eAYSO for Executive Members National eAYSO Commission 2013 Section Meetings
eAYSO for Regions(or Areas or Sections) • Player Registration * • Volunteer Registration * • Invoicing/Payments • Financial Reporting • Team Management/Transfer of Players/Vols • Game and Referee Scheduling * • Player Rosters & ID Cards * • Volunteer Training Courses & Certifications * Applies to Regions only
What are we going to learn? • RIF Regional Board Updates • Volunteer Access Rights • Region Settings • Registration Messages • eSignature • Financial Reports • NEW -Volunteer roster search capabilities • Invoices & Credits • Reports
Regional Information Form(same for AIF or SIF) • Functions as the Control Sheet for the Region • Identifies Authorized Board Members & Account Signatories • Determines Access Right Defaults • Key to Updates and Communications • All you need is your eAYSO login!
RIF Updates Region If Approved Guidelines “Edit” to update Board Member Do Not Delete Budget
RIF Updates “Edit” to update BM Toggle to Inactive to remove a BM Update or Cancel
RIF Updates “Add New Board Member”
RIF Updates 1. Use Search to find the New Board Member
RIF Updates 2. Select the volunteer
RIF Updates 3. Select Position 4. Set Term Dates & Authorized Purchaser (Y/N) 5. Add Board Member
RIF Updates Each Name is a link to Volunteer’s record What does Green, Blue, & Red mean? Green: Currently Registered for the Current Year Blue: Completed an Application for the Current Year but NOT Registered Red: NOT Registered for at least TWO YEARS
RIF Updates Archived RIF changes (when using ‘Inactive’) Print the RIF to include with RAP/AAP
Volunteer Access • Access Rights can be granted to Authorized Volunteers based on ROLE or SINGLE FUNCTION • Rights can be Division & Gender specific • Allows Volunteers to fulfill their responsibilities
Volunteer Access Enter First & Last Name Search Step 1
Volunteer Access After searching for volunteer, select volunteer from results Step 2 Grant Age Division & Gender Access to Player Info Grant Age Division & Gender Access to Player Info
Volunteer Access Step 3 Select a User Role After selecting a Role, “Assign Rights”
Volunteer Access Single ‘Right’ Assignment How can you find out what access rights are assigned? Select a System Function or Right “Assign Right”
Removing Access Deleting Right(s)
Region Settings • Must be set at least once a Membership Year (MY) • Set by RC or Registrar • Controls Region’s online Registration experience for parents and volunteers • Sets key system parameters for Region’s programs
Region Settings Settings include: • General: Region & Contact Info *, Email Notices, Application default values, Team Info Setting and Messages • Preferences: Zip Codes/Cities, Communities, Area Codes, Schools and Locations • Membership Year for applicants & registrants • Programs • Required Fields • Divisions • Custom Positions and Events * Determines how the region will be contacted by new members
Membership Year • A registered player is an official member of AYSO for a full year from August 1st through the following July 31st • The Membership Year (MY) is designated by MYXXXX, where XXXX is the year when it starts – MY2011 (previously FSXXXX)
Registration Messages • Registration Dates/Events • Form processing /Payment instructions • Refund Policies • Contact information for questions – please! • Websites • Phone numbers
eSignature • Parent/Guardians and Volunteers can complete and eSign their Player/Vol applications in eAYSO • NEW status code ‘NE’ = Incomplete Application in Registrar’s view (only if missing the eSignature.) • All Regions can go e-Signature: Player Apps or Vol Apps or both. (Vol Apps no charge...Player Apps $.25) • eSigned Player and Volunteer forms do nothave to be stored at the Region level after the season.
eSignature Reminders... • Still need to verify Date of Birth or Identity for new players and volunteers • Coaches must still carry Player Form at all times • Do Not need to send eSignature Volunteer forms to the National Office – Background checks can begin immediately – greater data confidentiality • eSignature does not mean that a Region has to go ‘Paperless’ ...
Financial Reports • Monthly NAP Summaries • Bank Statements • NAP Violations • Region’s Registration Fee invoices • Dropped Player/Fee Credit processing
Dropped Players • Players who decide not to continue with AYSO may be entitled to a refund of all or part of their Registration Fees • Regions are only entitled to a refund of the National Player Fee if the player never practiced or participated in any AYSO activity.
Dropped Players Select “Awaiting Request for Credit” Select “Request NSTC Credit” or “Drop & No NSTC Credit” & SUBMIT Select “Request NSTC Credit” or “Drop & No NSTC Credit” & SUBMIT