Registrar Instruction Season starts 5.31.16 All swimmers must be registered with their team AND the Irvine Swim League before practicing with your team on 5.31.16

REGISTRATION OVERVIEW TEAM REGISTRATION IN PERSON OR ONLINE Returning swimmers Team Reg and turn in Proof of Residency documents New swimmers (includes siblings of returning swimmers) Team Reg and turn in Proof of Age and Proof of Residency documents Upon completion of team registration, the Irvine Swim League team code is issued and families are asked to go online to www.irvineswimleague.org and click the “Register Here” button to complete the ISL registration process

Team Registration Returning Swimmers Notify returning families of 2016 registration date(s) Conduct registration – online or in person Siblings of existing swimmers are considered new but typically register with returning families (will need both Proof of Residency AND Proof of Age documentation) Turn in Proof of Residency forms (PoR) to team registrar (see list of PoR approved documents) If in person registration – forms should be turned in at registration If online registration – forms should be dropped off at a designated location or scanned prior to any codes being issued for Irvine Swim League registration Pay team fees

Team Registration New Swimmers Notify new families of 2016 registration date(s) Swimmers are considered new if they are new to the ISL, new to your team, took a year off and are returning to your team (Siblings of returning swimmers are considered new) Conduct registration - online or in person Turn in Proof of Age documents for each new swimmer Turn in Proof of Residency forms (PoR) to team registrar (see list of PoR approved documents below) If in person registration – forms should be turned in at registration If online registration – forms should be dropped off at a designated location or scanned prior to any codes being issued for Irvine Swim League registration Pay team fees

Team Registrar Instruction Team Registrar will keep a list of swimmers who have completed the team registration process Upon completion of Team Registration, registrar will issue the team specific Irvine Swim League registration code to the families Families will link to the ISL registration system at www.irvineswimleague.org and register by clicking on the “Register Here” button Registrars will check ISL system often to be sure team members have completed the ISL portion of the registration process Instructions on how to run reports in the ISL registration system to assist with this can be found at: http://www.irvineswimleague.org/wp-content/uploads/2015/03/Thriva-Notes-20151.pdf

Team Registrar Instruction cont’ Team Registrar submits to the LEAGUE REGISTRAR the following: Registrar Cover Sheet with a list of all new swimmers A legible copy of Proof of Age (PoA): birth certificate, passport, driver’s license or DMV identification card for each swimmer A copy of 2 Proofs of Residency (PoR) for each swimmer (see approved list) New Swimmer Paperwork may be submitted in batches (i.e. returning family reg, then new swimmer reg, or all at once) Paperwork should be submitted to League Registrar as soon as possible after the formal team registration period is over (we try to have initial roster sent from league registrar to team stats people in time for the stats meeting in mid-May)

Team Registrar Instruction cont’ Submitting Paperwork to League Registrar (2 ways): Paperwork can be submitted via encrypted scan (instructions at link below)http://www.irvineswimleague.org/wp-content/uploads/2015/03/Scanning-Options-for-ISL-Registrars.pdf Drop off to drop box at: 92 Millbrook, Irvine 92618 Gate Code key key 0212 (push the key button 2 times then the numbers) Returning swimmer/coaches: Team Registrar will maintain a current season of residency verification documents to be surrendered if requested to the ISL Registrar

Fees Fees: ISL Registration fees for swimmers and swimmer/coaches are $40 ISL Registration fees for non-swimming coaches are $20 (team will be invoiced and coaches coordinator will collect non-swimmer registration form) ISL Registration fees for fun racers participants are $15 (fun racers must have access code and may register on the ISL registration site). Adult and child fun racers must be registered as a fun racer to participate in half time or end of meet activities

Adding or Dropping Swimmers Know your team’s refund policy and clearly communicate this to your families The ISL’s registration policy is as follows: Drop before 5/31 full refund less handling fee ($37.50) Credit card refund will be issued within a few days of dropping E-check refund will take up to a few weeks and is issued from the Executive Director Drop on or after 5/31: NO REFUND as stated during the league’s online registration process All adds/drops are communicated to the league registrar by using the Registrar cover sheet

Tips and Things to Remember Once ISL Registrar has processed new swimmers, a roster will be sent to the Team Registrar and a zip file to the Team Statistician. Team Registrar reviews the roster for number of swimmers, names and ages. Those swimmers listed on the roster may begin swimming on 5/31/16. Registrar may continue to process adds/drops until 6/30. The ISL Registrar will accept new swimmer documentation forms until 11:59 pm on June 30 of current season. Each time a registrar drops off or scans new swimmer documents to the ISL Registrar, the cover sheet must be attached. Teams should clearly post on their websites, HOA clubhouses or neighborhood newsletters all the registration/paperwork requirements, timeline, add/drop policy and fees. Registrar should have clear online instructions for families for their team and for ISL TIP: Some teams provide laptops at their in person registration for those families that have fulfilled the registration requirements to then go to the ISL site and complete the league registration portion.

USA Swimming club swimmers 5/6 and 7/8 year olds are exempt from below guidelines If a swimmer was on your team last year and is affiliated with a year round USA Swimming program – NO ACTION REQUIRED If a swimmer was on your ISL team in a prior year and is affiliated with a USA Swimming program AND has NOT swam for another ISL team while away from your team – NO ACTION REQUIRED If a swimmer was NOT on your team in the previous season and is affiliated with a USA Swimming program, they must detach from their USA Swimming team for the duration of the ISL season or upon registration with your team, whichever is later Registrar must provide any new club swimmers’ parents with the link to the USA Swimming detachment form: http://www.irvineswimleague.org/wp-content/uploads/2014/02/Transfer11.pdf To see specific rule regarding detach, link to ISL Rule, Section I.B. http://www.irvineswimleague.org/wp-content/uploads/2015/10/ISL-Rules.1.pdf

Sample Registrar Timeline WED. 3/2-3/6 1:00pm: Open online team registration to returning families SUN. 3/6: In person paperwork drop off, swim suit try on, pay-by-check drop off SUN. 3/6 1:00pm – THURS. 3/17: Any remaining returning families AND families who have taken a leave of absence from prior year THURS. 3/17: deadline for registration to be complete (including forms and ISL registration) or swimmer is dropped from roster and may re-register at open registration on a first come first serve basis Fri. 3/18: Registration requirements plus number of open team spots posted at HOA clubhouse Sun. 3/20 9:00am: Open registration is first come first served. Hot spots and laptops allow new families to complete all steps at one time Waitlist is started Sun. 3/27: Cover sheet with all new swimmers, plus paperwork is scanned or dropped off to league registrar TOTAL TEAM REGISTRATION PERIOD: 2 ½ to 3 weeks Formal team registration dates should not exceed a one month time frame

Sample Registrar Timeline

FAQ’S OF REGISTRATION Do I need to collect residency info for a new SIBLING? Yes, team registrars are collecting residency verification for ALL swimmers beginning 2016. Registrars will turn in residency verification for ALL NEW (including new siblings) swimmers and will hold on file documents for all returning swimmers. How do I communicate a drop to the League Registrar? Drops (and adds) should be communicated by using the Cover Sheet (found on Team Tools>Registrar of the ISL website) and emailed as an attachment to the ISL Registrar at registrar@irvineswimleague.org DROPS only need to be reported to League Registrar if the family has registered on the ISL website. If the family has only registered with the team, then the refund is up to that individual team and does not involve the league. How long does a refund take? Drops from the ISL can be made prior to the May 31st deadline (after which the $40 fee is non-refundable). If registration was paid by credit card, a refund is automatically processed within a few days of the League Registrars receipt of a cover sheet with drop information. If registration is paid by e-check, a hard check is requested from the league and may take up to 3-4 weeks (checks need to be signed by a current board of director and take time to process and send). How can I check that a refund has been issued? See Thriva notes for searching “accounts” and “family name”. Choose the payment tab.

FAQ’S OF REGISTRATION cont’ What if a family has forgotten their previous log in on the ISL (Thriva) system? Please do not create a new account if you have forgotten your log in. Click on “forgot user” or “forgot password” and retrieve previous log in info. Once retrieved, you can reset your log in on your own if desired (and you can also update info including email addresses), the team registrar does not need to do this function (although they can). Does a family need to start a new ISL account if they moved from another ISL team? No, if a family has an ISL account, they should use the same ISL account whether they have switched teams, been inactive for a season or have a different sibling swimming. What if an ISL registered swimmer/coach wants to move to another team? First, process the drop per your team’s policy. Next, DO NOT request a drop from the ISL Registrar, but rather a transfer to another team. Add this to the cover form. The league registrar will move the registration from your team to the new team. Have the family contact the new team Registrar for their team procedures/fees. My swimmer accidentally registered as a Fun Racer, how do I fix this? Alert ISL Registrar first rather than have them immediately re-register. ISL Registrar will move the fun racer fee to an account balance. Then the swimmer may reregister correctly and pay the additional balance. A swimmer has no middle initial. Does the family leave that blank when registering? No, please have the family use “N” as most families will put n/a or “X”. Either way, the swimmer name needs to be registered the same each season.