Updated Jan 2009

• have exactly 2 registrars -- one for the men, one for the women. Why
• get registrar privileges at the EODSA. How
• get registrar privileges in the Spitfires database How
• deal with name changes if needed. How

Summer Season

1. before the AGM, check that the OSA form and waiver we have stored is still valid. If it isn't, create a new one. How
2. make sure the webmaster has put a link on the club's home page to registration info page (this one) This page contains links to the OSA form and waiver. Ensure they point to the right pages.
3. go to the AGM (Annual General Meeting usually held in February) and register players. Helpful hints
4. after the AGM, make sure the execs have the correct privileges in the Spitfires database. How
5. when you have received a registration (or a bunch of them)
   • file all the OSA forms and waivers somewhere safe. (liability --just in case)
   • deposit the fees.
   • enter the registrations in our database
6. nag the players who have not completed their registration, especially their player information in our database. (Why the database is important.)
7. once we know what teams we will have, enter their names in AIMS. How
   
   The deadline for team entry and withdrawal in AIMS is Apr 30.
   That's what it was in 2007. I expect other years will be similar.
   
   
8. when the coaches complete team selection,
   • update the player rosters in the Spitfires database. Why. How. (You may also be asked to help by creating draft team rosters for all the coaches to argue over.)
   • assign the players to the teams in AIMS. How
   • save the AIMS team rosters and send them to the team coaches. Why.
     A player cannot play a league game unless s/he is entered in AIMS.
     Nor will the EODSA print the photo ID card for the player.
     If a player without a card participates in a game, the EODSA will fine the club, suspend the player and show the team as having defaulted the game.
     

Fall -- Men's Bundesliga outdoor fall league

So far (up to 2007) this has been very informal. Anthony Mar gathers names and teams, gets fields and sets up a schedule. No bureaucracy. The only thing for the registrar/webmaster to do is set up a registration announcement on our home page with a link to the Bundesliga info page (info/fall_2007.htm for example)

Winter -- Coliseum

This is almost identical to summer registration:

1. Use the summer version of the OSA form & waiver.
2. Have the webmaster update the winter registration page (this one) with your registration sessions and team/fee/etc info.
3. Once there's a link to the page from our home page, e-mail, or ask the president to e-mail, the link to the membership.
4. Follow the Summer Season instructions from number 5 on.

Winter -- NCISL

The registrar may not be required to do much for this league. So far (2007) the women have been entering teams and their team managers have been handling the registration. What is involved is the following:

1. mid-July, find out if there is enough interest to enter (a) team(s). The NCISL is first-come-first-served. In 2007, there was a waiting list for men's teams, but the women were able to enter teams quite late. YMMV.
2. At the start of August, the NCISL will post the application form on their website. (Or here) Follow its instructions.
3. In September,
   • all players will be asked to register on the NCISL website.
   • If any of the players are new to the Spitfires, add them to our player contact database (how) and ask them to fill in their information. Why.
   • You may or may not want to use our database's registration system. How. Why.
   • You should set the teams and team rosters in our database How. Why.
4. November, repeat above for the second winter session

Explanations

• send the EODSA an e-mail telling them who the new registrar is and asking them to add his/her e-mail address to the EODSA mailing list. (See the EODSA website for their e-mail addresses.)
• Ask the EODSA to make an account for the new registrar in AIMS.

1. To change a player's name in our database, follow instructions in the User Guide.
2. Tell the player that she can still play using her old name as long as we don't change her name in the EODSA's database.
3. If she really wants her new name in the EODSA, you'll have
   • change it in AIMS.
   • generate a new team roster and send it to the team captain
   • tell the player to get a new photo ID card before her next game.

• login to the database,
• click on the admin button
• goto the individual player links and click on the new registrar
• click the "yes" radio button next to Executive
• submit the change

1. With luck this link will get you to the OSA forms section and you can click on Player then Minimum Requirements for Player Registration. If not, goto the OSA website and look for "publications" and/or "forms".
2. Get the "OSA Minimum Requirements Club Player Registration Form (18 and Over) - Data Entry by Clubs.doc".
3. You can either check our club's version against their latest version to see if anything has changed or just start with their version and modify it again for our club. The required modification is:
   • Insert our club (Spitfires(!)) and district name (EODSA) where required
4. Other useful modifications include:
   • The removal of a Team Details section (if it still exists). The player doesn't know what the Club and Team EODSA numbers, etc. are and can't fill them in. That info doesn't belong on a player's form and, indeed, isn't on the 2007 version.
   • The removal of the OHIP number box. This is private information and certainly does not belong in a soccer registry.
   • The addition of sensible items from our current version. Note that the OSA recommends that clubs add these sorts of things.
5. If the waiver has changed in any way, use the new version. And don't touch it. It contains legalese required for insurance.
6. To modify the form, you can try OpenOffice, but the 2007 version didn't work correctly. Microsoft Word '97 did work and presumably later versions would too. In Word '97, this is what worked:
   • view Master Document
   • use the DATABASE toolbar -- delete record will get rid of any section we don't need (like team details)
   • parts of the first section, like "Postal Code" or "OHIP #" appear to be parts of a table so use add or delete cells to alter them.
7. Find someone who can convert the .doc to .pdf (Gilbert Yu)

How to Change Privileges in the Spitfires database:

• login to the database and click on the Admin button.
• Select the Current Database, All, Registrar, Generate a text list.
  • The registrars, president, v.p., secretary and treasurer should be listed.
• Select the Current Database, All, Admin, Generate a text list.
  • All the execs and appointees (esp. coaches) should be listed.
• use the links to individual players to submit changes to admin and registrar check boxes.

Deposit fees in the club's bank account:

• All you need to make the deposit is the account number -- ask the president or treasurer for it.
• If you are depositing a great pile of cheques, write our account number on the back of them all or face the wrath of the bank clerks.

How to Register players in the Spitfires database

• Potential Gotchas:
  • record when a player's cheque was deposited. Because, if the player asks for a refund, the treasurer can only issue one if s/he knows the player's cheque has been deposited and has cleared, usually within 2 weeks.
  • record (in the Note area) if the player paid a different amount than usual, e.g. got the early-bird special or paid for 2 teams. Again, you'll need this information if the player requests a refund.

Why we need a player's contact information

• Much of the information is required by the OSA
• The birth date information is required for age-specific teams.
• We use phone numbers and addresses to get in touch with players -- for refunds, field closures, schedule changes, club events, etc.
• We ask for emergency information in case players get injured.

Why send the AIMS rosters to the coaches

If the opposition team asks to see the roster and the coach does not have it, they can refuse to play the game. The team without the roster will default the game and be fined. (OCSL 2008 rule XI)

To use the Spitfires' database for NCISL registration or not

Argument for using it

If you do register the players in our database, you can then send e-mails to players based on their registration status. This is useful for cleaning up the database -- send an e-mail to all the folks who haven't registered for a full year to see if they want to remain in the database.

Argument for not using it

If the team managers are collecting the money, there is nothing for the club registrar to track so no need to use the database. The NCISL system is set up so that the team managers must track their players' registrations with the NCISL so the club registrar doesn't get involved in that.