Registration Day

The Survival Guide

Workshop # 312

How to Survive Registration

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Registration

Who should attend this workshop?

Who works registration 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

RC – act as the host of the “event”

Regional Coach Administrator – recruit coaches

Regional Referee Administrator – recruit referees

CVPA – Verify/Screen volunteer applications

Treasurer – collect and reconcile registration fees

Safety Director – recruit field volunteers

Other members – welcome families, recruit volunteers, trouble shoot

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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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Six Months Before Work with Regional Board to…

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Obtain Board Approvals

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• Determine Region budget, calendar, player registration fees and registration dates.

• Consider “Early Bird” and other “discounts” on registration fees rather than a “late” registration penalty. Do a “last chance” option.

• Identify and approve any scholarships.

• Approve refund and late registration policies.

Secure Registration Site(s)

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(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?

School cafeterias, gyms, churches, community recreation centers, community meeting rooms, inside malls, and some outdoor locations.

Changing locations or days of the week gives families flexibility and more opportunities to register.

Some questions to consider…• Indoors or outdoors?

• Well known building or site?• Computer access to eAYSO?• Large enough room/space?• Easy access? Ample parking?• Availability/costs?• Tables, chairs, electricity?• Kids’ activities?• Safe (children) and secure (money)?• Available amenities

(restrooms/shade)?11

Location, Location!

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Location is everything.Does your location have

everything?

Today AYSO

Registration!

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Does your location have everything?

Tables, chairs, seating areas

Two to Three Months Before …

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Coordinate Board Member responsibilities on and before

registration day:Advertising and

Publicity

Volunteer Recruitment

Welcome Greetings

and Region

Information

Kid Activities and Kid Corner

Coaches

Referees

Fees and Payments

Refreshments

Contact Information

Review 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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All board members

Treasurer and reps

At least twoThe CVPA and reps

At Least Six Weeks Before

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–Order registration kits–Put e-signature information on the

website–Advertise registration:

• On-line registration• Web site• eBlast• School flyers• Banners

–Update eAYSO registration information

What stations will you need to set up?

Where should they be situated?Who should work each station?

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Welcome to AYSO

Registration

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Information

and Forms

Tables with Pens, A Parent’s Guide to AYSO and other information

Sample Uniforms For Sizing

Recruitment

Regional

Information

and Policies

Playing AYSO Video

Playing AYSO Video

T-ShirtsVendorsCleat

ExchangeEtc.

Computers,Sorters,

Organizers

Form

Checkers

Cash

ier

Coach, Referee, Volunteer Recruiting

A sample layout…See Registrar Manual for details…

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Coach, Referee,

Volunteer

Recruiting

Some Regions hold registration outdoors at their fields.

Refund Policy Reminder

Ensure that the Regional Board has defined and approved late registration and refund policies.

Prominently display policies at registration.

Be sure policies are communicated in all registration packets, mailings and websites.

Refer to Standard Policies and Protocols and National Policy Statements for best practices.

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Examine these sample

registration fliers and

forms asking parents

to volunteer.

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Attitude is everything when recruiting volunteers.

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Survival Tips

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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 their parents to volunteer!

Survival Tips

What are some ideas on how to amuse the kids while their parents go through the registration process?

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Kid’s Corner IdeasHave children’s video set up. You could

even use a non 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 and a wall where they can be displayed.30

Kid’s 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.

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Don’t give up yet!

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Survival Tips

Special RequestsA possible solution is to put up small

posters on the walls or on the tables saying: “Thank you for not making any special requests.”

Suggestion: 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.33

Special Requests

Be flexible with legitimate exceptions. This is only good customer service. Being too rigid and never allowing special requests will only drive away our customers.

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. 34

Survival Tips

• Appoint a “troubleshooter” 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 will be watching and listening how this situation is handled.

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Food for Thought…

Every Region should make sure that their registration process is as OPEN as possible so that children are given every opportunity to play AYSO and no child has to be turned away.

Encourage Coach Administrators, Division Coordinators and Coaches to communicate with the Registrar and RC about dropped players so players on a “waiting list” can be placed.

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Food for Thought…

Waiting lists – avoid them. Give every child an opportunity to play AYSO.

Ask wait list parents to volunteer.

Advertise in new and different ways so that the word gets out and parents register on time.

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Survival Tips

Survival Tips

Write out the policy and discuss it at a Board meeting (try to keep the children in mind).

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.

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Reconciliation Tips

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• 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 and 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

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Use the Registration

Reconciliation Form for each

registration event

Another Way You CanReally Help Your Families… Make sure they leave with Region

contact information: an eye catching flier, refrigerator magnet or button.

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Contact Information

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Great AYSO Soccer Starts with Great Communication Each player and parent should know how to reach their Region leadership from a tool provided for them to reference at home

Brochure

Flyer

Bookmark

Business Card Magnet

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They would rather be communicating with you! Reachable

phone and email

publicized 800-555-AYSO - region2014@net.net

Web

site

up

to

date

Make sure

there is room for message

sREPLY

ASAP

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Remember it’s all for the kids!

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Workshop #211