Registrar s Workshop 2018/2019 Seasonal Year
Staff Greg Vallee, Chief Operating Officer /Technical Director gvallee@scysa.org Coaching Education Manage Staff ODP Bonnie Epperson, Office Administrator scysa@scysa.org Coaching Licenses Insurance Background checks ODP Nancy Shultz, State Registrar - nshultz@scysa.org Registration Travel Brandon Nichols, League Administrator bnichols@scysa.org Leagues, Cups & Games Website
Staff Lisa Neill, Event Coordinator lneill@scysa.org Birth Certificates Regional Events Sandy Burris Director of ODP burris@scysa.org ODP Administration Gary Winchester ODP gwinchester@scysa.org ODP Technical Director Coaching Education Greg Baltyn Referee Administrator gregbaltyn@me.com Statewide Referee Scheduling System
General Information on Website www.scysa.org State Board State Staff Calendar: http://www.scysa.org/events/summary/ You re responsible for all registration dates You re responsible to make sure teams are aware of cup/league dates & deadlines. Forms
Club Information Board of Directors Log in Click Security Tab Users To make corrections, click edit then make corrections To remove a user click delete President, Treasurer, Director of Coaching and Registrar are necessary. All board members should be added.
Club Information Board of Directors Find/Add Admin Must have approved risk status Type in last name and click search or Change Search by to ID and type in admin s ID number Once found select and then complete information Include User Type Email address (make sure it is up to date) Once complete click update or save
Affiliation Form Affiliation Form due April 1, 2018 Events Manager on left hand side of screen Event Type Affiliation Click search Click event name Payment by credit card due Late fee automatically charged
Club Information/Bylaws Club Information/Bylaws Log in, then select Click VIP Tab Click Corp Information Upload bylaws If there are changes Or have not done so already Upload your Rules & Regulations (if you have) Upload logo (if desired) Upload 501c3 letter if you have a 501c3 status Upload field permits if applicable
Club Information/Bylaws Bylaws changes must be submitted with your affiliation form. If you have a name change, Must be reflected in your bylaws or With an approved form saying you are doing business as (DBA) and your new name. Name changes are done annually Club name change submitted for the 2018/19 season remains until the 2019/2020 seasonal year.
Club Information/Billing Information Billing Information This tab must be completed Billing Field fees Refunds Log In Click VIP Tab Click Billing Information Enter all information completely There are three email s available suggest President, Treasurer and Registrar Keep up to date
Coaching Education SCYS Recreation Soccer Coaching Requirements U4 U8 US Soccer Online 4 vs 4 U9 U12 US Soccer in Person 7vs7 or 9vs9 license U13 U19 US Soccer in Person 11 vs 11 license SCYS Jr. Academy Coaching Requirements U8 U10 US Soccer in Person 7 vs 7 license U11 - U12 US Soccer in Person 9 vs 9 license SCYS Classic & Challenge Coaching Requirements U13 u19 Head Coach US Soccer National D License Assistant Coach US Soccer in Person 11 vs 11 license
Volunteer Disclosure/Background Checks Allow 72 hours once submitted scysa-bgc.sportsaffinity.com Having trouble there is a YouTube video to assist: https://www.youtube.com/watch?v=kptfanm5 bsk&feature=youtu.be Still having issues or the background check is not showing approved after 72 hours, contact Bonnie at the state office (803-749-4353 or scysa@scysa.org).
Birth Certificates Registrar s are required to upload birth certificates for all players. This includes recreation players! No exceptions. Parents can do this for you. Birth certificates can be pdf or jpeg files smaller than 1MB All info, with the exception of the players legal name, date of birth and state/country of birth can be redacted. If you need help uploaded we will be glad to assist.
Matrix SC Youth Soccer Team Age Brackets for 2018-2019 Season 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25 Birth Year 2020 2019 6U 2018 6U 7U 2017 6U 7U 8U 2016 6U 7U 8U 9U 2015 6U 7U 8U 9U 10U 2014 6U 7U 8U 9U 10U 11U 2013 6U 7U 8U 9U 10U 11U 12U 2012 7U 8U 9U 10U 11U 12U 13U 2011 8U 9U 10U 11U 12U 13U 14U 2010 9U 10U 11U 12U 13U 14U 15U 2009 10U 11U 12U 13U 14U 15U 16U 2008 11U 12U 13U 14U 15U 16U 17U 2007 12U 13U 14U 15U 16U 17U 18U 2006 13U 14U 15U 16U 17U 18U 19U 2005 14U 15U 16U 17U 18U 19U 2004 15U 16U 17U 18U 19U 2003 16U 17U 18U 19U 2002 17U 18U 19U 2001 18U 19U 2000 19U
Fees Recreation - $7 U8-U12 academy - $20 Classic (challenge/premier) - $30 Roster Rec-Classic $25 Roster Rec-Academy $15 Roster Academy-Classic $15 Transfer - $25 $10 per coach/assistant coach/manager All teams must have 2 admins assigned to be activated
Fees President Workshop, Registrar Workshop and Affiliation will be paid through Affinity. This is due by April 1 st.
League Fees SC State Challenge League (SCSCL) - $750 President s Medal League (PMSL) - $500 Open League - $500 Sandlapper/Coastal 7v7 - $200 Sandlapper/Coastal 9v9 - $250 Sandlapper/Coastal (11v11) - $300
Cups & Games Spring 2018 Spring (4/28-29) Publix President s Medal Cup CESA Fields Spring (4/28-29) Publix Open & Rec Cup South Carolina United Fields Spring (5/6-7) Publix Palmetto Academy Cup Lexington Fields Spring (5/12-13) Publix Bob Brantley Challenge Cup Carolina FC Fields 2018/19 Tournaments TBD
Registration Deadlines 2018/2019 Select/Academy September 30, 2018 Recreation - October 30, 2018 Select/Academy January 30, 2019 Recreation February 15-20, 2019 (prior to AGM) This does not mean that individual players cannot be added just that your team registrations should be completed in their majority.
Rules Administrative Manual Manual will be online and downloadable at http://www.scysa.org/scysa_admin/admin_man ual/ Make sure your read the registration rules as well as the cup/league rules.
Reminders Jersey numbers All U13-U17 Classic I & II All U13-U19 Challenge and Premier teams Input for roster to be activated. Please make sure that the jersey # s are correct each year. Directions Go to Team Select Team Click Edit Player Team Info Enter jersey # Enter position (if you wish)
Photos Registrar s are required to Upload photos for all junior academy, classic, challenge or premier league teams as well as recreation teams attending tournaments or who request player passes. Upload photos for all coaches, asst. coaches and managers These pictures will be printed to the player pass. Pictures should be head shot only (like a passport photo) no hats, sunglasses or anything that obstructs the view of the players face. You are responsible that picture is uploaded correctly and clearly visible when printed. This includes coaches. Cards, when printed, should be on official card stock.
Sample Photos Don t : Leave too much space Do: Crop to face only Shouldn t be able to read anything on their shirt
Sample Photos Don t: Have hats in photo Have sunglasses and not facing front
Sample Photos Don t: Leave picture so it doesn t fit box: If you crop the photo will fill the box
Sample Photos Don t Make Sure Correct Show Full Body to Rotate Photo
Printing Passes The Print ID Card PDF is only available when the team has been activated by the state. Digital cards are printed in the league application and can be done by coach or manager
Housekeeping You are responsible for insuring the player s address as well as their phone and e-mail are up to date and correct.
Housekeeping You are responsible for: Checking your coaches licenses. If they are not licensed and have used their seasonal grace, don t assign them to a team until this criteria has been met. Under Admin Lookup you can filter info to see if a coach is licensed or has a background check. Select Certifications All certifications Specific license (i.e. if you want to know who has a D license Risk Filter by Approved background check is good Denied background check is not approved cannot coach Expired needs new background check ran before he/she can coach Under Review background check is in progress None has not yet started the background check procedure Remember all your club volunteers need background checks, put them in as team administration or team parents to run checks.
Club Pass Club Passes allowed in league state cups, regionals nationals as defined in the rules governing these events. Players Must be registered with club they wish to club pass with at cups, regionals and nationals by the freeze date listed on the SC Youth Soccer calendar. Freeze dates are 48 hours prior to first cup match
Club Pass Game Day Roster is an official SC Youth Soccer team roster that lists a maximum of 18 and a minimum of 7 eligible players for a particular competition. Game day rosters are required in conjunction with club pass players primary team pass. Can be done by manager or coach. Maximum of 5 club pass players in any one league game.
International Clearance US Youth Soccer Rule 207 The Federation and FIFA have international clearance requirements and procedures for players coming to the United States to play soccer. A player age 10 or older requiring international clearance must receive approval from the US Soccer Federation prior to being registered.
International Clearance International Clearance Required Any player born outside of the United States: or e.g. player born in Italy Any player who was previously registered with a club outside the United States e.g. player most recently competed in Canada
Practical Notes Prior clearance still valid if player has not subsequently registered with a club in a foreign federation e.g. Brazilian player received international clearance from U.S. Soccer to compete with club last season an has not registered elsewhere in the interim High School soccer in the US is not affiliated with U.S. Soccer and therefore does not follow FIFA s regulations.
Amateur Clearance Methods Prior to 10 clearance First Registration of US citizen Minors Process (plus First Registration or ITC) First Registration of no-us Citizen (18+) International Transfer Certificate (18+)
Amateur International Clearance Living in U.S. prior to age of 10 Moved to U.S. after age 10, but was never registered outside U.S. Previously registered to club outside the U.S. Age 10-17, U.S. Citizen Prior to 10 First Registration Minors Process Age 10-17, Non-U.S. Citizen Prior to 10 Minors Process(First Registration/ITC) Minors Process (First Registration/ITC) Age 18+ Prior to 10 First Registration ITC Request
Prior to 10 Applicable when: player born outside of US but moved to US prior to the age of 10 e.g. player born in India who moved to US at age 8 Documentation necessary: P10 Form One piece of official documentation demonstrating participation in daily life activities in the US prior to the age of 10 (e.g. age 9 report card) Cleared upon receipt and approval from US Soccer
First Registration of US Citizen Applicable when: player born outside US but is an American citizen who has never registered to play elsewhere e.g. player born to parents on US military assignment in Germany Documentation Necessary: First Registration Form Proof of US Citizenship (either passport, Consular Report of Birth Abroad, or Certificate of Citizenship/Naturalization) Cleared upon receipt and approval from US Soccer
Minors Process-Background Article 19, FIFA Regulations general prohibition on the international transfer/registration of minor players aged 10-17 Enacted with intent of protecting youth soccer players from being moved internationally and taken advantage of by agents and/or large clubs Several limited, narrow exceptions to the general prohibition, but FIFA places burden of proof on player Very high threshold of evidence
Minors Process - General Applicable when: Player born outside US or has played with a club under a foreign federation; and Player between the ages of 10-17, does not meet requirements for Prior to 10 or First Registration of US Citizen e.g. player born in England who does not meet Prior to 10 or First Registration of US Citizen clearance avenues want to register as a 16-year-old
Minors Process - General Documentation necessary varies based on type of clearance: Moved with parents for reasons not related to soccer 50 km Foreign Exchange Student Refugee Cleared upon approval from FIFA s Players Status Committee (can take between several weeks to several months) and subsequent ITC or FR. Note: There is no time limit on these clearances
Minors Process Parents Exception Must demonstrate to FIFA that player moved with his/her parents for reasons not related to soccer. FIFA requires Player s Passport and Player s Birth Certificate Must be in one of the four FIFA languages: English, French, German or Spanish If not, please submit a copy of the original birth certificate, along with a certified translation in one of the four FIFA languages. Player s Parents Passports and Player s Parents Work Visas Both parents Player s Parents Proof of Residence (Lease or Mortgage agreement) Must include the following information: name(s) of occupants, residence start date, and address. If Lease or Mortgage is older than 6 months a current utility bill also needs to be submitted. Player s Parents Proof of Employment (Employment Verification Letter that confirms the employment start date, the nature of the work performed, and the term of the employment (ongoing or contracted) or an offer letter that is signed and verified by the employer, pay stubs are not accepted) Employment verification is needed for both parents. If one of the parents does not work, please send a signed statement from the unemployed parent explaining why he or she is not employed. Completed ITC Request or First Registration form - Download If player has been previously registered outside of U.S., use ITC Request Form If player has never been registered to any club, use First Registration Form (if unsure send both) Statement from club indicating first contact with the player. Information about how and when the first contact was made needs to be included (via tryouts, parent email to club, friend of current player at club, etc.) Statement from the player s parents regarding the reasons and circumstances behind their move to the United States. This is just a simple letter typed up and signed by the player s parents. Additional documentation depending on the circumstances involved Please send all documents in separate, individual PDF files. FIFA TMS only permits the upload of PDFs and does not support any other file format. Documentation sent in any other format will not be accepted and will need to be resent in PDF format. Most commonly used exception
Minors Process 50 km Exception Player lives outside the US, but both player and club are within 50 km of their common borders and distance between them is less than 100km; Player passport and birth certificate Recent utility bill for parents address ITC form Screenshots of distance between club, player and border This exception does not work in South Carolina
Minors Process Exchange Student Player taking part in an academic foreign exchange student program, and the club cannot have an affiliation or any links to a professional club: Player Passport, visa and birth certificate Parent Passports and signed authorization to register for the specific club Host parents IDs, signed authorization to register for the specific club, proof of residence (utility bill) Player exchange program application, additional information on the program Documentation of academic education (detailed daily class schedule), confirmation of participation from home school Signed statement from exchange program or player s parents confirming return ITC/First Registration Form (whichever applicable) Club Letter addressing first contact with player Duration of program must be less than a year, or if longer than a year, player must be turning 18 in less than a year of have less than a year remaining
Minors Process - Refugee Player is unaccompanied refugee moving without parents and generally the club looking to join cannot have an affiliation or any links to a professional club: Proof of refugee status issued by US Government Player Passport and birth certificate Government decision regarding legal custody of the player, custody holder s authorization to register Declaration of status of player s parents ITC/First Registration Form (whichever applicable) Player is accompanied refugee moving with parents, and generally the club looking to join cannot have an affiliation or any links to a professional club: Use Parents Exception, but substitute the parents proof of refugee status issued by US Government or parent visas and employment verification
First Registration of Non-US Citizen (18+) Applicable when: plyer born outside US who has never registered to play elsewhere e.g. player born in Panama who has never registered with a club in Panama or any other federation Documentation Necessary: First Registration Form Proof of ID (passport, visa, permanent resident card, or birth certificate) Cleared upon confirmation of no registration record from federation where player was born.
International Transfer Certificate (18+) Applicable when: player last played for a club in a foreign federation e.g. player last played with club in Mexico Documentation Necessary: ITC Form Proof of ID (passport, visa, permanent resident card, or birth certificate) Cleared upon receipt and processing of ITC from federation where player last played; provisional clearance issued if no reply on day 31 afer US Soccer sent the request
Practical Note: US Territories Players born in Puerto Rico, US Virgin Islands and Guam must receive international clearance despite US Citizenship Each territory has its own federation, which is a member of FIFA
Wrap-up Clearance requests should be submitted to South Carolina Youth Soccer Association, who submits to US Soccer
Registration New season(18/19) should be available to clubs April 1. All players & coaches in your club must be registered with SC Youth Soccer or USSF affiliated organization. If players are registered with a USSF affiliated organization, rosters for these players should be submitted to the state. Merging duplicate players/coaches will be done by State Office, if you see a player/coach listed twice in your database, please let Lisa know so they can merge the records.
Registration Periodically check your player database to make sure players you accepted have been assigned to a team. if you refunded money or dropped from your club, please let the state know so they can be removed from our database. Clubs will be charged for all activated/accepted and assigned players. Don t accept players until you are sure you are going to assign them to a team.
Registration All players must have a birth certificate uploaded before a team can be activated. Only recreation teams that will not be attending tournaments can be activated without photos being uploaded.
Create Teams Go to Team Create Select District Select Club Put in Team Name club initials, year, name (i.e. ICFC 96B Red, Cainhoy 02 Girls) Gender Play Level Age Group Save Play Level is Recreation, Jr. Academy, Classic II/Open, Classic I/PMSL, Challenge/SCSCL or Premier
South Carolina Youth Soccer Small Sided Games Player & Playing Rules for Classic and Recreation Divisions MANDATORY FOR SEASONAL YEAR: 2018-19 Age Grou p Game Length Overtime Periods Ball Size Maximu m Roster Size Game Format Recommended Max./Min Field Size Goal Size Certified Referee and AR GK U-12 & U-11 Two 30 min. halves Two 5 min. halves 4 16 9v9 or 8 v 8 Max. 55 x 80 Min. 45 x 70 6 x 18 3 JA 1 Rec Yes U-10 & U-9 Two 25 min. halves Two 5 min. halves 4 14 7v7 Max. 45 x 65 Min. 35 x 45 6 x 18 1 Yes U-8 JA- Two 25 min. halves Rec-(4) 10 min. quarters JA- Two 5 min. halves Rec-None JA- 4 Rec- 3 14 12 JA- 7 v 7 Rec- 4v4 JA- Max. 45 x 65 Min. 35 x 45 6 x 18 Rec- Max. 25 x 35 Min. 15 x 25 6 x 12 JA- 1 Rec- Optional JA- Yes Rec- Optiona l U-6 (4) 10 min. quarters None 3 10 4v4 Max. 25 x 35 Min. 15 x 25 4 x 6 Optional Optiona l JA = Junior Academy Rec = Recreation
Assigning Player/Admin Once team has been created Click correct team Click Roster Players Filter for players as needed (i.e. age, gender) Make sure you have selected correct year of player to add Add selected players and save Click Roster Admin Search for admin Select admin type (i.e. head coach, asst. coach, manager) Add selected admin and save
Transfer Go to Player Info Page Click on Transfer Click Radial Button Click Reason Click Submit Transfer Click Approved Once for Initial Request (if player/parent hasn t) Once for Releasing Team Administrator Once for Releasing League Registrar Let me know by e-mail that this has been initaiated.
Travel Documents Travel documents Click Team Click Travel Roster Click Create Edit roster as needed Adding guest players (or pool players) by ID# For players from another club, still click add player/admin from within organization as organization is the state not club. Deleting those not playing by clicking red X Same for team admins Submit Payment Credit card or e-check only for out of state tournaments & rosters By check (enter 0000 for check number) for in state tournaments and clubs will be invoiced
Travel Rosters Tournament rosters/guest rosters will not be approved until The required travel documents are completed Remittance is made Outstanding club fees are paid. At this time Click Team Click Travel Roster Click Edit Click Review Tab Click Print Travel Papers
Travel Rosters To add a guest player Once in travel roster either while creating or after clicking edit Click Add Player/Admin Inside Org Select Player Type in the player s ID Click Save & Continue Do not choose New Player Outside Organization Make sure an email from the player s present club is sent to me okaying the player to guest. If you need assistance please let me know.
Thanks! Thank you all for your hard work, willingness to adapt to changes, and keeping your clubs informed.