2008-09 Instructions for Rec and Intramural League Registrars

This is important information and instructions to guide you in the initiation of the new 2008-09 soccer year with EPYSA.

Please read carefully. You may want to print this out as a reference.

This message contains important information and instructions to guide you in the initiation of the new 2008-09 soccer year with EPYSA.

You have received this message if you were your club's assigned Recreational Registration Contact on the 2007-08 RG1, on file with EPYSA. If you are no longer planning to serve in that position in the coming year, please be sure that you alert the incoming Recreational Registrar by forwarding this message, and communicating directly since this process must be done in a timely manner.

In order to properly create the 2008-09 soccer year, there are three steps that must be taken. None of them requires very much time. The fourth step is optional but recommended. Once completed, you will not need to do them again until next year.

From the home page, look at the top of the left hand column for the words and link to 'Online Registration'. Click there to proceed to the page containing links to all functions having to do with Registration. There are currently two soccer years in existence -- the 2007-08 year which has links in blue, and the 2008-09 year which has links in red. For the purposes of setting up the new year, we will be using the RED links.

2008-09 Step 1: Initiate the New Soccer Year
https://www.youthleaguesusa.com/epysa/2008/InitiateNewYear.html

1. Choose your club's name from the dropdown list. If you do not find your club, this step has already been completed by someone else. If you think that an error has occurred, you can call the state office for verification.

2. On the next page, your Club’s classification is shown. If you feel that it is incorrect, contact the State Registrar or the State office for help. Do not continue.

3. If the classification is correct, continue. You will see either Section I for Recreation/Intramural clubs, Section II for Travel Clubs, or both if your club has both types of players.

4. In Section I – Age Groups for Recreational, Intramural, In-house Players

• indicate the soccer year by choosing ‘2008-2009’ from the list
• Give your next season a name. Type in ‘Fall 2008’ for example
• List your age groups that you will offer to your players in the next season. Read the instructions for how to name the age groups carefully.
• If your club also has travel teams and age groups, you should not list them on the chart. They are created in Section II.

5. In Section II – Age Groups for Travel Players

• Indicate the playing year of ‘2008-09’
• Name the season, ‘Fall 2008’ for example
• If your club has travel players in it, but you do NOT wish to use an online registration form to gather information and/or fees from them, you do not have to include their age groups on this application. If you want to create a Player application without Travel age groups on it, you must Uncheck the box ‘This Club will register Travel Players .’ This does not mean that you cannot have any Travel Players. This just means that you do not want them to fill out an application like your Recreational/Intramural players do.
• check the box preceding each Travel Age Group in which you might field one or more teams during the next soccer year. If you think that you might not have enough players for a team at any given age group, but it is still a possibility, check the box anyway. You are not obligated to field a team just because you indicated an interest in doing so here.

6. Submit the completed form. You will see a confirmation screen when finished.

2008-09 Step 2: Risk Management Application
https://www.youthleaguesusa.com/epysa/2008/RiskManagement.html

1. You and your other Board members should complete a new application for the 2008-09 year.

2. If you submitted an application in 2007-08 soccer year, some of your information on file is prepopulated on the form for you, for your convenience.

3. When indicating which positions you will volunteer for, be sure to indicate your club's name and check the box indicating that you are a Board member.

4. Notify the club president and other board members, giving them the link for the application and asking them to submit their applications right away.

5. Board member Risk Management applications should be on file before completing the next step. Coaches may submit their applications any time before the playing season begins, so you do not need to wait for them to apply before completing Step 3.

Step 3: RG1 Membership Application
https://www.youthleaguesusa.com/epysa/2008/RG1.html

1. Complete all required fields.

2. Indicate the Rec League(s) that your older teams participate in, if any.

3. Indicate the Travel League(s) that your travel teams participate in, if you have travelteams in your club.

4. Those Board members who have successfully completed RM applications will appear on the dropdown list of available people for assignment in each position.

5. Upon submission of the RG1, you as CLUB Registrar, your President, and your Travel Registrar (if you have one) will each receive an email containing the database address and an ID/PW for use in the new 2008-09 soccer year.

6. Your ID/PW as the CLUB Registrar will give you access to the Registration application and management database that you may create for your Club’s players. Note that a different ID/PW is given to the TRAVEL Registrar, who uses it in the EPYSA database to create Travel teams and print rosters and cards for those teams.

Step 4: Build Player Registration form
Online Registration form and Management system is provided to you as a benefit of EPYSA Membership. Its use is recommended but not required.

1. Go to the new 2008-09 EPYSA database at www.youthleaguesusa.com/epysa/2008/Database.htm

2. Use your ID/PW as assigned to you, described in #3e above. Only the ID/PW of the CLUB Registrar should be used for this step.

3. From the dropdown list of seasons, choose the name of the one that you created in #1c above (most likely 'Fall 2008')

4. Choose 'Create Player Registration Form'

5. The editor will open, displaying the colors and text of your most recently built Player application. However, the age groups that you defined in Step 1 above will be in place, instead of the old age groups. If you need to make further changes to the age groups, or add more age groups, you can do so here. You cannot delete any age groups, however.

6. Edit your player application as needed. Save your changes frequently by clicking the SAVE button at the bottom of the form. There are instructions and examples to help you create a Player Application that will be ultimately be online for them to fill out.

7. Check the appearance of your application at any time by clicking the 'Preview Application' button or the 'Preview Confirmation' button, found top and bottom.

8. When you have made all changes and you are satisfied with the appearance of your Player application, check the box near the bottom of the page labeled 'ACTIVATE' and then click the SAVE button again.

9. In a few seconds, your screen will refresh. Scroll down to the bottom of the screen. Your Player application has been created on the web. The URL address is displayed for you. You may use the address ending in Welcome.html on your website and in your newsletter. This will allow parents to enter their player's information for you, saving you a great deal of time and effort.

10. Also displayed is your new database address, which is very similar to the Player application URL address, ending in Database.htm. This is where the registration form information gets stored when applications are submitted. This is a secure database and must be opened with a password. Your ID/PW will open this database so that you and others that you approve may manage the players, and put them on teams. Monitor a census of how many have signed up in each group. Track the money and documents that you receive. Use mass email to communicate with your entire membership. Give access to some or all of the database to others, with their own ID/PW that you create.

After completing all of these steps, your club will be fully enrolled in EPYSA for the next soccer year. If you need further help or instruction, please email the State Registrar, Donna Outt, at stateregistrar@verizon.net or call the EPYSA office at 215-657-7727.

Thank you for all the work you do to serve the players and families of EPYSA!!

Donna Outt,
EPYSA State Registrar
570-275-1051
stateregistrar@verizon.net