Transcript Slide 1

Registrar
Workshop
2013
1
Course Credit
Has everyone signed the roster?
Please use
your legal
name, home
address and
phone and
birth date
2013
Who is here today?
Regional Commissioners (RCs)?
Experienced Registrars (RGRGs)?
Brand new Registrars?
Other Board Members?
2013
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.
2013
4
AYSO Mission
“To develop and deliver quality
Can you name
youth soccer programs,
which
them?
promote a fun, family environment
based on our philosophies:”
2013
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!
2013
6
AYSO Volunteers
are Required To:
•
•
•
•
2013
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® certification and
be properly trained to do their jobs.
7
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.
2013
8
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.
2013
9
Resources
What does AYSO provide so that a
Registrar knows what to do and
when to do it?
2013
Your Job Description!
ayso.org
Where can you find it?
AYSO
Reference Book
Registrar’s
Manual
2013
11
Did You Receive Your
Manual?
The Registrar’s
Manual contains
everything you
need to know!
2013
12
The Registrar’s Manual contains
everything you need to know to
do your job.
2013
*Need a manual? Contact the Supply
Center at 1-888-297-6786
Certification
• What is the certification component for
Registrars?
• AYSO’s Safe Haven®
• How many of you have taken AYSO’s Safe Haven®?
Did you know you can take AYSO’s Safe Haven®
online at www.aysotraining.org?
2013
14
Training
• What is the training component for Registrars?
• Registrar workshop or webinar
• Other training?
• Registration Day – A Survival Guide
• eAYSO for Registrars
2013
15
The Registrar’s
best friend is…
2013
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?
2013
Advantages of eAYSO
• Parents input player and volunteer
information themselves.
• Automatically calculates National Player
Fee invoices.
• Features team balancing/formation.
• Team/Coach look-up for parents.
2013
Check out the tools and
reports that make your job
easier by going to
Region>Player>Registration
OR Region > Setup
Help!
Be sure to use
the online HELP
functions
2013
19
12345678
Volunteer, Sam
3/18/1999
3105551212
My Town
Registered
Applicant
Dropped
2013
20
New and experienced Registrars –
let’s see how much you already
know…
2013
What is the current
membership year for AYSO?
2013
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 –
MY2012.
2013
If a Region has multiple
only once
membership
playingNo,
seasons
(Fall,a Spring)
and ayear!
Regions
may
“sign
up”
players
and
registration
for
each
one,
does
a player
collect fees for each season but once a
need
to complete a new registration form
player is registered in eAYSO in a MY, they
withare
AYSO
for each
season?
registered
with
AYSO for the whole
MY.
Thethe
National
Player
only paidPlayer
once.
Does
Region
pay Fee
the isNational
Fee for each season?
2013
What are the two
phases of the
registration process?
1. Completion and submission of an
application (volunteer or player) and
fees.
2. Acceptance of the application by the:
•
•
2013
Registrar(player) and placement on a
team. OR
CVPA(volunteer) and assignment of a
volunteer position.
25
•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.
2013
Important
Under NO circumstances should nonregistered Did
players
volunteers be
youor
know…
allowed to participate in the program
All players and volunteers must be
(either
practice
or
play)
because
they
are
properly registered in eAYSO in order
not covered
by the to
Soccer
Accident
for SAI claims
be processed.
Insurance (SAI) plan. Doing so would
AYSO and the Region may become
create
exposure
liablean
forunacceptable
any claims made
by ato
nonliability
lawsuits.player or volunteer.
registered
2013
27
eSignatures
Volunteer forms-free! Player Forms-25¢
• 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.
• All Regions should use eSignature!
2013
28
2013
AYSO National Rules &
Regulations identify standard
playing divisions.
• U5
• U12
• U6
• U14
• U8
• U16
• U10
• U19
29
Registrars need to know
how ages are determined in
AYSO.
2013
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.
2013
Age on July 31st
Birthday on or After
August 1st
9 years old – U10
10 year old – U12
10 years old – U10
31
What is the minimum age to
play AYSO?
2013
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.
2013
33
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
Balanced
Teams. for
ID required
volunteers as well.
2013
34
What is Contained in a
Registration Kit?
2013
The Kit contains:
•
•
•
•
•
•
•
2013
Pre-printed registration forms
Blank player registration forms
Blank volunteer application forms
Recruitment brochures
Sign up posters
A Parent’s Guide to AYSO booklet
Soccer Accident Insurance brochures
36
Once each year, the AYSO National Office
will provide each Region with a complete set
of pre-printed forms with the previous year’s
player and volunteer data (if in eAYSO).
Only the Regional Commissioner or the
Registrar of record in eAYSO can order
registration kits/forms
2013
How much does the
Registration Kit cost?
2013
See www.ayso.org
2013
Registration Fees
Did you know…
• The National Player Registration Fee is
approved by vote of the Executive
Membership at NAGM.
• National
pay for
Howfees
much
isthe
thecost of the
nationwide
program
including:
insurance,
National
Player
Fee?
training (Referee, Coach and
Management) and membership in USSF.
• Regions must submit this fee to National
Office for each registered player prior to
the start of the season.
2013
40
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.
2013
41
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.
2013
42
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.
2013
43
Some helpful hints…
2013
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.
2013
Registration Preparations
• Use pre-printed forms to minimize errors.
• 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.
2013
46
eAYSO Setup Membership Year
2013
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.
2013
48
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.
2013
Registration Contact Info
Available on
www.ayso.org
under
Registrar >
Resources
2013
After - Registration
• All player forms must be updated in eAYSO
to be registered; volunteers by the CVPA.
• Original copy of Player Registration Form
given to coach (emergency medical release)
• Copy #2 sent to the National Office unless
registered using eAYSO.
• Copy #3 kept by Registrar until otherwise
notified by the National Office unless using
eSignature….Why?
2013
51
After - Registration
Why must player registration forms
be
archived?
eSignature
means
keeping the forms only for
A minor child
from
three to six years
thehas
current
Membership
Year. majority
Forms are stored
after reaching
age to file a
electronically after the MY
claim for injuriesis completed.
incurred as a minor,
depending on the state.
Forms must be kept until the player turns
24 years old!
2013
52
eSignatures
Electronic Signatures
•Electronic Signatures for Volunteers and Players
- entered in eAYSO by the volunteer or parent
•Legally equal to hand-written signature
•Allows electronic storage of all forms
•Quicker background checks
•No sending Volunteer Forms to the National Office
2013
53
Checklist
Use the
Registrar’s
checklist
in the
Registrar’s
manual.
2013
A Registrar’s
Manual is
linked, or on
request,
mailed upon
notification of
a new
appointment.
54
Region Toolkit
Available online at:
www.ayso.org
Includes flyers;
banners; TV spots;
post cards and more
2013
55
Conclusion
•
•
•
•
•
•
2013
Get trained and certified
Plan ahead
Ask for help
Involve the entire Regional board
Be prepared
Follow up with after-registration details
56
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]