What do I do if . . . ?
Or other questions Travel Team Registrars Ask
PLAYER PASSES
What if a player’s name is misspelled in the VYSA database and thus will print incorrectly on the player pass?
Submit misspelled player card and proof of birth to the VYSA league registrar along with a note explaining change to be
made. The VYSA registrar will then instruct VYSA to make the change in the VYSA database.
My player has a hyphenated last name, what do I do?
The player’s name in the VYSA database must match the proof of birth/age originally submitted. If the player’s proof of
birth/age indicates there is a hyphenated last name then you must enter the name into the VYSA database in this fashion.
Our team has a new player that played with travel soccer with a different club last year, do I need to submit proof
of birth/age when rostering the player?
If the player has US Youth Soccer pass from the previous year from another team/club anywhere in the United States
this is valid proof of birth. All teams that register with US Youth Soccer are subject to the same rostering rules (meaning
all the other registrars around the country are completing the same paperwork you must complete). If the player has a US
Club player pass, Super-Y player pass or anything other than a US Youth Soccer player pass you MUST submit proof of
birth. The reason is VYSA and the leagues our clubs participate with (NCSL, ODSL, Region 1, VCCL and WAGS) are
sanctioned by US Youth Soccer.
US Youth Soccer Player pass - YES
US CLUB SOCCER PLAYER PASS - NO
I noticed that my Coach, Assistant Coach and other Team Official player passes do not have birth dates printed
on them? What if I want to know how old they are?
Sorry, birthdates for adults do not print out on their player passes. Their secret is safe.
I also noticed that my Assistant Coach and other Team Official player passes do not have ID’s printed on them. Is
this OK?
Yes it is. ID #’s do not print on adult player passes.
When attaching the photo, does it matter where it goes, i.e top right corner, top left, or in the middle?
NEW IN 2012-2013 The photo is attached to the FRONT of the player pass in the space below the age group.
Do players/coaches/team officials need to sign the pass?
NEW IN 2012-2013 Signatures on passes are no longer required
I am the team manager/team registrar and I am holding on to player passes from last year. These are players who
decided not to play with our team or another other team (Arlington or any other club). What do I do with these
player passes as they taking up space in the team manager’s notebook?
You should turn in all players passes when you roster your team for the first time each year. The passes are property of
the state. The VYSA registrar will put them in the team's file for roughly a year. If during that time the player decides to
return to travel soccer they can pick up their player pass from the VYSA registrar.
A player on my team has turned in a birth certificate in a foreign language to be used as proof of birth/age. Do I
do anything different with a birth certificate not in English?
Yes, the family needs to have the birth certificate translated and then have the translated copy notarized (notaries can be
found at most banks). Then when submitting your team registration packet you will need to turn in the original foreign birth
certificate and also a notarized translated copy with it (all clipped to the new player pass).
The initial checklist instructions states, “Submit Passes in alphabetical order and clipped to birth date
verification”. What exactly does “clipped” mean?
Place the old player pass on top of the new player pass and paperclip them together. Keep all of your player passes in
alphabetically order by using a binder clip to hold the stack together.
Anything else I need to know about Member/Player passes?
• No correction fluid is allowed on the Member Pass.
• Passes must be signed and stamped by the League Assigned Registrar in order to be valid
• VYSA Secretary encourages the lamination of player passes. Each league will determine whether to require
lamination of passes for its teams. NOTE: Laminated passes are required for VYSA State Cup play.
• Passes are the responsibility of the team official to whom they were issued.
• Passes belong to VYSA and must be surrendered to a VYSA registrar or the VYSA Secretary if requested.
• A new Member Pass must be issued reflecting a change of league or team, and the old pass turned in. No
annotations are permitted on Member Passes.
• If Member Passes are lost, stolen or destroyed the League Assigned Registrar MUST be contacted immediately,
and then the team official MUST prepare all new cards to replace the lost/stolen or destroyed cards.
• Member Passes can and will be used for future date of birth verification and should not be destroyed or discarded
at the end of the seasonal year.
• The Member Pass may be given to the player to guest play with another team provided the pass is returned to the
team official holding the passes. Otherwise the Member Pass must not be given to the player, another team
official or any other person unless directed by the League Assigned Registrar, League Registrar or Assigned
State Registrar.
PLAYER PASSES AND TOURNAMENTS
My team is going to play in a tournament that is only sanctioned by US Club Soccer, not US Youth Soccer. Can I
use my US Youth Soccer Rosters and US Youth Soccer player passes to register the team?
NO! Please see the note in the top left hand corner of the player pass which reads:
“Valid only for US Youth Soccer Recognized Purposes”
Your team would need to register and roster as a US Club Soccer team in order to participate.
AUDIT REPORTS
The audit reports requests two signatures on the last page one for the Registrar and one for the Team Official. I
am the registrar for my team where do I sign?
Team registrar’s sign on the line marked “Team Official”. Be sure and sign legibly as the VYSA registrar needs to be
able to read the signature of the person who prepared the registration packet. Do NOT sign on the line by “Registrar” this
is where the VYSA registrar will sign after he/she approves your registration packet.
This is where the team registrar signs
If I don’t sign my audit report will my registration packet be rejected?
Yes!
ROSTERS
On the VYSA League Roster/State cup roster it asks for the signature of the Registrar at the bottom of the page,
who signs here?
Team Registrar’s should NOT sign, mark or erase anything on the team rosters. The VYSA Registrar will sign and stamp
your roster on this line once your roster is approved.
DO NOT sign HERE OR anywhere on the roster
REGISTRATION ENVELOPES
Yea! I have printed my team’s roster, audit report and player passes. I’m ready to submit my materials, what
now?
Make sure each player pass has proof of birth clipped to the pass (proof of birth is last year’s players pass,
birth certificate, passport, etc.) Then alphabetize the passes and clip these together so they stay in order.
Place all needed items in your white registration envelope. These items would be things such as Audit report,
rosters, copies of rosters, applicable ICW forms and league checklist.
Make sure you complete your contact information on the front of
the envelope (top left corner). If there are any problems or
questions with your registration packet this is the person that the
club or the VYSA registrar will contact. This is also the person
the VYSA registrar will contact to pick up our registration packet
once approved. IF YOU ARE DROPPING OFF YOUR
REGISTRATION PACKET AND THEN GOING OUT OF TOWN
– you must provide a name and email on your envelope that is
your backup to answers any questions and indicate that this
person should be notified to pick up the packet.
Your team number can be found at the top of your team roster.
You MUST indicate your first pre-season tournament and if you
are playing in State Cup on the front of the white envelope.
Without this information the club and VYSA registrar do not
know what deadlines you are trying to meet.
As team registrar do I need to complete the League checklist and include it in my registration packet each time I
submit it?
Yes! The initial rostering checklists can be found on the club website on the TEAM MANAGEMENT page.
My player passes from last year are in plastic page protectors, can I just pop my plastic page protectors in the
Registration envelope?
No, please remove player passes from the plastic protectors. Last year player passes should be attached to the new
player pass as proof of birth. After approving your new player passes the VYSA registrar will keep your old player passes.
If I need to resubmit my roster during the year do I continue to use the same white registration envelope?
Yes, please re-use the same white envelope all year.
RELEASE/TRANSFER/ADD
A player on my team is being released and is not going to another team but would like her player pass so she can
guest play with our or some other team in a tournament. Does the player pass get returned to the player after
they are released?
No the VYSA league registrar keeps the player pass in a file and the player can then sign it out/sign it back in for each
tournament they need it for.
STATE CUP
For State Cup Play, my team has an approved VYSA/League roster and I’ve just printed the State Cup Roster for
State Cup play. To get the State Cup roster approved what do I need to include in the registration packet?
Submit your state cup roster and copies, original league roster and audit reports. You do not need to re-send any
approved player passes UNLESS the player being added to your state cup roster is not on your league roster.
LEAGUE SPECIFIC QUESTIONS
I am a VCCL team and I ran an audit report and a warning (not a fail) came up. We have two players who are
under age. Is there a limit to underage players in the VCCL?
VCCL does not have a limit on underage players per team (some leagues do have limits!) The league looks to each club’s
Director of Coaching (DOC) to determine if it was appropriate to select this player for the team.
I am an ODSL team and we are adding a player to our team after the initial roster was approved. Do I have to have
the entire team re-sign the ODSL Code of Conduct and then submit it with our registration packet?
No, if you are adding a player and you already have an approved roster (which means you submitted the Code of Conduct
with the initial submission) you just need to have the new player/parents sign a Code of Conduct and submit this. The
VYSA registrar will attach the new paperwork with the current paperwork in your team files that the registrar keeps.
Do coaches and assistant coaches need to sign the ODSL Code of Conduct form?
Absolutely. There is a designated space at the bottom of the page for their signature(s)
INTERNATIONAL DOCUMENTS
How do I know if my player needs to fill out international clearance paperwork?
Go into your VYSA team file and pull the player into your roster. If the player is in the VYSA database AND all their
international documentation is in order the following message appears.
If the player needs International Documentation or had International Documentation approved in the past this message
will pop up after you have answered all the questions and hit the Submit button
After the player is submitted you can go back into the player record and at the top of the record a notation appears as to
what type of International Documentation is needed. These documents are posted on the Team Management page of the
club website. You can email a copy of the document to the family to fill out.
In addition you can look at your roster in the “IC/IW” column and this will indicate what international documents need to be
turned in when submitting your roster and passes for approval.
What does the column titled “IC/IW” mean?
The coding is based on how you answered questions in the VYSA database about the player’s birthplace and/or when
they moved to the US.
Key to the Online Coding
N – Player has never lived outside the US
n/a – Grandfathered players in the system with n/a prior to July 1, 2011 (no forms required)
P12 – Proof of Entry Prior to 12 (new forms required)
FR11 – First Registration (new forms required)
IW - Grandfathered player in system with waiver prior to July 1, 2011 (must show previously approved
International Clearance Waiver form)
IC - Grandfathered player in system with international clearance prior to July 1, 2011 (must show proof of
previous approved International Clearance)
ITC – International Transfer Clearance
If player has an ITC code the player must be cleared by the VYSA state office before they can be
added to a roster.
Further information on international documents can be found in the VYSA registration manuals posted on the club website
on the TEAM MANAGEMENT page.
Updated and revised 7/2012 by Arlington Soccer Association