Transcript Registration Survival Guide

Registration Day
The Survival Guide
Workshop #211
How to Survive Registration
Registration
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Who should attend this workshop?
Who works registration days?
The entire Regional board!
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Why is it important to involve the
entire Regional board in the
registration process?
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Regional Board Member
Registration Roles
RC – act as the host of the “event”.
Regional Coach Administrator – recruit coaches
Regional Referee Administrator – recruit referees
CVPA – Verify/Screen volunteer applications
Treasurer – collect and reconcile registration fees
Safety Director – recruit field volunteers
Other members – welcome families, recruit
volunteers, trouble shoot
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Course Objectives
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How to Be Prepared
The 10 Essentials
Tips to Be Your Best
Helping Others
Be Prepared
What things should be done
before registration?
Hint: Pre-registration info from the Registrar workshop
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Six Months Before
Work with Regional Board to…
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Obtain Approvals and Agreements
• Determine Region budget, calendar, player
registration fees and registration dates.
• Consider “Early Bird” and other “discounts”
on registration fees rather than a “late”
registration penalty. Do a “last chance” option.
• Identify and approve any scholarships.
• Approve refund and late registration policies.
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Secure Registration Site(s)
(Reservations, permits, usage fees, approvals)
• What
are
someorgood
Changing
locations
days of locations
the week givesfor
families flexibility and more opportunities to
registration?
register.
• Should all registrations be held at
School cafeterias, gyms, churches, community
the
samecenters,
location?
recreation
community meeting
malls,advantage
and some outdoor
• Isrooms,
thereinside
some
in holding
locations.
one day of registration at an
alternate location?
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Some questions to consider…
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Indoors or outdoors?
Well known building or site?
Computer access to eAYSO?
Large enough room/space?
Easy access? Ample parking?
Availability/costs?
Tables, chairs, electricity?
Kids’ activities?
Safe (children) and secure (money)?
Available amenities (restrooms/shade)?
Location, Location!
Today AYSO
Registration!
Location is everything.
Does your location have everything?
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Does your location have everything?
Tables,
chairs,
seating
areas
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Two to Three Months Before …
Coordinate
Board Member responsibilities on
Volunteer
Recruitment
Coaches
and
and before registration
day: Advertising
Contact
Publicity
Information
Referees
Fees and Payments
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Welcome
Greetings and
Region
Information
Kid Activities and
Kid Corner
Refreshments
Review Questions
Which Regional board members should All
work
board
members
at registration?
Treasurer
Who should collect money?
and reps
How many people should
At least two
collect money?
The CVPA
Who is responsible for the
and reps
Volunteer Application Forms?
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At Least Six Weeks Before
– Order registration kits
– Put e-signature information on the website
– Advertise registration:
• On-line registration
• Web site
• eBlast
• School flyers
• Banners
– Update eAYSO registration information
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Registration Day
10 Essentials
What will you need to be your best?
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Welcome to
AYSO
Registration
What stations will you need to set up?
Where should they be situated?
Who should work each station?
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Playing
AYSO Video
Coach, Referee,
Volunteer Recruiting
Computers,
Sorters,
Organizers
A sample layout…
Recruitment
See
Registrar
Manual for
details…
Tables with
Pens, A
Parent’s Guide
to AYSO and
other
information
Sample Uniforms
For Sizing
Playing
AYSO Video
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Some Regions hold
registration outdoors at
their fields.
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Refund Policy Reminder
Ensure that Regional Board has defined and
approved late registration and refund policies.
Prominently display policies at registration.
Be sure polices 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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Examine these
sample registration
fliers and forms
asking parents to
volunteer.
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Attitude is everything when
recruiting volunteers.
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Survival Tips
Do children come to registration along
with their parents?
What is the benefit
of keeping them
occupied for a few
minutes?
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It gives you
time to recruit
their parents to
volunteer!
Survival Tips
What are some ideas on how
to amuse the kids while their
parents go through the
registration process?
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Kids Corner Ideas
Have children’s video set up.You could even use a
soccer related “Disney” film.
Set up some child friendly snacks, such as juice
boxes, fresh fruit or cookies. Always ask for
parents’ permission before giving out
refreshments. Stay away from nuts in cookies or
snacks.
Set up a coloring station with crayons or magic
markers for children to draw a soccer picture and
a wall where they can be displayed.
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Kids Corner Ideas
If you have access to a gym, set up some
soccer stations where children can try their
luck and win some simple prizes doing
soccer drills or quick games.
Make it easy, so that you are giving out lots of
prizes. Again, you will need permission
from the parents and adequate supervision.
Older players are perfect for this.
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Survival Tips
Don’t give up yet!
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“Special Requests”
A possible solution is to put up small posters on the
walls or on the tables saying: “Thank you for not
making any special requests.”
Suggestion: Parents can write whatever they want on
the top of the Player Registration Form, but unless
the request is initialed by the RC or the Registrar
(no one else) the request is not honored. Initializing
means that there was a discussion and it was a valid
and needed request.
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“Special Requests”
Don’t make any exceptions. There is power in
saying: “We never do what you have asked.
Sorry”.
Board Members should not expect an exception
or special request for either themselves or
their friends.
Discuss it openly at a Board meeting and get the
support of the RC ahead of time.
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Survival Tips
Appoint a “trouble shooter” whose job it is to
deal with the parents who are demanding or
abusive.
If you feel the situation is getting disruptive,
try to slowly walk out of ear shot of other
parents.
Everyone will be watching and listening how
this situation is handled.
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“Food for Thought…”
Every Region should make sure that their
registration process is as “OPEN” as possible so
that children are given every opportunity to play
AYSO and no child has to be turned away.
Encourage Coach Administrators, Division
Coordinators and Coaches to communicate with
the Registrar and RC about dropped players so
players on a “waiting list” can be placed.
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“Food for Thought…”
Waiting lists – avoid them. Give every
child an opportunity to play AYSO.
Ask wait list parents to volunteer.
Advertise in new and different ways so
that the word gets out and parents
register on time.
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Survival Tips
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Survival Tips
Write out the policy and discuss it at a Board
meeting (try to keep the children in mind).
Ask each Board Member if they will agree to it
(peer pressure).
Remind them of the policy if a situation occurs
where you are asked to break the rules of the
policy.
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Reconciliation Tips
• Registrar and Treasurer must use a process that will
reconcile the number of forms taken in and the amount of
monies collected.
• Note amount of cash at the start of the day.
• At least two people should be assigned to count/verify all
monies and forms accepted.
• All cash taken in should match receipts and when added
to credit card receipts and checks, the grand total should
match the number of forms and notations on each form
for fees charged and amounts paid.
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Reconciliation Tips
Use the
Registration
Reconciliation Form
for each
registration Event
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Way You
Each Another
year, the National
OfficeCan
receives
of calls
from
Reallythousands
Help Your
Families…
concerned and upset parents who
Make sure they leave with Region contact
can not reach their local AYSO
information:
an
eye
catching
flier,
refrigerator
Region with questions about their
magnet
or
button.
child’s registration and
coach/team/practice notifications.
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Contact Information
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Great AYSO Soccer Starts with
Great Communication
Each player and parent should know
how to reach their Region leadership from
a tool provided for them to reference at home
Business
Card
Magnet
Bookmar
k
Brochure
Flyer
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They would rather be
communicating with you!
-
Reachable phone
and email publicized
800-555-AYSO
[email protected]
Make sure
there is
room for
messages
REPLY
ASAP
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Remember it’s all for the kids!
Workshop #211
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