eAYSO for Regions • Player Registration • Volunteer Registration • Invoicing/Payments • Financial Reporting • Team Management • Game and Referee Scheduling • Player Rosters & ID Cards • Volunteer Training Courses & Certifications
Key functions for RCs • RIF Regional Board Updates • Volunteer Access Rights • Region Settings • Registration Messages • eSignature • Financial Reports • Invoices & Credits • Reports
RIF • 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 Guidelines “Edit” to update BM 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 Use Search to find the New BM
RIF Updates Select the volunteer
RIF Updates Select Position Set Term Dates & Authorized Purchaser Add Board Member
RIF Updates Each Name is a link to Volunteer’s record What does Green, Blue, & Red mean?
RIF Updates Print Creates the RIF
Volunteer Access • Access Rights can be granted to Authorized Volunteers based on ROLE or FUNCTION • Rights can be Division & Gender specific • Allows Volunteers to fulfill their responsibilities
Volunteer Access Enter First & Last Name Search
Volunteer Access After searching for volunteer, select volunteer from results Grant Age Division & Gender Access to Player Info Grant Age Division & Gender Access to Player Info
Volunteer Access Select a User Role After selecting a Role, “Assign Rights”
Volunteer Access How can you find out what access rights are assigned? Select a System Function “Assign Rights”
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 Position Events
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 – MY2010 (previously FS2009)
Registration Messages • Registration Dates/Events • Form processing /Payment instructions • Refund Policies • Contact information for questions – please! • Websites • Phone numbers
eSignature • AYSO launched a true eSignature Region last year, with great success • New in 2010, all Regions can go electronic • Parent/Guardians and Volunteers can complete and eSign their Registration applications in eAYSO • eSigned Player and Volunteer forms do not have to be stored at the Region level after the season.
eSignature • Still need to verify Date of Birth or Identity for new players and volunteers • Coaches must still carry copy of Player Form at all times • Do Not need to send eSignature Volunteer forms to the NSTC – Background checks can begin immediately – greater data confidentiality • Initially cost is $1 per form to build system capacity – partially offset by savings for secure form storage
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
Volunteer Report Select Training Discipline reported Select Positions to include Select Certifications & Generate Report
eAYSO Help Online Help Function