GENERATING PLAYER CARDS AND ROSTERS FOR YOUR TEAM
Initial Process, Making Changes During the Season or Between Seasons and Obtaining Documentation for Guest Players at Tournaments
- Every soccer year (September 1- August 31), a new card is required for each player and each team official (coach, assistant coach and manager), and a new official roster is required for your team.
- In which state do I register my team?
- In whichever state 50% or more of the players reside; for soccer, DC is part of Virginia. If exactly half of the players live in each state, choose Virginia, as they are more organized, and the process for DC Stoddert is easier. Currently, all Stoddert girls teams are registered in Virginia, thus the rest of this manual will describe Virginia procedures. If you must register in Maryland, the MYSYA website www.msysa.org and links describe the procedures required, and the Maryland state staff can help.
- Whether your team is registered in Virginia or Maryland, there are different procedures for Maryland versus Virginia/DC resident players. For a Maryland resident to play on a Virginia-registered team, the player must get permission to play “across state lines” and follow Maryland standards for the player card. Conversely, if the team is registered in Maryland, DC/Virginia residents must do the same in reverse. You must use Maryland software to get Maryland player numbers for new-to-travel players, and then the Virginia registration software will automatically generate the necessary “cross state line” forms each year for Maryland resident players you have on your Virginia team. Team officials don’t need the “cross state lines” forms, only players.
- Almost all questions about registration can be answered by referring to the VYSA Travel Team Registration Manual (www.vysa.com, ) also found on the WAGS website at www.wagsl.com and on the DC Stoddert website at www.stoddert.com) as well as on the online VYSA Database Instructions for YouthLeaguesUSA once you access the program.
- Don’t despair; once you survive August, the rest of being a manager is easy. The process is arcane, frustrating and many other negative adjectives. After the first time, it will be much easier since you will know what you are doing and since most of the player information automatically updates every year. You only need to deal with data entry for new players.
II. IMMEDIATELY AFTER TRYOUTS AND BEFORE PLAYERS LEAVE FOR THE SUMMER, you must collect the following from each player in order to generate player cards:
A. Two color 1-1.5 inch square photos of the head and neck for players and team officials. Standard wallet-sized school photos are often too large, but passport photos are perfect. Maryland residents must have two photos while VA/DC only need one, but it is easier to just get two photos from everyone and save one for the next year.
B. Proof of date of birth: for players, not team officials. The only acceptable documents are 1) a previous year’s USYSA player card for a returning player, or 2) a passport, an expired passport or alien registration card, or 3) an official birth certificate (an original or an official copy produced by the municipality, NOT A XEROX or unofficial copy). Hospital decorative certificates are NOT acceptable. Warn parents you will need to keep these documents until late August. Players who have lived outside the US after turning 12 years of age need to complete an international clearance waiver stating they have not signed a professional soccer club contract (!!!); this form is available on the VYSA website. As of this year, players older than 17 who have lived outside the US after age 12 have more complicated clearance procedures to prove they have not signed with a professional team! This is a new procedure, and details will be available on the VYSA website.
- Double-check birth dates to make sure all your players are actually in the appropriate age range. Remember “UnderX” age group means the player can not turn age X before August 1st of the current year and that therefore during the Fall and Spring soccer seasons, no player on the team will be more than age X.
- Contact information for how to reach the family over the summer if there are any problems, and permanent contact information to enter in registration database, including home address, phone numbers and email address.
- Health Form: Each player must have a health form completed each year. The forms are kept in the team notebook and may be checked at games or especially at check-in for tournaments. Blank forms are available here, or at http://www.vysa.com/docs/registration/forms under Miscellaneous, Health Release. The forms NO LONGER need to be notarized for WAGS league play, despite a blank on the form for notarization. (However, some tournaments require notarized forms, so it may be easier just to have families get it notarized and then not worry about it later.)
- Consider having each player sign a blank player card (in black, no middle name, first and last name exactly as on birth certificate) before they leave for summer vacation. This will then allow you to print their information onto the card from the VYSA or MSYSA registration program after you have gotten your entire roster finalized and after the database is “opened” for the next soccer year (hopefully this will happen by mid-June in 2007, but in 2006 the 2006-2007 program was not activated until mid-July!). Pre-signing cards avoids last minute desperate FedEx-ing around the world to get signatures or forgery (not a good idea if your team plans to play State Cup; reportedly they will have players sign at check-in for games quarterfinals and higher, and it has to match the player card signature. For non-State Cup contenders this is not an issue). The entire registration packet with every card signed must be turned into the registrar by early to mid-August, when many Washingtonians are out of town; thus, getting signatures can be difficult at that time. The program can print player information in any order so there is no issue with having players sign cards in a specific order on the card stock before they have been printed. Card stock blanks are distributed at the WAGS June meeting, which all managers should attend. If you run out you may be able to get more from WAGS Club Rep Cindy Dunbar. Be sure to have at least 20-30 blank cards when you start the printing process (30 is better if you are a new manager, allows you to make mistakes!).
- MAKE SURE ALL YOUR PLAYERS HAVE REGISTERED WITH DC STODDERT!!!!
1. Any player not fully registered via the DC Stoddert's website will not be allowed to play on a Stoddert team. This means the family must have gone on the Stoddert website, registered and paid for the Fall season when asked to do so in June, or whenever they are added to the team. If they are a scholarship applicant, they must have paid the $100 minimum and submitted scholarship paperwork. There are late fees for not meeting the registration deadlines. The Club Rep will not approve your package if your entire roster is not registered and paid with Stoddert.
2. You should receive a list in late June of players on your team that have registered. If there are any discrepancies between this list and what you and your coach think your roster is, immediately contact any missing players to remind them they must register and pay immediately. If they believe they have completed the process, have them forward you the confirmation email that is generated by the DC Stoddert registration software, and then contact Stoddert via firstname.lastname@example.org to find out what happened. Players sometimes get assigned to the wrong teams in the registration system (because families choose the wrong box in the program, or they forget how old their child is, or forget which child is which, or ….. who knows?!).
3. If you don’t ensure player registration, you will end up with a team roster that can not be approved in August when you are trying to get it completed for a tournament or the beginning of the season, so take this issue seriously!
- Team Officials and Cards
1. Each WAGS team must have a minimum of three and a maximum of four adult-carded “team officials” listed on the roster (the coach, the manager, the primary team contact and the assistant coach). If your team does not have an official assistant coach, get a parent on the team who will be most likely to coach the team should your regular coach not show up or be red carded, and list him/her as your assistant coach. A carded coach from another team can substitute at a game for your coach, but only if they bring their card with them to show to the referee. The TSL does not need to be carded or listed on the roster.
2. Collect photos as above from each team official.
3. You do not need a proof-of-birthdate or a cross-state lines form for team officials.
4. Each carded adult must register with KidsSafe, a program that does criminal background checks. To complete this registration, have the adult go to Kids Safe.
III. Registration Procedures for WAGS
- For a new team in WAGS, you will get a temporary “A” number from Cindy to use in the WAGS website team registration process until the team is officially added to the league. After team acceptance into the league, you will receive the permanent "W" number and PIN used for all subsequent WAGS database communications and many other WAGS-related uses. Be sure to use the "W" number not the "A" number on your roster and cards.
- This "W" number stays the same year to year for your team, if the team remains continuously in WAGS. WAGS team numbers are "W" followed by the birth year of the oldest players on the team, followed by a two digit number assigned by the league. If your team leaves WAGS for a season and comes back in, it will get a new "W" number. Your team’s PIN number changes every season. The Club Rep will update you before each season with your new PIN number.
- Go onto the team contact information area of the WAGS website www.wagsl.com using the team number (the "A" number for new teams until Cindy says use the "W" number) and PIN to enter Contact Information or to update last season's information.
1. For a new team, as soon as the Club Rep tells you your team is entered and ready to be accessed, please go onto the website and enter all required information, so your team gets all the necessary information directly from WAGS via email (schedule changes, deadlines, important other information).
2. For returning teams, be sure to go onto the WAGS website over the summer and update any changes in team contact information (i.e., change in manager or change in contact information for the manager), information about the coach especially if the coach changes, etc. IF YOU DON’T DO THIS, THE WRONG PEOPLE WILL GET ALL THE INFORMATION FROM THE LEAGUE ABOUT CANCELLATIONS AND DEADLINES SO UPDATING THIS FORM IS IMPORTANT!
3. Each season you must enter or update contact information on the manager, coach (you will need information on their coaching license level), assistant coach, TSL (team sportsmanship liaison) and uniform colors.
4. Each GU12 through GU14 team will need to list 3 STARs (step-in assistant referees, see STAR guidelines on WAGS website) when requested in August.
5. Each team must also list a “Volunteer” that can be assigned by WAGS to be a division coordinator for score reporting (just list yourself, it means you could get asked to collect the game scores from the division and report them to WAGS in GU12-GU19 age groups).
- In mid-June and again in January you will be asked to enter “division requests”, by completing a form available on line, giving information about why you think your team should be moved up or down a division. This is not important for most teams, particularly those in the GU9-12 age groups, or for those finishing at the very top or bottom of their division or in the middle, but this form might be important if you finish 2nd or 3rd or 2nd or 3rd from the bottom. For age groups with numbered divisions, on average the top two teams are moved up a division and the bottom two teams are moved down a division following each season, but this is at the discretion of WAGS, and sometimes three teams are moved up or down, or only one is moved up or down, depending on a number of factors. In age groups with numbered divisions and a wait list (just about all age groups until GU17 and above), the lowest 5 teams in division 5 are “relegated” or asked to leave WAGS, to be replaced by the top 5 teams on the waitlist. Relegated teams can immediately go back on the waitlist, but will need to play in ODSL or MSI Classic for a season or more, until they come off the waitlist to get back into WAGS. There is more information on division structure and relegation in the WAGS rules. It is important for the manager to understand the rules and procedures so you can explain to parents, particularly if there is a chance your team will be relegated. If you are at risk, be sure to communicate closely with the Club Rep at the end of the season (i.e., BEFORE the final game if you could end up relegated) so that the club can get the check and paperwork ready for your team to go onto the waitlist at the earliest possible moment (a day or two can mean the difference between one season out of WAGS and three seasons out, particularly in the GU13/14 age groups). For the younger age groups (GU9-GU13 first half of the year) divisions are not ranked and there is no relegation.
- In mid-July and again in February, you will be asked to enter schedule requests and coaching conflicts. It is important for you to know if your coach is also the coach of another WAGS or NCSL team. If so, you need to know the team number for that team, whether in WAGS or NCSL, and BOTH teams must list the coaching conflict on the schedule request forms or nothing will be done about the conflict. Listing the conflict guarantees two or less conflicts, not zero! If you are assigned three or more games that conflict with game times of your coach’s other WAGS/NCSL team, contact the Club Rep to petition for a change in the schedule. If the coaching conflict was not entered on the original schedule request form correctly or was not listed at all, it is too late once the schedule comes out, so you MUST get this information entered appropriately.
1. You may request one Saturday bye and one early or late Sunday game. This must be done at the time of the scheduling request; no further requests to reschedule games will be honored except for: State Cup or ODP conflicts; high school soccer (but not other sports) if you can prove via high school rosters and schedules, which prohibit you from fielding a team, due to a conflict with a high school game (see WAGS rules for details); and acceptance into sanctioned tournaments. Thus, it is important to poll your parents and to know in advance about major conflicts that could impact on the ability to field a team (i.e., bat mitzvahs, school events, etc.). For the relevant age groups, WAGS schedules around PSATs and SATs. WAGS does not schedule around the Jewish holidays in the Fall; if you have observant players, be sure to use your bye and/or early/late game request to avoid conflicts with Yom Kippur and Rosh Hashanah.
- Payments to WAGS are done via DC Stoddert; your team does not send any fees to WAGS directly (this includes the wait list fee, so if you are about to be relegated, tell the Club Rep immediately so she can arrange a check for you to go with the wait list form).
IV. Registration Procedures for VYSA or MYSYA and Card/Roster Generation
- Obtain your team’s VYSA database ID number and password to access the roster program from the WAGS representative (email@example.com) for Virginia teams. Please note; these are different from the WAGS access codes, as this is a separate program. Keep both sets of numbers (the WAGS team number and PIN, the VYSA ID number and password) on file for easy access, you will need them frequently. The numbers for VYSA change every year!
- The VYSA program is web-based and can be accessed from anywhere, but it DOES NOT WORK WITH MACS, ONLY PCs. So the person entering this data and printing cards must have a PC and Internet Explorer/Netscape Navigator to allow accurate printing. Mozilla does not work for printing.
- You can not list your team officials (coach, assistant coach, manager) on the roster or make their cards until they have completed the KidSafe registration process. This must be done by the adult every year. Any returning DCST coach or manager will get a reminder automatically to go on and update KidSafe registration, but any new coaches or managers will need to register with KidSafe. A background check will be completed, and as soon as the team official is cleared, his/her name will appear on a drop down menu to access when you are entering DC Stoddert team officials on your roster. If the adult’s name is not shown on the drop down list of Stoddert officials, that means they either did not register or there was a problem. In this case, contact the team official and the Club Rep.
- Go to https://www.youthleaguesusa.com/vysa/2007/Database.htm to access the database (or via the link on the VYSA website at www.vysa.com), and start the process of updating your roster for a returning team or for entering a new team. Be sure you go the NEW soccer year’s program, not the prior year’s link.
- Follow the directions in the VYSA Registration Manual for On-Line Registration (posted on WAGS, VYSA and DCST websites as soon as it is available each year) to enter team, team official and player information as well as to generate player cards, rosters and audit reports. Follow directions carefully and exactly as directed.
1. For a new team, you will need to start from scratch in the on-line registration VYSA database.
2. For each player, you will need their name (EXACTLY as it appears on their birth certificate), uniform number, birthdate, address, email address, telephone number, information on whether they have lived outside the country if they are 12 years old or older and for Maryland players, the Maryland player ID generated by the MSYSA system.
3. To obtain a player ID number for Maryland residents, follow the directions in the document entitled “Obtaining Maryland Player Numbers for Maryland Residents Playing on Other Teams". The process is harder than it should be, but follow the directions EXACTLY as described in the MSYSA document at http://www.msysa.org/docs/registration/online/OutOfState_v1.pdf. The process had many bugs in 2006; we hope by 2007 it will be better! When in doubt, reboot your computer (I am not kidding, that is what worked last year when nothing else did!). You will need to create a password and login for each Maryland player, so use a common pattern for each player (last name first initial, or whatever), and write the information down somewhere. DON’T have parents do this for their Maryland-resident kids; it will be a disaster if you rely on them to do it, no matter what the program says!
4. For returning teams, you will need to update information on players, delete any players no longer on the team and add any new players.
5. No extra paperwork is necessary for roster changes BETWEEN one soccer year and the next. There is unlimited player movement allowed at that time (i.e., between June and September). The VYSA program will allow you to quickly pull in any players previously rostered to a DC Stoddert team (yours or another team) without retyping any information.
6. There are more complicated procedures for officially dropping or adding a player DURING one soccer year, i.e., between fall and spring seasons, when you are actually changing an official roster (see below).
- For Virginia teams, you must generate a “Permission to Cross State Lines” form for each Maryland resident player on your team. This can be generated from within the program as you enter each player very easily. Print the form for each Maryland player, and get it signed by the player and a parent. These forms are required to go in with the team registration packet, so be sure to get these completed and signed at the same time as the player cards.
- Age issues: No player can “play down”. The birthdate limit is absolute; this includes rostered players and guest players for tournaments. “Playing up” is discouraged by DC Stoddert, though the issue can be addressed on a player-by-player basis in negotiations between the team’s coach and the Travel Director. No underage player should be rostered until approval is received from the Travel Director.
- “Dual carding”: No player can be rostered on more than one WAGS team or on both a WAGS team and an ODSL team. The issue comes up with playing on an MSI Classic team in addition to a WAGS team. This is allowed for GU13 and older, but not for younger players. There is no problem in terms of playing on a recreational DC Stoddert team and a travel team.
- Printing: When you have completed the process of entering players, officials and general team information, you will need to print (directions and prompts in the program are pretty self-explanatory to carry this out).
1. Player cards for each player and team official. You will need blank USYSA player cards; these are distributed at the June league meetings for managers or can be obtained from your league club rep or commissioner. Be sure to have twice as many as you expect to need; printing mishaps and other mistakes can happen! It helps to speed your process up if you have players pre-sign the blank cards before leaving for the summer as described above.
2. Permission to cross state lines form for each Maryland resident player on a Virginia team.
3. Audit reports. These reports are generated by the program and list the number of players, flagging any problems (i.e., missing information, wrong number of players, ineligible birthdates, number of out of state players, etc). Make at least two copies of the audit reports and sign them as the “preparer”. Don’t worry if it says “fail” for KidsSafe clearance; that is not processed by the club until a bit later and will not prevent your roster from being approved.
4. Four official rosters. The rosters must be printed on front and back of a single page, not on two separate pages (the back will be mostly blank, it is where transfers appear later).
- Completing cards
1. Paste a photo (must be less than 1.5” square, be in color and show the whole face and chin) in the area on the “member pass” saying “attach photo here”, using a glue stick.
2. For Maryland residents, you must paste a second photo on the adjacent “membership card” in the area over the code of conduct, as far left and high as possible.
3. Players and team officials must sign in BLACK INK!! They must sign exactly as their name was entered in the database and thus as it is printed on the card. NO middle names! For Virginia players, sign only on the Member Signature line on the member pass. For Maryland players, also sign above the “FIFA FAIR PLAY” text on the membership card (just below the 2nd photo).
V. Submission to the WAGS Club Representative Registrar for Approval
- Once you believe your players are entered correctly and are ready for registrar approval of your team, complete the check list for VYSA registration of the team (also available on the VYSA, WAGS and DCST websites and sent around by the Club Rep to all of you), and prepare a packet in a large unsealed envelope, writing the team name and age group, along with your contact information (most importantly your email address) and any deadlines (ie tournaments) that you are working under, on the outside of the envelope. Include in the packet everything listed on the checklist, including:
1. Four black and white rosters printed on both sides
2. Two audit reports (signed by preparer)
3. Signed cards for all players and team officials, with proof of birthdate for each player clipped to their cards (old card or passport or birth certificate), arranged in alphabetical order for players followed next by team officials
4. Permission to cross state line forms for all Maryland players
5. A check for $12 per Maryland resident player for registering on a VA team; WAGS fees cover registration for DC players on a Virginia team. This fee is generally paid from the team budget and then just split between the entire team along with other seasonal expenses not covered by DC Stoddert.
- Within the VYSA program, “approve” your team as complete and, when in your opinion it is ready to go, forward to the registrar.
- Email Cindy Dunbar, the WAGS rep, at firstname.lastname@example.org, with your team number, telling her your team is ready for her approval, and drop the package at her house (2700 Chesapeake Street, N.W.) with the checklist completed for her to go through the checklist and approve the packet.
1. Following her approval (which will involve making sure each player on your roster has registered and paid via DC Stoddert), the package can be submitted to the league registrar by Cindy.
2. Packages must go to Cindy 14 days before a pre-season tournament, or 14 days before the first WAGS game.
3. Packages will be returned as arranged, either to Cindy or directly to you, depending on time-sensitivity and who the league-assigned registrar is.
VI. Adding or Dropping Players During the Soccer Year
A. Detailed instructions are given in the VYSA registration manual, along with a checklist of what must be submitted to the registrar to generate new player cards and rosters. The manager must complete a series of tasks, then drop and pickup the required forms with the league registrar. If you are adding players, the packages must go through Cindy Dunbar. Please email her with any other changes as well. Any players added must have confirmed DCST registration and payment.
B. To release (drop) a player during the season requires that the player/parent voluntarily wishes to be dropped from the team (for instance, if they decide to stop playing travel soccer or wish to transfer to another team) or that the player has moved out of the area or that she has had a season-ending injury. Poor performance is not enough to drop a player during a soccer year (for instance, between Fall and Spring seasons). If a coach wishes to drop a player, the only way this might work is if the player voluntarily agrees to transfer from the A to the B team to get more playing time. At the end of the year, the roster can be completely changed without the player’s assent and without any release forms.
1. For a voluntary player release, go into the VSYA program for your team, click on the “release player” button and print a player release form for that player; have it signed by the player, the parent and the manager, and submit it to the league registrar, along with the player’s card and updated audit reports reflecting the release as well as any updated rosters reflecting the release (see VYSA checklist for drop/adds). The old card MUST go in with this submission in order to drop the player. When the package returns, give the old player card and the release form to the player; they will need this to join another travel team if that is what they are doing. If they are not joining a new team, the card and forms can just be kept by you.
C. To add a player during the season, if your roster is not full, go into the roster program and click “add/transfer player”, and then generate a new card, audit report and roster (see VYSA checklist for drop/adds). All requirements above for player age documentation apply. If coming from another club, the player’s card will have been turned in by the player’s manager to another registrar, with a release form, and then it should have been returned to the player to deliver to you. The old card can be used as proof of birthdate. You will need a new permission to cross state lines form, photos and signatures on a new card, the same as for an initial preseason card and roster generation. If your roster is full, and you need to both drop a player and add his/her replacement, unfortunately the process requires two completely independent steps and visits to the registrar with sets of new audit reports and rosters, first to drop the relevant players, then to add the new players. SO PLAN AHEAD! This takes a while.
D. To transfer a player from another travel team registered in VYSA requires that first the releasing team will have completed their part of the paperwork (i.e., submitting a drop form and returning the old player card from their registrar). As soon as that is completed, the player will appear on the list of “available players” within the VYSA program, but until that time, you will not be able to add that player to your roster. If you try, you will get an error message stating that the player is rostered to another team.
VII. Tournaments: Guest Players and Tournament Rosters
- Most tournaments allow a certain number of guest players to replace any rostered players not available or to increase the roster to the maximum.
- Guest players already carded on another travel team simply need to get their player card and health release form from their regular team’s manager, after informing their coach that they wish to play as a guest on another team. This card can be added to the team’s file for the tournament and the player’s information filled onto a copy of the roster by hand and then submitted to the tournament or entered onto a special tournament roster or guest player form that some tournaments supply.
- Guest players who do not have valid current USYSA player cards (i.e., if they are not rostered on another travel team during the current year and play only on a rec team) must get a guest card for the tournament. These guest cards for non-VYSA travel players can be issued by Tom Gross, DC Stoddert's league administrator. You will need proof of age and a photo but no other forms. Contact him at least one week in advance of the tournament. Most tournaments also require a health form on guest players.