League Admin System Administration Made Simple (Last Update Oct 2016) League Charges and Fines Almost every league has different procedures and different set-ups but essentially it can be difficult to manage the issueing of charges and fines, especially when you have a large number of teams. What the League Admin System can do is to manage this all in one place with charges and fines issued by email to Club Secretaries/Treasurers. Depending on your committee setup, fines can be issued manually or automatically. A list of all your charges and fines are setup within the system including rule numbers, descriptions, maximum fee and whether it s a charge or a fine.
When a fine is created the user will be required to enter some detail. This detail will be used to manage the fine from creation to completion. Some leagues have registrars that create and send charges/fines with the secretary managing the responses/decisions and sending out receipts while others have the league secretary do all the processes. The League Admin System can be setup to work in any way. After the charge/fine is created, an email will be sent to the Clubs Secretary/Treasurer. Depending on whether it s a charge or a fine; different procedures apply. If it is a straight forward fine the email will show the club/team involved, the rule, how much is to be paid, when to be paid for and details on how to pay. This is monitored and a reminder is automatically sent a few days before the due date. Normally the League Treasurer would receive payment of fine and in this case, the treasurer would update the system with the amount and date paid, a receipt can be then emailed and the fine completed. If payment has not been made by the specified due date, automatic emails are sent at regular intervals to remind the club (as well as the league). The League can further escalate the fine to a Penalty and then to a Final Notice (depending on the processes) with further emails being automatically generated at regular intervals for monitoring purposes. If it is a charge, then the club will be sent an email with the rule and a date which they should respond by with options on how they would like to answer to the charge. The club normally sends this via email with the League Secretary updating the response ready for the committee to decide on the outcome of the charge. Again a reminder is issued a couple of days before the due date. Upon the decision of the committee the League Secretary would
send an email explaining their decision and whether a fine will be issued or not. If a fine is issued, the procedure follows the sending of a fine (as above).
Club/Team Directory The Club/Team Directory serves many functions that greatly assists the administration of a League. One of the main concerns of any league is that information they have on their clubs and teams is accurate and up to date. The League Admin System greatly reduces the amount of time spent ensuring this information is accurate by allowing registered clubs to create and manage their information within their own secure Club Admin Area. Not only does it serve as a valuable source of information for the League, it also serves as an online directory for the general public to get in touch and for other clubs/teams to make contact for match days showing manager contacts and directions to home grounds.
The clubs gain access to this secure area by inputting their email address registered with the league on the Club Directory web page. An email will be sent to the Club Secretary with detail on how to access their own secure area. There are a number of sections within the secure club area. 1. Club Information is detail of the club including affliation numbers, web address, social media, secretary/chairman/treasurer/welfare officer contacts; usually information required when applying to the league. 2. Team/Player Information is detail of all the teams associated with the club for the appropriate league including age category, manager/assistant contact detail, club colours and ground address and location. (includes additional features such as player registration and team adverts described in later sections) 3. Fines/Charges is a list of charges and fines issued to the club for reference 4. Agreements is described within the League Application section 5. League Application is described within the League Application section At any time the club can access the area to update their detail. Any updates to team manager contacts and ground locations are automatically sent via email to League Registrars/Secretary so they can be updated in FA Full-Time (if appropiate)
League Applications As mentioned, the Club Admin Area serves as a number of valuable sources of information and also allows the Club to submit their annual League Application to the league. With the club entering detail on their club structure and teams for the online Club Directory it also provides information required for applying to the League. Depending on the setup of the league, the club can digitally agree to the various policy agreements and agreements required before submitting their application. The system ensures that all the required information has been included before a club can submit their application to the league. Automatic reminders are sent to clubs to fill and submit their application before a specified due date.
Once submitted an email is sent to the Club Secretary (copies to League Secretary) with a summary of teams registered, how much to pay and method of payment. This is monitored for payment (email reminders sent) and once paid an email receipt is sent.
Player Registration & Import to FA FullTime Depending on the League Structure, teams are required to complete Player Registration forms for their players so an ID card can be produced and available on match days. This can be a very time-consuming job for the league especially when preparing for the start of the season. The League Admin System has a function that allows clubs to enter this player information (with age range checks) and to print off individual or batch ID cards so they can be sent to the League Registrar for authorising, signing/stamping and laminating so clubs can verify their players on match days. The clubs can also upload an image of the player for display on the ID card. All information on players is stored encrypted as an additional layer of security. As the player is now stored within the system (encrypted) this information can be imported to FA Full-Time if required.
There is a feature that will export the required information (once authorised) to a text file suitable for import into the FA Full-Time system saving hours of manual import. There is a requirement that the Team Codes generated within FA Full-Time are also entered within the League Admin System so the import knows what team to associate the players with. (helpwithit.co.uk can assist with this) Although the facility can import all the players in one batch. Experience has shown that importing large numbers of players into FA Full-Time causes the fulltime system to time-out especially during busy periods (as it is so popular), it is advisable therefore to split the import into clubs to reduce the risk of this happening.
Referee Respect Some Leagues have requested a facility to monitor the FA Respect Campaign on match days. This allows registered referee s to record their experience and allows the league to monitor individual teams and take action as necessary. As per the Club Admin Area, there is also a secure area for Referee s that allows them to record this information.
League Website As an optional extra a League Website can be developed that is kept uptodate within the League Admin System and includes the following base information (additional features on demand) 1. News Features 2. About the League 3. League Officers 4. League Documents 5. Club/Team Contacts 6. Find a Team Facility 7. Contacts Page 8. FA Full-Time Link 9. Facebook/Twitter Links