ASA’s Online Registration
HOW TO REGISTER A
TEAM – Oregon ASA
Version 1.04 Rev 2015.01
www.RegisterASA.com
2015 Season
v1.04 Rev 2015.01
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Documents to
REGISTER A TEAM
Documents needed when Registering with Oregon ASA
Adults (Coaches, Assistant, etc.) Use Legal Name
• Driver’s License – Attach to Consent form
• Previously ASA member – make sure to use original ASA profile
• Background Consent form – (form on RegisterASA – On Team Member page)
• Code of Ethics (form on www.oregon-asa.com – Youth page – click the “All necessary forms” tab)
• Concussion Training (link on www.oregon-asa.com – click on “Extremely Important Concussion”)
• Photo’s – head shots make sure they display like your Driver’s License, no hats or glasses.
• Send in original documents with invoice
Players – Use Legal Name
• Previous ASA member use their ASA# and DOB to retrieve the correct profile
• New members – Use Legal name –you will need a copy of the birth certificate to email to your
District Commissioner to be verified)
• Photo – Head shots - update photos every two years, School photos are the right size, NO Hats or
sunglasses.
• Parent/Player Concussion form – send to:
Oregon ASA 7412 SW Beaverton Hillsdale Hwy. #112, Portland, OR 97225
• Email a scanned copy to [email protected]
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EXTREMELY IMPORTANT
Oregon Concussion Law
Starting in 2014 there is an Oregon Law Senate Bill 721 covering Mandatory Concussion Training for all coaches and
umpires. Also each player under age 18 must sign along with their parent or guardian a Concussion Information Sheet.
The exception is players younger than 12 do not need to sign but the parent or legal guardian does need to sign. That
form must be turned into each coach, each coach will need to make a copy of the Parent/Player Information Sheet and
send it to their District Commissioner.
We can not approve a Team’s Registration unless we know that the signed Parent/Player Concussion form has been
sent to your District Commissioner and Oregon ASA.
Coaches, please keep a copy of the signed agreement in your Coaches binder with the players cards.
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•
•
•
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Coach/Team Admin print enough copies for your team.
Concussion – Parent/Athlete Concussion Information Sheet
http://www.oregon-asa.com/youth/coach_info/docs/pdf/2014/Parent_Athlete_Info_Sheet.pdff
All Coaches and Umpires will need to complete the Free online training, print your certificate and send a copy of
your certificate with your invoice and payment to Oregon ASA at the address on your invoice.
Concussion training NFHS - http://www.nfhslearn.com/electiveDetail.aspx?courseID=38000
Below are few informational documents:
•
Concussion - Coaches Clipboard - http://www.cdc.gov/concussion/pdf/clipboard_Eng.pdf
•
Concussion – A Fact Sheet for Coaches - http://www.cdc.gov/concussion/pdf/coaches_Engl.pdf
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HOW TO REGISTER A TEAM
• If you previously registered your team on
RegisterASA, you first need to decide if you’re going
to use one of your existing teams or if you’re going to
create a new team. If you’re going to create a new
team, please continue with the next page.
• If you want to use one of your existing teams, and
some or all members on the team, skip to page 21.
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HOW TO REGISTER A TEAM
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HOW TO REGISTER A TEAM
Before proceeding to the step-by-step instructions please read the following information so
that you have all the information you need to create your team and add the members to
the team.
1.
Determine which local ASA has jurisdiction over your registration. Use the following
page on the ASA website to locate your association: http://www.teamusa.org/USASoftball/About/Contact-Us/Association-Search. We are Oregon ASA. Adjust your
profile if needed.
2.
Once you have your profile on RegisterASA, and are in the correct association, ensure
that you assigned yourself the role of “Team Administrator” in your profile page and
also on the team member profile. Only 1 Team Admin per team. Then start your
background check on the HomePlate.
3.
For every member that you add to your team you’ll need the member’s first name,
last name, ZIP code and date of birth. Alternatively, if you have the member’s
RegisterASA Member ID number you can use that number plus the date of birth to
add a member to your team. This information is used to locate existing profiles on
RegisterASA as well as to create new profiles (when a match is not found).
4.
You will also need birth certificates and background check consent forms.
5.
If you select the photo ID card option you’ll need a photograph in either JPG or GIF
format for uploading into the system. The ASA photo ID cards require the photos to
be headshots.
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HOW TO REGISTER A TEAM
Before a team may be approved, the Team Administrator must clear a background check.
To start a background check, click the “Background Check” tab at the bottom on the
HomePlate page.
Once you have obtained the required information proceed to your Homeplate and continue
with the following instructions to register your team and submit your registration for
approval. After you submit your registration (which is the process of creating the invoice)
you’ll need to mail all documentation to the “Payable to” entity on the registration invoice.
Don’t forget to include a copy of the invoice when you mail your payment as well as copies
of birth certificates and background check consent forms as needed.
We now allow PayPal payments so please check with your Local ASA JO Commissioner
regarding required documents. (No need to have a PayPal account of your own).
After you mail your payment please allow 5-7 business days for processing. Once your
commissioner has received payment and approves your registration the ASA national office
will print and ship the ID cards to you. This is usually done one business day after your
registration is approved. Check the Status column under your “My Teams” listing for an
“Approved” status. After approval you can print your roster and insurance certificate.
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HOW TO REGISTER A TEAM
STARTING A NEW SEASON?
Make sure you have
“Team
Administrator”
Selected in the
dropdown box. If it
is not appearing
please click the
profile link and save
the “Team
Administrator” role
in your “Personal
Info”.
To start creating
your team, click
the “Add Team”
button.
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ADMINISTRATOR ROLE
Assign yourself the “Team
Administrator” role as well as your
other roles like “Coach”. Only Team
Administrators can create invoices
and submit teams for approval.
(NOTE: A team can have only one Team
Administrator. Only the Team Administrator can
see a team and add/remove members.)
Select all the required data on this
form and then click the “Add Team”
button to create your new team.
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ADDING A MEMBER
To start adding
members to your
team, click the “Add
Member” button.
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ADDING A MEMBER
Search for an individual
by filling out one of the
two options and clicking
the “Submit” button.
After you click Submit, if a match is found you can click
the “Add Member” button next to the person’s name
below to add the member to your team.
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ADDING A MEMBER
If the member you searched for is not found, a new profile page
will appear and you’ll need to save the profile to add the member
to the team.
If the member you searched for is not one of the members in the
grid below click the Add New button to add the member’s profile.
If you know that the person you’re trying to add to your team is
already registered (either this year or in a previous year) please
obtain the member’s correct information so that you do not create
a new profile.
If you create a new profile for a person that is already registered
in the current season you will be charged another registration fee.
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ADDING A MEMBER
Fill out the
individual’s role
and information
Once you’ve typed all the information on this screen, click the
“Add To Team” button. If you would like to add more members to
this same team then click the “Save & Add New Member” button
and that will take you back to the page where you search for
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existing members.
The Team Page
Click the “Add Member”
button to add more
members to the team.
The members have been
added to the team page, as
seen here and will be in
Pending status.
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Generate Invoice Preview
1
2
3
4
1.
2.
3.
4.
The next step in
the registration
process is to
create an invoice
and submit your
team for approval.
Status: Pending = waiting to be submitted, Submitted – created invoice waiting to be approved, Approved – You have
met the requirements.
Click the “Yes” link to view your team’s issues.
Roster type : None, Standard, Championship. To upgrade a roster you will simply need to click the upgrade button, or
if one is not available please contact your local commissioner.
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Invoice Number: Click here to view your invoices.
INVOICE PREVIEW
Notice the new
tab. You’re still on
the team page.
THIS IS NOT AN
ACTUAL INVOICE
SO DON’T PRINT
THIS PAGE.
If a correction is
needed we have a
link to provide
suggestions.
Notice that
the invoice
detail includes
only members
without a
previous
invoice for the
current
season.
If the invoice is
not correct click
back to the Team
Members grid or
the Information
grid and make the
necessary
adjustments and
try again.
Click the Create
Invoice button if
the invoice is
correct.
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SUBMIT YOUR INVOICE
Verify the information in the Registration
Submission Confirmation screen and click
Submit to continue.
When created, you can open the
invoice with the pop-up screen that
follows. The invoice number will also be
listed in the Manage Team page.
Print the invoice and follow your
association’s instructions. OR ASA
requires birth certificates and
background check consent forms.
*Oregon ASA is now accepting PayPal. You
will be given the option to pay with PayPal
after clicking the “Submit” button.
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HOMEPLATE
When returning to RegisterASA.com, one way to get back to your team page is to
click the “View My Teams” button. That will take you to a grid that has all of the
teams you are associated with. You can print insurance forms and rosters using this
option.”
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HOMEPLATE
Note the year of registration.
(This screen shot is from the user’s
Homeplate.)
Click on the team name to
display the team’s information.
Click the [+] sign to view the
members on the team.
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Sending in Paperwork
When sending in your paperwork, please put it together in the following order from top to bottom: Forms available on
www.oregon-asa.com under the “All necessary forms” tab.
1. Check (unless paying online via PayPal)
2. Invoice
3. Background Check Release Forms (yearly)
4. Drivers License (Yearly)
5. Coaches Code of Ethics (yearly)
6. Concussion Training Certificate (yearly)
The above documents must be sent in with the invoice in order for the coach to be approved, regardless whether or
not they have coached before. Background check is started once the above is received and reviewed, once the
Background check comes back “Cleared” you will then be able to complete the ACE Test.
7. Parent/Players Concussion Information form, signed by parents and players 12-18 years old. (Yearly) Keep the
original in your Coaches Binder. Either scan a copy or mail the signature page of the certificates to
[email protected] or Mail with invoice to –
Oregon ASA 7412 SW Beaverton Hillsdale Hwy. #112, Portland, OR 97225.
Send to District Commissioner
8. Birth Certificates - For all players who did not have their birth certificate verified in previous years, a copy of the birth
certificate must be sent in order for the player to be approved. **Note: Please staple the background check release
form together with a copy of drivers license. All coaches must turn in a new release form each year per ASA National
Office.
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Returning team and want to just add your team to the new season?
How to “Add Team to New Season”
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LAST YEAR’S TEAM
Locate the team from a previous
year’s registration. (This screen shot is from
the user’s Homeplate.)
Click on the team name to
display the team’s information.
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LAST YEAR’S TEAM
The team page will open to
the Information tab.
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CONVERT TEAM TO NEW SEASON
This is the last season this
team was registered
To add this same team to
a new season, click the
“Add Team to New
Season” button.
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CONVERT TEAM TO NEW SEASON
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THE TEAM PAGE
Return to the “Information” tab
to review the team information
before updating the members on
your team.
DON’T MISS THIS!
Review the settings on this
screen! Make sure that these are
up to date before the team is
submitted. Once the correct
settings have been selected
scroll down on this screen and
click the “Save” button at the
bottom of the screen.
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This team is now in a new
season so the status will be
reset to “Pending”. You can
make changes to the roster
while the team is in Pending
status.
Once everyone is on the
team click the “Generate
Invoice Preview” button
to create an invoice and
to move your team to
the “Submitted” status.
See the “Generate
Invoice Preview” section
in this document for
more information.
Like last year, you
can remove and
edit your players
as needed prior to
creating the
invoice.
This is the “Team Members”
grid that displays everyone
currently on your team.
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Thank you for registering with
Oregon ASA
If you have any questions about the registration
process, please contact:
Your District Commissioner or
Dave Adelhart - State JO Commissioner
[email protected] or
Heidi Wells – [email protected]
Tournaments for Oregon ASA are located on
www.oregon-asa.com & www.tournamentasa.com
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