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eAYSO for Region Administrators & RCs. National eAYSO Commission 2014 AYSO Expo. Learning Objectives. How to manage the board & grant access rights Regional Information Form additional information Volunteer Access Rights Report Set Membership Year & Programs Set Region Setup-General
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eAYSO forRegion Administrators & RCs National eAYSO Commission 2014 AYSO Expo
Learning Objectives How to manage the board & grant access rights Regional Information Form additional information Volunteer Access Rights Report Set Membership Year & Programs Set Region Setup-General Set Region Setup-Preferences New Course Lookup for volunteers and instructors
Target Audience Regional Commissioners and Area Directors Asst Regional Commissioners Trusted Data Managers Regional Administrators
All Volunteers must: Go to www.eayso.org and create a profile with a login and password Complete a volunteer application online annually. Have access rights granted by the RC (if in their role they will access eAYSO data) 4
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 • eSignedPlayer and Volunteer forms do not have to be stored at the Region level after the season.
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 eSignaturevolunteer 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....
How to Manage the Board & Grant Access Rights
Manage a Regional Board Select Region Menu – Admin – Regional Board
Manage Regional Board If you are an RC your region will automatically appear Select Maintain Board
eAYSO UPDATE!! • AYSO is in the process of enhancing the way you will assign access rights. • The ‘IF’ (as in RIF/AIF/SIF) will soon be the place where you both place a volunteer(s) on your ‘Board/Staff’ and at the same time grant the access rights that go with that volunteer role(s). • Simply put the volunteer on the board and the access rights are granted right there.... no more ‘Access Rights screen’ to deal with. (Applause is accepted... )
UPDATE con’t • Highlights of New Business Rules: • Volunteers cannot be added to Board unless and until the volunteer has eAYSO profile & 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 automatically get removed for just that ‘Role’. (No more concern over needing to delete rights.)
Regional Board Information Form (New) Mouse-over ‘key’ to see Access Rights Green current MY Blue 1 year old Red 2 or more old Blue indicates action fields Click on field for full position name Click to see volunteer record
Managing Board Members Update term, purchaser, etc. Click to Update
To Add New Board Member Click to add a new member Must be registered in current MY
Add New Board Member or give New Positionto Existing Board Member
Add a New Board Member Alternate Search Enter First Name, AYSO ID, or Home Phone 1. Enter Last Name 2. Select Position 4. Complete Fields Click Add New Member 3. Select Volunteer
Add New Board Member Successful adds will allow ‘Access Rights’ to be assigned at this time
Add New Board Member If you answered ‘NO’ to granting access rights You may get one of these messages If the Volunteer doesn’t have an eAYSO account you They must create one before rights can be granted.
What Access Rights are Assigned to a Volunteer? 2 Ways.... - Mouse over the key icon to see the rights for their Board Role. OR
Reminder of the User Levels: Always available at eAYSO Help
Set Membership Year This is the year for which the Registrar or CVPA are ‘registering’ Players and Vols. This where a region sets dates for Early U5 Program...which can differ from the standard player DOB age test. This is the year into which a parent makes application for their child or as volunteer.
Add Programs Some programs may have different fees, for example – EXTRA.
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. They can be assigned automatically (by setting the Applicant Program and “Registration program” correctly) or assigned manually. eAYSO can manage both the Primary and Secondary programs a region may conduct.
Region - Setup:General : • Region Information • E-mail Notification • Default Contact • Team Information Disclose • Messages • Parent Jobs Retention • Rating input
Region Information This can be the RC or anyone.
Be Specific on Zip codes...it affects the AYSO.org site Region Search
