Registration Event Procedures & Preparations

Order stuff before season begins

  • Kids Zone posters – one for each field
  • Kids Zone DVDs – a dozen or so (one for Registrar, one for each age division)
  • Laws of the Game – one for each referee / coach
  • Annual Referee update – one for each referee
  • AYSO’s Guidance for Referees and Coaches –one for each referee / coach
  • USSF’s Advice to Referees on the Laws of the Game – one for each referee
  • USSF’s Guide to Procedures

Preparation:

  • Reserve OPRF High School room with computers / printers in February for Spring and May / June for Fall contact Diederich, Donna
  • Order registration kit from NSTC 8 weeks before event if we need Coach / Referee / ABCs of AYSO / Insurance pamphlets or posters.
  • Recruit volunteers to arrive 1 hour before start
  • Print enough of the WhewIveRegistered document to hand out to all those registering.
  • Print out enough copies of Kids Zone Parent Pledge and Volunteer recruiting form (update if necessary).
  • Ensure adequate Registration Supplies
  • Advertise registration
    1. Check out AYSO Registration Tool kit for ideas.
    2. Banner – contact Sign Express on Oak Park Ave they can change the dates on the banners – Bill David WPDAVID96@aol.com
    3. Get authorization from Park District to hang banners for two weeks prior to registration at Ridgeland Common, Longfellow Park, Fox Park, and Maple Park by filling out Banner Posting Request Form. Contact is Matt Ellmann <matte@oakparkparks.com>.  Fields to fill out include dates of event, locations, banner size – 3’ X 6’
    4. Contact the schools to have them include information in their mailings, by sending a Word document to
      1. OPRFHS "Foran, Kay" KForan@oprfhs.org
      2. Percy Julian "Jill Moorhead" jilllev@comcast.net
      3. District 97 Judith Reed <jreed@op97.org>  Send her a copy, include this text: “Distribution of information by community groups in accordance with District 97 policy does not imply directly or indirectly that the content of the material is sanctioned, sponsored, or endorsed by the District, the Board of Education, or the Superintendent.”  She will then authorize it, and tell you how many copies to print (around 5000).  They need to be rubber-banded, then placed in a separate clear plastic bag for each school, and delivered to each school’s pouch in the District 97 office.
    1. Contact the newspapers to place a ½ page ads in sports section.  Run twice before Spring registration and three times before Fall registration – ask for similar copy of last year’s ads, with this text Oak Park AYSO Fall Soccer Registration Oak Park AYSO offers quality youth soccer programs in a fun environment.  The season goes from <give date> to <give date> .  We offer divisions for players from <this varies from spring to fall> to 18 years old.  Professional trainers will work closely with the coaches and players on skills and strategy throughout the season.  Come join us! To register:  1. Fill out the on-line pre-registration form.  See our web site  www.opayso.org for further details.   2. Bring (2) printed copies of the on-line form and a check or cash  ($90 per child) to our registration session: <give date(s)>  between 9 AM – 1 PM at OPRF High School (201 N Scoville Ave).
      1. Wednesday Journal Tony Bell tbell@wjinc.com
      2. Oak Leaves - Nickelson, Samantha SNickelson@PioneerLocal.Com

Day of Registration

Set up room – tables / chairs / computer / printer / signs / handouts / supplies, etc.
Discuss flow and hand out this document. 

Registration Flow:

Greeters give everyone volunteer recruiting form / Kids Zone Parent Pledge (we print) Coach / Referee pamphlets (from NSTC) and explain volunteer opportunities.
Direct those without proper copies of proper forms to computers. Those with proper forms then go to checkers line, then to cashier line.

Greeters’ Instructions

We need at 3-6 greeters.  Greeters need to

  1. Hand out volunteer form / referee / coach pamphlets - know and explain what the volunteer options are (we don’t need 100 picture day coordinators, but instead need coaches, assistant coaches, referees, assistant referees, team parents, referee schedulers, age division coordinators, registration day workers, etc.). 
  2. Hand out Kids Zone Parent Pledge
  3. Hand out AYSO basics to first-time AYSO families. 
  4. Check that two copies (one in Spring for returning players) of player forms have been printed (including pre-registration number). If not, send to computers. All handwritten changes need to be re-entered and the forms reprinted - send to computers.
  5. Direct people to correct line.

eAYSO Helpers’ Instructions

We need 3 - 6 people to help with eAYSO usage. One person logs in to eAYSO to just re-print forms for returning players in Spring. Others help parents log in to eAYSO and fill out forms or print forms. Try printing double-sided if printer allows it.

Checkers’ Instructions

We need 3-6 checkers

Player form checking

  1. verify all forms are signed and initialed
  2. verify DOB, then initial DOB verified. If DOB is incorrect, send back to computers.
  3. Make sure age is appropriate (we don’t have soccer for all age divisions)
  4. Handwritten changes:
    • If any division change is necessary, handwrite that and, mark it with highlighter.
    • If there is any handwritten change besides division, send back to computers.
  5. Don’t circle, highlight or mark anything that is already correct.
  6. Staple sheets together as needed 
  7. Don’t solicit team placement requests
  8. Send parent to cashiers

eAYSO Volunteer form checking

  1. Check driver’s license (state ID) and compare to number listed and initial.
  2. Compare signature on driver's license to what's on form.
  3. Keep volunteer forms in stack for CVPA.

Cashiers’ instructions

We need 3-6 cashiers
Divisional coordinators need to also be familiar with this, as they will be the de facto cashiers after registration events. 

  • Fill out on registration form
    • check # (or CASH),
    • fee for this player
    • amount paid applicable to this player (so if two players are on one check for $180, then each is credited with $90)
  • Write receipt for cash payments or money orders.
  • Write player's name and age division on check
  • If full payment is not made and the Regional Commissioner hasn’t given this person a grant, don’t accept the form. 
  • If payment is short, do not accept form – we are not in the accounts receivable business. 
  • Don’t circle, highlight or mark anything that is already correct.
  • Don’t solicit team placement requests – we don’t want to set expectations.
  • For Spring registration, those who played in Fall only need one copy of player registration form (for division coordinators), - place a check mark next to the player in the “Spring Registration of Fall Players” spreadsheet. If player doesn't appear on spreadsheet, then player is new, and needs two copies - send back to computers for printing second copy.

Runners' Instructions

2 - 4 runners to

  • Sort forms
    • one copy by division - for division coordinators
    • second copy alphabetically by last name (except that there is no second copy for returning Spring players)
  • put all checks / cash in cash box

Data Entry Processing

  1. Registration forms
    1. Finish sorting forms
    2. Log in to e-AYSO.
    3. Registration -> Player
    4. Select PreRegistered Players from the drop down list.
    5. Enter a first part of the last name (one or more letters) next to the search button, then press search
    6. Verify that the AYSOID / PreReg# matches the form, then
      1. check the select box, change the division if necessary, and enter the check number, and change the amount if different than $90.
      2. scroll to the bottom of the page and.press Submit. You can do several at once if they all show up in the list at the same time, and just print the Submit button once. Verify that you get a happy message (like "player registered for the season") each time you press the Submit button. If you don't get the happy message, try again - the system sometimes gets overloaded.
  2. For Spring registration, there will be a spreadsheet to process by doing this:
    1. Registration -> Manage Players Sub Season
    2. Subseason From: Regular, and Subseason To: Spring