Pages 1 of 22 Registrar Identifier MGT EXPO 210 Revision Revision 4 Class Length 1 hour 15 minutes Change Summary December 2010 December 2011 December 2012 December 12, 2013 December 2014 December 2014 Lesson Plan Revised Lesson Plan and PowerPoint Revised Lesson Plan, PPP and Webinar Revised LP and PPP Revised LP and PPP Revised Finalized and Posted
Pages 2 of 22 1. Lesson Plan Goals The main goal of this course is to train first year Registrars, in accordance with the position description, policies, procedures and guidelines of AYSO, how to conduct the critical duties in the Region of annual registration of players and volunteers. 2. Class Length 1 hour 15 minutes (Allow time for questions and discussion during this time) 3. Instructor Requirements Management Instructor Advanced Management Instructor at AYSO EXPO workshops 4. Learning Objectives 1. To understand the Registrar's position description, and the importance of performing the duties and responsibilities described in it. 2. To learn how to implement registration processes properly in the Region. 3. To understand that this course is a job training component and certification can be obtained by completing AYSO s Safe Haven Course. 5. Prerequisites Be a registered AYSO volunteer 6. Materials Course Roster Handouts downloaded from ayso.org instructor page (Not available at AYSO EXPOs) Registrar s Manual Sample (optional) Registrar Job Description (optional) Sample Registration Kit minus posters (optional) Registrar Forms (optional) Player Registration Form (optional) 7. Equipment Lesson Plan PowerPoint Presentation Flip Chart available at AYSO EXPOs Markers LCD Projector Screen (optional)
Pages 3 of 22 8. Special Instructor notes are in italics following each slide. Instructors: There is a PowerPoint Presentation for this workshop which follows this lesson plan. Please be familiar with the content of the lesson plan before leading the course. There is a lot of critical information that is not on the PPP. The lesson plan content is the key to conducting the course, even if the PPP were to be unavailable, such as in the event of an equipment failure. Registrar Workshop Small Group Instruction (outside of an AYSO EXPO) If giving this workshop at an Area or Region level, a much more informal approach can be taken. The intent would be to have a workshop of all the Registrars, Safety Directors, and Treasurers in an Area attend this workshop. Cross training further educates the volunteer and empowers them to complete their specifically assigned job duties. This workshop must be registered on eayso and a roster needs to be filled out by the attendees and then entered into eayso. If you are working with a co-instructor, coordinate each assigned topic with enough advance notice for proper preparation. Arrive early enough to arrange the room that best fits the venue and anticipated number of attendees. (Keep in mind what room arrangement lends itself to this workshop.) The first thing to do is to assess the level of experience in this workshop. Find out if you have more than just Registrars. If you do, tie the roles of the Registrar together with the other volunteers in the room. Then ask how the other volunteers can support the Registrar. No matter what level of experience is present, teach the lesson plan. After the introduction of the instructors, any housekeeping items should be covered. Start with the overview of what information each student will go away with, and how that information empowers them to complete their special job tasks. Suggest that the attendees share contact information for networking, problem solving and mentoring. End the workshop by giving a list of people who can be called with technical questions. This could be the Area Director or National Office Staff.
Pages 4 of 22 AYSO EXPO Workshop under 50 attendees Pass the roster around and ensure all attendees sign it. Always assess the audience to make sure that it is understood that this workshop is for new, first year Registrars, and that you will be covering basic information. However, emphasize that the other volunteer positions in the workshop support the Registrar and vice versa. At AYSO EXPOs both the Registrar and Registration Day The Survival Guide workshops will probably be offered so it is important to stick to the individual lesson plan for each. Make sure to save time at the end of the workshop for solutions to problems. All visual aids (PowerPoint, word strips, etc.) must be set up prior to the workshop. The use of several rosters will facilitate quicker completion and less distraction to the students. Watch your time during the presentation so that you will be able to answer questions. The more attendees in the workshop, the more questions there will be. AYSO EXPO Workshop 50 or more attendees Everything listed above in AYSO EXPO Workshop Under 50 attendees applies plus: Always assess the audience to make sure that it is understood that this workshop is for new, first year Registrars, and that what you will be covering will be basic information. For groups this large, class participation through questions and answers will be harder. Ask if there are any questions as you cover the points on the checklist. Be sure to repeat each question for the audience. Remind attendees that detailed information concerning the items on the checklist can be found in the job specific Manual or in the workshop handout. When a question is asked, ask attendees to find the answer in the Manual or handout. This is a better form of instruction, rather than just giving them the answer.
Pages 5 of 22 Introduction: Slide # 1 Registrar Workshop Put up this slide as attendees are entering the room. 5 Minutes Introduce yourself as workshop leader, the topic and co-instructors. Opening Slide; share screen with audience using SHOW SCREEN. Be sure to start on time Welcome attendees to Registrar Training Workshop Slide #2 Has everyone signed the roster? Begin sending around the roster for attendees to sign. Pass out the roster to all attendees. For larger AYSO EXPOs or training sessions you may need 2-3 copies of the roster. Ask once more at the end of the workshop if everyone has signed the roster. Slide # 3 Who is here today? Regional Commissioners? Experienced Registrars? Brand new Registrars? Other positions? Ask: Who do we have in attendance today? This information will help you as an instructor. Slide # 4 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 STATE: We will be explaining the key responsibilities of the Registrar function. It would be impossible to remember everything covered in this session or to cover every aspect of the Registrar job, so we want to make sure you know about all the resources available to make this very important job easier. STATE: We will be reviewing some key points that every Registrar should know. Slide # 5 AYSO Mission To develop and deliver quality youth soccer programs which promote a fun, family environment based on the AYSO philosophies.
Pages 6 of 22 Can you name them? State the Mission of AYSO Ask how many of the attendees can name the six philosophies. Be honest. It is important that all Regional board members know the philosophies of AYSO. They are what make us different and special. Parents, players and all volunteers should know the Six Philosophies. The Registrar has the opportunity to promote these philosophies during every registration event. Slide # 6 Six AYSO Philosophies To develop and deliver quality youth soccer programs, which promote a fun, family environment based on our six philosophies. Everyone Plays Balanced Teams Open Registration * Positive Coaching Good Sportsmanship Player Development The AYSO Program is open to all children who want to register and play soccer. That s why we re here! Slide # 7 Volunteer Protection For protection under the Volunteer Protection Act and other laws, AYSO requires all volunteers to: Submit and esign a Volunteer Application every year, Be authorized to do their job by the Region, Area, Section or National Board of Directors, Act within the scope of their Job Descriptions and AYSO s policies, procedures and guidelines, Complete AYSO s Safe Haven and be trained for their jobs. This slide is a reminder that volunteers need to fill out and submit the Volunteer Application once per membership year. They are required to take AYSO s Safe Haven course once, unless they have an old version for their current job (Safe Haven Coach for coaches, Safe Haven Referee for referees, BASIC for managers). Once they volunteer in another discipline, they must take AYSO s Safe Haven. Training is job specific. Slide # 8 Responsibilities Plan annual registration of all players and volunteers with the help of the Child &Volunteer Protection Advocate (CVPA) for volunteers and the Treasurer who handles player fees. Reconcile registration forms with fees paid for each registration event. Maintain the Region player database in eayso.
Pages 7 of 22 First Bullet Registrar works with all Regional Board Members, CVPA and Treasurer especially. This is a good time to make the point that all Regional board members (RBMs) should be at registration. There are the ambassadors for the Region and should be recruiting volunteers for their position. If one of the RBMs cannot attend a registration event they should find someone to replace themselves. Second Bullet RC, Registrar and Treasurer sign the Regional reconciliation form to verify how much money was taken in versus how many players were registered. Third Bullet Registrar should work towards getting all parents to fill out the player registration form on eayso, print out two copies and bring them to registration. This is accomplished through active and continuing information promoting this process. Slide # 9 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 before the start of the season; once per Membership Year. First Bullet Every player must be registered! No exceptions. Remind your Regional Board Members of this requirement. Second Bullet Don t wait too long to update the records on eayso. Check with the Treasurer that fees have been paid. This is an important point. An RC should know if bills are being paid. Slide # 10 Resources AYSO provides Registrars with a resource so that they know what to do and when to do it; what is it? Ask if anyone know the answer to this question before going on to the next slide. Each RBM is like a piece to the Region puzzle. The job description for each RBM shows how they all fit together to help the Region be successful. Slide # 11 Your job description! Where can you find it? The AYSO National website: www.ayso.org The AYSO Reference Book which contains the Bylaws, Rules & Regulations, Standard Regional Guidelines and National Policies all critical information about running AYSO programs within a Region. Registrar s Manual
Pages 8 of 22 It is important that Registrars know where to find information. AYSO gives volunteers multiple resources that can all be used to find needed information. Slide # 12 Did you receive your Manual? The Registrar s Manual contains everything you need to know! Ask the attendees to raise their hands if they received their Registrar Manual, if not, to contact the Supply Center at 1-800-872-2976 to get details about ordering the manual. Check eayso to see if they are listed as the Registrar. The RC needs to go in and update the Regional records and put in the new Registrar. When a new Registrar is appointed in the Region and listed in eayso, they receive an email with a link to the PDF of the Registrar s manual. The email lets them know that if they want a hard copy of the manual they can respond to the email. The information in the manual is available on aysotraining.org so that you can save a file to your own computer and make it your own. Slide # 13 The Registrar s best friend is Get as many responses as you can. eayso is only your best friend if you use it. Slide # 14 AYSO s Online Registration and Administration System! Submit questions via e-mail to: eaysosupport@ayso.org Telephone help desk at 1-866-588-2976 How is it going having parents use eayso to register their children? AYSO s On-line Registration and Administration System eayso! Which Regions offer at least one registration event at a location where internet access is available so that parents can fill out the player registration form that way? Even if you don t have enough computers for every parent to use, it still is a great visual clue that this is the easiest way to do it. Slide # 15 Advantages of eayso Parents input player and volunteer information themselves Automatically calculates National Player Fee invoices esignature enables electronic storage Features team balancing/formation Team/Coach look-up for parents State advantages of eayso registration:
Pages 9 of 22 Allows parents and volunteers to input player and volunteer info themselves; they just print and sign forms and bring fees to registration. Saves Registrars from inputting player registrations! Automatically calculates National Player fee invoices No more storing player forms until the child is 24 years old! Features team balancing/formation functions Once player and volunteer information is stored in eayso, so many different tools and functions are available to help the Regions like: Player and volunteer Reports Player/Volunteer I.D. Cards Tournament/Team rosters Did you know that if your Region allows it, parents can be directed to eayso to see their child s team/coach contact information? (only their child s coach not other children) This is a new feature in eayso! Slide # 16 Screenshot of eayso Region Set up Tool Check out the tools and reports that make your job easier by going to Region > Setup The Region Setup tool allows Regions to define the Registration experience for parents/volunteers Help! Be sure to use the online HELP functions This screen shows you where to find the Registration functions in eayso CLICK to highlight the menu for Registrars under Region>Setup Let the attendees know that there are reports and tools for managing the AYSO Region Database. They can: Set default Region info such as zip code, city Set messages such as, Print a copy and bring to Registration Event on May, 3 rd at Community Center Set Email notifications to Registrars, CVPA when applications are submitted Allow parents to see team coach information to avoid phone calls. Set the Application Membership Year to allow registration applications. Use highlighter or pointer red dot to show different fields on the screen: Membership Year, division, Note that this screen shows the age divisions and Membership Year Slide # 17 Screenshot of eayso Check out the tools and reports that make your job easier by going to Region>Player>Registration CLICK to highlight the menu for Registrars under Region > Player > Registration
Pages 10 of 22 Let the attendees know that there are reports and tools for managing the AYSO Region Database. Slide #18 Screenshot of eayso Use highlighter or pointer red dot to show different fields on the screen: Membership Year, division, fees and status: A=Applicant (online) R=Registered D-Dropped T=Transferred RI = Registration Incomplete this means the parent did not provide one of the Region required field like uniform size, height/weight. NE = Not esigned this means that the parent left the application without esigning it and must be notified to return and complete it. S=Signup for Subsequent Programs indicates the parent has signed the child up for a Spring program following the fall or Summer, etc. *** the Yellow Post-it Note indicates a Remark Note was added to this Player s record something like Father is Team Coach CLICK to highlight the menu for Registrars under Region > Player > Registration Let the attendees know that there are reports and tools for managing the AYSO Region Database. They can: see all online applicants; add new applicants, Register new, online, and returning applicants, Drop players Form Teams This screen shows the age divisions, Membership Year, and fees paid. Slide #19 What are the two phases of the registration process? 1. Completion and submission of an application (player or volunteer) and fees. 2. Acceptance of the application by the: Registrar (player) and placement on a team. OR CVPA (volunteer) and assignment of a volunteer position. The Registrar needs to go into eayso after Registration and Accept the player, changing the A to an R. Registration is not completed until this is done. Be sure to advertise to parents that filling out the Player Registration Form on eayso does not complete the process for their child. They need to print out the form and bring it to registration. This information can be on the website and on all flyers advertising registration. Slide #20 (Player/Volunteer application form)
Pages 11 of 22 Completing a player or volunteer application either online at eayso or in person is the first step. Registrars must accept players and the CVPA must accept volunteers in eayso using the registration function Parents must print out, sign and submit fees to the Region *note some Regions may be part of the Electronic Signature and Pay Pal pilot options. Registrars must accept players and CVPAs must accept volunteers in eayso using the Registration Function. Players must be placed on teams and volunteers accepted into positions. Slide #21 eayso Online HELP Look for answers in the eayso online HELP manuals! Go to www.ayso.org for eayso webinars Slide # 22 esignatures Now available at no additional cost! 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. As of 8/1/14 esignature in eayso is required for players Electronic Signature will help with the long-term storage of player and volunteer forms Slide # 23 esign for Player Requirement AYSO National Policy Statement 3.7 Aug.1, 2014: All AYSO player registration forms must be submitted using esign via eayso. The esignature capacity in eayso for Player registration was automatically activated for all Regions on August 1st, 2014. The official esign policy voted by the National Board went into effect for volunteer registrations on January 1 st, and for player registration on August 1. It has always been the policy that Regions must process all player registration and volunteer application forms immediately upon receipt to ensure timely player and volunteer registration as well as coverage under AYSO s insurance policies. Because of the importance of our registration procedures to protect our players and volunteers, AYSO s policies provide that failure of any Region to comply with the deadlines may constitute grounds for sanctions, including but not limited to, any or all of the following: revocation of the Region s charter;
Pages 12 of 22 removal of the Regional Commissioner; and/or holding the Region responsible for payments under the Soccer Accident Insurance program. Slide #24 Why esign in eayso? Reduce Regions cost of long-term storage of wet signature forms. Help mitigate continued increases in insurance costs. Preserve chain of custody in event of litigation. Protect privacy of our players, parents, and volunteers. esign for Players provides many advantages to Regions by reducing the cost of long-term storage of the wet signature forms. Moving forward, the official esignature will be maintained in eayso to meet legal requirements. This will preserve our chain of custody in the case of litigation and will continue to help mitigate our insurance costs. Slide #25 eayso Functionality Parents who currently use eayso to register their Players will continue to do so. In fact, most parents are already registering online directly into eayso, and most of those already use esign where there Regions had it turned on and active. On August 1, esign became active in all Regions, so all parents with internet access could register online and are be able to use esign. This slide shows what that final step looks like for parent esign. The main take away for this scenario is that parents who currently use eayso to register their players will continue to do so. Almost 2/3 of Regions that have parents register players this way already have esignature activated. Regions have been able to opt in to esignature for players since July 1 st, 2013 when the fee for esign was eliminated. As a result the majority of our Regions already have esign for players on. Slide #26 Region Process esignature does not mean paperless. If you currently have parents printing out one or more copies of the online application to bring with them to a registration event, then continue to do so. You can still use paper forms during the season but with esign you no longer have to hold the paper forms in long term storage For the Region, a major advantage to esignature is that they no longer have to provide long term storage for paper forms that have a parent s wet signature. However this does not mean esignature equals paperless. Many Regions have a local process where
Pages 13 of 22 they instruct their parents to print out one or more copies of the online application in eayso once they have completed it and then bring it with them to a live registration event. If you have a local process that has parents doing this, then you can continue to do so esignature will make no change there. The advantage to the Region is that they can shred any paper forms at the end of the season because the esignature is safely stored in eayso. Slide 27 Region Process Previously, when a Region needed to input Player information off a paper form they only had the Add New Player button to use. Moving forward, the Region will have a new Easy e-sign button available to process paper forms. Previously the only method for a Region to enter the player information into eayso was to select the Add New Player button off the Region Player Listing screen. As of August 1 st 2014 the new Easy esign button is on this screen. We strongly suggest that you use Easy esign to process all player registrations that begin with a paper form. Slide #28 Easy esign A Region Volunteer will be able to input the application into eayso, and a message with a secure link will be sent to the primary parent s email. The parent can then open up their email, click on the secure link where they can complete the esignature process from home. When you select the Easy esign button you will use the same eayso screens to enter the player registration information you have used in the past. However, when the application is completed easyo will send the primary parent s email address a 128 bit encrypted link that the parent can select and then complete the paper application online and provide the esignature we now require. Slide #29 Easy esign When a Parent clicks on the secure link in their email, they will be taken to eayso where they can complete the process and esign their application. This converts the wet signature on the paper form into an esignature inside eayso. This secure link leads the parent to the last few screens inside eayso s online application. The parent will first review and accept the Concussion Sheet followed by our standard waiver. At the end of the process the parent will be presented the screen where they can provide their esignature. In this way we are converting a wet signature into an esignature. In addition, this process automatically creates an eayso account for the parent that is already linked to the player records. This provides the Region with maximum flexibility. Moving forward, if they so choose a
Pages 14 of 22 Region can start to have parent s login to eayso directly and register their player themselves, eliminating the original hand-written paper form completely. All paper forms prior to esignature still have to be retained until the player reaches age 24 Slide #30 Primary Parent Email Address Use Easy esign anytime the primary parent has a reliable email address we can enter into eayso. The key is the primary parent s email address. If a reliable email address exists, then you should use Easy esign to register the player even though the parent used a paper form. You can run your season using the paper form and never have to be concerned with long term storage of the document or sending that signed paper form to the AYSO Player Registration processing facility. The esignature is stored in eayso relieving the local Region from any responsibilities of storing the document. When a season is completed you can shred all of the original signed forms knowing that eayso has the record if it is ever required in the future. Slide #31 What if a Parent Can t esign? Most parents use the Internet and have email, but some families don t and therefore cannot Easy esign. In these few cases, paper forms can still be used but there are additional steps that must be taken. Although Americans increasingly use the Internet, we know there are some families that don t have internet access or have email accounts, and therefore esign in eayso is not an option for them. Consequently, for this small percentage of the population, paper forms with wet signatures can still be used by the Region. But, remember, the original must then be sent to the National Office, and the Region can keep a copy for use by the coaches in case of emergency. And at the end of the season, since you ve sent the original to the National Office, you can shred the Region s copy and avoid long term storage problems. Slide 32 Purely a Paper Process If the Primary Parent has absolutely no Email and no Internet access then use the legacy Add New Player button. The Region will still be able to add the Player as they have done in years past. However, the original signed form (top copy for multilayer forms) must be sent to the AYSO Player Registration by the end of the current season Earlier we were discussing the screen in eayso available after selecting Region > Player > Registration from the menu. Regions will still see the legacy Add New Player button on this screen for the parents who have no email and no internet access at all. Remember the original signed form MUST BE SENT TO THE NATIONAL OFFICE prior to the end of the current playing season for processing if this method is utilized!
Pages 15 of 22 Slide #33 Important Note! No matter whether esignature, Easy esign, or paper forms are used, it is important to note all paper forms prior to esignature, still have to be retained until the player reaches age 24. It is important to stress this point to the attendees. Slide #34 Let s see how much you already know Let s see what the attendees already know about the key Registration facts. Click to reveal question: What is the current membership year for AYSO? (Answer on the next slide) We tend to think of events in terms of calendar year, school year or fiscal year, but AYSO has a unique Membership Year. Parents will have questions about this at Registration so it is important that parents understand the difference. AYSO is a national organization and every Region in the country uses the same Membership Year. Slide #35 Membership Year A registered player is an official member of AYSO for a full year from August 1 st through July 31 st The Membership Year (MY) is designated as MYXXXX, where XXXX is the year when the membership period starts MY2014. This information is in the Registrar s manual. Registrars should have a copy of this manual at all registration events so that you can show it to parents if needed. Many Registrars make a copy of the information and tape it to the tables where parents are filling out the registration forms. It is beneficial to give out information before questions are asked. The current membership year is MY2014 and it will end on July 31, 2015. Slide #36 Question If a Region has multiple playing seasons (Fall, Spring) and a registration for each one, does a player need to complete a new registration form with AYSO for each season? Does the Region pay the National Player Fee for each season? Explanation: Regions may want to ask parents to sign-up or register for each playing season or program and use the Player Registration Application form so that they know who wants to participate, but the player form does not have to be input more than once a Membership Year. Once in the system, they can be moved to a new program; new players would have to be added to eayso which will generate a National Player Fee invoice.
Pages 16 of 22 Click to reveal: No, only once a Membership Year! Regions may sign up players and collect fees for each season but once a player is registered in eayso in a MY, they are registered in AYSO for the whole MY. The National Player Fee is only paid once. Slide #37 Important Note Under NO circumstances should non-registered players or volunteers be allowed to participate in the program (either practice or play) because they are not covered by the Soccer Accident Insurance (SAI) plan. Doing so would create an unacceptable exposure to liability lawsuits. Click to reveal: Did you know? All players and volunteers must be properly registered in eayso in order for SAI claims to be processed. AYSO and the Region may become liable for any claims made by a non-registered player or volunteer Stress the importance of timely registration of players and volunteers. Did you know that a Region may be assessed up to 50% of the amount paid for medical claims made by a player or volunteer who was not registered with the National Office at the time of a claim? Uninsured claims must be paid by the entire AYSO Organization. Slide #38 AYSO National Rules & Regulations identify standard playing divisions. What are the standard playing divisions identified in the AYSO National Rules & Regulations? Jamboree U6 U8 U10 U12 U14 U16 U19 VIP Slide # 39 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. For example, A player whose birthday is August 1 st and who is 9 years of age on July 31 st should be placed in the U10 or Under 10 years of age division even though they will be 10 years of age during the playing season. A Player born on July 30 th who is 10 years old on July 31 st would be placed in the U12 Division Remember: There is an Age Determination Chart on ayso.org Parents will get confused by this so make sure all the workers at registration and your Regional board members understand this issue and can explain it to parents who have questions.
Pages 2 of 22 Be cautious of making exceptions and moving players up a Division. Once you make one exception, you have opened the door for everyone to want to do the same. Slide # 40 Proof of Age Regions should require a parent to present a birth certificate (or other government issued document with date of birth) for new players upon initial registration with the Region Proper age is necessary for Balanced Teams. Click to reveal note: Photo ID required for volunteers as well. This requirement is only for new players. Slide # 41 What is contained in a Registration Kit? Ask new Registrars in the workshop if they have heard about the Registration Kit. Ask attendees for responses before advancing to the next slide. Slide # 42 Registration Kit Reminder Registration Kit is partially subsidized. See www.ayso.org under Region Boards/Registrar/Forms and Documents for pricing Slide #43 The Kit contains: Recruitment brochures Sign up posters A Parent s Pocket Guide to AYSO AYSO Safe Haven Brochure Soccer Accident Insurance brochures CDC Concussion Form CLICK 6x to reveal contents of the Registration Kit. Regions should always be promoting eayso on their website and on registration flyers. Slide # 44 Note Only the Regional Commissioner, the Registrar or the Treasuere of record in eayso can order registration kits/forms. Note: They must be an authorized purchaser as well.
Pages 3 of 22 Slide # 45 Registration Fees Did you know The National Player Registration Fee is approved by vote of the Executive Membership at NAGM (National Annual General Meeting). National fees pay for the cost of the nationwide program including: insurance, training (Referee, Coach and Management) and membership in United States Soccer Federation (USSF) the governing soccer body. Regions must submit this fee to National Office for each registered player prior to the start of the season. Click to reveal question: How much is the National Player Fee? The National Player Fee is voted on by the Executive Membership at the NAGM National fees pay for the cost of the nationwide program including: insurance, training and membership in the (USSF). Regions must submit the National Player fee to the National Office for each registered player prior to the start of the season Answer to Question, How much is the National Player Fee? $17.50. Slide # 46 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. Things to do when planning Registration fees: Work with the Regional Board to develop a Region budget to determine registration fees and Regional calendar to determine registration dates and to coordinate Regional board member participation recruiting volunteers at registration days. Ask Attendees: How many of you have input into the Regional budget and calendar? The Registrar should make a list of supplies and expenses needed for the Registration events and submit the list to the Treasurer and RC prior to Registration so that it can be put into the budget. Ask attendees: How many of you have a Regional calendar? Use Early Bird discounts instead of late registration penalties. In AYSO we like to be positive that is why we don t like any verbiage that sounds negative.
Pages 4 of 22 Confer with Regional Board to determine registration and fee policies for scholarships, family discounts, and refund policies. Slide # 47 Question Time Who can order a registration kit? 1. The Registrar 2. The Treasurer 3. The Regional Commissioner 4. All of the above Click to reveal all of these positions of record, as long as they are authorized purchasers, can order the kit. Slide # 48 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. Refund Policies are one of the biggest sources of complaints and dissatisfaction. Make sure that the entire Regional Board agrees to the policy and it is prominently displayed at Registration. Slide # 49 Some helpful hints Slide # 50 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 four weeks in advance. Slide # 51 Registration Preparations 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. Slide # 52 eayso Setup Membership Year You can use the eayso setup function under the Region > Setup > Membership Year Slide # 53 Registration Promotions
Pages 5 of 22 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. How many Regions have a website? Is it updated in a timely manner? Slide # 54 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. Stress the importance of providing contact information! Thousands of calls come into the National Office because parents can t find the Region they registered their child with or someone to call when their child hasn t received a call from the coach. Consider a catchy give-away item with Region contact information and timelines. Slide # 55 Registration Contact Info Available on www.ayso.org under Registrar > Resources > Forms and Documents The Whew! I ve registered! Now what happens? Flier provides useful information especially for new parents to minimize calls and frustration after a registration day. Available on www.ayso.org under Registrar > Resources. Note that it addresses when coaches will call, refund policies, practices and games, and a reminder that AYSO is a volunteer organization that needs everyone s help. Slide # 56 After Registration All player forms must be updated in eayso to be registered; volunteers by the CVPA. Original copy of Player Registration Form sent to the National Office if there is a wet signature on the form only. Copy #2 is sent to be kept by the Region until child is of age 24 or until the end of the season, if esignature is used. WHY? Copy #3 is given to coach (emergency treatment authorization) Why? Click to reveal: Regions must not destroy any player registration forms until further notice. After registration items: The original copy of the player registration form is sent to the NATIONAL OFFICE, ONLY if there is a wet signature on the form, otherwise it is given to the coach instead of the third copy.
Pages 6 of 22 The second copy is kept by the REGISTRAR in a safe secure location until otherwise notified by the National Office. WHY?... The third copy is given to the COACH it contains the emergency contacts and authorization. Slide # 57 After Registration Why must player registration forms be archived? A minor child has from three to six years after reaching a majority age to file a claim for injuries incurred as a minor, depending on the state. Forms must be kept until the player turns 24 years old! Click to reveal: esignature means keeping the forms only for the current Membership Year. Forms are stored electronically after the MY is completed. In most states, majority age is 18 years of age Slide # 58 Checklist Use the Registrar s checklist in the Registrar s manual. A Registrar s Manual is linked, or on request, mailed upon notification of a new appointment. New Registrars should go over this checklist with their RC. Use the Registrar s checklist from the Registrar s Manual. Slide # 59 Region Toolkit Available online at: www.ayso.org Includes flyers; banners; TV spots; post cards and more There is an abundance of information on ayso.org in the Regional Toolkit to help Registrars. Check it out! Slide # 60 Conclusion Get trained and certified Plan ahead Ask for help Involve the entire Regional board Be prepared Follow up with after-registration details Slide # 61 Rosanne MacPhail National Management Program Administrator 1-800-595-2976 rosie@ayso.org
Pages 7 of 22 Torie Tinder National Management Program Coordinator 1-800-872-2976 ext. 7973 torietinder@ayso.org Thank you for attending. Please be sure to sign the course roster. If you have any questions, please contact the Management Program at the National Office. Our job is to make your job easier.