national nssc commission 2015 ayso expo eayso for region administrators & rcs 1
TRANSCRIPT
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National NSSC Commission 2015 AYSO Expo
eAYSO forRegion Administrators &
RCs
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Learning Objectives
How to manage the board & grant access rightsRegional Information Form additional informationVolunteer Access Rights ReportSet Membership Year & ProgramsSet Region Setup-GeneralSet Region Setup-PreferencesNew Course Lookup for volunteers and instructors
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Target Audience
Regional Commissioners and Area Directors
Asst Regional Commissioners
Trusted Data Managers
Regional Administrators
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Reminder - All Volunteers must:
1. Go to www.eayso.org and create a profile with a login and password
2. Complete a volunteer application online annually.
3. Have access rights granted by the RC (if in their role they will access eAYSO data)
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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• eSigned Player and Volunteer forms do not
have to be stored at the Region level after the season.
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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 eSignature volunteer 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....
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How to Manage the Board& Grant Access Rights
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Access Right Reminder
• The ‘IF’ (as in RIF/AIF/SIF) is now the place where volunteer(s) are put on your ‘Board/Staff’ and as a result they are granted the Access Rights that go with that volunteer role(s).
• When you put a volunteer on the Board their Access Rights are granted immediately.... no more ‘Access Rights screen’ to deal with.
• Volunteer must be a registered volunteer to have Access Rights
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Reminder con’tHighlights of New Business Rules:
• Volunteers cannot be added to Board unless, and until the volunteer has eAYSO profile and 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 will automatically be removed for just that ‘Role’.
No more concern over needing to delete rights.
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Manage a Regional Board
Select Region Menu – Admin – Regional
Board
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Manage Regional Board
Select Maintain
Board
If you are an RC your region will automatically appear
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Add New Board MemberClick to add a new
memberMust be
registered in current MY
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Add New Board Member
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Add a New Board Member
1. Enter Last Name & Search
Alternate Search
Enter First Name, AYSO ID, or Home Phone
2. Select Position
3. Select Volunteer
5. Complete FieldsClick Add New
Member
4.Term Dates: Access Rights Only in Effect During ‘Term’
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Add New Board MemberSuccessful adds
will allow ‘Access Rights’ to be
assigned at this time
If you answered ‘NO’ to granting access rights
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Add New Board Member
If the Volunteer doesn’t have an eAYSO account
they must create one before rights can be granted.
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Manage Existing Board Members
Click ‘Edit’ to change
Update term, purchaser, etc.
Volunteers may have multiple
roles
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Managing Existing Board Members
Click ‘Update’ when done
Update term, purchaser, etc.
Use Active and Inactive:
(Inactive will remove Access
Rights)
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Additional Information
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Add’l Information con’t
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Region’s Statistics
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AYSO Management Team
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More Valuable Information
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More Valuable Information
Click for detail
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Access Rights Information
Mouse-over field for full position
name Click hyperlink to see full volunteer
record
In RARTClick ‘gold key’ to see Access Rights
assigned for a position
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Reminder of the User Levels: Always available
at eAYSO Help
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Set Membership Yearand Program
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Set Membership Year
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Set Membership Year
This is the year for which the Registrar or CVPA are ‘registering’ Players and Vols.
Where a region sets dates for Early U5 Program...which may differ from the standard player DOB age test.
This is the year for which a parent makes application for their child or as volunteer.
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View Programs
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Add Programs
Some programs may have different fees, for example – EXTRA.
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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.
eAYSO can manage both the Primary and Secondary programs a region may conduct.
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Region-Setup-General
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Region-Setup: General
• Region Information• E-Mail Notification• Default Contact• Team Information Disclosure• Custom Messages to Parents &
Volunteers• Parent Job Retention• Coaches Input of Player Ratings
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Region – Setup - General
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Region Information
This can be the RC or anyone.
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eMail Notifications
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Default Region Identifiers
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Team Information to Parents
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Custom Region Messages
Unchecking can be used to close a Division for that gender.
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Custom Region Messages Con’t
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Special Messages for ‘Online Payment’ Regions...
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Retain Previous Year’s Job Assignment
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Allowing Coaches to Enter Player Ratings
(or not)
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Setting Preferences for your Region
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Preferences
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Be Specific on Communities...it affects AYSO.org too
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Area Code
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Schools Listing
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Location codes for Unique Region Coding
Needs
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Some Recent Admin Tools
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New Enhancement allows Look Up of Course Attendees
Instructors can search past, current, and future rosters for a volunteer’s name. (Huge time saver when researching when a volunteer took a course)
Volunteers can look up what future classes they have signed up for in eAYSO (also allows them to cancel with email to instructor)
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New Instructor
Search Feature
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Volunteer can see what classes they signed up for...
New Volunteer Class Search Feature
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Easy Self-Look Up by Volunteer
Withdrawal allowed up to 1 day
before course.
Also Instructor gets email for drops
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Volunteer Cert Report
NEW...You will like
This Report
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Available in PDF or Excel
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-
Run Reports-Access Rights by Role or by
Function
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Sample Report: PDF
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Setting the MY Preference
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Change to New Membership Year
Switch your MY (Membership Year) so your views and reports will start with the MY you are currently working on.
Don’t forget to ‘Update’
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eAYSO Help
Online Help Function
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eAYSO Help
Use the tools on HELP:- Excellent Tips - User Guides - Webinars
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Contact information
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Questions or comments about eAYSO:[email protected] or call (866) 588-2976
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Thank you
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