1. Registrar’s Workshop
2013/2014 Seasonal Year

2. Registrar’s Certification Form
Download form
Go to RAR'S%20FORM12_13.pdf
Send completed form to or fax to
Complete form before you leave the workshop if you haven’t already done so.

3. Affiliation Form Affiliation Form due June 1, 2013
If you have not already submitted make sure the form is complete:
Organization address
Signature on cover
Signature of club president on page 2
Make sure all board members are entered into Demosphere and attach a print out of the board members to the affiliation form
Scan, fax or mail to the SC Youth Soccer state office.

4. General Information on Website www.scysa.org
District Board
State Board
Forms
You are responsible for adherence to rules as to the execution of forms. (Ex. Permission to Travel, SCYSA Medical Release forms, etc.)
Calendar
You’re responsible for all registration dates
You’re responsible to make sure teams are aware of cup/league dates & deadlines.

5. Volunteer Disclosure Forms
Disclosure forms should be completed on- line through Demosphere
All volunteers/coaches/board members must complete the form
Hard copy forms are available on-line at rms.aspx then under Risk Management, Employment/Volunteer Disclosure Statement

6. Volunteer Disclosure Form (cont)
To send Risk Management to volunteers
Go to team staff administration
Team staff pool
Select letter of the last name of volunteer and press enter
Click on Risk Management
A check box will open – click the boxes of all volunteers that need a background check completed
Go to bottom of page and click “Send RM ”
The volunteer will receive an and needs to respond to this and complete the Risk Management form before he/she will be issued a pass or placed on a roster. It is your responsibility to make sure no volunteer/coach is working with the players until his/her background check has been completed.
Hovering over the volunteers name will show their background check status.

7. Matrix SC Youth Soccer Team Age Brackets for 2013-2014
Go to px under Registrar’s Forms to download
Use this to determine in what age group a player is eligible to play

8. Fees U8 and younger recreation - $4 U9 and older recreation - $10
U8-U12 academy - $20
Classic (challenge/premier) - $30
Club Coach Pass - $25; DOC - $50
Roster Rec-C $25; Rec-Acad $15; Acad-C $15
$2/player for clubs not using Demosphere OLR
$10 per coach/assistant coach/manager
See fee sheet at .aspx for additional fees

9. Fees (cont)

10. Fees (cont)
President, Registrar & Treasurer will receive a SC Youth Soccer invoice the beginning of each month (or as necessary).
First bill will be received in August and will be for your club affiliation ($30), Registrar Workshop ($50), and President Workshop ($100).
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
Over 30 days: $100 penalty and club placed in bad standing

11. Rules Administrative Manual
Manual has been revised with the ability to link to related items. It is also now in by general information, definitions, then by level of play.
Manual will be online and downloadable at anual.aspx
Make sure your read the registration rules as well as the cup/league rules.

12. New Rules for
Players who have made a financial commitment to a club will be considered as registered to that club for the seasonal year as of July 1 of the upcoming year. (This does not include tryout fees.)
Pool Play – No player can play more than 2 games on any one day (i.e. a player can play 2 games with Team A or he/she can play 1 game with Team A and 1 game with Team B or 2 games with Team B) Two games maximum per day.
Players may be issued 2 passes at the beginning of the season upon request by the club registrar.
Transfer paperwork is not required for reassignment within your club. However you still cannot release a player w/o paperwork.

13. New Rules (cont)
Academy is now called Junior Academy and is for U8-U12 players participating in a developmental soccer program which required an evaluation.
PMSL Classic I teams must be comprised of a minimum fifty percent (50%) South Carolina residents in order to participate in the PMSL Cup.
Teams attending the Region III President’s Cup may have guest players as well as club pass players as long as the minimum of 9 players common to the roster for the Publix President’s Medal Cup is maintained.

14. New Rules (cont)
Jersey numbers for all U13-U17 Classic 1 and all U13-U18 Challenge and Premier teams must be input into the online computer system by the roster freeze date.
All U13-U19 classic/challenge/premier coaches must have a minimum of a “D” License. All classic/challenge/premier assistant coaches must have an “E” certification. All Academy coaches must have an “E” certification.
Grace periods for coaches is one seasonal year w/ and additional 1 year for coaches to obtain their “D” license from the time they take the first portion of the “D” licensing requirements.
DOC’s can sign paperwork for the club (i.e. tournament rosters, transfers, etc)

15. New Rules (cont)
22 man rosters will be allowed for U13-U19 Challenge/Premier teams. U16-U19 Classic 1 teams will also be allowed a 22 man roster.
Players may play for only one state cup. Therefore, they can play in either the challenge (Bob Brantley) or classic 1(Presidents Medal) cup. A player may play in the Open Cup, Palmetto Academy or Kohls Cup/Rec Cup and still play in either the Bob Brantley or President’s Medal Cup.
A player must actually play in the state cup, not just be on the frozen roster to be ineligible. It is however, up to the player, to provide proof that he/she did not play for the team they were rostered to and to request participation with another team.

16. Club Pass
Mark player as club pass player in his/her registration screen.
Players cannot play down in level.
Players can play for only one team on any given day – but can play for as many games as that team has on that day.
Players cannot play up a team age but down a level. (i.e. U14 PMSL Div. 1 cannot play U15 PMSL Div. II)
Players can play up a team age group as long as it is the same or higher division of play.

17. Club Pass (cont)
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.
Game Day Roster – is an official SCYS team roster that lists a maximum of 18 and a minimum of 7 eligible players for a particular competition that is prepared and signed by the club registrar of that team. Game day rosters are required in conjunction with club pass players’ primary team pass.
Maximum of 3 club pass players in any one game.

18. International Clearance
International Clearance Request Form - for players 18 or older, exchange students, or players not eligible for any other type of interstate 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 12 Years of Age, Submission Form – for players that came to the United States before the age of 12.
Forms are located on the website under Administrative; Forms; Registrar’s Forms.
Players who play overseas for a foreign team (even if they are born in the US) must complete international paperwork.

19. Cups & Games 2013/2014
Fall Festival(November 16-17) to be hosted by Lexington County and South Carolina United FC.
Kohls/Palmetto Cup (April 11-13) to be hosted by Sumter Soccer Club
Fall (Dec 6-8)/Spring (April 25-27) PMSL Cup to be hosted by CESA.
Fall (Dec 6-8)/Spring (April 25-27) Open Cup to be hosted by Lexington County and South Carolina United FC.
Fall (Dec 20-22)/Spring (May 9-11) Bob Brantley Cup to be hosted by South Carolina United FC – Mt. Pleasant.

20. Registration
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 e- mail address included in their registration.
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.

21. Registration (Cont)
Players must be assigned to a team before you put them on a tournament roster. They need to be on a team to have a pass printed. You can tell if they have not been assigned to a team if there is no primary team information showing on the tournament roster.
If coaches are in yellow – you need to have them do something to correct.
Background check
Licensing
If players are in yellow – you need to do something to correct.
Needs international paperwork
Needs proof of birth verified
Too old for team

22. Interstate Release
Must be completed each year for players that live in another state, but wish to play in South Carolina.
Players that live in South Carolina and wish to play in another state must also complete the form and pay a $10 registration fee.
Once the forms are completed and the appropriate paperwork that the various states require, Nancy will complete w/ the other state association and process accordingly.

23. Player Administration
To check the status of your players, go to Player Administration, Player Pool, Filter by Active Only, then click on either the letter for the last name or all.

24. Player Administration (Cont)
Look to the right of the players’ name and you will see numbers under “rec”, “classic” and “all”. If there are no numbers then the player is active but not assigned to a team. You need to assign them to the appropriate team or mark inactive and let us know that they need to be inactive. If you see a “0 + 1” or some other number then that player is active in your database but playing for another club. Again mark inactive and let us know to do the same.

25. Player Administration (Cont)
Examples:

26. District Numbers Piedmont 01 Midstate 02 Coastal 03
Clubs start at 100 and can go through 199
Team numbers start at 1000
See your club’s numbers at
Midstate 02
Clubs start at 200 and can go through 299
Team numbers start at 2000
Coastal 03
Clubs start at 300 and can go through 399
Team numbers start at 3000

27. Demosphere Club on-line registration(OLR) Roster Pro
Log in & password
Make sure you are listed as a user if your club has changed registrar. It is important to make sure you keep your approved users up to date (usually the president and registrar).

28. Leagues The following divisions exist:
Recreation (all recreation teams in house or league)
Junior Academy (teams that used evaluations for placement)
Classic (teams that used tryouts for placement)
Tournament (non rostered teams attending invitational tournaments)
Game Day (you will not create a team in this division – a team will show here if you create a game day roster from the teams’ primary roster)

29. Team Kind Recreation Academy Classic 2 Classic 1 Challenge Premier
Must be recreation league
Academy
Must be academy league
Classic 2
Playing second tier of PMSL
Classic 1
Playing upper tier of PMSL
Challenge
Playing in SCSCL
Premier
Playing in Premier League
Tournament
Must be tournament league

30. Create Teams Go to Roster Administration Create New Team
Select Correct League in Drop Down Menu
Put in Team # (list can be found on website – make sure you do not duplicate number and that you are using your club’s numbers as they may change each year). Suggestion divide numbers so that the first few are for classic, then next few for academy and the final few for recreation as it applies to your club.
Put in Team Name – club initials, year, name (i.e. ICFC 96B Red, Cainhoy 02 Girls)
Gender
Team Kind (as previously noted)
Age Group – if a pool team make sure you use the oldest players age group
Save

31. Assigning Player/Staff
Once team has been created
Open team
Click add player from club pool
(This will only open up the pool based on the age group and gender – if you need to assign girls to a boys team you must filter by gender, also if it covers more than one age group you must also filter by that number of years.)
Click add team staff from pool
(You may also have to filter this based on their risk management status. It may be best to wait to add coach until his/her risk management is up to date.)
Once you have added all staff: coaches, assistant coaches, managers, team administrator save the team. Also remember if you are adding club coaches or DOC’s to a team they should be added as either the head coach or assistant coach. Only one head coach per rostered team (pools can have more than one head coach) all others are assistant coaches.
If you have a DOC or club coach – remember you create a new team named DOC/Club Coach, gender boys, age group 19 and assign just the DOC(s) and Club Coach(es) to this team – no players. Please also add your DOC to your Club Administrators.

32. Tournament/Guest Rosters
Follow same directions as create new team, but make sure you make the team be a tournament league and the team kind be tournament. Use the same team number as the primary team you are creating the tournament team for. (i.e. if you have a U9-U12 Girls Pool with team number 2000 the tournament team would be 2000T (for Tournament or U10) or 2000N(for U9) 2000E(for U11) and 2000W (for U12) or you can use the coaches initials or B for black, R for red your choice).
Once you create the team, assign the players and staff just like you did before. Only one head coach per tournament team all other are assistants.
Tournament teams allow you to delete players (red X at end of line) and add players as needed for each tournament. Players can be added from any age/gender eligible non-rostered team. You do not have to create a new team each time just change players as needed.
Print roster and that is where you will put in the tournament name, date and location. Once you have printed make sure the coach signs (if DOC is listed on roster as Coach or Assistant he/she can sign). Once signed, send to the Administrative Assistant and she will sign and send back to you. Please try to use black ink as other colors do not scan or fax well. Please be careful of the quality of the scan (pictures of the document often come too dark to read).
Guest rosters must be completed (all signature lines are required to be signed) if a player is going with your team from another club or from a rostered team within your club.

33. Sample Rosters
Samples:

34. Travel Documents
Region III Interregional Travel Notice (Notification to Travel) – for tournaments inside Region III (AL, AR, FL, GA, LA, MS, NC, NTX, OK, SC, STX, TN). Not needed for instate tournaments.

35. Travel Documents (Cont)
Application to Travel (Permission to Travel) – for tournaments outside Region III (i.e. Virginia, Kentucky, Ohio, Maryland)