REGISTRATION SYSTEM User Guides/2015-2… · REGISTRATION SYSTEM 2015-2016 PSO USER GUIDE Page 0 of 35 REGISTRATION SYSTEM 2015-2016 PSO User Guide The following document is a guide

REGISTRATION SYSTEM 2015-2016 PSO USER GUIDE

Page 0 of 35

REGISTRATION SYSTEM 2015-2016 PSO User Guide

The following document is a guide for all PSO staff who manages their database. The Water Polo Canada (hereafter referred to as WPC) Registration System is a registrant management tool that can be used for communication, reporting, insurance, and much more.

1/9/2015


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Table of Contents Overview ............................................................................................................................. 2 Registration Responsibilities ................................................................................................ 2 Newsletter and Other Capabilities ........................................................................................ 3

Sorting Registrants by Primary and Secondary Role.................................................................. 4

Sorting Registrants by Year of Birth ........................................................................................... 4

Sorting Registrants by Club ........................................................................................................ 4

Registering PSO Users .......................................................................................................... 4 Login and Personal Information ........................................................................................... 4 Registering Clubs and Clubs Users ........................................................................................ 5 Registrant Categories ........................................................................................................... 6 Creating Provincial Registrant Categories ............................................................................. 7 Setting the Provincial Fees ................................................................................................... 8

Editing Provincial Fees ............................................................................................................. 10

Setting the Club Fees .......................................................................................................... 11 Creating Zones ................................................................................................................... 13 Creating Clubs .................................................................................................................... 14

Club Classification .................................................................................................................... 16

Editing Existing Clubs ............................................................................................................... 16

Creating Club Users ............................................................................................................ 18 Editing Club Users .................................................................................................................... 20

Activating Club Users ............................................................................................................... 21

Recording New Registrants ................................................................................................ 23 Activating New Registrants ................................................................................................ 23

Allowing Clubs to Activate their Registrants ............................................................................ 25

Registering Returning Registrants in a New Program Year .................................................. 27 Registrant Confirmation Email ........................................................................................... 29 Changing the Registrant Category ...................................................................................... 30 Generating Reports ............................................................................................................ 31

Club Reports ............................................................................................................................. 31

Recording Registration Payments ............................................................................................ 32

Age Group Report .................................................................................................................... 33

Viewing Data from Past Program Years .............................................................................. 35 Troubleshooting................................................................................................................. 35


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Overview Each PSO is responsible, and has access to, all of its Registrants, Clubs, Club Users, Provincial Fees, Zones and Sub-registrant categories within their provincial jurisdiction.

The Registration System can be used for reporting registration data to provincial governments as well as communicating to your registrants, or targeted registrant groups, through the email distribution function. The database has the ability to track the role (athlete, coach, official, volunteer and alumni) and activities of your registrants.

It is important that all registrants be recorded regardless of their role. Since the Volunteer registration category is free please encourage your clubs to register anyone who has volunteered their time from team managers, to chaperones, to minor officials, fundraising committees, etc.

Please note that regardless of the registration category or time of registration within the season a participant is registered; their status will last no more than 365 days and will always expire on August 31st of each calendar year. PSOs will need to re-activate Club Users as of September 1st of each calendar year.

Registration Responsibilities The PSO is responsible for registering the following:

1. All Clubs within its provincial boundaries; 2. At least one (1) Club User for each club. Each PSO may create their own policy

regarding how many Club Users are permitted per club; 3. Each PSO may enable their clubs to activate their own registrants or may choose to

centralize the process; 4. Provincial board members not associated with a club; 5. All officials not associated with a club; 6. All coaches not associated with a club; 7. All Master Learning Facilitators, Learning Facilitators, Master Evaluators and

Evaluators not associated with a club; 8. Ensure athletes receiving funds through the Athlete Assistance Program (AAP) are

correctly registered with a club; 9. Ensure all clubs are recording their registrants within the appropriate categories.

A PSO may create a club called “PSO Name” – Unattached for the purpose of recording all registrants whom are not associated with a club registered to the unattached club. WPC will not charge the PSO the club registration fee for an unattached club.

The club is responsible for registering its athletes, coaches, referees, volunteers, MLFs, LFs, MEs and Es. National Team athletes training in Montreal and Calgary, and athletes playing abroad (i.e. NCAA and Europe), must register with their home club and home PSO – meaning the club they will play with at the National Club Championships.

WPC is responsible to register its entire staff,

contractors, board members, delegates and FINA

referees who are not associated with a club in a different capacity.


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Newsletter and Other Capabilities

The PSO has access to all of its registrants. You can sort registrants by gender, club, single or multiple years of birth, language, various roles including primary and/or secondary role, registrant category and status, and filter by first and/or last name. You can email all of your registrants, or selected registrants sorted by the fields listed above. For example, if a province is having a Provincial Team Camp, they can sort male/female competitive athletes born in 1997 and send them the information. PSOs can also export their entire, or filtered, registrant list to Excel.

When sending an email through the Registration System, each respective PSO will have their logo appear at the top of the email. At the bottom of each email there is a link, which allows email recipients the option to not receive emails from the Registration System anymore: If you do not want to receive messages anymore please click here to deregister from the mailing list.

Export to Excel

Email all registrants

Email select registrants


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Sorting Registrants by Primary and Secondary Role

Registrants are recorded as a “Primary Role” and “Secondary Role”. This will provide more accurate data for reporting. A registrant may only have one (1) primary role and multiple secondary roles. Classifications of these roles are done through each individual profile.

When sorting by roles a PSO has the ability to sort by multiple roles. This can be done by holding down the ctrl button on the keyboard while simultaneously left clicking the mouse on each role you wish to view. The AND/OR function allows you to search for all coaches (coach OR coach), all officials (referee OR referee), all volunteers (volunteer OR volunteer), all athletes (athlete OR athlete). Using the AND will specifically search for registrants with those roles (i.e. coach AND official will yield all registrants with the primary role of coach AND secondary role of official).

Sorting Registrants by Year of Birth

When sorting registrants by “Year” a PSO has the ability to sort by multiple years of birth. This can be done by holding down the ctrl button on the keyboard while simultaneously left clicking the mouse on each year you wish to view.

Sorting Registrants by Club

When sorting by “Club”, primary, secondary, tertiary, fourth, out of province 1 and 2 and NCC transfer club 1 and 2 club registrants will appear in the list.

Registering PSO Users Each PSO must have at least one (1) user who manages their registrant database. Request the PSO User Form from WPC, complete, and return to WPC to gain access to the Registration System. Only WPC can create and give access to PSO Users.

Login and Personal Information Once you receive your username and password log into the WPC database through www.waterpolo.ca and ensure your profile information is correct. It is recommended to change your username and password. You should take this time to familiarize yourself with the user interface.

Click on the Login button to access the secured database.

http://www.waterpolo.ca/


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Registering Clubs and Clubs Users Each PSO is responsible to register all of their clubs and at least one (1) Club User for each club. Request the Club Registration Form and Club User Registration Form from WPC and distribute to each club within the province who does not already registered or who does not already have Club User status. You may customize the registration forms given by WPC. Each PSO is responsible for creating their own policy as to how many club users a club may have.

There is a high turnover rate amongst the volunteers within the club system. For this reason all club users will become inactive as of September 1st of each year. Each program year the PSO will need to communicate with each club to ensure that club users are returning, and if not, create new club users.

As of September 1st of each calendar year all registrants and club users become inactive. Only

PSO users’ status remains active at all times.

Inactive or pending registrants/users cannot access the system.

A window will open requesting you to enter your username and password.


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Registrant Categories Effective September 1st 2015 Water Polo Canada has updated the National Registration Categories. They will be in effect until August 31st, 2015.

Registrant Category

Program Dates Age of Registrants

Description

Introduction No longer exists as of September 1st, 2015

Developing Regions *NEW*

September 1-August 31

All ages Targeted for non-metropolitan and northern regions (former introduction). No competitions.

Affiliate Registration *NEW*

September 1-August 31

University age athletes and coaches

University-based club athletes and coaches. Must be registered under the “affiliate” club category ($0 club fee).

Sessional – Fall *NEW*

September 1-December 31

14 years old and younger (born in 2002 or later)

Eligible to register in Sessional – Winter and Summer categories; can upgrade to Provincial or Competitive. Provincial and club competitions.

Sessional – Winter *NEW*

January 1-April 30


Eligible to register in Sessional –Summer category; can upgrade to Provincial or Competitive. Provincial and club competitions.

Sessional – Summer *NEW*

May 1-August 31


Provincial and club competitions.

Provincial September 1-August 31

All ages Provincial Leagues, Provincial Championships, Invitational/Open Tournaments. Eligible to apply for Travel Permits.

Competitive September 1-August 31

All ages 14U Eastern & Western National Championships, 16U and 19U NCL, MLWP/Senior NCL, Provincial Team, Age Group National Team, NCAA and Training Centre. . Eligible to apply for Travel Permits.


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Creating Provincial Registrant Categories Hover over the “PSO” button on the top menu, click “Category”, and then “Add New”.

Select the WPC “Registrant Type”. For a definition of the WPC registrant categories and fees please see the document WPC Fee and Registration Categories 2015-2020 or contact [email protected]

Each PSO can create their own sub-registration categories that link to the WPC registration categories.

mailto:[email protected]


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Type the name of the Provincial Category that links to the WPC Registrant Type. For example, we will call the Québec Competitive Registrant Type “Competitive”. Click Save when done.

Setting the Provincial Fees Once all Provincial Categories have been uploaded, a PSO can add fees up until the 2019-2020 program year. Hover over the section PSO and then click on the sub menu item Fees. A screen will appear in the browser with a list of the provincial categories and their fees. Click Add New to begin adding new fees.

Select the year (i.e. 2015-2016) and then click on the Add New button.

Click here to set fees for Provincial categories.


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Once a Category is selected enter the amount to be charged to the participant in that Provincial Registrant Category and click save. Please note the fee amount to be entered is the WPC fee + the Provincial fee.

Repeat for each Provincial Registrant Category for the current season and beyond.

Each PSO will only have access to create Provincial Categories and set fees for their own province.

Please note that Club Users will not be able to

activate their registrant if the current program year’s categories and fees are not set.


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Editing Provincial Fees

Hover over the section PSO and then click on the sub menu item Fees. A screen will appear in the browser with a list of the provincial categories and their fees.

Select the program year (i.e. 2015-2016) and then click on the edit button that corresponds to the category that needs editing. A screen will appear in your browser allowing you to change the fee amount associated with that specific category.

Click here to edit fees for Provincial categories.

Enter new fee amount here

Click Save to change fee


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Setting the Club Fees Each PSO must setup the amount they will charge their registered clubs. Hover over the section Clubs, click on the sub-menu item Club Fee, and click Add New to begin. Club fees can be setup until the 2019-2020 program year.

Select the year and the club classification.


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Enter the total amount charged to a club (WPC club fee + PSO club fee), and then click Save.

Each PSO is provided two (2) “unaffiliated” clubs. These clubs should be given the club classification

of Unattached or Affiliate. There is a $0 fee for

these club classifications.


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Creating Zones Click the Zones button on the top menu to create new Provincial Zones. Click Add New to begin.

Enter the zone name, province (your province will only show in the drop down menu), and leave the zone as active. Click Save and repeat for each zone in the province.

Click here to begin adding provincial zones.


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Creating Clubs Click the menu item Clubs to create new Clubs. Click Add New to begin adding a new club.

Take information from the Club Registration Forms submitted to you by each Club in the province and enter the data into the fields. Please note that any field with a red asterix * is a mandatory field. Once all fields are complete click save and repeat for each Club. Each PSO may request from their clubs the Primary Contact and Secondary Contact be the Club President, Head Coach, Registrar, etc.


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This section gives the PSO the ability to allow the club to activate their registrants.


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Club Classification

Please ensure under the field “Classification” you select Not Applicable.

Editing Existing Clubs

Click the menu item Clubs to create new Clubs. Click on the Edit button that corresponds to club being edited.

A new screen will appear in the browser with all of the current information of the particular club selected for editing.

Click here to edit the information of existing clubs.


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Change the content of the fields that require changing and then click Save.


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Creating Club Users Click on the Club User menu item to create new club users. Click Add New to begin.

Take information from the Club User Registration Forms submitted by each Club in your province and enter the data into the fields. Please note that any field with a red asterix * is a mandatory field. Once all fields are complete click save

and repeat for each Club User.

Please note in the Club field drop down box you will only have access to clubs within your province.

You can send email notifications to all or selected club users.


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All new Club Users will receive the following email notification:

Hello Club User, Username: Testing Club User Password: abc123

Thank you for registering and becoming part of the WPC community. With your new registration, you can:

Participate in sanctioned events

Develop skills to become an athlete, coach, official or volunteer

Manage and update your Profile through the Registrant Login section at www.waterpolo.ca

Please note that you will only have access to your profile once your Club and/or Provincial Organization has activated your account. Please contact your Club or Provincial Organization for any problems with regards to your account or registration status. Registration Expiry

Please note that, regardless of its type or classification, your registration will expire on August 31st, 2014 or sooner. No Provincial or Water Polo Canada

registration classification will exceed August 31st regardless of the start date.

All Water Polo Canada Registrants are required to follow the Water Polo Canada policies applicable for athletes, coaches, officials and volunteers found at www.waterpolo.ca.

Please take the time to visit our homepage and make a tax deductible donation to Water Polo Canada via PayPal or by mail.

Copyright © 2009 waterpolo.ca. all rights reserved




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Editing Club Users

Click on the Club User menu item to create new club users. Click on the Edit button that corresponds to the Club User’s profile that needs editing.

A new screen will appear in the browser with all of the current information of the particular Club User selected for editing.

Click here to edit a Club User’s profile.


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Activating Club Users

As of September 1st of each calendar year all club users will become inactive (as denoted by a black dot under their status). Only a PSO User has the ability to activate their respective club users. This functionality has been implemented in order to secure the safety of the personal data. There is a high turnover of volunteer club users, clubs will need to submit their list of club users each year to their PSO for activation.

Click on the Club User menu item to activate club users. Click on the check box on the far left that corresponds to the Club User to be activated. You may activate multiple cub users at the same time.

Change the content of the fields that require changing and then click save.


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Once the clubs users have been selected for activation click on the drop down box Status and select Activate and then click on the button Change Status.

Click here to edit a Club User’s profile.


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Recording New Registrants Send the Registration Form to each Club User so they can begin collecting data from all their coaches, referees, volunteers and athletes.

Send the Registration Form to provincial board members, WPC board and committee members and referees not associated with a club. The PSO will have to record these registrants, while the Club User will register those associated with their club.

PSOs will need to train club users on how to record their registrants. Any field with a red asterix * is a mandatory field.

Click on the section heading called Registrants and then click the button Add New.

Activating New Registrants Once registrants are recorded by their Club, the PSO will need to activate their status. To change the status of a registrant, PSOs will need to access the Registrants section.

Only registrants who are “Active” are eligible to participate in water polo events, which include training and competition. Only Active registrants will appear in the report section. Pending or Inactive registrants are not covered by the WPC insurance program.

Click Registrants and one the page loads click Add New


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The status will automatically be red when initially registered, meaning their registration is “Pending”. As at September 1st of each year, the status of each registrant is inactive (black).

To activate the registration status click individual(s) you wish to activate. Click the Status drop down menu, select “Active”, and click “Change Status”.


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Allowing Clubs to Activate their Registrants

PSOs have the ability to allow clubs to activate their own registrants. Each respective PSO has the option to select which of their clubs are eligible to activate their respective registrants.

Click on the menu item Clubs on the top menu, and then click on the Edit button that corresponds to the club in which will be able to activate their registrants.

A new screen will appear in the browser with all of the current information of the particular Club selected for editing.

Select “Yes” in the section “Allow Club to Activate” and then Save at the bottom of the page.

New status is “Active” as shown by the green dot.

Click here to allow a Club to activate its registrants.


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Select YES to allow Club to activate its registrants. Click Save to continue.


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Registering Returning Registrants in a New Program Year As of September 1st of each calendar year, all registrants – with the exception of PSO users – will become inactive and will therefore not have access to their personal profile or any water polo events in Canada (practice or competition). A registrant with an inactive status is denoted by a black dot in the status column.

Registering a returning registrant is a simple 2-step process:

1. Change the category of the returning registrants – which in effect is setting the registrant category for the upcoming season. Once the registrant category has been modified/set you will note their status as “Pending” as denoted by the red dot under the status column and their expiration as August 31st of the upcoming year (i.e. for the 2013-2014 program year it is August 31st, 2014). You will first need to select the Province in the drop down menu in order for the Provincial Registration Categories to appear.


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2. Once a returning registrants’ status is “Pending” (red dot) they are now eligible to have their status changed from Pending to “Active”, which is denoted by a green dot in the status column.


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Registrant Confirmation Email All registrants will receive the following email notification as soon as there status becomes active. This email applies to both new and returning registrants:

Hello Member Test,

Username: Member Test

Password: 542cf5cc

Thank you for registering and becoming part of the Water Polo Canada community. With your new registration, you can:

Participate in sanctioned events

Develop skills to become an athlete, coach, official or volunteer

Manage and update your Profile through the Registrant Login section at www.waterpolo.ca

Please note that you will only have access to your profile once your Club and/or Provincial Organization has activated your account. Please contact your Club or Provincial Organization for any problems with regards to your account or registration status. Registration Expiry

Please note that, regardless of its type or classification, your registration will expire on August 31st, 2014 or sooner. No Provincial or Water Polo Canada

registration classification will exceed August 31st regardless of the start date.

All Water Polo Canada Registrants are required to follow the Water Polo Canada policies applicable for athletes, coaches, officials and volunteers found at www.waterpolo.ca.

Please take the time to visit our homepage and make a tax deductible

donation to Water Polo Canada via PayPal or by mail.

Copyright © 2009 waterpolo.ca. All rights reserved

Password is automatically generated by the system

Email notification will be sent to the registrant’s and

parent’s email address for those under the age of 18.




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Changing the Registrant Category Each PSO has the ability to change the registration category up or down at any point in time within the program year. A Club User only has the ability to upgrade. Please note that once a registrant has been activated the PSO will be billed for the highest registration category even after a downgrade has occurred.

In the Registrants section you will first need to select the Province in the drop down menu in order for the Provincial Registration Categories to appear. Next, select the registrant(s) you wish to modify. Click the Category drop down menu, select the new category, and click Change Category.

1. Select province 2. Select registrant(s)

3. Select category 4. Change Category


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Generating Reports A PSO can use the Registration System to invoice their clubs and generate statistics based on registration category and age.

Club Reports

The Club Report section details how much money each club owes the PSO based on the registration categories.

Hover over the Report section and click on the sub-menu item Club Report. Select the Province (N.B you will only be able to select your own province), the Season (i.e. 2014-2013), the Status (Show All, Active or Inactive) and then click Show to generate the report.

**Each club and the amount of registrants within each category will be displayed – Active registrants (denoted by a green dot) and Inactive registrants who were activated during the program year (denoted by a yellow dot) will be accounted for. Each club will be charged the club fee in addition to the registration fees associated with each registration category. These fees reflect the fees and categories the PSO has created not the WPC fees and categories**

Provincial registration categories will be displayed along with provincial registration fees.


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Recording Registration Payments

A PSO can use the system to track payments received by each club. To do so, click on the hand (see figure above) in the same row as the club that has submitted payment

Enter the required data and then click Save.

PSOs can use the Report section in the database to invoice and track payments of clubs. The payments history is tracked as well.


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To view historical payments of each club click on the View link in the respective row of the club.

Age Group Report

A PSO can also use the Report section to track detailed data for government reporting purposes – such as the amount of registrants per category based on age.

Hover over the Report section and click on the sub-menu item Agegroup Report. Select the Province (N.B you will only be able to select your own province), the Season (i.e. 2012-2013), and then click Show to generate the report.


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Select the province and the season to view the registrants. Please note a PSO can only view its registrants’ data.

A matrix is created for each provincial registration category with age category horizontally and club vertically.


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Viewing Data from Past Program Years All registrants’ and club users’ status is inactive as at September 1st of each calendar. A PSO User has the ability to view previous program year’s data as at August 31st of each calendar year. In order to do so, hover over the menu item Registrant and the sub-menu item History and then click on the program year that you would like to view.

After each program year new menu item will be added to the History. For example, on September 1st, 2015 a new menu item will be added for the 2014-15 program year.

Troubleshooting Please instruct Clubs to contact their PSO when they encounter technical problems with the Registration System, or have any questions regarding the registration process.

If the PSO cannot answer the question of the Club User, encounter technical problems of their own, or have any questions regarding the registration process please contact [email protected].

Click on 2013-14 to view the registrants as at August 31st, 2014.

mailto:[email protected]

Documents

REGISTRATION SYSTEM User Guides/2015-2… · REGISTRATION SYSTEM 2015-2016 PSO USER GUIDE Page 0 of 35 REGISTRATION SYSTEM 2015-2016 PSO User Guide The following document is a guide