Registration Day

1. Registration Day A Survival Guide

2. Self-paced version(Whenever possible, answers and explanations are interjected)Use mouse click to advance the slides

3. How to Survive Registration We’ll borrow themes from Scouting to present Survival tips for Registration Days Registration Day - A Survival Guide

4. Who Should Attend this Workshop? • Who Works Registrations Days? The Entire Regional Board! Registration Day - A Survival Guide

5. Why is it important to involve the entire Regional Board in the Registration process? Registration Day - A Survival Guide

6. 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, trouble shooting Registration Day - A Survival Guide

7. Course Objectives • How to Be Prepared • The 10 Essentials • Tips to Be Your Best • Helping Others Registration Day - A Survival Guide

8. Be Prepared • What things should be done before Registration? Hint: Pre-Registration Info from the Registrar Workshop Registration Day - A Survival Guide

9. 6 Months Before:Work with Regional Board to… Registration Day - A Survival Guide

10. Obtain Approvals & Agreements • Determine Region Budget & Calendar and • PlayerRegistration 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 Registration Day - A Survival Guide

11. (Reservations, Permits, Usage Fees, Approvals) Secure Registration Site(s) • 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? Changing locations or days of the week gives families flexibility and more opportunities to register School cafeterias, gyms, churches, community recreation centers, community meeting rooms, inside malls, and some outdoor locations. Registration Day - A Survival Guide

12. 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)? 10 Location Essentials Registration Day - A Survival Guide

13. Location, Location! Location is everything.Does your Location have everything? Registration Day - A Survival Guide

14. Does your Location have everything? Electricity and/or internet access Room for stations parking easy access restrooms Tables, chairs, seating areas Activities for kids Registration Day - A Survival Guide

15. Coordinate Board Member responsibilities on & before Registration Day 2 – 3 Months Before … Volunteer Recruitment Coaches Advertising & Publicity Contact Information Referees Registration Fees & Payments Welcome Greetings & Region Information Kid Activities & Kid Corner Refreshments Registration Day - A Survival Guide

16. Questions All Board Members Treasurer & Reps • 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? At least 2 The CVPA & Reps Registration Day - A Survival Guide

17. Coordinate Board Responsibilities • 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 Registration Day - A Survival Guide

18. At least 6 Weeks Before…. • Order Registration Kits • Blank Registration and Volunteer Forms • Advertise Registration • On-line Registration • Registration Days • School Fliers • Banners • Update eAYSO Registration Information Registration Day - A Survival Guide

19. Registration Day10 Essentials • What will you need to be your best? Registration Day - A Survival Guide

20. Welcome to AYSO Registration • What stations will you need to set up? • Where should they be situated? • Who should work each station? Registration Day - A Survival Guide

21. Playing AYSO Video • Information • & Forms Regional Information & Policies Computers, Sorters, Organizers Coach, Referee, Volunteer Recruiting Tables with Pens, A Parent’s Guide to AYSO and other information Recruitment A Sample layout… See Registrar Manual for details… Sample UniformsFor Sizing Form Checkers T-Shirts Vendors Cleat Exchange Etc. Cashier Playing AYSO Video Registration Day - A Survival Guide

22. Coach, Referee, Volunteer Recruiting Some Regions hold Registration outdoors at their fields Registration Day - A Survival Guide

23. 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 Registration Day - A Survival Guide

24. Your Region can’t survive without volunteers Registration Day - A Survival Guide

25. Examine these sample registration fliers and forms asking parents to Volunteer. Tell us what you like and dislike about each one. Registration Day - A Survival Guide

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31. Attitude is everything when recruiting volunteers. Registration Day - A Survival Guide

32. Survival Tips Do children come to registration along with their parents? What is the benefit of keeping them occupied for a few minutes? It gives you time to recruit the parents to volunteer! Registration Day - A Survival Guide

33. Survival Tips What are some ideas on how to amuse the kids while their parents go through the registration process? Registration Day - A Survival Guide

34. Kids Corner Ideas • Have children’s video set up. You could even use a soccer related “Disney” film. • Set up some child friendly snacks, such as juice boxes, fresh fruit or cookies. Always ask for parents’ permission before giving out refreshments. Stay away from nuts in cookies or snacks. • Set up a coloring station with crayons or magic markers for children to draw a soccer picture & a wall where they can be displayed. Registration Day - A Survival Guide

35. Kids Corner Ideas If you have access to a gym, set up some soccer stations where children can try their luck and win some simple prizes doing soccer drills or quick games. Make it easy, so that you are giving out lots of prizes. Again, you will need permission from the parents and adequate supervision. Older players are perfect for this. Registration Day - A Survival Guide

36. Survival Tips Special requests Don’t give up yet! Late registrations Registration Day - A Survival Guide

37. “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. Registration Day - A Survival Guide

38. “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. Registration Day - A Survival Guide

39. Survival Tips Appoint 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. Registration Day - A Survival Guide

40. 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? Registration Day - A Survival Guide

41. Survival Tips Have an approved policy Registration Day - A Survival Guide

42. Survival Tips • 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. Registration Day - A Survival Guide

43. 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 Registration Day - A Survival Guide

44. Registrar and Treasurer must use 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. Reconciliation Tips Registration Day - A Survival Guide

45. Each year, the NSTC receives thousands 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… Make sure they leave with Region Contact Information; an eye catching flier, refrigerator magnet or button. Registration Day - A Survival Guide

46. Contact Information Registration Day - A Survival Guide

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48. Remember it’s all for the kids ! Registration Day - A Survival Guide