Registration Day The Survival Guide Workshop # 312.
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Transcript of Registration Day The Survival Guide Workshop # 312.
Registration Day
The Survival Guide
Workshop # 312
How to Survive Registration
2
Registration
Who should attend this workshop?
Who works registration days?
The entire Regional board!
3
Why is it important to involve the entire Regional board in the registration
process?
4
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!
13
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
18
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
41
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.
42
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 - [email protected]
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