Please make sure that in addition to verifying their back
ground check they also click on the this Concussion
Procedure, read and check the box beside “By checking
this box I agree to the SC Concussion Procedure Protocol
for US Youth Soccer Events
 You may also wish to have your parents & managers read
and sign this form.
2015-2016 Fees
 Fee Sheet
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http://www.scysa.org/assets/962/15/FeeSheet1_13_
Rev_2.pdf
U8 and younger recreation - $4
U9 and older recreation - $10
U8-U12 academy - $20
Classic (challenge/premier) - $30
Roster Rec-C $25; Rec-Acad $15; Acad-C $15
$2/player for clubs not using Demosphere OLR
$10 per coach/assistant coach/manager
Fees (cont)
 President, Registrar & Treasurer will receive an
invoice the beginning of each month.
 First bill will be received in August for your club
affiliation ($30), Registrar Workshop ($50), and
President Workshop ($100).
 Fees must be remitted within 15 days of receipt or
late fee will be applied
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15-30 days: $15 penalty or 5% of total, whichever is the greater
Over 30 days: $100 penalty and club placed in bad standing
Fees - Changes
 Coastal League Team Fee Increase
 u8 – u10: $150
 u11 – u12: $175
 u13 – u14: $200
 Field Fees
 u8 – u10: $10
 u11 – u12: $15
 u13 – u14: $25
Fees – Changes
 Sandlapper Referee Fees
 u8 – u10: $24 ($12/team)
 u11 – u12: $50 ($25/team)
$11 – Center Ref (per team)
 $7 – AR (per team)
 $7 – AR (per team)
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SCYS Bylaws
 SCYS is in the process of changing our bylaws. E-
blast was sent to clubs. Bylaw changes will be voted
on at the AGM in August.
 Highlight of changes:
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Abolish District Councils
Change Voting Rights to reflect Club growth
Add Executive Director
Eliminate Board Positions of Registrar, Recreation Director,
Member at Large, and ODP Administrator. The duties of these
positions are now being fulfilled by SCYS Staff.
Establish District Representatives in place of Commissioners.
Requires representative actually live in the District.
Rules
 Administrative Manual
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Manual will be online and can be downloaded at
http://www.scysa.org/scysa_admin/admin_manual/
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Make sure you read registration rules and cup/league rules.
New Rules & Reminder
International Clearance
• Proof of Entry Prior to 10 Years of Age Submission Form
• Players that came to the United States before the age of 10.
• Replaces the U12 form as of March 1, 2015.
• First Registration Form
• Players 12-17 years old that are US citizens and have not played for
any other soccer federation outside the United States.
• International Clearance Request Form
• Players 18 and older or players not eligible for any other type
of Interstate Permission Form.
• Forms are located on the website under Administrative; Forms;
Registrar’s Forms.
New Rules & Reminders (cont)
 Challenge Cup First Round Rule Change:
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If both teams are available to play on the 1st weekend of
First Round the game will be played at higher seeded
team’s home field
If higher seeded team is not available on the first weekend
then they waive their home field advantage
If the lower seeded team is not available on the first
weekend then they must make themselves available the
second weekend to play at higher seed home field
If higher seeded team is not available second weekend then
they waive their home field advantage
If teams cannot come to an agreement then the League
Administrator can assign games at a neutral site
New Rules & Reminders (cont)
 Registrars will now be able to print club passes.
 You will still need to enter player info, allow time for SCYS to
verify, then once verified cards can be printed.
 If you do not wish to print, request the state print for
you.
 When printing your cards be sure all information fits
onto the US Youth Soccer card stock properly.
 Player passes will now be one sided passes with
photo, state signature and stamp affixed.
 Printing cards as a team, instead of individually, is
advised.
New Rules & Reminders (cont)
 Registrar’s are required to upload player photos and birth certificates
for:
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Junior Academy
Classic/Challenge/Premier League Teams
Recreation Teams attending Tournaments
 Pictures must be:
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jpeg files smaller than 1MB
Head shot only (like a passport photo)
 Birth certificates must be:
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pdf or jpeg files smaller than 1MB
All info, with the exception of the players legal name, date of birth and state/country of
birth can be redacted.
New Rules & Reminders (cont)
Card-Pictures
New Rules & Reminders (cont)
 Reminder: Recreation and Jr. Academy
 Pool Play – No player can play more than 2 games on any one
day (i.e. a player can play 2 games with Team A or he/she can
play 1 game with Team A and 1 game with Team B in their pool
or 2 games with Team B). Two games maximum per day.
 Reminder:
 Transfer paperwork is not required for reassignment within
your club, only for movement from one club to another club.
New Rules & Reminders (cont)
 Reminder: Jersey Number Requirement
 U13-U17 Classic 1
 U13-U18 Challenge
 Premier Teams
 Must be input into the online computer system before the
roster is printed.
 Make sure that the jersey numbers are correct each year.
Registration
 New season available April 1
 All players & coaches in your club must be registered with SCYS or USSF
affiliated organization
 Players registered with a USSF affiliated organization must have their roster
submitted to SCYS
 Maintain/updated database with changes to:
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Addresses, e-mail, and phone as needed.
Players/coaches/board members must have an e-mail address
 Merging duplicate players/coaches will be done by the state
 Make sure activated players have been assigned to a team
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if they were refunded money or dropped from your club, please let the state know so they can
be removed from our database.
Registration (cont)
 Players must be assigned to a team before putting on a tournament roster
 They must to be on a team to have a pass printed
 If there is no primary team information showing on the tournament roster
 Once a team has been created and a team kind chosen, you can
not change the team kind, only the state can do this.
 If coaches are in yellow check:
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Background check
Licensing
Concussion Protocol
 If players are in yellow correct:
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Needs international paperwork - ?? show
Needs proof of birth verified – “N” not “Y” show
Too old for team
Registration (cont)
 Main Support Library in Demosphere:
 http://www.scyouthsoccer.net/scripts/runisa.dll?M2.66280:g
p:576606.4270:72182+Support/
Player Administration
 To check the status of your players:
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Go to Player Administration
Click on Non-Rostered Players.
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This will show you a list of players that are not assigned to teams.
 Some may be players that transferred to another club,
 Any without a number listed need to either be de-activated (must be done by
state) or assigned.
Housekeeping
 You are responsible for inputting each player’s address, phone and e-mail
into the system.
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Players w/o addresses will not be printed until address is complete.
 Check your coaches’ coaching licenses.
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If they are not licensed and have used their seasonal year grace, don’t assign them to a team.
 You can use the game day roster in place of the tournament roster – you do
not need to complete both for each team.
 Remember all your club volunteers need background checks, put them in as
team administration
 Forms being submitted must have all information completed
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Many of you are skipping the player’s signature on transfers, the club info or team info on
forms.
SCYS 2015-2016 Age Matrix
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Go to http://www.scysa.org/assets/962/15/matrix15.pdf
Use this to determine in what age group a player is eligible
to play
District Numbers
 Piedmont 01
 Clubs start at 100 and can go through 199
 Team numbers start at 1000
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See your club’s numbers at
http://www.scysa.org/scysa_admin/registrars_corner/
 Midstate 02
 Clubs start at 200 and can go through 299
 Team numbers start at 2000
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See your club’s numbers at
http://www.scysa.org/scysa_admin/registrars_corner/
 Coastal 03
 Clubs start at 300 and can go through 399
 Team numbers start at 3000
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See your club’s numbers at
http://www.scysa.org/scysa_admin/registrars_corner
SCYS Levels of Play
 Recreation (all recreation teams inhouse or league)
 Junior Academy (teams that used evaluations for
placement)
 Classic (teams that used tryouts for placement)
 Tournament (non rostered teams attending invitational
tournaments)
 Game Day (you will not create a team in this division – a
team will show here if you create a game day roster from
the teams’ primary roster)
Team Kind
 Recreation
 Must be recreation league
 Academy
 Must be academy league
 Classic 2
 Playing SCYS Open League (formerly second tier of PMSL)
 Classic 1
 Playing upper tier of PMSL
 Challenge
 Playing in SCSCL
 Premier
 Playing in Premier League
 Tournament
 Must be tournament league
Create Teams
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Go to Roster Administration
Create New Team
Select Correct League in Drop Down Menu
Enter Team # (list can be found on website – make sure you do not
duplicate number and that you are using your club’s numbers as they
may change each year).
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Suggestion: Divide numbers so that the first few are for classic, then next few for
academy and the final few for recreation as it applies to your club.
 Enter Team Name – club initials, year, name (i.e. ICFC 96B Red,
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Cainhoy 02 Girls)
Gender
Team Kind - Once entered cannot be changed.
Age Group – if a pool team make sure you use the oldest players age
group
Save
Assigning Player/Staff
 Once team has been created
 Open team
 Click add player from club pool
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This will only open up the pool based on the age group and gender – if you need to assign
girls to a boys team you must filter by gender, also if it covers more than one age group
you must also filter by that number of years.
 Click add team staff from pool
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You may also have to filter this based on their risk management status. It may be best to
wait to add coach until his/her risk management is up to date.
 Once you have added all staff: coaches, assistant coaches, managers,
team administrator save the team. Also remember if you are adding club
coaches or DOC’s to a team they should be added as either the head
coach or assistant coach. Only one head coach per rostered team (pools
can have more than one head coach) all others are assistant coaches.
 If you have a DOC or club coach – remember you create a new team
4000 named DOC/Club Coach, gender boys, age group 19 and assign
just the DOC(s) and Club Coach(es) to this team – no players.
Tournament/Guest Rosters
Follow same directions as create new team, make sure the team is a tournament league and the
team kind be tournament.
 Use same team number as primary team you’re creating the tournament team for, i.e. if you have
a U9-U12 Girls Pool with team number 2000 the tournament team would be 2000T (for
Tournament or U10 or 2000N(for U9) 2000E(for U11) and 2000W (for U12)
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you can use the coaches initials or B for black, R for red your choice).
Once you create the team, assign the players and staff just like you did before. Only one head
coach per tournament team all other are assistants.
 Tournament teams allow you to delete players (red X at end of line) and add players as needed for
each tournament. Players can be added from any age/gender eligible non-rostered team. You do
not have to create a new team each time just change players as needed.
 Print roster and that is where you will put in the tournament name, date and location. Once you
have printed make sure the coach or DOC signs. Once signed, send to the Administrative
Assistant and she will sign and send back to you or if the tournament is out of state will
send to the state office for return to you once the teams travel paperwork is
completed. Please try to use black ink as other colors do not scan or fax well. Please be careful of
the quality of the scan (pictures of the document often come too dark to read).
 Guest rosters must be completed (all signature lines are required to be signed) if a player is going
with your team from another club. If a player is from your club is guesting, you can do a
game day roster w/ the player included and send to the Administrative Assistant.
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Travel Documents
 Region III Interregional Travel Notice (Notification to Travel)
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For tournaments inside Region III (AL, AR, FL, GA, LA, MS, NC, NTX, OK, SC, STX, TN).
Not needed for Instate Tournaments, Premier League or National League Play.
Travel Documents (cont)
 Application to Travel (Permission to Travel)
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For tournaments outside Region III (i.e. Virginia, Kentucky, Ohio, Maryland).
The Jefferson Cup is an example.
Travel Documents (cont)
 Travel documents must be submitted to SCYS
the Sunday prior to tournament.
 If the form is submitted later an additional $10
fee will be charged and must be paid before the
form will be signed.
 If the form is received after 5pm on the
Thursday prior to the tournament there is no
guarantee the form will be processed.
 Tournament rosters/guest rosters will not be
returned until the required travel documents
are completed.
Club Pass
 Mark player as club pass player in his/her registration screen.
 Players cannot play down in level.
 Players may now play laterally (i.e. U13 PMSL may play on another U13
PMSL team).
 Players can play for only one team on any given day – but can play for
as many games as that team has on that day.
 Players cannot play up an age but down a level. (i.e. U14 PMSL cannot
play U15 Open League)
 Players can play up an age group as long as it is the same or higher
division of play.
 Maximum of 3 club pass players in any one league game
Club Pass (cont)
 Club Passes will be allowed per the rules governing State
Cup, Regionals and Nationals
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Club Transfers must be completed prior to Roster Freeze Date.
Players must be registered with your club by the freeze date in
order to club pass.
Roster Freeze Dates can be located on the SCYS Calendar (48
Hours Prior to State Cup)
 Game Day Roster
 An official SCYS Game Day roster that lists a maximum of 18 and
a minimum of 7 eligible players for a particular competition that
is prepared and signed by the club registrar of that team.
 Game day rosters are required in conjunction with club
pass players’ primary team pass.
Cups & Games 2015-2016
 Fall Festival
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November 14-15
Hosted in Columbia
 Kohl’s American / Palmetto Academy Cup
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April 30-May 1
Hosted by Sumter Soccer Club
 President’s Medal Cup
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Fall (U15-U19): December 5-6
Spring (U13-U14): April 23-24
Hosted by USA- Mount Pleasant
 Open & Rec Cup
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Fall (U15-U19): December 5-6
Spring (U13-U14): April 23-24
Hosted by South Carolina United FC
 Bob Brantley Challenge Cup
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Fall (U15-18): December 12-13
Spring (U13-U14): May 7-8
Hosted at CESA
Thanks!
 Thank you all for your hard work, willingness to
adapt to changes, and keeping your clubs
informed.