eSignature for Players – Paper Forms
The good news is that eAYSO will be enhanced to provide the means for a Region to convert
this wet signature on a paper form into an eSignature online. The key is obtaining the Primary
Parent’s email address. With a valid email address, Regions will be able to take advantage of a
major new enhancement called Easy eSign.
The advantage to the Region with Easy eSign is that you can preserve the same local process
you have used in years past. You can use a paper form to collect all the Parent’s and Player’s
information and conduct registration.
Beginning August 1st 2014 the Easy eSign functionality will be been added to the screens
Regions use to enter Player registration information into eASYO. When a Region accesses the
menu Region > Player > Registration in eAYSO they will immediately see the new
functionality.
Previously the only method for a Region to enter the Player information into eAYSO was to
select the Add New Player button off the Region Player Listing screen.
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Beginning August 1st 2014 you will also see the new Easy eSign button on this screen. We
strongly suggest that you use Easy eSign to process all Player registrations that begin with a
paper form.
When you select the Easy eSign button you will use the same eAYSO screens to enter the
Player registration information you have used in the past. However, when the application is
completed eASYO will send the Primary Parent’s email address a 128 bit encrypted link that the
Parent can select and then complete the paper application online and provide the eSignature
we now require.
This secure link leads the Parent to the last few screens inside eAYSO’s online application. The
Parent will first review and accept the Concussion Sheet followed by our standard Waiver. At
the end of the process the Parent will be presented the screen where they can provide their
eSignature. In this way we are converting a wet signature into an eSignature.
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In addition, this process automatically creates an eAYSO account for the Parent that is already
linked to the Player records. This provides the Region with maximum flexibility. Moving forward,
if they so choose a Region can start to have Parents login to eAYSO directly and register their
Player themselves, eliminating the paper form completely.
The key is the Primary Parent’s Email address. If a reliable email address exists, then you
should use Easy eSign to register the Player even though the Parent used a paper form. You
can run your season using the paper form and never have to be concerned with long term
storage of the document or sending that signed paper form to the AYSO Player Registration
processing facility. The eSignature is stored in eAYSO relieving the local Region from any
responsibilities of storing the document. When a season is completed you can shred all of the
original signed forms knowing that eAYSO has the record if it is ever required in the future.
Although Americans increasingly use the Internet, we know there are some families that don’t
have Internet access or have email accounts, and therefore Easy eSign is not an option for
them. Consequently, for this small percentage of the population, paper forms with wet
signatures can still be used by the Region, but there are additional steps that will have to be
taken.
Earlier we were discussing the screen in eAYSO available after selecting
Region > Player > Registration from the menu. Regions will still see the legacy Add New
Player button on this screen. A Region should only use the Add New Player button if the
Primary Parent absolutely has no Internet Access and or a viable email address.
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When this option is used, please remember that the original signed paper form must then be
mailed to the site chosen for the AYSO Player Registration processing facility by the end of
the current season. If a Region selects the Add New Player button they will see that eAYSO
has been enhanced to warn Regions about using this feature. In addition the mailing address for
the AYSO Player Registration facility will be displayed right on the screens inside eAYSO.
The National Office is still finalizing plans for this process. Once these paper forms are mailed to
us we will be scanning them and storing the paper application digitally. This entire process is
being finalized and eAYSO will reflect the current information on August 1st 2014 and beyond.
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