2012-2013 Registration Procedure for ALL DYSA Organizations
1. ALL organizations, in house, rec and travel, must first do the “Step 1 Labels.”
2. Second, all board members, volunteers, coaches, for all organizations including the DYSA Board and staff must complete “Risk Management Registration” Click on the Risk Management button from the DYSA homepage
3. Once the in-house and rec members have completed their forms, an ID and password will be sent to the registrar for the “Demos and Info” portion of “Information and demonstrations of the 2012-2013 Online In-house/Recreational Player Registration system”.
4. Travel teams will be able to create teams for the 2012-2013 season after July 1, 2012. Contact the appropriate registrar should you have questions.
DYSA Instructional Player Registration system
For the 2012-2013 Season
Every organization must start with the definition of their Instructional player age groups. One person (usually the registrar) should take responsibility for this task. When you open this link, you will see the Age Groups that you entered into the system the last time that you specified Age Groups. You may keep them, or edit them as needed, including add and delete. Each organization may use your own individual naming convention. (For example, one organization's age groups may be Coed Kickers (4-5 yr olds), Boys U8, Girls U8, Boys U10, and Girls U10. Another organization's age groups may be TinyMites coed (3-4 yr olds), MiniMites coed (4-5 year olds), Boys U8, Girls U8, Boys U12, Girls U12). The important thing to keep in mind is that the age groups that are entered will be the choices presented to adults who register to be coaches when they specify the position that they wish to fill, and the age groups will be the choices presented to players when they go online to register for the season when they specify which group they want to be teamed with. You should not define your Representative team Age Groups on this chart. If you have specified that you have Representative teams, then you will automatically be setup with every Representative Age Group. Until Step ONE is done, no one doing a RM application will be able to choose your organization from the list of choices.
Every coach, administrator, and board member in Delaware must complete a Risk Management application; there are two parts, both of which must be completed. The first part includes contact information and background information on the individual. The second part must be completed once FOR EACH POSITION that the person intends to hold. For example, a person who is a coach for his 10 year old, a coach for his 6 year old, and a registrar would fill out Part Two 3 times, designating his club each time. Each person receives a DYSA Member ID number that is unique to that person (SMITHXX640408JOH) and allows him to be assigned to positions throughout the system. Without the ID number that is assigned here, a person may not hold any position within the system. All adults entered in to the system will receive a background check. Passes will not be processed for adults until they pass the background check. Teams cannot be created until the background check is completed for the Head Coach. Fee for each adult is $5.00.
Once all adults have completed the information, the background check takes 48 to 72 hours to complete. When all adults have been cleared, the Primary Team Contact can begin registering players by clicking on (below) Step 4 FOR REPRESENTATIVE TEAMS ONLY.
For the 2012-2013 Season
Every organization must complete a Membership Application once a year. One person (usually the registrar) should take responsibility for this task. Contact information about the organization itself is collected here, along with the assignment of positions within the organization such as President, Risk Management coordinator, Primary Contact person, Instructional Player Registrar, and Representative Player Registrar. These positions are assigned to people who have already completed a Risk Management application. If the application is not done, the person cannot be assigned, and the Membership Application cannot be submitted. It is possible to assign all positions to one person. When the application is submitted, the confirmation page will display the Database ID and Password for the Primary Contact person to use. THIS IS NOT THE REGISTRAR'S ID/PSWD. At the same time, by email, ID's and Passwords will be distributed to the designated Instructional Player Registrar and to the designated Representative Player Registrar. These ID/Pswds will be used for database tasks performed by club registrars.
Create your Representative Team and prepare for assigning Representative players online. The team official who is responsible for rosters and documentation for Representative teams is able to do this, and will receive an ID and password to the database for player registration when complete. While establishing the team you will be given a list from which to choose the club with which you are affiliated. IF YOUR CLUB DOES NOT APPEAR ON THE LIST, contact a club representative to have him complete Step Three above."
Click here to register your representative team. Be sure all adults affiliated with your team have completed Step 2 Risk Management before you register the team. Once the team representative has his ID and Password, you may continue to the database by clicking the button at the bottom of the page. You can also leave and come back later to the database. In the database, the team representative will click on Access Team Management.
You will see your team displayed in TEAM view. All actions that affect the team as a whole (printing all kinds of documentation, approvals) are done by clicking on labeled buttons at the bottom of the view.
On the upper left, there is a short list of selections for other views of his team. To add players to the team, the PLAYERS view should be selected. At first, there will be no records found because no players will be there until he gets started.
To add players, click on Add Players button. An online version of the player application is displayed and the information may be typed into the appropriate fields. When completed, the SAVE button is clicked, and he is returned to the Player view of the team. Click on the Add Players button again to repeat the process for each player. He may log out at any time and return later to add more players.
To edit information that has been entered and found to be incomplete or incorrect, while in Player view, click on the selection button before the name of the player who needs editing, click on the View/Edit Player button at the bottom of the page, and the player application will again be displayed. Fields may be edited as needed.
STEP FIVE: Create Instructional Player Online Application
Only the assigned Instructional Player Club Registrar will be able to do this, using the ID and Password emailed to him in the Step Three above.
He will click on the link above and select 'Create Player Profile'. A template for modification is shown. This template is very robust and can take extensive modification to make it suit the club with customized wording and choices. The age groups that were defined in Step One will appear here automatically. There are sections for volunteers, donations, emergency contact information, club policies, and communication specifications. The registrar may edit, save, edit some more, save again, view his work, edit some more, save again. When finally satisfied that all modifications have been made, the profile is ACTIVATED. NO CHANGES can be made to the profile after activation. It is at this point that the registrar receives the address to the online player application that he must give to players so that they may link to it. His club's website and newsletter are ideal for getting the word out. He also receives the address for his database, where players are managed, teams are formed, and payments are tracked.
A dedicated, customized INFORMATION CENTER
for DYSA Instructional Registrars has been created. A great deal of information is there, with many links and demonstrations. Spending some time looking through that information center, before actually beginning the Steps 1-4, will make the whole process go more smoothly. A portion of it is password protected.