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Registration Day

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  1. Registration Day A Survival Guide

  2. How to Survive Registration We’ll borrow themes from Scouting to present Survival tips for Registration Days Registration Day - A Survival Guide

  3. Who Should Attend this Workshop? • Who Works Registrations Days? The Entire Regional Board! Registration Day - A Survival Guide

  4. Why is it important to involve the entire Regional Board in the Registration process? Registration Day - A Survival Guide

  5. Regional Board Member Registration Roles • Regional Coach Administrator –recruit coaches • Regional Referee Administrator- recruit referees • CVPA – Verify/Screen Volunteer applications • Treasurer – Registration Fee Reconciliation • Safety Director –recruit field volunteers • Other members – welcome families, recruit volunteers Registration Day - A Survival Guide

  6. Course Objectives • How to Be Prepared • The 10 Essentials • Tips to Be Your Best • Helping Others Registration Day - A Survival Guide

  7. Be Prepared • What things should be done before Registration? Hint: Pre-Registration Info from the Registrar Workshop Registration Day - A Survival Guide

  8. 6 Months Before:Work with Regional Board to… Registration Day - A Survival Guide

  9. Obtain Approvals & Agreements • Determine Region Budget & Calendar and • PlayerRegistration Fees & • Registration Dates • Consider “Early Bird” & other “Discounts” on Registration Fees rather than a “Late” Registration penalty • Identify/Approve any Scholarships • Approve Refund & Late Registration Policies Registration Day - A Survival Guide

  10. (Reservations, Permits, Usage Fees, Approvals) Secure Registration Site(s) • What are some good locations for registration? • Should all registrations be held at the same location? • Is there some advantage in holding one day of registration at an alternate location? Registration Day - A Survival Guide

  11. Indoors or Outdoors? • Well Known building or site? • Easy Access? • Large enough Room/Space? • Ample Parking? • Availability / Costs? • Tables, chairs, electricity? • Kid Activities? • Safe (children) & Secure (money)? • Available amenities (restrooms / shade)? 10 Location Essentials Registration Day - A Survival Guide

  12. Location, Location! Location is everything.Does your Location have everything? Registration Day - A Survival Guide

  13. Does your Location have everything? Registration Day - A Survival Guide

  14. Coordinate Board Member responsibilities on & before Registration Day 2 – 3 Months Before … Volunteer Recruitment Coaches Advertising & Publicity Contact Information Referees Registration Payments Greetings & Information Kid Activities & Kid Corner Refreshments Registration Day - A Survival Guide

  15. Questions • Which regional board members should work at registration? • Who should collect money? • How many people should collect money? • Who is responsible for the Volunteer Application Forms? Registration Day - A Survival Guide

  16. Coordinate Board Responsibilities • Publicity Coordinator for Registration Advertisements, School Fliers, Banners • Volunteer Coordinator, Division Coordinators, RCAs, RRAs for volunteer requirements & recruitment • Treasurer for fee/cash reconciliation • CPVA for Volunteer Screening & Registration • Refreshments and Kid’s Corner activities Registration Day - A Survival Guide

  17. At least 6 Weeks Before…. • Order Registration Kits • Blank Registration and Volunteer Forms • Advertise Registration • On-line Registration • Registration Days • School Fliers • Banners • Update eAYSO Registration Information Registration Day - A Survival Guide

  18. Registration Day10 Essentials • What will you need to be your best? Registration Day - A Survival Guide

  19. Welcome to AYSO Registration • What stations will you need to set up? • Where should they be situated? • Who should work each station? Registration Day - A Survival Guide

  20. Playing AYSO Video • Information • & Forms Regional Information & Policies Computers, Sorters, Organizers Coach, Referee, Volunteer Recruiting Tables with Pens, ABCS of AYSO and other information Recruitment Sample UniformsFor Sizing Form Checkers T-Shirts Vendors Cleat Exchange Etc. Cashier Playing AYSO Video Registration Day - A Survival Guide

  21. Coach, Referee, Volunteer Recruiting Registration Day - A Survival Guide

  22. Refund PolicyReminder • 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, & web sites • Refer to Standard Regional Guidelines and Policy Statements for best practices Registration Day - A Survival Guide

  23. Your Region can’t survive without volunteers Registration Day - A Survival Guide

  24. Examine these sample registration fliers and forms asking parents to Volunteer. Tell us what you like and dislike about each one. Registration Day - A Survival Guide

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  29. Registration Day - A Survival Guide

  30. Attitude is everything when recruiting volunteers. Registration Day - A Survival Guide

  31. Survival Tips Do children come to registration along with their parents? What is the benefit of keeping them occupied for a few minutes? Registration Day - A Survival Guide

  32. Survival Tips What are some ideas on how to amuse the kids while their parents go through the registration process? Registration Day - A Survival Guide

  33. Survival Tips Special requests Don’t give up yet! Late registrations Registration Day - A Survival Guide

  34. “Special Requests” • A possible solution is to put up small posters on the walls or on the tables saying: “Thank you for not asking for any special requests.” • 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. Registration Day - A Survival Guide

  35. “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. Registration Day - A Survival Guide

  36. Survival Tips Appoint a “Trouble shooter” at registration 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 is watching and listening to how this situation is handled. Registration Day - A Survival Guide

  37. How would you handle this? • You have set up three registration opportunities; it is three weeks before the start of the season. • The schedules are made, the teams are formed, the uniforms have been distributed, and each team already has the optimal amount of players. • A parent calls and is begging you (the registrar) to place her daughter on a team. What do you say? Registration Day - A Survival Guide

  38. Survival Tips Have an approved policy Registration Day - A Survival Guide

  39. Survival Tips • Write out the policy and discuss it at a board meeting • 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. Registration Day - A Survival Guide

  40. Registration Form Tips • Ensure all information is completed • All forms must be signed and dated • Check all handwritten information is legible • Player forms must have birth date. It is a good practice to ask for government issued document to confirm birth dates. • Note Amount of payment & payment method on form Registration Day - A Survival Guide

  41. Registrar and Treasurer must employ 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 & 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. Reconciliation Tips Registration Day - A Survival Guide

  42. Another way you canreally help your families… • Make sure they leave with Region Contact Information; an eye catching flier, refrigerator magnet or button. • Each year, the NSTC receives hundreds of calls from concerned & upset parents who can not reach their local AYSO Region with questions about their child’s registration and coach/team/practice notifications. Registration Day - A Survival Guide

  43. Contact Information Registration Day - A Survival Guide

  44. Registration Day - A Survival Guide

  45. Remember it’s all for the kids ! Registration Day - A Survival Guide