AYSA Registration 2017-2018 Club Registration Set Up 1) Access to 2017-2018 season registration will be available on July 1 st. a. A REMINDER THAT UNTIL THEN, PLAYERS ARE BOUND TO THEIR 2016-2017 CLUB/TEAM REGISTRATION. Releases, transfers or loan form submissions are required for game play with another team. 2) Enter/update club board of directors in user accounts section under Home tab. Entered required positions as specified below. DO NOT USE VARIATIONS (i.e. Assistant Registrar, Coaching Director). ALL positions must complete online background check and have approved status. a. President b. Treasurer c. DOC d. Registrar e. Field Coordinator f. Tournament Director g. Referee Assigner 3) Confirm that all AYSA forms that are part of your online registration and/or distributed to team managers are current. Player Registration 1) Birth Certificates & Name Entry: a. Certified birth certificates must be verified by registrar. b. Player registration names must be the same as legal name on birth certificate. Middle names and initials are not necessary. No (). c. Double last names on US birth certificates must be used. No hyphens unless used on birth certificate. d. Double last names on foreign birth certificates must be used. No hyphens unless used on birth certificate. e. Birth certificate copies must NOT be kept in team binders NOR TAKEN TO TOURNAMENTS. *However, birth certificate copies must be available for Presidents & State Cup credential check. f. Click Update in player birth certificate section of player profile under registrar tab ONLY after information on birth certificate has been verified. i. This is for your club internal reference only. ii. Birth certificate verification still required by registrar for new registrations unless state verified. g. Foreign birth certificates must have a translation completed and kept with the birth certificate. h. All foreign births regardless of citizenship must obtain INTERNATIONAL CLEARANCE PROCESS APPROVAL!!! 2) Search for existing player account and import before creating new player account. 3) Player Profile Entry: a. ALL player information must be included in the Got Soccer profiles: address, current personal email and phone numbers. Do NOT use club information! Valid email addresses are required for proper communication and access to accounts. b. Make certain that uploaded photos are recent and clear HEADshots only.
4) DO NOT process player registration without required completed forms ON FILE: 1. AYSA Code of Conduct (online acceptable) 2. AYSA Head Injury/Concussion (online acceptable) 3. Membership form (online acceptable) a. November 1 st policy information must be included 4. AYSA Medical Release Form (hard copy) a. notary required for out of state travel b. Expires one year from date signed 5) Make certain that proper tiers are selected for all teams and players (see attached). Coach/Team Official/Administrator Registration 1) ALL coaches, team officials and administrators must complete online background checks yearly. 2) Entry of legal name is required as listed on driver s license. NO nicknames. 3) ALL information must be included in the Got Soccer profiles: date of birth, address, current personal email and phone numbers. Do NOT use club information! Valid email addresses are required for proper communication and access to accounts. 4) Uploaded photos must be clear headshots only. 5) If a coach/team official has already completed background check for current season, confirm entry of correct legal name, gender, email and date of birth, then click check reports on profile page. This will attach RM approval to account profile. 6) Coach background check approval is required before they can be assigned to a team and team passes can be printed. So, make certain to allow extra time for background check processing! 7) IN-HOUSE coaches must also have approved background check BEFORE participation in in-house program. Team Registration 1) Set up/add team profiles and verify rosters under the club tab. 2) Each team must have a coach with an approved background check before registration and passes can be processed into registrar tab. 3) Make sure the proper tier level is assigned to each team. 4) Bylaws limit number of coaches per team to maximum of 4. 5) Teams cannot be formed and passes processed without meeting roster minimums 5 for U8 and younger and 7 for U9 and older. 6) Tier 4/In-House registrations cannot have player passes. Player Movement 1) Releases and transfers are processed by State office or by State appointees only. 2) Player release and transfer submissions must be initiated by the player/parent via their Got Soccer player account. a. Players can access these forms through the Registration link in their player account. b. Links to these forms are also available on the AYSA website: Member Admin -> Forms -> Select link (correct username & password required) c. Hardcopy forms will no longer be accepted. 3) Registrars will electronically approve release/transfer submissions online via their Got Soccer registrar accounts under the Club tab in the Forms and Requests section. a. Confirm that team roster max has not been met when approving transfers into your club. 4) Execution of releases/transfers are processed after 6 days from date of submission if club(s) have not approved or denied. 5) INTRA-club moves can be processed by registrar. Click Release to remove player from old team under Registrar tab Go to Club tab and reassign player to new team Go to Registrar tab and click Add to add player to new team
6) Clubs cannot release players without electronic player release/transfer request. a. Players can be moved and properly registered to another age eligible team within your club if the roster max has not been met (refer to above Step #5). Moving players under CLUB tab only does NOT affect official player registration status. Player must be properly moved under registrar tab. b. Please contact AYSA office if parent/player is unreachable. 7) Clubs may not refuse or deny a transfer/release request. Please refer to the AYSA Financial Bad Standing Policy if you feel the player has outstanding obligations to the releasing club. 8) Please destroy or return the player pass to AYSA once the player release/transfer has been completed. The pass is now void. 9) When player is released (not transferred), they are no longer registered, insured nor eligible for US Youth game play. 10) State Cup teams may only have a maximum of 5 transfers. No limit for Presidents Cup. 11) State Cup and Presidents Cup TRANSFER freeze date is November 1 st. After this date, players are ineligible to participate in these Cups with another club. This does not affect players that are registering for the first time. Miscellaneous 1) AYSA approval must be obtained BEFORE a pass can be reprinted. 2) Clubs and/or coaches can deny loaning players to other clubs. 3) All club officials planning to conduct registration business must attend AYSA training session. 4) AYSA bylaws limit player participation to 2 total games per day total minutes to be defined by match length for respective age group. 5) Injury reports must be submitted (online or hardcopy accepted) to AYSA within 30 days of the injury and prior to filing a claim. Medical claims cannot be filed if injury report is submitted after the 30 days. Team Travel for Out of State Tournaments US Youth Sanctioned ONLY 1) All teams planning to attend an out of state US Youth sanctioned tournament must submit an online ETravel request and obtain approval from the State office using their team Got Soccer account. Please refer to AYSA Travel Policy (attached) for detailed information and instructions. *This does not include out of state travel for Desert Premier League and National League play. 2) Loan player forms only required for loans from another club. 3) Medical releases must be notarized for out of state travel per AYSA policy. 4) A $25 travel fee is required for teams U14 and younger. No fee for teams U15 and older. NON-Sanctioned Tournaments- In or Out of State 1) AYSA passes may NOT be used, nor are they valid for ANY NON-SANCTIONED events in or out of state. US Youth sanctioned tournament listings can be found on US Youth state association website. 2) Teams who wish to attend a NON-SANCTIONED US Youth Soccer event, such as an AYSO or US Club Soccer Sanctioned tournament and who do not have membership passes from that organization cannot use AYSA passes for credential purposes. Alternate passes, as well as AYSA player insurance during the event may be obtained directly through AYSA at a cost of $50.00 per each non-us Youth Sanctioned event, in addition to any regularly imposed travel fee ($25 for U14 and younger/no fee for U15 and older).
Out of State Players - Interstate Permission (Clearance) Any player wishing to play on a team of a member of a US Youth Soccer State Association other than the US Youth Soccer State Association where the player is registered, must complete an Interstate Permission form and receive written clearance from the State Association where the player is registered AND the State Association of the team on which the player wishes to play. Circumstances that require Interstate Permission: 1) A player requesting permission to play as a member of a team of a State Association (the Accepting State Association ) other than the State Association in which the player is registered or resides (the Releasing State Association ). 2) A player requesting permission to play on a team in another State Association as a guest player 3) A player is relocating: moving from one State Association to another State Association during the seasonal year.
AYSA POINTS OF CONTACT APL/State League/Cups Chris Webb chriswebb@azyouthsoccer.org Sponsorship/Website Referees Michelle Golowatsch michelleg@azyouthsoccer.org Port of Subs games@azyouthsoccer.org Coaching Education Austin Daniels aysatd@aol.com TopSoccer/Afterschool ODP Player/Coach Registration Dolores Abernathy doloresabernathy@azyouthsoccer.org International Clearances Player/Coach Registration Michelle Hudson michellehudson@azyouthsoccer.org Red Cards/Appeals Stacey Drinon staceydrinon@azyouthsoccer.org Insurance/General Executive Director Leslie Johnson aysaoffmgr@aol.com A list of Board of Directors and Executive Committees can be found on the AYSA website: azyouthsoccer.org, under the About tab.