Norfolk County Football Association Ltd 2018-19 Player Registration Guidance Booklet A step by step guide on how to complete player registrations for the 2018-19 season using the Whole Game System
Contents 1. Setting up Access to the Whole Game System... 3 2. Accessing Whole Game System... 4 3. Player Registrations Tab... 7 4. Searching for Players that are already attached to your Club... 8 5. Adding a New Player to the Club... 9 6. Creating a new FAN... 12 7. Multiple Records... 13 8. Registering Players who are attached to your Club list... 14 9. Key points to remember... 19 1
Dear Club Secretary, Re: 2018-19 Online Player Registrations This guide has been devised by the staff at County Headquarters to assist you in completing the 2018-19 Player Registration process using the Whole Game System. I would recommend that you read the Guide in conjunction with completing each section of the player registration process as it will guide you through each step. Should you feel unsure about any aspect of the player registration process, please contact one of the staff members below, as they will be only too happy to help you. Football Services Officer (Leagues & Registrations) Rachel Cossey Rachel.Cossey@NorfolkFA.com Football Services Officer (Registrations) Hannah Boyd Hannah.Boyd@NorfolkFA.com Or telephone the team on 01603 704050 (ext 1,1,2). Yours sincerely, Rachel Cossey Football Services Officer (Leagues & Registrations) 2
1. Setting up Access to the Whole Game System If you are not listed as the Club Secretary, you will need to ensure that you are added to the system as a Player Registrations Officer. For example, if you are the manager of a team, you will need this additional role added to allow you access to the player registration tab - without this, you will not be able to process registrations. Please get your Club Secretary to either contact us to confirm they would like you added (we ll require full name and date of birth of the individual to be added) or they can add you themselves via the Whole Game System using the Club Officials tab. 3
2. Accessing Whole Game System The process for creating a password and accessing the registrations process is detailed below: A. Click on this link to the Whole Game System (WGS) - WGS link. B. If you have forgotten or don t have a password set up for WGS you will need to click on the Have you forgotten your password? link, on the below screen as highlighted. C. Enter your email address (this will need to be the email address linked to your FAN) or FAN number, your Date of Birth and tick the I m not a robot section (complete any verification that is presented) and press submit. 4
D. You will receive the following email and will need to click here to reset your password. E. Choose a password for the system. Please note this will need to be at least six characters long and contain at least one number. Click Reset My Password. F. You ll now be able to log on to WGS using your email address / FAN and the password you have created. Please ensure that you select the click here option as highlighted in the screen shot below to access the system. 5
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3. Player Registrations Tab A. Select the Club Secretary/Player Registration Officer Tab at the top of the screen and then select the Player Registration tab to the left of the screen, as highlighted below. You will now be able to begin the registrations process. 7
4. Searching for Players that are already attached to your Club A. Once you ve selected the Player Registrations tab you ll come to a screen which will list your current Club players. This list will be players who have previously been attached to the Club, most likely registered last season. There is a search bar available to allow you to search for players if you have a large number of players listed. As you start typing the player s name the system will provide you with a list of relevant players based on this information, e.g. if you type Matt you ll also see any Matthew s who are attached to your Club. The majority of your players should already be attached so you will find most of your players via this method. B. Once you ve found the player you ll need to check that the Player s contact information is still correct. To do this click in to each indivdual s record. From here you ll be able to update the relevant information. Please note if you find the player using the initial search please go to section 8 of this guide. 8
5. Adding a New Player to the Club A. If, once you ve searched, you re still unable to find the player please select the icon. B. In the box that asks for the player s name, please enter the first initial of the players first name and their full surname as well as their date of birth. You can search by full name however by searching by the first initial and surname only, the system will be smart enough to flag up any misspelling or duplicate records you should be aware of. C. If you get a match the relevant player will then be listed, as below. 9
N.B. if the player doesn t appear please go to step 6. D. For youth players you will need to confirm that you have parental consent. At this point you should either have your offline consent form completed or, if requesting consent online, you ll need to select the I wish to request parental consent option If requesting consent online you ll need to wait until the parent / guardian has confirmed via a link sent to them on email that they confirm consent. Please view our step by step online consent guide for details of the full process. Please note that to use this process the individual s parent / guardian will need to have a valid email address and you ll also need to know their date of birth. If you have obtained offline consent you ll be able to proceed with the process by clicking I can confirm I already have a parental consent form. E. Click the icon to add them to your club player list. F. The below message will appear select The current club details are correct and click validate. Then click add player. Please note this will also list Clubs the player has been associated with in previous seasons. 10
Irrelevant of if the details are correct or not, please select The current Club details are correct option. Our registration process doesn t require validation of this information therefore any additional work here isn t required. G. An icon will then appear to confirm the player is attached H. Once the player is attached you ll need to check that the Player s contact information is still correct. To do this click back to the Player Registration tab and click in to each indivdual s record. From here you ll be able to update the relevant information. 11
6. Creating a new FAN This section is only relevant if you haven t been able to find the player using the steps above and you are satisifed they aren t listed on the system. A. Once you ve searched for the player you ll need to select the link. B. Complete the personal information required on this screen and select continue. Once you have completed the relevant information click the button Please note for adult registrations an email address or home address must be provided for the player. Please also note that adding a photo at this stage isn t mandatory. 12
7. Multiple Records If there is more than one record for the individual on the system the following message will be displayed. If you get this message it is essential that you contact Norfolk FA at Rachel.Cossey@NorfolkFA.com or Hannah.Boyd@NorfolkFA.com with the player s correct name, date of birth and most up to date home address, telephone number and/or email address. Following this, to proceed, you will now need to OK the pop up box and click on create new player as seen below. This will allow you to proceed with the registration, however it is essential that you have informed us that there are duplicate records on the system (as above) so that we can complete a merge of the records. This process is important to complete to ensure the registration is valid. To view the steps of creating a new player please see step 6. 13
8. Registering Players who are attached to your Club list At this stage, you should be able to find the player in your club list, whether they were listed here from last season or you have attached them via your search. You can then proceed to completing the registration steps. A. Select the player registration tab B. Use the tick box next to the player s name for the player you wish to register. C. Once you ve selected the individual you want to register, a group of options will appear at the top of the screen. D. Within the options at the top of the screen select Assign to Teams 14
E. You ll now have a list of the relevant teams that the player is able to sign to for your Club. You can also search for relevant teams within your Club if there is a long list using the search box provided. The following information is applicable to youth Clubs only - Please note players are only permitted to sign for one team per age group. The system will allow you to attach to more than one team at an age group, so please ensure that you only register the player for one team. Player eligibility may be afftected if this is not adhered to. Please note players signing in the Norfolk Combined Youth League and the Norfolk Women s and girls league are permitted to play for all teams at an age group development age groups (i.e.u7-u11) however please only register the player to their primary team. If they play for an alternative team within the Club at the same age group then the player can be added in the notes field on Fulltime. Please note there will be specific League Cup / Trophy elgibility criteria to be adherd to. You can add players to two age groups (if they are eligible by age) if they will be regularly playing between age groups, however they will count towards the squad size caps for both teams if you do so. 15
F. Select the teams you want to register the player to and then select the Add Players to Selected Teams button G. Once selected, the teams you re registering the player to will appear in your Club Players list. H. If you assign a player to the wrong team(s) you can use the icon to remove them from the team(s) you need to. I. You ll now need to confirm consent for the player. Select the tick box next to the player s name. You ll then need to either select the Confirm Offline Consent Option at the top of the screen if the player / parent or guardian has signed an offline consent form or you can select the Request Online Consent option if requesting online consent via WGS. With the offline consent process you ll need to confirm that you have signed permission from the player / parent or guardian to proceed with the registration as per the screen below. 16
Offline consent forms can be found on the Norfolk County FA website. For further information on how to request online consent please refer to the Completing online consent via WGS (adult) or (youth) guide. J. Once consent has been confirmed this will change on their profile to say Consent: Accepted K. Select the player again using the tick box. In the list at the top select Submit to League icon. L. For players 10 year of age or over you ll need to confirm that the player has International Clearence prior to submitting the registration. 17
M. You ll be able to see that this has gone to the league within the Club Player list. N. Your part of the process is now complete and once approved their registration will be completed. 18
Key points to remember Squad size (youth only) If you have already registered players to your teams, we encourage you to check your current squad size. This can be done by using the filter at the top of the club player section. By using the age group filter shown above, you can select which age group you wish to check the squad size for. It s the Club s responsibilty to ensure maximum squad size isn t exceeded. The League may consider a player registered after the maximum squad size is exceeded as an ineligible player. 19
Notices of Approach If you try to register a player who is already registered to another Club who has a team that plays on the same match day, the below message will appear. If this appears and you are aware that the player is either signed to another team within the same league or plays for a team in a different league on the same match day, you ll need to give the Club they are currently signed to 7 days notice that you wish to approach them. You can either send the traditional notice of approach to the existing Club via email/letter or you can click the send notice of approach option as shown above. Traditional Notice of Approach If approaching the current Club via email please do nothing further with the process on WGS. Once you have submitted your notice of approach via email/letter, you should then wait until either the 7 days has elapsed or the Club has waived the 7 days notice and you ve had this confirmed in writing by them. If the player competes in the same league you will then need to complete the transfer process with the league which will involve completing the relevant transfer forms and paying the transfer fee. You will not need to do anything further on WGS in this instance. If the player only competes on the same match day and not in the same league you can confirm the club has waived notice and proceed with the registration as normal. 20
Sending Notice of Approach on WGS If approaching the current Club via WGS please select the send notice of approach option. This will send a notification to the current club informing them you wish to approach their player. You will then need to wait 7 days until this notice has elapsed or the current club can log in and waive this notice. You can either then follow the transfer process if the two teams play in the same league by completing the relevant transfer forms and paying the transfer fee. If you are just wishing to dual register them on the same match day but for a different league, please continue with the registration process in the normal way. 21