Registration Day A Survival Guide
Dec 23, 2015
Registration Day
A Survival Guide
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How to Survive Registration
We’ll borrow themes from Scouting to present Survival tips for Registration Days
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•Who Should Attend this Workshop?•Who Works Registrations Days?
The Entire Regional Board!
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Why is it important to involve the entire Regional Board in the Registration process?
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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
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Course Objectives
•How to Be Prepared•The 10 Essentials•Tips to Be Your Best•Helping Others
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Be Prepared
•What things should be done before Registration?
Hint: Pre-Registration Info from the Registrar
Workshop
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6 Months Before:Work with Regional Board
to…
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• Determine Region Budget & Calendar and
Player Registration 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
Obtain Approvals & Agreements
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Secure Registration Site(s)(Reservations, Permits, Usage Fees,
Approvals)• 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?
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10 Location Essentials• 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)?
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Location, Location!
Location is everything.Does your Location have
everything?
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Does your Location have everything?
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2 – 3 Months Before …Coordinate Board Member responsibilities on & before
Registration DayAdvertising &
Publicity
Volunteer Recruitment
Greetings & Information
Kid Activities & Kid Corner
Coaches
Referees
Payments
Refreshments
Contact Information
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Questions
• 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?
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– 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
Coordinate Board Responsibilities
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– Order Registration Kits– Blank Registration and Volunteer
Forms– Advertise Registration
•On-line Registration•Registration Days•School Fliers•Banners
– Update eAYSO Registration Information
At least 6 Weeks Before….
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What will you need to be your best?
Registration Day10 Essentials
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•What stations will you need to set up?•Where should they be situated?•Who should work each station?
Welcome to AYSO
Registration
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Information
& Forms
Tables with Pens, ABCS of AYSO and other information
Sample Uniforms For Sizing
Recruitment
Regional
Information
& Policies
Playing AYSO Video
Playing AYSO Video
T-ShirtsVendorsCleat
ExchangeEtc.
Computers,Sorters,
Organizers
Form
Checkers
Cashi
er
Coach, Referee, Volunteer Recruiting
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Coach, Referee,
Volunteer Recruiting
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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
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Your Region can’t survive without volunteers
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Examine these sample registration fliers and forms asking parents to Volunteer.Tell us what you like and dislike about each one.
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Attitude is everything when recruiting
volunteers.
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Survival Tips
Do children come to registration along with their parents?
What is the benefit of keeping them occupied for a few minutes?
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What are some ideas on how to amuse the kids while their parents go through the registration process?
Survival Tips
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Don’t give up yet!
Survival Tips
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“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.
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“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.
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Survival TipsAppoint 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.
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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?
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Survival Tips
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• 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.
Survival Tips
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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
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Reconciliation Tips
• Registrar and Treasurer must employ 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.
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• Make sure they leave with Region Contact Information; an eye catching flier, refrigerator magnet or button.
• Each year, the NSTC receives hundreds 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…
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Contact Information
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Remember it’s all for the kids !