National NSSC Commission 2015 AYSO Expo eAYSO for Region Administrators & RCs 1

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National NSSC Commission 2015 AYSO Expo

eAYSO forRegion Administrators &

RCs

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Learning Objectives

How to manage the board & grant access rightsRegional Information Form additional informationVolunteer Access Rights ReportSet Membership Year & ProgramsSet Region Setup-GeneralSet Region Setup-PreferencesNew Course Lookup for volunteers and instructors

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Target Audience

Regional Commissioners and Area Directors

Asst Regional Commissioners

Trusted Data Managers

Regional Administrators

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Reminder - All Volunteers must:

1. Go to www.eayso.org and create a profile with a login and password

2. Complete a volunteer application online annually.

3. Have access rights granted by the RC (if in their role they will access eAYSO data)

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eSignature• Parent/Guardians and Volunteers need to

complete and eSign Player/Volunteer applications in eAYSO

• NEW status code ‘NE’ = Incomplete Application in Registrar’s view (only if missing the eSignature.)

• All Regions need to start using e-Signature• eSigned Player and Volunteer forms do not

have to be stored at the Region level after the season.

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eSignature Reminders...

• Still need to verify date of birth or identity for new players and volunteers.

• Coaches must still carry Player Form at all times

• Do Not need to send eSignature volunteer forms to the National Office.

- Background checks can begin immediately

- Greater data confidentiality

• eSignature does not mean that a Region has to go ‘paperless’. But e-Sign is sure easier....

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How to Manage the Board& Grant Access Rights

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Access Right Reminder

• The ‘IF’ (as in RIF/AIF/SIF) is now the place where volunteer(s) are put on your ‘Board/Staff’ and as a result they are granted the Access Rights that go with that volunteer role(s).

• When you put a volunteer on the Board their Access Rights are granted immediately.... no more ‘Access Rights screen’ to deal with.

• Volunteer must be a registered volunteer to have Access Rights

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Reminder con’tHighlights of New Business Rules:

• Volunteers cannot be added to Board unless, and until the volunteer has eAYSO profile and is currently a ‘Registered Volunteer.’

• The Access Rights will be automatically assigned based on the position the volunteer is assigned to on the Board using the ‘IF’.

• One Trusted Data Manager will be allowed per Region.

• Instructors need to be added to Board and Staff IF for Access Rights

• Access for coaches will be provided through the Region–Manage Position screens.  (the only exception to the ‘IF’ for Access Rights)

• If a volunteer is removed from a role...their Access Rights will automatically be removed for just that ‘Role’.

No more concern over needing to delete rights.

Manage a Regional Board

Select Region Menu – Admin – Regional

Board

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Manage Regional Board

Select Maintain

Board

If you are an RC your region will automatically appear

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Add New Board MemberClick to add a new

memberMust be

registered in current MY

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Add New Board Member

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Add a New Board Member

1. Enter Last Name & Search

Alternate Search

Enter First Name, AYSO ID, or Home Phone

2. Select Position

3. Select Volunteer

5. Complete FieldsClick Add New

Member

4.Term Dates: Access Rights Only in Effect During ‘Term’

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Add New Board MemberSuccessful adds

will allow ‘Access Rights’ to be

assigned at this time

If you answered ‘NO’ to granting access rights

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Add New Board Member

If the Volunteer doesn’t have an eAYSO account

they must create one before rights can be granted.

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Manage Existing Board Members

Click ‘Edit’ to change

Update term, purchaser, etc.

Volunteers may have multiple

roles

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Managing Existing Board Members

Click ‘Update’ when done

Update term, purchaser, etc.

Use Active and Inactive:

(Inactive will remove Access

Rights)

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Additional Information

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Add’l Information con’t

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Region’s Statistics

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AYSO Management Team

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More Valuable Information

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More Valuable Information

Click for detail

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Access Rights Information

Mouse-over field for full position

name Click hyperlink to see full volunteer

record

In RARTClick ‘gold key’ to see Access Rights

assigned for a position

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Reminder of the User Levels: Always available

at eAYSO Help

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Set Membership Yearand Program

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Set Membership Year

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Set Membership Year

This is the year for which the Registrar or CVPA are ‘registering’ Players and Vols.

Where a region sets dates for Early U5 Program...which may differ from the standard player DOB age test.

This is the year for which a parent makes application for their child or as volunteer.

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View Programs

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Add Programs

Some programs may have different fees, for example – EXTRA.

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DEFINITION: PROGRAM YEAR

Program is a defined competition (set of games) within the Membership Year. All AYSO Regions conduct a Standard Primary Program. • A Standard Primary Program is that first set of scheduled

games in each Membership Year in a Region for which open registration is held, balanced teams are formed and all registrants play. Some Regions have additional Primary Programs like EXTRA and other NBOD-approved pilots.

• Many have Secondary Programs such as Select and Tournament. Players can be participants in multiple programs (and therefore appear on multiple teams) in a single Membership Year.

eAYSO can manage both the Primary and Secondary programs a region may conduct.

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Region-Setup-General

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Region-Setup: General

• Region Information• E-Mail Notification• Default Contact• Team Information Disclosure• Custom Messages to Parents &

Volunteers• Parent Job Retention• Coaches Input of Player Ratings

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Region – Setup - General

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Region Information

This can be the RC or anyone.

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eMail Notifications

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Default Region Identifiers

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Team Information to Parents

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Custom Region Messages

Unchecking can be used to close a Division for that gender.

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Custom Region Messages Con’t

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Special Messages for ‘Online Payment’ Regions...

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Retain Previous Year’s Job Assignment

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Allowing Coaches to Enter Player Ratings

(or not)

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Setting Preferences for your Region

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Preferences

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Be Specific on Communities...it affects AYSO.org too

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Area Code

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Schools Listing

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Location codes for Unique Region Coding

Needs

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Some Recent Admin Tools

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New Enhancement allows Look Up of Course Attendees

Instructors can search past, current, and future rosters for a volunteer’s name. (Huge time saver when researching when a volunteer took a course)

Volunteers can look up what future classes they have signed up for in eAYSO (also allows them to cancel with email to instructor)

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New Instructor

Search Feature

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Volunteer can see what classes they signed up for...

New Volunteer Class Search Feature

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Easy Self-Look Up by Volunteer

Withdrawal allowed up to 1 day

before course.

Also Instructor gets email for drops

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Volunteer Cert Report

NEW...You will like

This Report

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Available in PDF or Excel

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Run Reports-Access Rights by Role or by

Function

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Sample Report: PDF

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Setting the MY Preference

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Change to New Membership Year

Switch your MY (Membership Year) so your views and reports will start with the MY you are currently working on.

Don’t forget to ‘Update’

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eAYSO Help

Online Help Function

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eAYSO Help

Use the tools on HELP:- Excellent Tips - User Guides - Webinars

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Contact information

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Questions or comments about eAYSO:eaysosupport@ayso.org or call (866) 588-2976

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Thank you

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