Transcript Registrar’s Workshop - South Carolina Youth Soccer

2013/2014 Seasonal Year
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Download form
◦ Go to
http://www.scysa.org/UserFiles/file/Forms/REGIST
RAR'S%20FORM12_13.pdf
◦ Send completed form to [email protected] or fax
to 843-928-3677
◦ Complete form before you leave the workshop if
you haven’t already done so.
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Affiliation Form due June 1, 2013
◦ If you have not already submitted make sure the
form is complete:
Organization address
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
 Scan, fax or mail to the SC Youth Soccer state office.
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District Board
State Board
Forms
◦ You are responsible for adherence to rules as to the
execution of forms. (Ex. Permission to Travel,
SCYSA Medical Release forms, etc.)
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Calendar
◦ You’re responsible for all registration dates
◦ You’re responsible to make sure teams are aware of
cup/league dates & deadlines.
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Disclosure forms should be completed online through Demosphere
All volunteers/coaches/board members must
complete the form
Hard copy forms are available on-line at
http://www.scysa.org/scys_administrative/fo
rms.aspx then under Risk Management,
Employment/Volunteer Disclosure Statement
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To send Risk Management E-mail to volunteers
Go to team staff administration
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.
◦ Hovering over the volunteers name will show their
background check status.
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SC Youth Soccer Team Age Brackets for
2013-2014
◦ Go to
http://www.scysa.org/scys_administrative/forms.as
px under Registrar’s Forms to download
◦ Use this to determine in what age group a player is
eligible to play
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U8 and younger recreation - $4
U9 and older recreation - $10
U8-U12 academy - $20
Classic (challenge/premier) - $30
Club Coach Pass - $25; DOC - $50
Roster Rec-C $25; Rec-Acad $15; Acad-C $15
$2/player for clubs not using Demosphere OLR
$10 per coach/assistant coach/manager
See fee sheet at
http://www.scysa.org/scys_administrative/forms
.aspx for additional fees
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President, Registrar & Treasurer will receive a SC
Youth Soccer invoice the beginning of each
month (or as necessary).
First bill will be received in August and will be for
your club affiliation ($30), Registrar Workshop
($50), and President Workshop ($100).
Fees must be remitted within 15 days of receipt
or a late fee will be included
◦ 15-30 days: $15 penalty or 5% of total, whichever is the
greater
◦ Over 30 days: $100 penalty and club placed in bad
standing
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Administrative Manual
◦ Manual has been revised with the ability to link to
related items. It is also now in by general
information, definitions, then by level of play.
◦ Manual will be online and downloadable at
http://www.scysa.org/scys_administrative/admin.m
anual.aspx
◦ Make sure your read the registration rules as well as
the cup/league rules.
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Players who have made a financial commitment to a
club will be considered as registered to that club for
the seasonal year as of July 1 of the upcoming year.
(This does not include tryout fees.)
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 or 2 games with Team B) Two
games maximum per day.
Players may be issued 2 passes at the beginning of
the season upon request by the club registrar.
Transfer paperwork is not required for reassignment
within your club. However you still cannot release a
player w/o paperwork.
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Academy is now called Junior Academy and is for
U8-U12 players participating in a developmental
soccer program which required an evaluation.
PMSL Classic I teams must be comprised of a
minimum fifty percent (50%) South Carolina
residents in order to participate in the PMSL Cup.
Teams attending the Region III President’s Cup
may have guest players as well as club pass
players as long as the minimum of 9 players
common to the roster for the Publix President’s
Medal Cup is maintained.
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Jersey numbers for all U13-U17 Classic 1 and all
U13-U18 Challenge and Premier teams must be input
into the online computer system by the roster freeze
date.
All U13-U19 classic/challenge/premier coaches must
have a minimum of a “D” License. All
classic/challenge/premier assistant coaches must
have an “E” certification. All Academy coaches must
have an “E” certification.
Grace periods for coaches is one seasonal year w/
and additional 1 year for coaches to obtain their “D”
license from the time they take the first portion of the
“D” licensing requirements.
DOC’s can sign paperwork for the club (i.e.
tournament rosters, transfers, etc)
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22 man rosters will be allowed for U13-U19
Challenge/Premier teams. U16-U19 Classic 1 teams
will also be allowed a 22 man roster.
Players may play for only one state cup. Therefore,
they can play in either the challenge (Bob Brantley) or
classic 1(Presidents Medal) cup. A player may play in
the Open Cup, Palmetto Academy or Kohls Cup/Rec
Cup and still play in either the Bob Brantley or
President’s Medal Cup.
A player must actually play in the state cup, not just
be on the frozen roster to be ineligible. It is however,
up to the player, to provide proof that he/she did not
play for the team they were rostered to and to
request participation with another team.
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Mark player as club pass player in his/her
registration screen.
Players cannot play down in level.
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 a team age but down a
level. (i.e. U14 PMSL Div. 1 cannot play U15
PMSL Div. II)
Players can play up a team age group as long
as it is the same or higher division of play.
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Club Passes will be allowed in state cup, regionals
and national play as defined in the rules governing
these events.
Players must be registered with the club they wish to
club pass with at cups, regionals and nationals by the
freeze date listed on the SC Youth Soccer calendar.
Game Day Roster – is an official SCYS team 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.
Maximum of 3 club pass players in any one game.
◦ International Clearance Request Form - for players 18 or
older, exchange students, or players not eligible for any
other type of interstate permission form
◦ First Registration Form - for players 12-17 years old
that are US citizens and have not played for any other
soccer federation outside the United States.
◦ Proof of Entry Prior to 12 Years of Age, Submission Form
– for players that came to the United States before the
age of 12.
◦ Forms are located on the website under Administrative;
Forms; Registrar’s Forms.
◦ Players who play overseas for a foreign team (even if
they are born in the US) must complete international
paperwork.
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Fall Festival(November 16-17) to be hosted by
Lexington County and South Carolina United FC.
Kohls/Palmetto Cup (April 11-13) to be hosted
by Sumter Soccer Club
Fall (Dec 6-8)/Spring (April 25-27) PMSL Cup to
be hosted by CESA.
Fall (Dec 6-8)/Spring (April 25-27) Open Cup to
be hosted by Lexington County and South
Carolina United FC.
Fall (Dec 20-22)/Spring (May 9-11) Bob Brantley
Cup to be hosted by South Carolina United FC –
Mt. Pleasant.
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All players & coaches in your club must be registered
with SC Youth Soccer or USSF affiliated organization.
If players are registered with a USSF affiliated
organization, rosters for these players should be
submitted to the state.
Maintain updated database with changes to
addresses, e-mail, and phone as needed.
Players/coaches/board members should have an email address included in their registration.
Periodically check your player database to make sure
players you activated have been assigned to a team –
if they were refunded money or dropped from your
club, please let the state know so they can be
removed from our database.
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Players must be assigned to a team before you put
them on a tournament roster. They need to be on a
team to have a pass printed. You can tell if they have
not been assigned to a team if there is no primary
team information showing on the tournament roster.
If coaches are in yellow – you need to have them do
something to correct.
◦ Background check
◦ Licensing
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If players are in yellow – you need to do something to
correct.
◦ Needs international paperwork
◦ Needs proof of birth verified
◦ Too old for team
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Must be completed each year for players that
live in another state, but wish to play in South
Carolina.
Players that live in South Carolina and wish to
play in another state must also complete the
form and pay a $10 registration fee.
Once the forms are completed and the
appropriate paperwork that the various states
require, Nancy will complete w/ the other
state association and process accordingly.
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To check the status of your players, go to
Player Administration, Player Pool, Filter by
Active Only, then click on either the letter for
the last name or all.
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Look to the right of the players’ name and
you will see numbers under “rec”, “classic”
and “all”. If there are no numbers then the
player is active but not assigned to a team.
You need to assign them to the appropriate
team or mark inactive and let us know that
they need to be inactive. If you see a “0 + 1”
or some other number then that player is
active in your database but playing for
another club. Again mark inactive and let us
know to do the same.
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Examples:
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Piedmont 01
◦ Clubs start at 100 and can go through 199
◦ Team numbers start at 1000
 See your club’s numbers at
http://www.scysa.org/scys_administrative/forms.aspx
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Midstate 02
◦ Clubs start at 200 and can go through 299
◦ Team numbers start at 2000
 See your club’s numbers at
http://www.scysa.org/scys_administrative/forms.aspx
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Coastal 03
◦ Clubs start at 300 and can go through 399
◦ Team numbers start at 3000
 See your club’s numbers at
http://www.scysa.org/scys_administrative/forms.aspx
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Club on-line registration(OLR)
Roster Pro
◦ 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).
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[email protected]
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The following divisions exist:
◦ Recreation (all recreation teams in house 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)
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Recreation
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Academy
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Classic 2
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Classic 1
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Challenge
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Premier
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Tournament
◦ Must be recreation league
◦ Must be academy league
◦ Playing second tier of PMSL
◦ Playing upper tier of PMSL
◦ Playing in SCSCL
◦ Playing in Premier League
◦ Must be tournament league
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Go to Roster Administration
Create New Team
Select Correct League in Drop Down Menu
Put in 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). 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.
Put in Team Name – club initials, year, name (i.e. ICFC 96B Red,
Cainhoy 02 Girls)
Gender
Team Kind (as previously noted)
Age Group – if a pool team make sure you use the oldest players
age group
Save
Once team has been created
 Open team
 Click add player from club pool
(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
(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. Please also add your
DOC to your Club Administrators.
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Follow same directions as create new team, but make sure you make the team be
a tournament league and the team kind be tournament. Use the same team
number as the primary team you are 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) or 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 signs (if DOC is listed on
roster as Coach or Assistant he/she can sign). Once signed, send to the
Administrative Assistant and she will sign and send back to you. 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 or from a rostered team within
your club.
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Samples:
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Region III Interregional Travel Notice (Notification to Travel) –
for tournaments inside Region III (AL, AR, FL, GA, LA, MS, NC,
NTX, OK, SC, STX, TN). Not needed for instate tournaments.
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Application to Travel (Permission to Travel) – for tournaments
outside Region III (i.e. Virginia, Kentucky, Ohio, Maryland)