Regional Board Member Training
#310
Course Credit
Please use your
legal name, home
address and
phone, and birth
date.
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What positions do you hold?
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Field Coordinators?
Picture Day Coordinators?
Parent Handbook, Directory Coordinators?
Team Parent Coordinators?
Volunteer Coordinators?
Fundraising Coordinators?
Publicity Coordinators?
Any others?
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Course Objectives
• Provide Regional Board Members with a general
understanding of the role all board members play in the
administration of a Region beyond their individual job
assignments.
• Share the importance of role modeling the AYSO Six
Philosophies, principles of sport, good sportsmanship and the
Stewards of the Game in order to create a fair, safe, fun,
family-friendly environment – a safe haven - for our players.
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Additional Training
There are specific job training courses for the following board
positions:
• Regional Commissioner
(3 day course)
• Coach Administrator
• Referee Administrator
• Treasurer
• Registrar
• Safety Director
• Child and Volunteer
Protection Advocate
(CVPA)
• Division Coordinator
• Area Director
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Role of Board Members
The role of all Regional board members is to serve as an
ambassador for the AYSO program to our volunteers and families
while delivering a world class youth soccer program that enriches
children’s lives.
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Job Responsibilities
• In addition to any specific job duties, every Regional board
member is expected to:
• Support the AYSO Vision of providing world class youth soccer
programs that enrich children’s lives.
• Promote the AYSO Six Philosophies.
• Abide by AYSO’s National Bylaws, Rules & Regulations,
Policy Statements and the Standard Regional Policies and
Protocols.
• Create a safe haven for all participants.
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Volunteer Requirements
What does AYSO require of all volunteers in order to protect both
our children and volunteers?
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Volunteer Requirements
For everyone’s protection, AYSO requires all volunteers to:
• Sign and submit a Volunteer Application every year,
• Consent to background checks,
• Be authorized to do their job and act within the scope of their
Job Descriptions and AYSO’s policies, procedures and
guidelines,
• Complete Safe Haven Training and
• Be properly trained in their jobs.
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The AYSO Vision Statement
To provide world class youth soccer programs that enrich
children’s lives.
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The AYSO Mission
The Mission of AYSO is to develop and deliver quality youth
soccer programs which promote a fun, family- friendly
environment based on our Six Philosophies.
• Can you name the Six Philosophies?
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AYSO’s Six Philosophies
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Everyone Plays®
Balanced Teams
Open Registration
Positive Coaching
Good Sportsmanship
Player Development
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The AYSO Mission
AYSO prides itself on creating a safe, fair, fun, family-friendly
environment, or safe haven, for children and their families to
experience the beautiful game of soccer.
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Implementing the Vision
• To Implement AYSO’s Vision, Regions must:
• Participate year-round in the available National Programs, to
the best of the Region’s ability.
• Focus on player and volunteer recruitment, development and
retention.
• Develop reasonable fundraising & sponsorship opportunities.
• Create short & long-range Strategic Plans.
• Update the Area Director periodically.
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AYSO Reference Book
What can you find in the AYSO Reference Book?
National Bylaws
• Organizational structure & governance
Rules and Regulations
• AYSO Games
National Policy Statements
• AYSO Policy
Standard Regional Policies & Protocols
• Regional Responsibilities
Program guidelines, field dimensions, due process,
reimbursements, Safe Haven policies.
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Where does it say…?
1. When and how the organization must have meetings?
• National Bylaws
2. That electronic cigarettes are prohibited around playing
fields?
• National Rules and Regulations
3. What is the maximum roster size is for 10U teams?
• National Rules and Regulations
4. AYSO officials are prohibited from endorsing political
campaigns?
• National Policy Statements
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Standard Policies & Protocols
• What kinds of things are covered?
• Duties and responsibilities of the Region – Must dos
• Per Bylaw 1.04 – i.e. registering players, volunteers, comply
with Safe Haven policies, mandated reporting, SAI.
• Management of the Region
• 7 required board positions, their responsibilities and the
election of RC, etc.
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Standard Policies & Protocols
What kinds of things are covered?
• Operational Expectations
• Region shall set and communicate annual player registration
fee and refund policy, every player must play half of every
game, maintain the highest standards of
conduct/sportsmanship.
• Financial requirements
• Regions must use NAP and NAP Online, adopt an annual
budget, comply with Bylaw 1.04, maintain financial records
for 7 years.
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Standard Policies & Protocols
What kinds of things are covered?
• Dispute Resolution/Due Process guidelines
• Guiding principles for resolution of disputes includes
“compromise”, “suspension or removal only as a last resort”,
“recognize valuable service”, “Do not punish the child for
actions of the parent” and due process must be afforded to
any member whenever their participation is limited, suspended
or terminated.
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Standard Policies & Protocols
What kinds of things are covered?
• Voluntary Service
• No Regional Board Member shall receive any monetary
benefit or compensation for his/her services to the Region
(can be reimbursed for approved expenses paid on behalf of
the Region) or use his/her position to gain personal benefit or
reduced/eliminated player registration fees.
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Standard Policies & Protocols
What kinds of things are covered?
• Voting Guidelines
• Local Board Items: Pass by majority of votes.
• RC Nomination: Nomination by majority of votes.
• Use EM Nomination Protocol in Reference Book 8:7.
• Policies and Protocols Modification: Requires 2/3 majority of
votes.
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P&P Addendum A: Local Flexibility
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Modifications to P&P
Must not conflict with AYSO Governing Documents.
Cannot change Laws of the Game.
Regions must define Board members not eligible to vote.
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P&P Addendum A: Local Flexibility
Yes
• List Non-voting board positions
• RC Length of term – Two years
• 3/4 Play check box
No
• Restatement of National Policy
• Rules of Competition
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Addendum A
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P&P Addendum B: Local Policy
• Additions to P&P’s
• Examples?
• Must also be AYSO
• Must Provide Refund Policy
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P&P Addendum B: Local Policy
Yes
• Rules of Competition
• Coach Selection
• Training Slot Allocation Priorities
• Disciplinary Policy – Code of Conduct
No
• Ban of Slide Tackle
• Exclusionary
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Approval and Posting
Approval including Addendums A & B:
• Region Board: 2/3 Vote
• Area Director & Section Director
• NBOD or its Delegate
• Last approved version stands: no annual renewal
Post
• Region Website
• Archived at National Office
• Updated in system: signed or default
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AYSO Membership
Participating Members:
• All properly registered and accepted players and volunteers
within the Region.
Executive Members:
• Every Regional Commissioner of a Chartered Region is an
executive member entitled to vote on governing bylaws, rules,
regulations and policies.
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Membership Year
• A registered player is an official member of AYSO for a full
year from August 1st through July 31st.
• Volunteers must complete and sign an application each and
every membership year.
• Registration is a requirement for participation in AYSO as a
player or volunteer and for Soccer Accident Insurance (SAI)
coverage.
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Membership Year
• Under NO circumstances should non-registered players or
volunteers be allowed to participate in the program (either
practice or play) because they are not covered by insurance.
Doing so creates an unacceptable exposure to liability.
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Question?
What are some things that every volunteer must do?
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Volunteer Requirements
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Complete a Volunteer Application annually.
Complete AYSO’s Safe Haven® certification.
Complete job training – this course or another.
Be appointed by your RC and the Regional Board.
Know and follow your Position/Job Description.
Follow the Standard Regional Policies and Protocols and
other governing documents.
• Support AYSO’s Six Philosophies
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Follow the Job Description
Do you know where to find it?
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Incident Reports
• AYSO Incident Reports are designed to capture all the
pertinent facts and contact information whenever there is a
serious incident.
• Regional Board Members should be prepared to assist Region
volunteers with completion of the AYSO Incident Reports.
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Incident Reports
An Incident Report is required whenever there is a serious
incident involving AYSO participants, activities, facilities, or
property including:
• Injuries
• Illness requiring Medical
Treatment
• Threats
• Fighting
• Acts of Violence
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Property Damage
Hospitalizations
Calls to Law Enforcement
Participant Arrests
Lawsuits
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Things to Consider
Budgets
• Everyone has a budget to work with.
Empowerment
• Do you feel you are making a difference?
Succession planning
• How to prepare to move on.
Communication/Customer Service
• Who should you be talking to and how?
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Things to Consider
Budgets
• Which Regional Board Members need to spend AYSO money
to accomplish their job?
• What items do you purchase every year?
• Why is it better to be proactive versus reactive in this budget
process?
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Things to Consider
Budgets
• Budgets should reflect previous years plus any new factors.
• Submit a budget to the Treasurer each season.
• There must be receipts to account for all purchases.
• The Treasurer should process reimbursement requests for
approved expenses made on behalf of the Region.
• Spend only within your budget.
• Avoid over spending.
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Things to Consider
Empowerment
• How do you make a difference to your Region?
• What one accomplishment will make you feel a sense of pride
for a job well done when you leave your AYSO position?
• What improvements have you made to the AYSO program
since you took over this position?
• What emotions do you feel as the new season approaches?
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Things to Consider
Empowerment
• Be professional.
• Create a budget, action list and calendar.
• Be enthusiastic.
• Be proactive.
• Be a leader.
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Things to Consider
Succession Planning
• Finding another volunteer to successfully take over someone
else's job is a very difficult task but a necessary one.
• Always keep an ‘eye open’ for a parent that stands out among
the rest. (The one that is always eager to help and asks a lot
of questions.)
• Recruit the best-qualified person and make them an assistant.
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Things to Consider
Succession Planning
Tips for a smooth transition:
• Fully understand your job description.
• Create an action list complete with a calendar. List any
contact names and phone numbers.
• Give them responsibilities, the authority to do it and then let
them do it.
• Be clear with your directions.
• Be available for problem solving and questions.
• Be their support system.
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How many Regions use Kids Zone?
Help make every game a kids zone!
• Kids Zone encourages appropriate sideline behavior – key to
promoting a fun, safe, family-friendly environment.
• Parents and Spectators pledge to respect the tenets of Kids
Zone.
• Coaches, Referees, Parents and Players abide by a Code of
Conduct.
Support Kids Zone
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Kids are #1
Fun – not winning – is everything
Fans only cheer, only coaches coach
No yelling in anger
Respect the volunteer referees
No swearing
No alcohol, tobacco products or other controlled substances
No weapons
Leave no trash behind
Set a proper example of Good Sportsmanship
AYSO’s Stewards of the Game
• Coaches and Referees are asked to work together as the
Stewards of the Game team in order to make player safety the
#1 priority on the field.
• Everyone is asked to role model the principles of sport, create
kids zone sidelines and promote good sportsmanship and
player safety.
Customer Service Announcement
• “Whatever you do, do it well.
• Do it so well that when people see you do it they will want to
bring others and show them how well you do what you do.”
• Walt Disney
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Customer Service Announcement
Each year, the AYSO National Office receives thousands of calls
from concerned families who can not reach their local AYSO
Region or do not get replies to questions about:
• Player registration/VIP program
• Coach, team, practice time/location
• Volunteer/referee points
• Playoff criteria and participation
• Refunds, uniform returns
• Next registration
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Customer Service Announcement
They would rather communicate with you. Help them find you:
• Update Website contact information.
• Have a dedicate phone line for messages.
• Publish email address.
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Regional Board Member Team
Remember, Regional Board Members are part of Team AYSO
and serve as ambassadors for the program to our volunteers and
families.
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Thank you for attending!
#310
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