• The club should have either 1 or 2 registrars. If 2, assign one for the men, and one for the women. Why
• get registrar privileges at the EODSA and with the registration database, AIMS. How
• get club privileges at the OCSL. How
• get club privileges at the NCISL. How
• get registrar privileges in the Spitfires database How

• deal with name changes if needed. How

1. before the club AGM,
   • check that the OSA form and waiver we have is still valid.
     (The on-line version you see when you sign-in for the first time each year is copied from this pdf.)
     How.
   • check that all the registration pages are up-to-date starting with the main page and going to all the links.
   • print out the AIMS agreement. Sign it. Take it to the AGM and get the president to sign it too. Then scan/snail it to the EODSA.
2. go to the AGM (Annual General Meeting usually held in February) and register players. Helpful hints
3. after the AGM,
   • make sure the execs have the correct privileges in the Spitfires database. How
   • update the executive info ("Our Details") in AIMS. How
   • once we know what OCSL teams we will have, enter their names in AIMS. How
     The deadline for OCSL team entry and withdrawal in AIMS is Apr 30.
4. when you have received a registration (or a bunch of them)
   • if there are paper forms, file them somewhere safe. (liability --just in case)
   • forward e-transfers to the treasurer
   • deposit fees
   • enter registration info in our database
   • if the player wants an OCSL team and does not have an up-to-date ID card, be kind and enter them into AIMS as soon as you can. (See the "Player registration" section here.)
     • 24 hours after entering them in AIMS, send them an e-mail (e.g.) to tell them to get their new ID card.
5. nag the players who have not completed their registration.
6. May 1, or earlier, nag the coaches to complete team selection. Maybe help by creating draft team rosters for the coaches to argue over. How.
7. when the coaches complete team selection
   • update the player rosters in the Spitfires database. How.
   • NCISL: check that the NCISL team rosters created by the coaches and players match the Spitfires' rosters. How and Why.
   • OCSL: assign the OCSL players to their teams in AIMS. How
   • OCSL: save the AIMS team rosters and e-mail them to the OCSL team coaches. Do not post the rosters on the website -- it is a privacy breach because of the personal info.
   • OCSL: when the OCSL team coaches are satisfied the roster is correct, tell them to print a copy to take to every game. Why. Remind the coaches that they need to add their players to their "Squad" on the OCSL website. They must tell you when they have done so.
   • OCSL: when the coach says he has completed his Squad on the OCSL's site, e-mail his team's AIMS roster to the OCSL office manager (Shanna) and ask her to approve the team.
8. OCSL: when you have registered the players in AIMS, wait 24hr for the registrations to be accepted(!) and then send an e-mail to all OCSL team players who have an expired ID or no ID card at all, telling them to get a new card. How. Example e-mail.
9. OCSL: whenever you add a new OCSL player, you must go through steps 7 & 8.
10. NCISL: Two days before the first NCISL game: Generate a game sheet for each NCISL team (or ask the coaches to do so). If most of the players are on the sheet, but a few are missing, e-mail the NCISL admin (Dawn Dinsdale) the names of the missing ask her to approve them. If everyone is missing, just wait -- Dawn hasn't done the team yet. She will.
11. NCISL: Once game sheets are showing all the players, if a new player registers, you must e-mail the NCISL admin (Dawn Dinsdale) to ask her to approve them. They will not show up on the game sheet and are not permitted to play until she does. Warn the coach that this may take up to 48 hours. First, Dawn has to find time to enter the player in the EODSA system (AIMS). Then there is a forced 24hr delay in that system that no-one can do anything about. Then Dawn has to "approve" the player in the NCISL system.
12. May 15: The city may open the fields and games may start. Registrations must be complete.
    • OCSL: e-mail all OCSL players who still have expired/no ID cards. Ask them if they have got a card and if so to sign in to our website and update their expiry info. (Or, if they tell you the date, you can update their info yourself.) Warn them that playing with an expired card nets the same penalties as playing without one (game score changed to default, $100 fine, red card, game suspension) and the ref is not required to warn the player/coach about the problem; he just notes the expired date on the game sheet. You can update expiry dates for players -- new cards expire on the player's birth month, 5 years in the future.
    • NCISL: Double-check that NCISL rosters match Spitfires rosters. How and Why.
13. NCISL: late May (no real rush): send an e-mail to any NCISL team players who have an expired ID or no ID card at all, asking them if they think they might want to spare for an OCSL team and if so, telling them to how to get/renew a card. How. Example e-mail.
14. June: OCSL: check for OCSL players whose cards will expire before the end of the season and tell them to get new cards.
15. July: send an e-mail to all the coaches warning them that the deadline to register new players is July 31st. (If you are going on vacation, warn them about that.)
16. August: OCSL: check the rosters in AIMS against the Spitfires' website. Ensure they match and that all players have fulfilled all their registration requirements. (Execs and coaches add spares at the last minute.)
17. August: NCISL: check the rosters on the NCISL website against the Spitfires' website. Ensure they match and that all players have fulfilled all their registration requirements. (Execs and coaches add spares at the last minute.)
18. August/September: OCSL: check for OCSL players whose cards will expire before the start of the next season and recommend that they get new cards to avoid the spring rush.

This has always been very informal. Anthony Mar gathers names and teams, gets fields and sets up a schedule. No bureaucracy.

• Indoor players need to sign-in on our website if they didn't play during the summer. Summer players just have to pay the fee.
• Update the winter registration page and ask the webgrunt to post it and the winter registration page for the men.
• Every year, the registration process with the various indoor leagues seems to change. As of 2012,
  • Soccer7s does not deal with the EODSA at all: no extra work for you.
  • The NCISL does the EODSA/AIMS paperwork themselves: no extra work for you.
  • The Polar Bear League (PBL) will handle the EODSA/AIMS registration if and only if you can send them a complete set of old-style OSA forms filled out and signed by each player. They give you 2 weeks to do this. Forget it. It is much easier to do the AIMS work yourself.
    1. Ask the PBL what name they want your team to have in AIMS.
    2. Follow all the same instructions for AIMS that you do for the OCSL during the summer
    3. Generate the team roster from AIMS and e-mail it to the PBL
    4. Make sure that the treasurer does not pay the PBL's EODSA player fees. Or if s/he does, get it back because the EODSA will charge Spitfires directly (and it will be cheaper than the PBL's charge).

So far, the registrar has not been involved with indoor registration for women. If this continues to be the case, all you need do is:

• Remind the women's coaches that indoor players need to sign-in on our website if they didn't play during the summer. Summer players just have to pay the fee.
• Remind the coaches that they will need to collect new deposit cheques for the jerseys even if the player provided one for the summer season -- cheques are only good for six months.

Debate about getting more involved.