Registration Day A Survival Guide. 2009Registration Day - A Survival Guide 2 How to Survive...

Registration Day

A Survival Guide

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How to Survive Registration

We’ll borrow themes from Scouting to present Survival tips for Registration Days

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•Who Should Attend this Workshop?•Who Works Registrations Days?

The Entire Regional Board!

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Why is it important to involve the entire Regional Board in the Registration process?

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Regional Board Member Registration Roles

• Regional Coach Administrator –recruit coaches• Regional Referee Administrator- recruit referees• CVPA – Verify/Screen Volunteer applications• Treasurer – Registration Fee Reconciliation• Safety Director –recruit field volunteers• Other members – welcome families, recruit

volunteers

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Course Objectives

•How to Be Prepared•The 10 Essentials•Tips to Be Your Best•Helping Others

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Be Prepared

•What things should be done before Registration?

Hint: Pre-Registration Info from the Registrar

Workshop

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6 Months Before:Work with Regional Board

to…

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• Determine Region Budget & Calendar and

Player Registration Fees & Registration Dates

• Consider “Early Bird” & other “Discounts” on Registration Fees rather than a “Late” Registration penalty

• Identify/Approve any Scholarships• Approve Refund & Late Registration

Policies

Obtain Approvals & Agreements

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Secure Registration Site(s)(Reservations, Permits, Usage Fees,

Approvals)• What are some good locations

for registration?• Should all registrations be held

at the same location?• Is there some advantage in

holding one day of registration at an alternate location?

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10 Location Essentials• Indoors or Outdoors?• Well Known building or site?• Easy Access?• Large enough Room/Space?• Ample Parking?• Availability / Costs?• Tables, chairs, electricity?• Kid Activities?• Safe (children) & Secure (money)?• Available amenities (restrooms /

shade)?

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Location, Location!

Location is everything.Does your Location have

everything?

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Does your Location have everything?

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2 – 3 Months Before …Coordinate Board Member responsibilities on & before

Registration DayAdvertising &

Publicity

Volunteer Recruitment

Greetings & Information

Kid Activities & Kid Corner

Coaches

Referees

Payments

Refreshments

Contact Information

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Questions

• Which regional board members should work at registration?

• Who should collect money?• How many people should collect money?• Who is responsible for the Volunteer Application Forms?

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– Publicity Coordinator for Registration Advertisements, School Fliers, Banners

– Volunteer Coordinator, Division Coordinators, RCAs, RRAs for volunteer requirements & recruitment

– Treasurer for fee/cash reconciliation– CPVA for Volunteer Screening &

Registration– Refreshments and Kid’s Corner

activities

Coordinate Board Responsibilities

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– Order Registration Kits– Blank Registration and Volunteer

Forms– Advertise Registration

•On-line Registration•Registration Days•School Fliers•Banners

– Update eAYSO Registration Information

At least 6 Weeks Before….

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What will you need to be your best?

Registration Day10 Essentials

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•What stations will you need to set up?•Where should they be situated?•Who should work each station?

Welcome to AYSO

Registration

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Information

& Forms

Tables with Pens, ABCS of AYSO and other information

Sample Uniforms For Sizing

Recruitment

Regional

Information

& Policies

Playing AYSO Video

Playing AYSO Video

T-ShirtsVendorsCleat

ExchangeEtc.

Computers,Sorters,

Organizers

Form

Checkers

Cashi

er

Coach, Referee, Volunteer Recruiting

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Coach, Referee,

Volunteer Recruiting

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Refund PolicyReminder

• Ensure that Regional Board has defined and approved Late Registration and Refund Policies

• Prominently display policies at Registration• Be sure polices are communicated in all

Registration packets, mailings, & web sites• Refer to Standard Regional Guidelines and

Policy Statements for best practices

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Your Region can’t survive without volunteers

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Examine these sample registration fliers and forms asking parents to Volunteer.Tell us what you like and dislike about each one.

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Attitude is everything when recruiting

volunteers.

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Survival Tips

Do children come to registration along with their parents?

What is the benefit of keeping them occupied for a few minutes?

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What are some ideas on how to amuse the kids while their parents go through the registration process?

Survival Tips

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Don’t give up yet!

Survival Tips

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“Special Requests”• A possible solution is to put up small

posters on the walls or on the tables saying: “Thank you for not asking for any special requests.”

• Parents can write whatever they want on the top of the player registration form, but unless the request is initialed by the RC or the Registrar (no one else) the request is not honored. Initializing means that there was a discussion and it was a valid and needed request.

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“Special Requests”

• Don’t make any exceptions. There is power in saying: “We never do what you have asked. Sorry”.

• Board Members should not expect an exception or special request for either themselves or their friends. Discuss it openly at a board meeting and get the support of the RC ahead of time.

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Survival TipsAppoint a “Trouble shooter” at registration whose job it is to deal with the parents who are demanding or abusive. If you feel the situation is getting disruptive, try to slowly walk out of ear shot of other parents. Everyone is watching and listening to how this situation is handled.

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How would you handle this?

• You have set up three registration opportunities; it is three weeks before the start of the season.

• The schedules are made, the teams are formed, the uniforms have been distributed, and each team already has the optimal amount of players.

• A parent calls and is begging you (the registrar) to place her daughter on a team. What do you say?

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Survival Tips

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• Write out the policy and discuss it at a board meeting

• Ask each Board Member if they will agree to it. (peer pressure)

• Remind them of the policy if a situation occurs where you are asked to break the rules of the policy.

Survival Tips

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Registration Form Tips• Ensure all information is completed• All forms must be signed and dated• Check all handwritten information is

legible• Player forms must have birth date. It is

a good practice to ask for government issued document to confirm birth dates.

• Note Amount of payment & payment method on form

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Reconciliation Tips

• Registrar and Treasurer must employ a process that will reconcile the number of forms taken in and the amount of monies collected.

• Note amount of cash at the start of the day• At least two people should be assigned to

count/verify all monies & forms accepted• All cash taken in should match receipts and

when added to credit card receipts and checks, the grand total should match the number of forms and notations on each form for fees charged and amounts paid.

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• Make sure they leave with Region Contact Information; an eye catching flier, refrigerator magnet or button.

• Each year, the NSTC receives hundreds of calls from concerned & upset parents who can not reach their local AYSO Region with questions about their child’s registration and coach/team/practice notifications.

Another way you canreally help your families…

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Contact Information

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Remember it’s all for the kids !