TOURNAMENT TEAM REGISTRATION INSTRUCTIONS:

TOURNAMENT TEAM REGISTRATION INSTRUCTIONS: A Tournament Team is registered and rostered by Maryland State Youth Soccer Association (MSYSA) for the sole purpose of participation in a tournament. The tournament in which the team will compete must meet the following requirements: 1. It must be sanctioned by a U.S. Youth Soccer (USYS) State Association. 2. The Permission to Host form, approved by the appropriate State Association, must indicate that Tournament Teams (USYS team type "S-4") are accepted. Officials on the Tournament Team must meet the same requirements as officials on league teams: at least two team officials must appear on the roster, with one being the Coach. All rostered officials must have a current, approved background check recorded in the MSYSA database, and the Coach must have at least a US Soccer E License or equivalent. Please email coachingeducation@msysa.org with questions on coach licensing. Creation of a Tournament Team may be the answer for a team that needs to use more guest players than allowed by the tournament rules. Or, a Tournament Team may allow a group of friends from several different teams to play together in a tournament. Whatever the reason for creation of a Tournament Team, the two conditions above must be met. As an alternative to creating a Tournament Team, teams not currently rostered for league play can create a standard league roster, selecting MDPL as the league. This roster is valid for tournament play, and is useful for entering tournaments that do not allow Tournament Teams. The requirement that the tournament is sanctioned by a USYS State Association must still be met. Player Eligibility for Tournament Teams A player wishing to be part of an MSYSA Tournament Team must either be a Maryland resident or a non-resident that has been approved for play on a MSYSA travel team roster. Maryland-resident players that are approved on MSYSA-rostered travel teams, on travel teams rostered under other State Associations, or as Non-Rostered Guests are eligible. In addition, players from other State Associations that have been approved to play on an MSYSA-rostered team are eligible, but permission to play on the Tournament Team may be required from their home state association. Players that are rostered to approved travel teams (MSYSA or other US Youth Soccer State Associations) must borrow the US Youth Soccer Member Pass from their team for use in the tournament. All players will need a Medical Release form, and should check with the Tournament Team manager for details on this requirement. Creation of a New Tournament Team The MSYSA registration database has a specific link for initial creation of a Tournament Team. The link, however, is changed periodically. For this instructions document to remain accurate despite the link changes, the indirect link provided below opens the MSYSA web page for Tournament Teams: http://www.msysa.org/registration/tournament_teams The actual link for Tournament Team Registration is found at the bottom of the MSYSA web page. 1

Initial Creation of the Tournament Team The Tournament Team Registration screen is accessed by the link at bottom of the MSYSA web page: Tournament Team Registration Link After reviewing the information on the opening screen (some of which is repeated in this document), click the button Online Tournament Team Registration Form located near the screen bottom. This opens a form for creation of a Tournament Team Roster through selection of Team Officials and Players that are already registered for the current seasonal year in the MSYSA database. General information about the team, its parent club, and the team age/gender group must be entered, along with the tournament name and the sanctioning US Youth Soccer State Association. The drop down list of State Associations also includes the US Youth Soccer Region for each association (MSYSA is part of Region I). MSYSA teams attending tournaments sanctioned by Region II, III, or IV state associations are required to submit an Application to Travel for MSYSA approval. The application form can be downloaded from the Forms & Documents page of the MSYSA web site. By agreement between the Region I associations, teams from within the region do not need an approved Application to Travel to attend tournaments in other Region I states. However, there are some tournaments that will still list this form as a required document. Selection of players and team officials is done by entering their MSYSA ID which is a 16-character string of letters and numbers. The ID can be determined from the name and date of birth for team officials and players, as described in the box at right. For players, the MSYSA ID is printed as the last line on the US Youth Soccer Member Pass, but this is not done for team officials. The Player ID Look Up button in the Player section of Tournament Team registration provides another method of determining the Player ID. Click Player ID look up; fill in the first name, last name, and birth date. Click Search; if the player is found, the Player ID will be displayed so it can be entered into the player list. If the result is No matches found, it s either because there was a mistake in data entry, or the player is not yet approved in the MSYSA database. The first role to be filled is the Primary Team Contact (PTC). The PTC is the one team official that will have access to the MSYSA Registration Database through a System-ID and Password. The person in this role can be the Coach, an Assistant Coach, or a Team Manager. After entering the MSYSA ID for the PTC, enter the IDs for the other team officials. It is necessary to re-enter the MSYSA ID for the PTC in his or her other role (Coach, Asst. Coach, or Manager). The next additions to the Tournament Team roster are the players through entry of their MSYSA IDs. The Tournament Team must adhere to the age-based roster size limits established for MSYSA travel teams. U-12 and younger team rosters are limited to 14 players; U-13 rosters are limited to 18 players; U-14 and older rosters are limited to 22 players. If the particular tournament limits the maximum roster size to fewer players than allowed by MSYSA, these lower limits must be observed (the tournament Permission to Host form contains roster size limit for each age group). 2 Each player and team official has an MSYSA ID, which is a 16-character string of letters and numbers (all letters must be upper case). The ID consists of: the first six letters of the last name, followed by the birth date in format YYMMDD, followed by the first three letters of the first name, followed by the digit "1" If the last name has fewer than six letters, add "#" as needed to get six characters. If the first name has fewer than three letters, add # as needed to get three characters. Example: for Freddy Adu (born 06/02/1989) the MSYSA ID would be ADU###890602FRE1. Figure 1: Format for MSYSA ID

When the player to be added to the team is not a Maryland resident, the ID assigned by the home state association cannot be used to add the player to the tournament team. Instead, an MSYSA ID must be created for the player using the format defined above in Figure 1. The MSYSA ID is only needed for player look up; the home state player ID will appear on the tournament team roster. It is not required to add all of the players through this list; this form is for initial creation of the Tournament Team. Changes (additions, removals) can be made to the team through direct database access after the team creation has been completed. After entry of the Player IDs to be added in this initial team creation step, the Verify Tournament Team button provides an opportunity to verify all team officials and players added to the roster. Clicking this button displays any problems found with the list of people added to the roster, as shown in the screen capture below. In this example error message, player Sally Smith was not in approved status in the database, so is not eligible to be added to the Tournament Team roster. If a problem such as this is encountered, the best approach is to temporarily remove the player from the Tournament Team roster until the eligibility problem can be cleared up. Another possible problem might be an error in entry of the Player ID; for this situation, the error message would state MSYSA ID Not Found. To remove the player(s) from the initial team creation, click Return to Tournament Team Application. If the Player ID entry was incorrect, the correct version for the player can be entered at this time and the Verify button can be clicked again to see whether the error was repaired. For an error as described above for Sally Smith, the best approach is to remove the player by clearing the Player ID field, followed by clicking Verify again. If the steps taken eliminate the problem, there will be a brief display of Tournament Team Information Verified, followed by a return to the Team Application screen. The names of all officials and players on the verified roster will be displayed to the right of their MSYSA IDs; this provides another check that the correct people have been added to the roster. The last step in initial team creation is to submit the tournament team. If this step is not taken, the team does not get created and all information entered is lost. At bottom of the application screen click Submit Tournament Team Information. A new screen provides a summary of the team information and the System-ID and Password required for direct access to the MSYSA registration database to continue team creation (you may want to print or save this screen; there is no way to get back to it after leaving). The instructions above cover the initial creation of a Tournament Team: - entering the club and team names and the age/gender group; - identifying the tournament and hosting state association; - adding team officials and players to the tournament roster. After clicking Submit Team, any further work on the Tournament Team must be done using normal MSYSA registration database access. Once the Primary Team Contact has logged in to the database, the player jersey numbers can be entered. In addition, new players and/or team officials can be added to those entered during the initial team creation. This is covered in the following pages. 3

Editing the Tournament Team using the MSYSA registration database The link to the MSYSA registration database is found on the Registration page of the MSYSA web site (http://www.msysa.org/playerregistrationforms/index_e.html). Use the left menu to click Primary Contact (Team/Organization) Sign-In; this brings up the registration database log-in screen. If you are (or have been) a Primary Team Contact (PTC) for a Travel Team, using the registration system for a Tournament Team will be similar. Enter the System-ID and Password assigned at the end of the initial Tournament Team creation; click Submit Information to get to the Main Menu screen. There are two options available in the drop down, Access Team Management (use this for editing the Tournament Team roster) and Mass Email (used for communication with the Tournament Team s Officials and parents of the rostered players). Select Access Team Management and click Continue to begin editing the Tournament Team roster. The resulting screen will list all of the teams to which the PTC has access. Click the circle in the first column for the team to be edited, then click Select Team. The resulting screen is the Team Main Page for Data Type Team. The drop down at the upper left on this screen is used to navigate between the Data Types (Team, Players, or Officials). Each screen has a series of buttons that are relevant to the screen Data Type. The presence or absence of some buttons depends on the current Team Approval Status. For example, there are no buttons on the Data Type Team screen to print the roster until the team approval status changes to Approved after review and approval by an MSYSA Registrar. Team Officials To add or edit team officials select Data Type Officials. Team officials already on the roster can be edited (depending on the current Team Approval Status) by using the circle at left to select the official to be edited followed by clicking View/Edit Officials. Before making changes, scroll to the screen bottom to verify if there is a Save Changes button; if it is present, editing is possible, and please remember to click Save Changes before leaving the screen. Click Add Team Official to add another adult to the roster. The adult to be added must already be registered for the current seasonal year, and you must know the MSYSA ID to make the addition. MSYSA policy requires that travel team head coaches have at least a US Soccer E license (or equivalent). The coaching license must be uploaded into the registration database for registrar verification. The database retains the verified license level into the future for the coach, and has provision for updating the verified license as the coach earns higher level licenses. The license upload and verification can be done for any team official on the roster; it is optional (but encouraged) for all Managers and Assistant Coaches but mandatory for Head Coaches. To upload a coaching license, the PTC clicks Upload/Update Coach License on the Data Type Team screen. This opens a window showing current verified license level for all team officials. Use the drop down under Request Coach License to be Verified to select the new license level, enter the date earned and click Submit Changes. After the screen refresh, a circle will appear in the first column; double click in this circle to open a file upload window. The file containing the license copy must be in PDF format with a maximum size of 2 Mbytes. After the upload is complete, a link to the uploaded license appears in the last column to view the uploaded license. Please use this to verify that the upload was a success and the file is readable. 4

Players To add or edit players, select Data Type Players. Players already on the roster can be edited exactly as described in the preceding paragraph on editing team officials. Players that are rostered to MSYSA travel teams (MD resident or not); MD residents that are registered as Non-Rostered Guest Players; and MD residents that are registered as Out of State Players can be added by clicking Add Player Currently Registered with MSYSA. The MSYSA ID is required for player addition; if it is not known, it can be looked up (or created as described on page 2) based on player name and date of birth. As a reminder, players from other State Associations must be looked up using the Player ID they would have if they were a MD resident. Using the ID assigned by their home state association will result in an error message that the player is not found. Clicking View/Edit Jersey Numbers opens a new window displaying all rostered players and their numbers. After editing is complete, click Submit Changes to save the new numbers; then click Close Window. When editing and/or adding officials and players to the roster is complete, the team must be submitted to an MSYSA Registrar for review and approval; this is done from the Data Type Team screen. The first step should be to click Audit Report to review whether the team has failed any MSYSA rules or policies programmed into the registration system. The top section of the Audit Report contains mandatory requirements; the lower section ( Warnings Only ) warns about missing or duplicate jersey numbers; the presence of out of state players; and requirements for International Clearances. Once all Audit Report issues have been resolved, click Submit for Approval to notify an MSYSA Registrar that the team is ready for review and approval. Once the review and approval process is complete, the PTC will receive a system-generated e-mail advising that the team has been approved, and the roster can now be printed (the button to print the roster will be found on the Data Type Team screen; it is not visible until the roster has been approved). 5