Club Portal – Whole game System (WGS)
Portal is the name given to the facility within the Whole Game System which is designed for online administration at
grassroots level. It is, in essence, the long-term successor to Members’ Services; however the functionality available
is more extensive.
Club Affiliation comprises a number of steps, with clubs providing information about their officers, teams, League
that they play in & cup entries, also insurance policies and purchase of affiliation products.
Team Setup – team setup is done automatically by the FA, with teams from the previous season being “projected”
into the new season. For each club, any teams at age group U17 and above will be replicated into the new season,
whilst any teams U15 or below will be migrated to an age group one year higher.
For each team their default league entry will be assumed to be the same, and so will any county cup entries as long
as the team is still eligible for the previous season’s cup (so youth teams will generally not be retained in the same
cup. Team officials will be moved along with their new team.
These projected teams can then be amended/removed/added to by clubs within their affiliation form - it is
important to note that this projection of teams is only intended to be a starting point for club affiliation – as far as
possible reducing the workload for clubs in confirming their teams.
Club Secretary Access to Portal
To access the Portal, club secretaries will need to have their FAN and password (the same password as for Members
Services),
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Club portal login: https://wholegame.thefa.com/Account/Login
FAN ID preferable to email address to login.
If you don’t have a password or have forgotten it click on the “Have you forgotten your
password” link.
Complete the Password reset form and an email will be sent to the address that is
registered with us.
Once you are into your Club Portal, if you have more than 1 role in football, choose Club
Secretary tab for your Club.
The left hand column shows you everything you can go into for your Club.
Go to Affiliation tab and go through steps 1-8.
All the information contained here is carried over from the current season.
Team set up is done automatically by The FA, with teams from the previous season being
“projected” into the new season.
Youth teams from U7-U15 age groups have automatically been moved up 1 year along with
their coaches.
Please note that all clubs with youth teams (under 18 or below) must have a Club Welfare
Officer (CWO) in order to affiliate. The CWO must have an accepted DBS Enhanced FA CRC
check. They must also have completed The FA Safeguarding Children and Welfare Officer
Workshops. For any enquiries regarding this policy, please speak to your CFA Welfare
Officer.
Everyone aged 16 years or over who undertakes any unsupervised roles with children, will
need an FA CRC check. These roles could be managing, training, coaching and supervising.
They include giving advice or guidance on well-being, caring for children or driving a vehicle
solely for children on behalf of a club or organisation. A COACH/MANAGER/ASSISTANT
CANNOT BE ATTACHED TO MORE THAN 4 TEAMS.
Step 4: Adding and removing teams, team officials, and County Cup entries. Please review
County Cups for all teams.
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County Cup entry for Adult teams will be assumed to be the same as last season. Please
check and amend where necessary.
County Cup entries for Junior teams need to be added into team details.
Any Club who do not wish to enter any of its teams into any County Cup Competition, will
from season 2015-16, be charged an exemption fee of £10 (except for Clubs seeking
exemption from the NR Senior Cup where exemption fees are based on the level of Football
played by that Club). Clubs will receive a separate Invoice for this exemption fee after the
entry closing date of 30th June.
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By affiliating to North Riding County Football Association you are giving photographic consent for
any involvement in County Cup Finals to be photographed and filmed. Please ensure that you have
photographic consent for all of your players. Should you not have consent or there are any
safeguarding concerns please contact the County FA on 01642 717778 or [email protected].
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Please check that the correct League is showing and amend if necessary. (Click on pencil –
top right to edit). This is especially important for York based Youth teams as WGS assumes
that your teams will play in the same League as last season.
Teams can be added at a later date but this must be done by contacting The County Office.
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For all County Cup entries a separate Invoice is generated, so this can be paid at a later time
to the Affiliation if desired,
Please check that information is correct before proceeding to next step.
Step 5 – Supporting Documentation – PA Insurance – no deposit to pay to CFA this season.
Clubs to go direct to Sportsguard http://www.sportsguard.co.uk/renew/football/ or arrange
alternate like for like cover. PA Insurance is a mandatory requirement for all TEAMS and
must be purchased by 31st July. From season 2015-16 there is a reduced policy premium
with the only difference in benefits being a reduced weekly benefit. PA Insurance for all
Junior teams, (which is also mandatory) is included in the Affiliation fee. Any club which
fails to purchase Insurance by this date will then have its affiliation suspended until such
time as it does then complete the purchase and, in addition, the club may be subject to
possible CFA disciplinary action for non-compliance.
Clubs whose team competes at Step 5 & 6 of the National League System cannot purchase
their PA Insurance online. You are required to telephone Sportsguard direct on
01604 644 277 to arrange your cover which must be equal to the minimum recommended
cover as determined from time to time by The FA.
Public Liability Insurance can be purchased at Step 5. Alternatively a Club may take out their
own PL Insurance with a minimum cover of £10,000,000, a copy of which can be uploaded
to your Club Portal or sent into the County Office.
Copy of Club Accounts can be uploaded or sent into County Office. Statement of Accounts
Form available on County website http://www.northridingfa.com/news/2015/may/clubaffiliation-2015-16-season
Please note Clubs who compete in NLS at Step 7 and above must supply more detailed
Accounts.
At Step 6 you will see the fee of £10.00 for Club name change. Please note this can only be
done by CFA so if you are changing your Club name, set quantity to 1, pay the £10 fee and
contact the County Office with details of name change and we will do this for you.
Step 7 You will be asked to submit for approval. Your affiliation is then checked in the
County Office and an Invoice is generated on the Club Portal. PLEASE NOTE you will not be
sent an Invoice in the post. Please go back into Portal, you will then see your Invoices and
can pay by card online or send a cheque into the County Office.
Step 8 is where you will see your Affiliation number for 2015-16, but only when your
application has been approved and your Affiliation Invoice has been paid.
FA Rules state that all Clubs must have Public Liability and Professional Indemnity Insurance
in place with a minimum Indemnity Limit of £10million for any one accident or occurrence.
The FA has also advised that CFA’s must give clubs the opportunity of arranging their own
Public Liability and Professional Indemnity Insurance but this must conform with the above
limit as a minimum and a copy certificate must be provided for affiliation to be confirmed. As
in previous years, the Association can arrange this on behalf of clubs via Sportsguard and,
because of the bulk club policy in place, the premium will be £22.50 per club. This level of
premium is substantially lower than that which would apply to an individual club arranging its
own policy.
Fees & Closing Date: Fees and Forms are to be submitted by 1st July 2015 of the current
season. This gives us time to update our systems, compile the County Handbook and liaise
with the Leagues to ensure that all Clubs – old and new - are affiliated before the season
starts. Re-affiliation forms received after the 1st July 2015 will incur a late affiliation penalty
as detailed on the form. We can accept payments by cheque, postal order or debit/credit
card. Please note, if you wish to pay by card then a £1.00 card processing fee is payable.
Please do not send cash through the post or post cash through the office letterbox.
Fees will be as follows:Public Liability and Professional Indemnity Insurance - £22.50 per Club
Affiliation Fees:£37.00 for 1st Adult 11-a-side team + £8.00 Adult Club Affiliation Fee.
£37.00 for any additional and subsequent Adult teams.
£20.00 for Veterans Teams
£26.00 per team - Youth teams (11v11, 9v9, 7v7, 5v5)
£20.00 per team Small Sided Adult teams (including Futsal)
Youth Saturday Club/Training £1.00 per person attending.
Insurance - A Guide For Clubs
Public Liability Insurance
Please note that Public Liability Insurance is to cover any claim made against your club by a third party. It does not cover the
general public in clubhouses and bars so clubs competing in Leagues within The FA’s National League System may require
additional cover to that provided by the Association’s recommended policy.
If your Club’s Public Liability Insurance is arranged through this Association and in the event that contact is made by or
correspondence is received from a third party/solicitor, you should inform the County office immediately for guidance on
how to proceed. Please do not respond direct to any such contact or correspondence.
Personal Accident Insurance (ADULT TEAMS)
A mandatory requirement of The FA’s Standard Code of Rules for Leagues is that all teams must have personal accident
insurance. North Riding County FA’s recommended Insurer continues to be SPORTSGUARD INSURANCE.
As with Public Liability Insurance, the Association must give Clubs the opportunity to arrange their own Personal Accident
Insurance BUT a copy of their insurance Policy MUST be sent in with the affiliation form as proof that they have adequate
Insurance. A copy of the renewal certificate must also be forwarded if this occurs during the season.
The Association believes that the level of premium charged by Sportsguard for Personal Accident Insurance remains
substantially lower than that which would apply to an individual club arranging its own policy.
PA Insurance – From 2015-16 season there will be no deposit to pay to CFA. Clubs to go direct to Sportsguard
http://www.sportsguard.co.uk/renew/football/ or arrange alternate like for like cover. PA Insurance is a mandatory
requirement for all ADULT TEAMS and must be purchased by 31st July. From this season there is a reduced policy
premium with the only difference in benefits being a reduced weekly benefit. Any club which fails to purchase
Insurance by this date will then have its affiliation suspended until such time as it does then complete the
purchase and, in addition, the club may be subject to possible CFA disciplinary action for non-compliance.
Personal Accident Insurance (YOUTH TEAMS)
Youth teams will continue to have the Personal Accident Insurance cover included within their affiliation fee.
Statement of Accounts and County Cups
Also included in your envelope are a Statement of Accounts Form and a Cup Entry Form.
The Accounts Form must be filled in and returned by all existing Clubs and returned to us by 1 st August 2015. Failure to comply
by this date will result in financial sanctions so you are urged to return this form as soon as possible (with affiliation form if
appropriate) and not wait for the 1st July deadline. Please note that FA Rules state that Clubs must keep a copy of all accounts
and receipts for 6 years.
Clubs at Step 7 (i.e. Wearside League) and above must supply more detailed accounts.
There is a separate entry fee for all Cup Competitions as the affiliation does not include this aspect.
The Cup Competition Entry Form must be returned by 1 st July 2015 whether you are entering or seeking exemption from
County Cup Competitions.
Please ensure that you state which team (1st, Reserves etc) you are entering into each competition.
JUNIOR COMPETITIONS
U12 – U18 Fee £15 per team. (Please note that U12 Boys and U14 & U16 Girls Competitions will be a 9v9 format for season
2015-2016)
OPEN AGE COMPETITIONS
Any Club that does not enter any of it’s teams into any of our County Cup Competitions (Not including District FA Cups) will be
charged a £10 exemption fee, (Except Senior Cup where exception fees are based on level of Football played.) An Exemption fee
Invoice will be sent out to Clubs after the closing date of 1st July.
SENIOR CUP (£60): Those teams entering a Competition of The Football Association (i.e. FA Cup, Trophy or Vase) shall be
required to enter the Senior Cup Competition of the NRCFA or pay an exemption fee as per County Handbook.
NORTH RIDING SATURDAY COUNTY CUP (£20): This competition is open to all teams affiliated to the Association who normally
play on a Saturday.
NORTH RIDING SATURDAY CHALLENGE CUP (£20): This competition is open to all teams affiliated to the Association who
normally play on a Saturday except those entering the Senior Cup (subject to Senior League player qualifications).
NORTH RIDING SUNDAY COUNTY CUP (£20): This competition is open to all teams affiliated to the Association who normally
play on a Sunday.
NORTH RIDING SUNDAY CHALLENGE CUP (£20): This competition is open to all teams affiliated to the Association who normally
play on a Sunday (subject to Senior League player qualifications).
NORTH RIDING LADIES CUP (£20): The competition is open to Ladies teams affiliated to the Association who play in leagues and
competitions below The FA Women’s Premier League.
VETERAN’S COUNTY CUP (£10): This competition is open to all veteran teams affiliated to the Association (closing date is 6 th
April each year).
Please note, Senior League and contract players are not allowed to play in the Saturday
Challenge, Sunday Challenge and Ladies Cups. A player is ineligible if he/she has played
in a Senior League (i.e. Teesside League Division 1, Wearside League, Northern League,
NCEL, York Minster Engineering Premier Division, Humber Premier Division or above) within 28 days
previous to the date originally fixed for the playing of the tie.