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Travel FAQ

Travel FAQ Questions

1. When is a medical release form required? Does a player medical release form need to be filled out, notarized, and turned into EPYSA? We are a new travel team and we are trying to get our paperwork together.

2. We are a new soccer organization. We wish to register with Eastern Pennsylvania Youth Soccer and play in an Eastern Pennsylvania Youth Soccer travel league. What do we need to do?

3. On their Risk Management form, some of my coaches failed to say that they coach for our club. Now when we go to register their team, the coach’s name does not come up on the dropdown list of possible coaches. How do we fix this?

4. How do I get Risk Management applicants to show on our site who registered before our club did their RG-1 or who don’t show on our dropdown lists?

5. How do I change an RG-1 Contact to another person?

6. How do I delete a team from the travel database before the team is “APPROVED”?

7. Once a coach inputs all players - do they approve team first & then print passes & rosters? Or do they have to wait until the Club Registrar approves the team to print passes & rosters for presentation to the league?

8. What is the procedure now when I need to use a PS-1 for a roster change? ONLY use Internet Explorer as your browser when doing PS-1 Changes. PS-1 Changes will NOT work if using Mozilla Firefox.

9. I have a U14 boys team that just wants to be a tournament team. Do I have to register them with Eastern Pennsylvania Youth Soccer and with a travel league? Also do they need player passes?

10. What is the procedure for a New Jersey* club to follow that has teams that want to have participate in an EPYSA travel league?

11. We live in PA, ½ mile from the Maryland border. My son plays on a MD team. We’ve been told he must register in Eastern Pennsylvania Youth Soccer and get an Eastern Pennsylvania Youth Soccer pass which we will then use to play in Maryland. What do we do?

12. What steps are required to move a whole team from one club to another?

13. If a coach has a pass with another club and now comes to coach for our club:

14. If a team wants to remove a coach from a roster, how is it done?

15. If the team is merely adding a new assistant coach because they already have the head coach and primary team contact they want, how is it done?

16. How do I add players to a League-Only team that has been marked “APPROVED” by the League Registrar? I can find no “Request PS-1 Change” button.

17. Can a “league-only player” play as a guest player for another club in a tournament?

18. How do we change the “Reply to” address that is present when we send out a mass e-mail? We would like to make the “Reply To” address our club’s yahoo email address.

19. Under-age players: Is there any set policy or rule regarding the number of under-aged players that can be on a travel roster? My daughter’s U11 team has many players that are technically U10 players.

20. Teams that plan to play in the National Championship Series (NCS Cups) do have restrictions on them regarding the age of under-age players allowed on their roster:

21. What do the various levels of approval mean – Team, Club and League Approval Status?

23. We are a travel and rec organization. When our rec coaches go in to do their Risk Management Application, they cannot complete Section II because there are no age groups for them to select. Our travel coaches are having no problems.

24. Our team is traveling to a USYSA Tournament in New Jersey. They tell us we must have a Permission To Travel form from Eastern Pennsylvania Youth Soccer. How do I get such a form?

 

Questions And Answers

1. When is a medical release form required? Does a player medical release form need to be filled out, notarized, and turned into EPYSA? We are a new travel team and we are trying to get our paperwork together.

Eastern Pennsylvania Youth Soccer simply posts the medical release form on our website as a service to our members. Oftentimes people contact us and ask for a sample medical release. It’s there for the club, team or individual to use as they see fit. Eastern Pennsylvania Youth Soccer does NOT require a medical release as part of Eastern Pennsylvania Youth Soccer registration. However, your club or league could require it. That’s up to them. Personally as a coach, I would want to have a medical release with me at all practices and games for every player on my team. One does not know when a player may need a trip to the ER when parents are not present. Most tournaments will require a medical release for each player. Some clubs and/or tournaments require a notarized medical release. Many do not require notarization. You need to check with those who require that you have a medical release as to whether or not it needs to be notarized.

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2. We are a new soccer organization. We wish to register with Eastern Pennsylvania Youth Soccer and play in an Eastern Pennsylvania Youth Soccer travel league. What do we need to do?

• Contact Donna Outt, Eastern Pennsylvania Youth Soccer State Registrar and ask her to enter your organization into the Eastern Pennsylvania Youth Soccer online system. Donna is available at jdoutt@verizon.net or 570-275-1051 begin_of_the_skype_highlighting 570-275-1051 end_of_the_skype_highlighting. She will want to know the following:
a. What is the official name of your organization?
b. In what county is your organization’s office or fields located?
c. What abbreviation do you use when referring to your organization?
Donna will then give your organization an Eastern Pennsylvania Youth Soccer code number and put it into the online system. Then you need to proceed thru steps 2- 5 below.
All steps below can be accessed via links on the Eastern Pennsylvania Youth Soccer website. Go to www.epysa.org, Online Registration, and click on the blue links below.
2009-10 Step 1—Labels for ALL Eastern Pennsylvania Youth Soccer organizations.
a. Select your organizations name from the list of organizations.
b. Complete the required information regarding your organization’s age groups and registration fees for the 2009-10 seasonal year.
2009-10 Step 2—Risk Management Registration
a. It is critical that each person completing their Risk Management Registration do the whole form. This is a dual part process. Be sure to do both parts of the Risk Management form.
b. Risk Management applications submitted by your Board members. At least one must be submitted. It is better if all board members are included.
c. A Risk Management Application must also be submitted by each coach, assistant coach, team manager and any volunteers working with your organization. These can be done any time after Step 1 Labels have been submitted, but MUST be done before your team's roster can be completed.
2009-10 STEP 3—RG-1 Registration for In-house Programs, Intramural Leagues, Rec Clubs, Rec Leagues and Travel Clubs.
a. The RG-1 is the official recognition of your travel club by Eastern Pennsylvania Youth Soccer. You will affiliate with Eastern Pennsylvania Youth Soccer thru the travel league or leagues you select when doing your
RG-1. If later this year, you wish to place teams in an additional travel league, please return to the RG-1 (via the link called 2009-10 Travel Database) and
enter the additional league there.
b. Again when doing the initial 2009-10 RG-1 Membership Application select your organization’s name from the list of organizations.
c. The RG-1 is submitted to provide contact information and position assignments (President, Travel Registrar, Club Registrar and other positions).
2009-10 Travel Team Registration—This is establishing the existence of your team and its league affiliation with the travel league(s) it will be playing in. You will get an ID and Password at the conclusion of this short form.
2009-10 Travel Database—Access the Eastern Pennsylvania Youth Soccer database using that ID and password you received in #5 above so that you can type in the information needed on each player. That is the common roster information including name, address, date of birth, phone number, email address. They will each get a player number. You will need to print passes on blank pass forms (available from your Travel League Registrar.)
• Contact your Travel League Registrar to find out what paperwork and fees they require for you to register a team with them. Prior approval is usually needed before you can submit paperwork to the travel league. The paperwork they require usually includes RG-6/each player, player pass/each player, legal proof of age for players new to the league and the payment of fees to the league. Some leagues may require something additional such as a copy of the official roster. The roster, RG-6’s, and passes are all able to be printed out from the Travel Team Database. The league will pass on to Eastern Pennsylvania Youth Soccer any Eastern Pennsylvania Youth Soccer fees due to Eastern Pennsylvania for this team.

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3. On their Risk Management form, some of my coaches failed to say that they coach for our club. Now when we go to register their team, the coach’s name does not come up on the dropdown list of possible coaches. How do we fix this?

• If a person did their 2009-10 Risk Management Registration and received an Eastern Pennsylvania Youth Soccer ID number as a result of that RM Registration, they can easily be registered anywhere in the 2009-10 Eastern Pennsylvania Youth Soccer Online Registration system.
• Put that Eastern Pennsylvania Youth Soccer ID into the box that says "Eastern Pennsylvania Youth Soccer ID" on the Add Team Official Page, RG-1 or RG-1 Contacts or Travel Team Registration.
• It does not matter if the person is travel or rec or in-house or intramural, this will work.
An alternate way to do this is to go to www.epysa.org, Online Registration, 2009-10 Step 2 Risk Management Application.
• Then on the Risk Management cover screen that comes up, choose the bottom choice, "I want to add another volunteer position"
Select Status for your Registration:
I registered in 2008-2009. This is my first registration in 2009-10.
I have never registered before. I am new to Eastern Pennsylvania Youth Soccer.
I want to change some of my personal information on file in 2009-10.
I want to add another volunteer position.
• On the next screen, complete the requested personal data and click, "Verify information"
• Proceed to follow instructions on succeeding screens to add a coaching position to the Risk Management application.

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4. How do I get Risk Management applicants to show on our site who registered before our club did their RG-1 or who don’t show on our dropdown lists?

Instruct that applicant to return to www.epysa.org, Online Registration, 2009-10 Step 2: Risk Management Registration.
• Near the bottom of the face page that comes up, select "I want to add another volunteer position."
• Then click "Online Eastern Pennsylvania Youth Soccer Risk Management Application".
• Complete the identifying information and click "Verify Information".
• Then "Register a Position".
• Tell them to carefully read and follow the instructions that then come up.

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5. How do I change an RG-1 Contact to another person?

In order to be added to the RG-1 Contact list for an organization, an individual must first be registered as a current Eastern Pennsylvania Youth Soccer Risk Management registrant. See #4 above.
Procedure to Change an RG-1 Contact to Another Person
Use your ID and password to enter the Travel Database.
• On the Main Menu, select RG1 Information.
• Select Data Type: RG1 Contact Data. Press Submit.
• View Contact People for your organization. Select the person of interest by clicking on circle (radio button) in front of that person’s name. Click on "View Application" at bottom of list.
• Person’s record will come up. Scroll to the bottom of the record to see the assigned positions. Find the row with the position in it that you want to change.
• Select second column "Change to another person" and click the circle there.
• Then at bottom of page, find and click "Change Assigned Position to another Risk Management Registrant".
• When "New Risk Management Registrant Information" comes up, either choose the new registrant from the pull down list or enter his/her Eastern Pennsylvania Youth Soccer ID number.
• Click "Submit Changes". ( If the new person’s new position gets a System ID and Password, the system will now auto-e-mail it to him/her.)

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6. How do I delete a team from the travel database before the team is “APPROVED”?

a. Sometimes a coach or a club needs to delete a team BEFORE IT IS APPROVED. This may be because it was entered with the wrong age group, gender, or it’s a duplicate.
b. BEFORE a team is deleted, MAKE SURE ANY PLAYERS LISTED ON THAT TEAM HAVE BEEN REMOVED FROM THE TEAM FOLLOWING THE PROCEDURE BELOW. FAILURE TO REMOVE PLAYERS BEFORE THE TEAM IS DELETED WILL CAUSE THE PLAYERS TO BE PLACED IN A SPECIAL FILE AND BE INACESSIBLE FOR ADDITION TO A TEAM UNTIL THE STATE REGISTRAR TAKES ACTION ON EACH PLAYER.
 
· Enter the Eastern Pennsylvania Youth Soccer Travel Database using the ID/Password for that team.
· Click on "Access Team Management". Then " CONTINUE"
· The "Team Main Page" comes up.
· Click "Players" in the Data Type at the top left of the Team Main Page
· See if player names then come up over on the right.
· If there ARE players on it, first delete them one-by-one.
o Click on the circle in front of a player’s name.
o Scroll down to the bottom of the page and click, "View Edit Players"
o That will then open up the player’s individual application
o Scroll to the bottom of that player application and click on "Remove Player From Team"
· Once all the players have been deleted OR if there were no players on the team in the first place, click on "Team" in the Data Type at the top left of the Team Main Page.
o Then click "View Edit Team" over on the right side of the page.
o That will open up the TEAM application.
o Scroll to the bottom of the page and click, "Delete Team".
o A warning will come up asking you to make sure there are no players listed on that team.
§ If you have not done that, click "Cancel" and follow the steps above to make sure there are NO players now listed on the team.
§ If you have already checked to make sure there are no players now listed for that team, click, "OK"
§ The team will be deleted once you select, "Delete Team" and then click the "OK" on the warning.

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7. Once a coach inputs all players - do they approve team first & then print passes & rosters? Or do they have to wait until the Club Registrar approves the team to print passes & rosters for presentation to the league?

Check with your Travel League Registrar as to whether or not they want you to use the "Approve" button. Several recommend that you do not use it.
• The coaches can print a pass and a roster as soon as they put even a few players into the online system. If they want to put in 2-3 players, print their passes and then do a few more in dribbles and drabs as they locate players they can. Just once they click the APPROVE button, they will not be able to make any roster changes until the League Registrar has marked the team "Team APPROVED."
• The Club Registrar can still add players, make roster changes, print passes until she clicks the APPROVE button. Then once the Club Registrar has clicked the APPROVE button, she also will need to wait until the League Registrar marks the team "Team APPROVED." From there on, changes will require a PS-1 which the system will now pre-fill for you at the top.
• Remember, in the travel system a team or part of a team from the previous year can "rollover" into the system for the new year. This means no one has to type in all the data all over again for a player or team in last year’s system.
• Once the Travel League Registrar marks a team "APPROVED", the "Request PS-1 Change" button will have to be used to modify the roster.

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8. What is the procedure now when I need to use a PS-1 for a roster change? ONLY use Internet Explorer as your browser when doing PS-1 Changes. PS-1 Changes will NOT work if using Mozilla Firefox.

• To change a roster once it has been "APPROVED" by the League Registrar, the Coach or Club Registrar clicks the "Request PS-1 Change" button on the right side of the Team Main Page.
• Click the dropdown arrow in the CHOOSE box and select the transaction you want to do:
o Add Primary Travel Player, Release Secondary Player, Transfer Travel Player, etc.
o Click "Continue"
• Complete the player information on the form that comes up.
o If system can find player in last year’s database, player information form will come up for you to review and update
o If system cannot find player in last year’s database, a blank player registration form will come up for you to complete
• When the player’s information form is done and SUBMIT APPLICATION was
clicked, you will be brought back to the Team Main Page.
o On the right side, click the "Print PS-1" button.
o Select the players name from the list that comes up.
o Scroll to the bottom of that list and click ‘Print Selected PS-1’ and print out a paper PS-1 for the player you are trying to add .
• On the printed PS-1, by hand check off what you want the PS-1 to do
(add, release, transfer, secondary),
o Fill in any open lines in the section you checked.
o Team ID requires only the last 4 digits of the Team ID to be written.
o Have the player and parent each sign and date the top section of the PS-1.
• The Club Registrar should then check the PS-1 for accuracy and completion
• The Club Registrar will send to the League whatever the League needs to process the change.
o For an "ADD" you will need the pass, RG-6, birth certificate if new to the league, league fee form, check, etc.
o If a player is releasing from your team and is NOT going to transfer to another team, Club Registrar needs to be sure to send the player pass to the League Registrar with the PS-1, league fee schedule and check.
o If a player is releasing from your team and WILL transfer to another team, indicate both the release and the transfer on the PS-1. In the
case of a transfer, the League Registrar may not require you to turn in the pass with the PS-1 for Release. Check with your League
Registrar to find what they prefer.
• Your team’s status will now be APPROVED-Change Requested.
• You may REQUEST PS-1 CHANGE again while status is APPROVED-Change Requested
• When the League Registrar has checked the paperwork your Club Registrar sent to the League, the League Registrar will again restore your team to APPROVED status.
o The League Registrar will issue you a new stamped roster reflecting the PS-1 changes you made.
o The League Registrar will also stamp and laminate the pass for any player you added to your team.
 
9. I have a U14 boys team that just wants to be a tournament team. Do I have to register them with Eastern Pennsylvania Youth Soccer and with a travel league? Also do they need player passes?
They do not register as a travel team. They will not be part of a travel league. They will register directly with Eastern Pennsylvania Youth Soccer as an Eastern Pennsylvania Youth Soccer Tournament Team.
Go to epysa.org, Online Registration, "2009-10 Tournament Team Registration".
• Follow the instructions carefully that come up on the first page.
• Players and coach will each register as Eastern Pennsylvania Youth Soccer Direct Players and get Direct passes.
• Direct Passes for players each cost $15.
• Those Direct passes can later be converted to Eastern Pennsylvania Youth Soccer league passes if later on some or all of the boys want to play with a team in an Eastern Pennsylvania Youth Soccer travel league. (The cost of that pass conversion is $0 to Eastern Pennsylvania Youth Soccer although the travel league may charge something.)

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9. I have a U14 boys team that just wants to be a tournament team. Do I have to register them with Eastern Pennsylvania Youth Soccer and with a travel league? Also do they need player passes?

They do not register as a travel team. They will not be part of a travel league. They will register directly with Eastern Pennsylvania Youth Soccer as an Eastern Pennsylvania Youth Soccer Tournament Team.
Go to epysa.org, Online Registration, "2009-10 Tournament Team Registration".
• Follow the instructions carefully that come up on the first page.
• Players and coach will each register as Eastern Pennsylvania Youth Soccer Direct Players and get Direct passes.
• Direct Passes for players each cost $15.
• Those Direct passes can later be converted to Eastern Pennsylvania Youth Soccer league passes if later on some or all of the boys want to play with a team in an Eastern Pennsylvania Youth Soccer travel league. (The cost of that pass conversion is $0 to Eastern Pennsylvania Youth Soccer although the travel league may charge something.)

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10. What is the procedure for a New Jersey* club to follow that has teams that want to have participate in an EPYSA travel league?

The team must first register with NJ getting stamped passes and a stamped roster from the state in which most of the players reside.
• Then print and complete a PS-1 from NJ giving the NJ team permission to play outside of NJ
• The form must be signed and stamped by both NJ and Eastern Pennsylvania Youth Soccer
• The completed PS-1 is then sent to the Eastern Pennsylvania Youth Soccer Travel League Registrar along with the stamped roster, stamped passes, and league fees.
• The Eastern Pennsylvania Youth Soccer Travel League then schedules the team for league play.
*This same process is followed for all out-of-state teams that want to play in Eastern Pennsylvania Youth Soccer.

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11. We live in PA, ½ mile from the Maryland border. My son plays on a MD team. We’ve been told he must register in Eastern Pennsylvania Youth Soccer and get an Eastern Pennsylvania Youth Soccer pass which we will then use to play in Maryland. What do we do?

The national rule is that a player must register in the state in which he resides. Once registered there, he may roster with a team in that state or in another state.
• Please go to the Eastern Pennsylvania Youth Soccer website, www.epysa.org.
• On the top left, click on "Online Registration".
• Scroll to the bottom of the page that comes up and click on "Online Release Form for Eastern Pennsylvania Youth Soccer player who wishes to play in another state. Click here".
• Complete the form that comes up.
• Mail the completed form, a passport size picture of the player, legal proof of age and a check for $15.00 payable to "Eastern Pennsylvania Youth Soccer," all to: Eastern Pennsylvania Youth Soccer, 4070 Butler Pike, Suite 100, Plymouth Meeting PA 19462.
• If you need more assistance, please contact Meghan in the Eastern Pennsylvania Youth Soccer office, 800-562-7485 or Donna Outt, Eastern Pennsylvania Youth Soccer State Registrar, 570-275-1051 jdoutt@verizon.net.
• The Eastern Pennsylvania Youth Soccer state Office will complete the pass and return it to you.
• Then contact your Maryland coach and follow his instructions to register in MD.

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12. What steps are required to move a whole team from one club to another?

First of all, the whole team, all the players, have to move. If some want to stay behind and some want to go, those who leave will be transfers to their new team.
The old passes need to come in. They should be collected by the old league registrar and given to the new league registrar.
The old team roster is printed by the State Office which then makes a note on it that the team is moving to a new club, Club XXXX.
If the team is registered for State Cup, they must notify Carol Urbach in the State Office of the pending change of club for the team as this will affect site of home games for the team as well as ref assignments.
The State Office then goes to the Team Main Page, View Edit Team, Change Club Association and follows the procedure there.
The last four digits of the Team ID will remain the same, but the first 5 digits will be the Eastern Pennsylvania Youth Soccer code of the new club.
Ø State Office, be sure to click View/Edit Team on Team Main Page and check the "Team Name with Club Abbreviation" space and correct the name of the new team.
Ø The system will automatically make the Team ID Change, but the team name must be manually corrected.
Make sure the old league registrar is told what's happening.
The new club then is responsible to get paperwork and fees to the new league registrar for processing.
The new league registrar decides if totally new passes need to be created or if the old ones can be remodeled with new fronts printed once the team’s club affiliation is changed.
A new roster will need to be printed and stamped by the new league registrar.
Eastern Pennsylvania Youth Soccer will not collect again for the player's passes.
When paying Eastern Pennsylvania Youth Soccer fees, the new league registrar should make note that the team changed it’s club affiliation and the passes were paid for last season when the team was Team XXXX playing in League YYYYY.

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13. If a coach has a pass with another club and now comes to coach for our club:

Does he need a PS-1 Release like the players do? No
Does he get a new pass? A coach may have multiple passes if it's OK with the league.
As coaches move around, they often get a new pass for their new team.
Does he turn in his old pass? Eastern Pennsylvania Youth Soccer does not require this to happen. A league might.

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14. If a team wants to remove a coach from a roster, how is it done?

• The Club Registrar or Primary Team Contact selects Data Type: "Officials" on the Team Main Page.
• Click the button in front of the officials name, click View/Edit Information
• Scroll to the bottom of the coach’s registration form that then comes up.
If the coach was an assistant, click "Select to Delete" button in front of the assistant coach position.
If the coach was a head coach or a primary team contact, click "Select to Change Required Position to Another Person"
• Then at the very bottom, click on the long wide button, "Change Required Position to Another Risk Management Registrant".
• When the next page comes up, either put the new person's Eastern Pennsylvania Youth Soccer ID number into the box or select the person from the "Choose" dropdown box. Submit

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15. If the team is merely adding a new assistant coach because they already have the head coach and primary team contact they want, how is it done?

The Club Registrar or Primary Team Contact selects Data Type "Officials" on the Team Main Page.
• On right side of page, click "Add Team Official."
• Then put the new team official’s Eastern Pennsylvania Youth Soccer ID number into the box that comes up or select his name from the 'Choose" dropdown box
• Be sure to complete the "Position" box.
• Click "Submit Application"
• Click "Print Pass"
• Print the Eastern Pennsylvania Youth Soccer pass
• Have the new official sign the back of the pass exactly as the name appears on the front.
• Attach a picture of the new official
• Send pass to League Registrar for processing and laminating.
• League Registrar also will process a new roster for the team now listing the new official.

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16. How do I add players to a League-Only team that has been marked “APPROVED” by the League Registrar? I can find no “Request PS-1 Change” button.

A PS-1 is not required to add a new player or to bring a currently registered player onto a League-Only Team.
• On the Team Main Page, there is a button that says "Add Player to a League Only Team
• Click that.
• Then choose "Add Travel Player" or "Add Recreational Player" from the dropdown box.
• If the player is a new or returning travel player, type in their name and DOB when requested.
• If new player, on the next screen, scroll to bottom and select "Add Unregistered Player."
• Then complete the RG-6 form that comes up and click "Submit Application" at the bottom of the screen.
• Be sure to "Print Pass" for the new player and submit it with the RG-6, legal proof of age, league fee schedule, and fee to the Travel League Registrar.

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17. Can a “league-only player” play as a guest player for another club in a tournament?

I invited a player to fill a roster spot for an upcoming tournament and just found out that her team was designated as "league-only". I understand that a "league-only" roster can’t enter a tournament as a team, but can an individual player go as a guest with another club?
Most league-only players have a primary pass for another team and use that primary pass when playing with their League-only team. If this is the case with your guest player, please use that primary pass for them as they guest play for you in the tournament. A very few league-only players are only registered with their league-only team and in that case have a pass for the league-only team. The league-only player pass should be good for a tournament as the player having that pass is a legitimate Eastern Pennsylvania Youth Soccer.

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18. How do we change the “Reply to” address that is present when we send out a mass e-mail? We would like to make the “Reply To” address our club’s yahoo email address.

• The mass email is sensitive to the person who has logged onto the database and has used the mass email option. The database knows who has logged on based on the ID/PW that has been used.
• That person's email address of record is the one used as the reply-to address.
• There is a Club Generic position with an ID/PW. List the e-mail address for that Club Generic position as the club’s e-mail address.
• To find the Club Generic ID/PW, go into your Club’s database and select, "System Administrator".
• Once in System Administrator, in the "Positions" column locate the "Club Generic".
• In the Club Generic row, there will be a "User –ID" and a "Password". Make note of that ID and Password.
• In the Club Generic row, there also is an E-mail column. Most likely the E-mail column is blank or has an e-mail address that needs to be changed.
• Click on the circle in front of the "Last Name" column in your Club Generic row.
• Scroll to the bottom of the page and click on "View Application"
• When the application opens, put the correct e-mail address in the box on the "Email" line.
• Then click "Save Changes".
• Once you have saved the change, you can even auto e-mail the ID/PW to the club address.
• Distribute that ID/PW to the people in your club that you want to give Mass Email privileges to. Remind them the "Caps Lock" should be ON when they type
in the ID/PW.

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19. Under-age players: Is there any set policy or rule regarding the number of under-aged players that can be on a travel roster? My daughter’s U11 team has many players that are technically U10 players.

Eastern Pennsylvania Youth Soccer currently has no rules regarding the number of under-age players allowed on a travel roster. In the past we did have a rule that at least 9 players on a U-11 team playing 11 v 11 had to be age-pure U-11’s. We repealed that rule in 2008. U-11 was the only age-group that was limited by such a rule. There no longer are any Eastern Pennsylvania Youth Soccer-imposed restrictions on under-age players. However, some of our travel leagues have voted to continue the minimum of 9 age-pure U-11’s on a U-11 team. Some of our travel leagues also have rules that do limit the number of under-age players allowed on a roster and others have limits on how far under-age a player may be. It is best to check with your travel league registrar to find out the league’s rules.
 

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20. Teams that plan to play in the National Championship Series (NCS Cups) do have restrictions on them regarding the age of under-age players allowed on their roster:

• For U-14 NCS teams, no player younger than U-12 may roster with the team at any point during the seasonal year.
• For U-15 NCS teams, no player younger than U-13 may roster with the team at any point during the seasonal year.
• For U-16 thru U-19 NCS teams, no player younger than U-14 may roster with the team at any point during the seasonal year.

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21. What do the various levels of approval mean – Team, Club and League Approval Status?

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LEVELS OF TEAM APPROVAL
1. Every team has 3 stages of Approval before it qualifies for an Official Roster:
a. Team Manager Approval: Red arrow.
i. Team Manager has all the passes, RG-6’s and birth certificates ready for the Club Registrar.
ii. Everything is entered online and is correct so far as the team manager can tell.
iii. The foreign born questions are answered for new players and documents needed by foreign born players are completed.
iv. The State Cup questions are answered for any players from out of state.
v. Team Manager should print out "Audit" and make sure the team passes all the audit areas 1 – 8.
vi. Team Manager then clicks the "APPROVE" button and Team Approval Status changes from "Not Ready for Approval" to "Team APPROVED". (The Club Approval Status and League Approval Status will still say "Not Ready for Approval").
vii. On the electronic team application, the "Primary League Approval Status" will show that the Team Manager approved the team on a certain date and time.
viii. An auto e-mail is sent to the Club Registrar telling them that the team manager has now approved the team.
ix. FROM THIS POINT ON, THE TEAM MANAGER CANNOT MAKE ANY CHANGES TO THIS ROSTER WITHOUT A PS-1.
1. The Club Registrar and League Registrar can still make changes WITHOUT a PS-1.
x. Team Manager now sends all paperwork for this team to Club Registrar.
b. Club Registrar Approval: Purple arrow
i. Club Registrar now carefully checks everything for this team that Team Manager entered into the online system as well as all the paperwork to make sure it is perfect.
ii. Club Registrar can still correct errors in names and DOB as well as addresses and phone numbers.
iii. Club Registrar confirms that documents needed by foreign born players are filled out and are accurate.
iv. Club Registrar should print out "Audit" and make sure there are no failures in Items 1-8, and that the new players have answered the foreign-born question and have legal proof of age.
v. When Club Registrar is satisfied that EVERYTHING for that team is ready for the League Registrar, Club Registrar clicks "APPROVE" button.
vi. Club Approval Status will now say "Ready for APPROVAL by League Registrar". (The League Approval Status will still say, "Not Ready for Approval" )
vii. Club Registrar then gets everything for that team to the League Registrar – passes, birth certificates, RG-6’s, completed Foreign born Player forms, League Fee Schedule and check.
viii. An auto e-mail is sent to the League Registrar telling them that the Club Registrar has now approved the team.
ix. On the electronic team application, the "Primary League Approval Status" will show that the Club Registrar approved the team on a certain date at a certain time.
x. FROM THIS POINT ON, THE CLUB REGISTRAR CANNOT MAKE ANY CHANGES TO THIS ROSTER WITHOUT A PS-1.
1. The League Registrar can still make changes WITHOUT a PS-1.
c. League Registrar: Green arrow
i. League Registrar now checks for correct spellings, DOB, signatures, e-mail addresses, etc.
ii. League Registrar can correct errors found on a player’s electronic RG-6.
iii. League Registrar approves birth certificates of new players and makes sure foreign-born players have necessary documentation.
iv. League Registrar prints out "Audit" for the team. There should be no red areas in Articles 1 -9. Red areas in Warnings 1 -3 are just that, warnings to the club of things the team should have, but does not have to have for approval. Red in the area of the Warnings will not prevent the approval of a team by the League Registrar.
v. When League Registrar is sure everything is correct, she clicks the "APPROVE" button and the team will now say,"Team APPROVED" at all 3 levels.
vi. An auto e-mail is sent to the Club Registrar telling her that the League Registrar has now approved the team.
vii. On the electronic team application, the "Primary League Approval Status" will show that the League Registrar approved the team on a certain date at a certain time.
viii. FROM THIS POINT ON, ANY ROSTER CHANGES FOR THIS TEAM REQUIRE A PS-1.

Be aware that many of our leagues instruct the clubs to leave the APPROVE buttons alone. That way if a team mailed a packet to the league registrar a change can still be made by the club until the League Registrar clicks the APPROVE button. When the League Registrar clicks the APPROVE button, the team will show as Team APPROVED at all 3 levels – team, club and league.

When the League Registrar has APPROVED a team, there is a new button that appears on the right side. It is "Request PS-1 Change". That button must be used to make any roster changes for this team from this point on. Only a League Registrar can APPROVE "Pending PS-1 Changes". And then after that the League Registrar must click the "Re-Approve Team" button.

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23. We are a travel and rec organization. When our rec coaches go in to do their Risk Management Application, they cannot complete Section II because there are no age groups for them to select. Our travel coaches are having no problems.

When the Step1 process for 2009-10 was done by your club, only the travel teams for your club were listed on the form. That is why now that the rec coaches are trying to do their Risk Management Registration for 2009-10, they find no ages for your club’s rec teams.
To correct the problem:
1. The CLUB Registration Contact needs to use his CLUB Registrar ID/PW to enter the 2009-10 EPYSA Rec Database.
2. "Select Season" Choose "2009-10"
3. "Build Player Registration Form" Continue
4. Scroll down the page to "VII Registration Form Part 2 (Age Groups and Fees)"
5. Below the list of your travel teams, click "ADD RECREATIONAL AGE GROUP"
6. Using that button, you can add each of your rec age groups to your list of 2009-10 teams
7. If you would like a tutorial on using the free EPYSA CLUB database to register your players with Eastern Pennsylvania Youth Soccer and your club, track who’s paid and how much, form your teams, print rosters, mass e-mail your rec players, please call me and I’ll be glad to teach you how to use this system for your club.
8. If you don’t want to actually use the CLUB database for 2009-10, when you are done entering all your 2009-10 recreational team age groups, scroll on down to "XIV ACTIVATE REGISTRATION". There click the box after "Activate Online Registration"
9. Scroll to the very bottom of the page and click, "Save Changes".
10. Once you do that, the new age groups you added for rec will now appear when your rec coaches are trying to do their "Step 2: 2009-10 Risk Management Application."

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24. Our team is traveling to a USYSA Tournament in New Jersey. They tell us we must have a Permission To Travel form from Eastern Pennsylvania Youth Soccer. How do I get such a form?

WGo to the Eastern Pennsylvania Youth Soccer home page, NOT the online registration page.
1. Scroll down close to the bottom of the page to "EPYSA ETRAVEL NOW ONLINE"
etravel01
2. Click on the blue "Click Here for 2009-10 ETRAVEL Forms" (above)
Once you click, it will open the e-Travel Registration.
etravel02
3. Click on the "Select e-Travel Registration Form" dropdown box.
4. Select "Permission to Travel to US Youth Soccer Event
etravel03
5. Enter your team’s EPYSA Travel Team ID
6. Click on "Proceed to Seletect e-Travel Form
etravel04
7. Complete the form that comes up and you will instantly have an approved Permission To Travel.
 

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