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National System and Software Commission 2015 AYSO Expo
eAYSO forPlayer and Volunteer
Registration
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What We Will Learn Definitions of Membership Year and Program Player Registration... (e-signature is default) Volunteer Registration... (e-signature is default) New Player Easy e-Sign (EES) Process for paper forms Managing Registration forms ‘Status’ Volunteer Custom Position creation Assigning Volunteer Positions Merge Player or Volunteer records Reports: Defined Reports and Export Reports, Special
CVPA
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SETTINGMEMBERSHIP YEARS
and PROGRAMS
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Definition: Membership Year• A Membership Year in AYSO covers
a 12 month period starting from August 1st to July 31st. Shown as MYXXXX (i.e. MY2014).
• Regions register Players and Volunteers just one time in eAYSO in a Membership Year.
• Region is charged a National Player Fee for each registered player. It covers the player for the entire Membership Year.
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Region: Setup-Membership Year
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Region’s Membership Year
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Each Volunteer with access rights needs to do just once each year.
Special MY ‘Preference’
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Definition: ProgramA Program is a defined competition (set of games) within the Membership Year. • All Regions conduct a Standard Primary Program,
which is the Region’s first set of scheduled games for which open registration is held, balanced teams are formed and in which all registrants participate.
• Some Regions may have additional Primary Programs such as VIP, Spring Primary, EXTRA or other NBOD-approved pilots.
• Many Regions have Secondary Programs such as Select, Tournament or Indoors. These are open only to players registered in the Primary Program.
• Players can participate in multiple programs, thus on multiple teams, in a single Membership Year, but can only be on one Primary Program team.
eAYSO can manage both Primary and Secondary Programs
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Creating or Activating Programs
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Programs
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Programs con’t
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PLAYER AND VOLUNTEER APPLICATIONS
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Applications
1) All Parent and Volunteers need an eAYSO account
(i.e. eAYSO Logon & Password) to file Player or Volunteer application and all applications should be e-signed.
2) Applications for Player or Volunteers may be processed by the Registrar or CVPA from online applications (or in limited situations from paper applications) the parent/vol has submitted.
3) New process steps if you get paper player applications.
Also new starting in 2014: Only one Volunteer application and record per eAYSO Account
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Registration Process - Overview
Application Player Volunteer Application
-e-Signed
-Registe
r
-EES -If e-Sign-> ‘A’
-Registe
r
-Enter as
‘New’-Mail to
N.O -
Register
-e-Signed
-Register
-Mail to N.O.
-Red Flag-> ‘A’ ->-Register
14 DAYS
OnlineeAYSO
Paperw/Email
PaperNo
OnlineeAYSO
Paper
*
* Non responded to EES emails available to ‘R’- register after 14 days
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Registration Process - Overview
Application Player Volunteer Application
-e-Signed
-Registe
r
-EES -If e-Sign-> ‘A’
-Registe
r
-Enter as
‘New’-Mail to
N.O -
Register
-e-Signed
-Register
-Mail to N.O.
-Red Flag-> ‘A’ ->-Register
14 DAYS
OnlineeAYSO
Paperw/Email
PaperNo
OnlineeAYSO
Paper
*
Volunteer Application
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Player RegistrationP
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Filter Options
Registrar’s Work AreaP
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Filter Options: Player Registration
P
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Accepting Application- Player
Check box and click “submit”
P
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Registration Process - Overview
Application Player Volunteer Application
-e-Signed
-Registe
r
-EES -If e-Sign-> ‘A’
-Registe
r
-Enter as
‘New’-Mail to
N.O -
Register
-e-Signed
-Register
-Mail to N.O.
-Red Flag-> ‘A’ ->-Register
14 DAYS
OnlineeAYSO
Paperw/Email
PaperNo
OnlineeAYSO
Paper
*
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Volunteer Registrationv
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Filter Options
CVPA Work AreaVolunteer Status
v
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Filter Options for Volunteer Registration
v
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Accepting Volunteer Application: From Online Application
Check box and click “submit”
Click on volunteer’s hyperlink name to open record or update information
v
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Registration Process - Overview
Application Player Volunteer Application
-e-Signed
-Registe
r
-EES -If e-Sign-> ‘A’
-Registe
r
-Enter as
‘New’-Mail to
N.O -
Register
-e-Signed
-Register
-Mail to N.O.
-Red Flag-> ‘A’ ->-Register
14 DAYS
OnlineeAYSO
Paperw/Email
PaperNo
OnlineeAYSO
Paper
*
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New or Returning Volunteer- Paper Form
Red Flagged, pending N.O. receipt and approval of signed application.
v
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CVPA Reminders
• All Volunteers expected to submit e-Signed application Every Year
• BUT If paper form is submitted with “Wet Signature”
Red Flag appears in ‘Status’ field until application form is rec’d and processed by National Office.• Red Flag in status field means:
CVPA cannot register the applicant, until Safe Haven Office does background check and removes
Red Flag.
v
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PLAYER Easy e-Sign (EES)APPLICATIONS
New process to help regions bridge from
paper to online player applications
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Registration Process - Overview
Application Player Volunteer Application
-e-Signed
-Registe
r
-EES -If e-Sign-> ‘A’
-Registe
r
-Enter as
‘New’-Mail to
N.O -
Register
-e-Signed
-Register
-Mail to N.O.
-Red Flag-> ‘A’ ->-Register
14 DAYS
OnlineeAYSO
Paperw/Email
PaperNo
OnlineeAYSO
Paper
*
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Paper Player Forms
‘Easy e-Sign’ button used if parent submits a paper Player application with email address for primary parent:
• Registrar enters info or may renew prior player
• Player gets status of ‘EES’ in eAYSO
• Parent gets email requesting an e-signature
• If parent responds with e-signature, ‘EES’ status converts to ‘A’-Applicant
If no email address...’Add New Player’ button must be used...
• Player directly registered and wet signature form MUST be sent to
N.O.
P
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Player Application-Paper Form Decision Time
P
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eAYSO tries to help the registrar identify if there is an existing record.
PSearch for Existing
Record
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Manual Data Entry Required
(If No Match to Prior Player)
P
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Paper Form- After data is entered
P
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Parent Receives this Email Message
P
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Parent Responds with e-Signature
Gets Confirmation
P
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When Parent e-Signs: EES A
P
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Registration Process - Overview
Application Player Volunteer Application
-e-Signed
-Registe
r
-EES -If e-Sign-> ‘A’
-Registe
r
-Enter as
‘New’-Mail to
N.O -
Register
-e-Signed
-Register
-Mail to N.O.
-Red Flag-> ‘A’ ->-Register
14 DAYS
OnlineeAYSO
Paperw/Email
PaperNo
OnlineeAYSO
Paper
*
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Paper Player FormsP
‘Easy e-Sign’ button used if parent submits a paper Player application with email address for primary parent:
• Registrar enters info or may renew prior player
• Player gets status of ‘EES’
• Parent gets email requesting an e-signature
• If parent responds with e-signature, ‘EES’ status converts to ‘A’-Applicant
If no email address...’Add New Player’ button must be used...
• Player directly registered and wet signature form MUST be sent to
N.O.
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Select: Add New Player(only if no email provided)
P
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Search for Existing Record
eAYSO tries to help the registrar identify existing records.
P
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Manual Data Entry If No Match to Prior Player
P
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Add New Player con’tP
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Reminder:Mail-in Wet Signed Player Form
P
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Wet Signature Player Form to Nat’l Office
P
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Registration Process - Overview
Application Player Volunteer Application
-e-Signed
-Registe
r
-EES -If e-Sign-> ‘A’
-Registe
r
-Enter as
‘New’-Mail to
N.O -
Register
-e-Signed
-Register
-Mail to N.O.
-Red Flag-> ‘A’ ->-Register
14 DAYS
OnlineeAYSO
Paperw/Email
PaperNo
OnlineeAYSO
Paper
*
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Player Applications (Renewing from Previous Year or 14+
Day EES)PREVIOUS Player
P
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Volunteer Registration –
Paper FormFill-in volunteer information provided from their application
There is No EES for Paper VOLUNTEER FormsAll paper must be mailed
ToNational Office
ImmediatelyRegion keeps one copy
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Hand out
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SPECIAL TASKS:
- Assign Positions or Create Custom Positions ...CVPA
- Merge....REGISTRAR & CVPA
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Managing Volunteer Positions
Click Region-Volunteer-Manage Positions
Assign up to 3 Jobs to a Volunteer from ‘Dropdown’
Or ‘Unselect’ Jobs from Volunteer
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eAYSO Volunteer Positions
– If a Volunteer position is not available to that volunteer it may reflect a restricted role.
– CVPAs can view restrictions using CVPA Search.
– Safe Haven volunteer restrictions include: “Restricted from managing Region Funds/PID”
“Restricted from Coaching/Assistant Coaching”
“Disqualified from volunteering”
v
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Creating Custom Positions
Click Region-Set Up-Custom Positions
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Creating Custom Positions, con’t Fill in Name of
Custom Position
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Merge: Volunteer Records
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Merge: Volunteer RecordsNote: Certifications will automatically
be merged, but be careful when merging to retain the NEWEST eAYSO ID# and NEWEST User Profile to preserve Access Rights assigned and e-signature
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The Safe Haven department will help you to properly merge volunteer records.
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Merge: Player RecordsNote: Usually Player records get merged to maintain Ratings information so be careful to retain the most current User Profile, ID and Team.
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REPORTSOverview
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Reports
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Player Report
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Player Export Report
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Note options
Player Export Report
Volunteer Report
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Click Reports-Volunteer
Volunteer Report – cont.
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Volunteer Export Report
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Click Reports-Volunteer Export
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eAYSO Vol Applicants
Select “Reports” > “Vol Applicant Export”
Volunteer Applicant Export Report
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Click Report- Vol Applicant Export
Report-CVPA hasAdditional fields
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Even though a Parent indicates a volunteer preference here....this is not their ‘Volunteer Application’
Online Player Application(Feeds parent’s choice to this
report)
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Volunteer Parent Jobs Report
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eAYSO CVPA Search
Select “Region” > “CVPA” > “Search”
v
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eAYSO CVPA Search
+CVPA/Safe Haven Notes
v
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eAYSO CVPA Search
CVPA/Safe Haven Notes
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Checking comments can help determine why the Red Flag exists and how to resolve.
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eAYSO CVPA Search
CVPA/Safe Haven Notes
v
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eAYSO CVPA Notes
Note Restricted Positions
v
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For CVPA Onlyv
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CVPA Reportv
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Extra Credit
Registering, Managing Playersinto
“EXTRA” or Secondary Programs
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Signup for a Secondary Program
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What the Parent Sees
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When parent SIGNS UP, Registrar sees ’S’ Status and can Accept the player for the Secondary program
Registrar: Look for ‘S’-Status
P
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Manage Programs
Allows Registrar to ‘Move’ the player,
(An Alternative to parent’s SIGN UP)
P
eAYSO Help
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Use HELP: - Excellent Tips - Contact the eAYSO Help Desk
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Thank You
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