1. Registrar’s Workshop
2019/2020 Seasonal Year

2. Staff Hans Pauling, Executive Director, paulingh@aol.com
Greg Vallee, Chief Operating Officer /Technical Director–
Coaching Education
Manage Staff
ODP
Bonnie Epperson, Office Administrator–
Coaching Licenses
Insurance
Background checks
Nancy Shultz, State Registrar -
Registration
Travel
Abuse Training Certificates

3. Staff Lisa Neill, Event Coordinator – lneill@scysa.org
Birth Certificates
Regional Events
Sandy Burris – Director of ODP –
ODP Administration
Gary Winchester – ODP –
ODP Technical Director
Coaching Education
Greg Baltyn – Referee Administrator –
Statewide Referee Scheduling System

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

5. Affiliation Form Affiliation Form due May 1, 2019
Affiliation Module:
Log in
Welcome
Contact Info (board members & billing address)
Member Info (field locations)
Upload (bylaw, forms etc.)
Terms (club approval of information)
Summary (check to make sure all info is correct)
Payment (pay for affiliation and workshops)
Complete (Affiliation and Risk Management Forms Done)
Payment by credit card due
Late fee automatically charged

6. Club Information - Board of Directors
Clubs use: rms/MbrSanc/MbrRegDefault.aspx?more=5
Log in
Click Contact Info
Lookup admins to add, making sure not to create duplicates and to use correct entry.
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
address (make sure it is up to date)
Once complete – click update or save

7. Club Information/Billing Information
Billing Information use: ebForms/MbrSanc/MbrRegDefault.aspx?more=5
Log In
Click Contact Info
Enter information

8. Club Information/Bylaws
Log in
Upload
Bylaws must be uploaded each year.

9. 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 2019/20 season remains until the 2020/2021 seasonal year.

10. Coaching Education SCYS Recreation Soccer Coaching Requirements
4U-12U – Intro to Grassroots Coaching Module
13U – 19U – US Soccer in Person 11 vs 11 license
SCYS Jr. Academy Coaching Requirements
8U-10U – US Soccer in Person 7 vs 7 license
11U-12U – US Soccer in Person 9 vs 9 license
SCYS Open, PMSL, Challenge & Premier Coaching Requirements
13U-19U
Head Coach – US Soccer National “D” License
Assistant Coach – US Soccer in Person 11 vs 11 license

11. Volunteer Disclosure/Background Checks
Allow 72 hours once submitted
scysa-bgc.sportsaffinity.com
Having trouble there is a YouTube video to assist: ature=youtu.be
Still having issues or the background check is not showing approved after 72 hours, check the additional information box on the admins info page to see if there is a message regarding missing information, if not, contact Bonnie at the state office ( or
If the requested information is not received after 5 days, the admin will be denied clearance until the information is submitted.

12. Abuse Prevention Certificates
All administrators (coaches, assistant coaches, managers and board members) must have a current Abuse Prevention Certificate uploaded and approved by the state.
Each club is responsible for handling this process through Abuse Prevention Systems.
No charge for training – use code USYS2017
No ID Card will be issued without certificate and no board member will be listed.
Training must be completed every two years.
If admin has an up to date certificate from another organization it may be used if approved by the state.

13. Abuse Prevention Certificates
Sample Certificate:

14. 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.

15. Matrix SC Youth Soccer Team Age Brackets for 2019-2020 Season 2019-20
Birth Year
2020
2019 6U
2018 7U
2017 8U
2016 9U
2015
10U
2014
11U
2013
12U
2012
13U
2011
14U
2010
15U
2009
16U
2008
17U
2007
18U
2006
19U
2005
2004
2003
2002
2001
2000

16. League Fees SC State Challenge League (SCSCL) - $785
President’s Medal League (PMSL) - $535
Open League - $535
Sandlapper/Coastal 7v7 - $200
Sandlapper/Coastal 9v9 - $250
Sandlapper/Coastal 11v11 - $300
Jim Hudson 9v9 League - $650
Contact:

17. Referee Fees Coastal/Sandlapper Jim Hudson 9v9 League SCSCL PMSL /Open
11U-12U Ref $30/AR $20
8U-10U Ref $32
Jim Hudson 9v9 League
SCSCL
17U-18U Ref $76/AR $50
15U-16U Ref 66/AR $45
13U-14U Ref 60/AR $40
PMSL /Open
17U-18U Ref 60/AR $40
15U-16U Ref 50/AR $36
13U-14U Ref $40/AR $30

18. Cups & Games Spring 2019
Spring (4/27-28) US Youth Soccer Presidents State Cup
CESA Fields
Spring (4/27-28) Publix Open & Rec Cup
Florence Fields
Spring (5/4-5) Publix Palmetto Academy Cup
Lexington Fields
Spring (5/11-12) US Youth Soccer South Carolina State Cup
Carolina FC Fields
2019/20 Tournaments TBD

19. Registration Deadlines 2019/2020
Select/Academy – September 30, 2019
Recreation - October 30, 2019
Select/Academy – January 30, 2020
Recreation – February 15-20, 2020 (prior to AGM)
This does not mean that individual players cannot be added just that your team registrations should be completed in their majority.

20. Rules
Make sure your read the registration rules as well as the cup/league rules.
Rules can be found on the website under Forms, then SCYS Rules & Policies.

21. Reminders Jersey numbers Directions
All 13U-19U Classic I (PMSL) & Classic II (Open)
All 13U-19U 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)

22. 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.

23. Sample Photos Don’t : Do: Leave too much space Crop to face only
Shouldn’t be able to read anything on their shirt

24. Sample Photos
No hats or sunglasses
Blurry
Another person in photo

25. Sample Photos Don’t: Leave picture so it doesn’t fit box:
If you crop – the photo will fill the box

26. Sample Photos
Don’t Make Sure Correct
Show Full Body to Rotate Photo

27. Printing Passes
The “Print ID Card PDF” is only available when the team has been activated by the state.
Cards must be printed on Official US Youth/SC Youth card stock.
Digital cards are printed in the league application and can be done by coach or manager

28. Housekeeping
You are responsible for insuring that all addresses as well as phone and are up to date and correct.

29. 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 assistants or team parents to run checks if they are not the coach, asst. coach or manager.

30. Club Pass Club Passes allowed in Players 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

31. 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.

32. 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.

33. 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

34. 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.

35. 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+)

36. 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
Non-U.S. Citizen
Minors Process(First
Registration/ITC)
Minors Process (First Registration/ITC)
Age 18+
ITC Request

37. 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

38. 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

39. 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

40. 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

41. 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

42. 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 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

43. 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

44. 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

45. 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

46. First Registration of Non-US Citizen (18+)
Applicable when: player 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.

47. 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

48. 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

49. Wrap-up
Clearance requests should be submitted to South Carolina Youth Soccer Association, who submits to US Soccer.
Clearance request should be submitted in a pdf format.

50. Registration New season(19/20) 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 she can merge the records.

51. 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.

52. 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.

53. 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

54. South Carolina Youth Soccer
Small Sided Games Player & Playing Rules for Classic and Recreation Divisions
MANDATORY FOR SEASONAL YEAR:
JA = Junior Academy
Rec = Recreation
Age
Group
Game Length
Overtime Periods
Ball
Size
Maximum
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 14
7v7
Max. 45 x 65
Min. 35 x 45 1
U-8
JA- Two 25 min. halves
Rec-(4) 10 min. quarters
JA- Two 5 min. halves
Rec-None
JA- 4
Rec- 3 12
JA- 7 v 7
Rec- 4v4
JA- Max. 45 x 65
Rec- Max. 25 x 35
Min. 15 x 25
6’ x 12’
JA- 1
Rec- Optional
JA- Yes   
U-6
(4) 10 min. quarters
None 3 10
4v4
Max. 25 x 35
4’ x 6’
Optional

55. 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
If an shows – admin needs license
If an shows – admin needs background check
If no shows – admin needs abuse training certificate
If no shows – admin needs concussion protocol checked

56. 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 that this has been initiated.

57. 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 all tournaments & rosters ($15)

58. 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

59. 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 from the player’s present club is sent to me okaying the player to guest.
If you need assistance please let me know.

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