1. Registrar’s Workshop
2017/2018 Seasonal Year

2.
Greg Vallee, Technical Director – Nancy Shultz, State Registrar - registration, travel Bonnie Epperson, Office Manager– coaching, insurance, background checks, ODP Dennis Cook, Select League Administrator – PMSL, SCSCL, Premier Brandon Nichols, Jr League Admin/Events – Sandlapper, Coastal, Cups & Games, Website Sandy Burris – ODP – Lisa Neill, Office Assistant– Birth Certificates, ODP, Regional Events

3. Club Information Click Club & Select (to add new board members)
Click Security Tab
Edit Users (click edit then make corrections or delete)
Add Contact (for new board member)
Select User Type (just click user is the person’s title is not available)
Make sure to enter address

4. Affiliation Form Affiliation Form due April 1, 2017 Events tab
Event Type – Affiliation
Payment by credit card due

5. Club Information/Bylaws
Click Club, then select
Click VIP Tab
Click Corp Information
Upload bylaws if there are changes or you 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

6. Club Information/Bylaws (cont)
If you have changed your bylaws a new copy must be submitted with your affiliation form.
If you have a name change, this 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 so club name that is submitted for the 2017/18 season is the name that will be recognized until the 2018/2019 seasonal year.

7. Club Information/Billing Information
Billing Information – please make sure this tab is completed this is the address/ where billing will be sent, field fees mailed and refunds sent.
Click Club then select
Click VIP Tab
Click Billing Information
Enter all information completely
There are three ’s available – suggest President, Treasurer and Registrar
You are responsible for keeping this information up to date

8. General Information on Website www.scysa.org
State Board
State Staff
Calendar:
You’re responsible for all registration dates
You’re responsible to make sure teams are aware of cup/league dates & deadlines.

9. Volunteer Disclosure/Background Checks
Background checks are completed on-line
Go to scysa-bgc.sportsaffinity.com to complete
If someone is having troubles there is a Youtube video to assist:
If you are still having issues or the background check is not going through contact Bonnie at the state office ( or

10. Matrix
SC Youth Soccer Team Age Brackets for

11. 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

12. Fees (cont)
President, Registrar & Treasurer will receive a SC Youth Soccer invoice if their information is uploaded.
President Workshop, Registrar Workshop and Affiliation will be paid through Affinity.
Fees must be remitted within 15 days of receipt or a late fee will be included
15-30 days: $15 penalty or 5% of total, whichever is the greater
Clubs with overdue payments will not have travel requests signed until either the payment is made or a payment plan set up.
Over 30 days: $100 penalty and club placed in bad standing

13. League Fees SC State Challenge League (SCSCL) - $750
President’s Medal League (PMSL) - $500
Open League - $500
Sandlapper/Coastal 6v6 - $200
Sandlapper/Coastal (8v8 or 9v9) - $250
Sandlapper/Coastal (11v11) - $300

14. Rules Administrative Manual
Manual will be online and downloadable at
Make sure your read the registration rules as well as the cup/league rules.

15. New Rules & Reminders (cont)
Jersey numbers for all U13-U17 Classic 1 and all U13-U19 Challenge and Premier teams must be input into the online computer system before the roster is printed. Please make sure that the jersey #’s are correct each year.
Go to Team
Click Team you wish to work with
Click Edit Player Team Info
Enter jersey #
Enter position (if you wish)

16. New Rules & Reminders (cont)
Registrar’s are required to upload birth certificates for all players. 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.
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. 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.

17. 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

18. Housekeeping
You are responsible for insuring the player’s address as well as their phone and are up to date and correct.
Check 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 to run checks.

19. Coaching Education SCYS Recreation Soccer Coaching Requirements
U5 – U8 – US Soccer National “F” License
U9 – u12 – US Youth Soccer Youth Module
U13 – U19 – US Soccer National “E” License Required
US Soccer National “D” License suggested
SCYS Jr. Academy Coaching Requirements
U8 – U12 – US Soccer National “E” License
“F” License is pre-requisite to take the “E” license– no exceptions
SCYS Classic & Challenge Coaching Requirements
U13 – u19 – US Soccer National “D” License
“E” License is pre-requisite to take the “D” license – no exceptions
Two levels of D License
D Certification
D License
Both allow coach to participate in state wide leagues

20. Club Pass
Club Passes will be allowed in state cup, regionals and national play as defined in the rules governing these events.
Players must be registered with the 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
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. This can all be done by manager or coach.
Maximum of 5 club pass players in any one league game.

21. International Clearance
International Clearance Request Form - for players 18 or older or players not eligible for any other type of international permission form.
First Registration Form - for players years old that are US citizens and have not played for any other soccer federation outside the United States.
Proof of Entry Prior to 10 Years of Age, Submission Form – for players that came to the United States before the age of 10.

22. Proof of Entry Prior to 10 Prior to 10 Process
Players who were born outside of the U.S. but entered the country to live prior to their 10th birthday simply need to provide proof in order to be cleared to register with U.S. Soccer. The document being used as proof should have the player's name, a date that is prior to the player's 10th birthday, and show that the player was taking part in day-to-day life in the United States.
Complete Prior to 10 Submission Form (found online under Forms, Registrar Forms)
Birth Certificate
Documentation of proof
Acceptable forms of proof documentation include, but are not limited to, the following:
School report cards
Doctor/immunization records (must be dated and signed by U.S.-based doctor)
Certificate of Baptism
Previous registration history with a different sports program

23. First Registration First Registration Process
This international clearance process is only for players who have never been registered to a club affiliated with another national association.
U.S. Citizens:  U.S. Citizens born outside of the U.S. may be cleared to register by simply completing and signing the First Registration Form. This process is available to all players, regardless of current age and skill level.
U.S. Citizens born outside of the U.S. must complete the following steps:
Fill out the First Registration Form (click here to download). Form can also be found on the SC Youth Soccer Website under Forms, Registration Forms)
Submit the completed form, along with valid proof of U.S. citizenship, to State Association/League and U.S. Soccer.
Upon receipt, U.S. Soccer will review the paperwork and will notify the affiliated member if the player is clear to register.
Non-U.S. Citizens:  A player who is not a U.S. Citizen and is currently aged 18 or over may also be cleared to register by the First Registration process. However, there is an additional step required (if player is under the age of 18).
Once a player completes the two steps listed above, U.S. Soccer will contact the foreign national association of the player and inquire whether they have any registrations, at any level, for the player in question. If no response is given within seven (7) days or the foreign national association confirms there was no previous registration, U.S. Soccer will notify the league member that player is free to register. If the foreign federation states, however, that the player had been previously registered, the player cannot use the First Registration option and will have to be cleared via a different method.

24. Minors ITC Minors International Clearance Process
Collect required documentation to prove that the player meets the ‘parents’ exception:
Player’s Passport
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
Both parents
Player’s Parents’ Work Visas
Player’s Parents’ Proof of Residence (Lease or Mortgage agreement)
Must include the following information: name(s) of occupants, residence start date, and address.
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
Statement from club indicating first contact with the player.
Information about how the first contact was made needs to be included (via tryouts, parent 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.
Forward documentation to State Association/League, who will in turn pass on to U.S. Soccer.
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. 

25. Cups & Games Spring 2017 Spring (4/29-30) PMSL Cup
MeSA Complex/CESA
Spring (4/29-30) Open & Rec Cup
Liverpool Fields
Spring (5/6-7)Palmetto Cup
South Carolina United FC Fields
Spring (5/13-14) Bob Brantley Challenge Cup
2017/18 Tournaments TBD

26. Registration New season(17/18) 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.
Maintain updated database with changes to addresses, , and phone as needed. Players/coaches/board members should have an address included in their registration.
Merging duplicate players/coaches will be done by Affinity, if you see a player/coach listed twice in your database, please let Affinity know so they can merge the records.

27. Registration (Cont)
Periodically check your player database to make sure players you activated have been assigned to a team – if they were 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 and assigned players. Don’t accept players until you are sure you are going to assign them to a team.
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.

28. 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

29. 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

30. Travel Documents Travel documents Click Team Click Travel Roster
Click Create
Edit roster as needed
Adding guest players (or pool players) by ID#
Deleting those not playing by clicking red X
Same for team admins
Submit
Payment
Credit card for out of state tournaments & rosters
By check (enter any number for check) for in state tournaments and clubs will be invoiced

31. 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

32. Thanks!
Thank you all for your hard work, willingness to adapt to changes, and keeping your clubs informed.