From: Jennifer Kosko [mailto:[email protected]]
Sent: Monday, June 11, 2012 5:11 PM
Subject: Arlington Travel Soccer Registrars
Team Managers - you are cc'd on this email either because 1) you are also the team uniform coordinator or 2) If
not the team uniform coordinator this is FYI material.
Please Save this very important email
June means the 2011-2012 soccer year is drawing to a close. I want to thank you for your time and commitment to your
team as team registrar this past year. I can truly say, “Without you, your team would not be playing!” Your hours spent
pasting head shots on to player passes, securing signatures and wrestling with the VYSA database, not to mention getting
your rosters to print on both sides was truly appreciated by your players and their families. I know team registrars don’t get
thanked enough because others don’t often know exactly what work a team registrar has to accomplish to roster a team.
So thank you, thank you!
Now my pitch for next year . . . I’m hoping you will continue on as team registrar next year. The second and successive
years as a team registrar as so much easier once you have the mechanics of the job down. Now before you answer to
this let me throw this out . . .
Starting with the 2012-2013 year NO signatures will be required on player passes! Yep, you heard that
correctly and you can start planning what to do in the spare time created by doing away with this process. In April VYSA
approved new changes for player passes and this is one of the changes. (I hear you clapping!)
So you are now thinking well this volunteer job is getting easier what else is new?
Thanks to the help of some of our club’s experienced registrars we have created a document called, “Guide for Parents:
Rostering of Travel Players”. Instead of having to create something from scratch you can email (or handout) this
document to all your team families. This document provides an overview of the rostering process and what documents
and paperwork players and parents need to turn into the team over the summer. I’ve attached a copy of the Guide and it
is also posted on the club website on the Team Management page.
Now I know you are thinking this job is getting easier and easier. What should I do to get ready for the 2012-2013 soccer
year?
First - Please discard all current player pass stock immediately. The new player pass stock will be distributed to
teams by late June. There are also no longer Membership cards as part of the player pass stock, just eight player passes
to a page. Just think you only have to load 2-3 sheets of player pass stock in your printer and you can print out passes for
your entire team!
Second – Stay in close touch with your team manager and coach once tryouts conclude. Once the coach has set the
team and the team manager has emailed the “welcome to the team” message to the team you can begin your work. You
can email the team, (re)introduce yourself and ask the families to read the “Guide for Parents: Rostering of Travel
Players”. You might also ask that families begin emailing/mailing or dropping of their head shot photos. You want to
check on vacation schedules as some families are out of town for a month or more over the summer. Let them know your
need photos and other documents by July 15 th so you can go to work in the VYSA database. Follow your players that are
NEW to travel soccer very closely. These are the players that will need to turn in proof of birth/age documents and
perhaps fill out international clearance forms. The sooner you begin work on this the better.
Third - During early July, Lisa Wilson, VYSA staff member, holds a very, very informative session for travel team
registrars. There are often two different sessions, one for newbie registrars and one for veteran registers. I can't stress
enough how important it is to attend this event (or have someone attend in your place). Lisa will walk you through the
VYSA database and all the paperwork needed to successfully roster your team. She will also cover adds, releases and
transfers along with how to handle International Waivers. Once the date for this event has been sent I will share it with
you.
I’m hoping I’ve convinced you to continue on as a team registrar! If not and you will be stepping down from this position
please be sure and save these important emails to hand off to the new team registrar. You can print them out and put
them in any materials and notes you will pass on to them. Once a new team registrar has been named please email me
their contact information. We want to make sure we don’t drop the ball during any transitions that occur.
Coming up – next week an email will be sent out with information on how to register your team with VYSA for next year
and how shiny, new white team registration envelopes and new player pass stock will be distributed.
Again thanks for a great year!
Jennifer Kosko
Travel Soccer Administrator
Arlington Soccer Association
Club Website: http://www.arlingtonsoccer.com
703-244-7280
The ASA office is located at 5210 Wilson Blvd, Arlington, VA 22205
Phone: 703-527-0157 Fax 703-527-0158
Office Hours: The office is not regularly staffed. Frequently someone is present between 10am
and 3pm M-F, but please call prior to visiting to make sure the office is open. There is also a drop slot in the door that
facilitates deliveries 24 /7.