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Registrars Guide to RegistrationPrintable

First some definitions of Terms and the associated data Tables.:

Users: People. The data includes Name, Date of Birth and their Role(s) (Player, Parent, Coach or Manager.)

Teams: The data includes the name of the Coach(es), the name of the Manager(s), the Team ID #, the Team Registration League. Also birth year of oldest player and gender.

Registration Involves

  • Adding data to the database
  • Getting all the data to 'point' to the correct other data
  • Creating a package of forms (paper or electronic) for the RegistrationLeague Registrars to review

Adding data to the database

Users The Coach or Manager uses the TeamStaff:Registration segment. Add TeamStaff', Add New Parent or Add New Player . The Registrar uses Registrar:Registration segment.

There are complicated (way too complicated!) rules hard coded into the website to restrict who can see Player data. The rules try to both protect Player contact information from those that are not authorized to see it, and to allow authorized Users to see the Player information. If you (as Registrar) cannot find a Player that you are looking for ask for guidance. Services:Directory might also help you find contact information for Coaches and Managers.

Teams The Coach or Manager uses 'Add New Team', The Registrar uses Registrar:Registration-Add New Team. (Can also use Registrar:Manage-Teams. To add a new Team click on add )

In the Team Table, the Team has a Status - which refers to the stage in team registration. The Status can be: Closed,Editing,Submitted,Verified,Waitlisted,Withdrawn .

'Closed' means that the PlayingLeague season is finished.
'Editing' means that registration has started but it has not been submitted. The Coach or Manager may still be adjusting their Roster for example.
'Submitted' means that the Coach or Manager is finished.

Getting all the data to 'point' to the correct other data

Players point to Parents. In the User Record there is the capability to point to two Parents. (A Parent is a User with the Role of Parent). Use Manage-Users--Player Tab to associate Parents to a Player.

Teams point to Coaches & Managers. In the Team Record there is the capability to point to a three Coaches and four Managers. (A Coach is a User with the Role of Coach; a Manager is a User with the Role of Manager). Team Scheduler and Team Registrar are essentially Manager 5 and Manager 6. Use Manage-Teams to associate Coaches and Mangers with a Team

Players point to Teams. In the User Record there is the capability to point to a Team. Use Manage-Users--Player Tab to point a Player to a Team. Or set the Team as your 'Active' Team (via Registrar:Manage-Teams) and use Registrar:Registration-Roster to add a Player to a Team.

Creating the package for the RegistrationLeague Registrars to review

Requirements change every season. Ask the League Registrar for their latest instructions. In general:

Transmittal. First indicate which Team you are interested in. Go to Manage-Teams and click on the Key # of the Team of interest. As Registrar you may see several hundred Teams and you need to select one in this manner. The Transmittal is generated by clicking on registration either on the Manage-Teams page or on the Registrar: Registration-Transmittal page.

Pictures. Upload Player pictures via Manage-Users--Photo Tab. Or provide photos (head shot, no hats, no dark glasses, 1" square) as part of your registration package.

1601 Membership Form. Print for each player (can also print for an entire team) and get the parents to sign. Look for the register icon. Have parents sign and either upload or include a copy with your package.

Proof of Age. Typically a birth certificate or passport. Scan and and upload or include a copy with your package. Often only need to do this for new players to CYSA.

Coaches and Managers. If they are to get a pass, there are CYSA requirements and forms (including risk management and background checks). Adult registration is not handled in the Redwood database because of the amount of sensitive private information that would be collected and stored. An individual can be a Coach/Manager in the Redwood database and NOT get a pass.

Updated May 30, 2014