Registrar’s Workshop
2017/2018 SEASONAL YEAR
Email
Greg Vallee, Technical Director – [email protected]
Nancy Shultz, State Registrar - [email protected]
registration, travel
Bonnie Epperson, Office Manager– [email protected]
coaching, insurance, background checks, ODP
Dennis Cook, Select League Administrator – [email protected]
PMSL, SCSCL, Premier
Brandon Nichols, Jr League Admin/Events – [email protected]
Sandlapper, Coastal, Cups & Games, Website
Sandy Burris – ODP – [email protected]
Lisa Neill, Office Assistant– [email protected]
Birth Certificates, ODP, Regional Events
Club Information
 Click Club & Select (to add new board members)
 Click Security Tab
Edit Users (click edit then make corrections or delete)
 Add Contact (for new board member)
 Select User Type (just click user is the person’s title is not
available)
 Make sure to enter email address

Affiliation Form
 Affiliation Form due April 1, 2017
 Events tab
 Event Type – Affiliation
 Payment by credit card due
Club Information/Bylaws

Club Information/Bylaws
Click Club, then select
 Click VIP Tab
 Click Corp Information
 Upload bylaws if there are changes or you have not done so
already
 Upload your Rules & Regulations (if you have)
 Upload logo (if desired)
 Upload 501c3 letter if you have a 501c3 status
 Upload field permits if applicable

Club Information/Bylaws (cont)
 If you have changed your bylaws a new copy must be
submitted with your affiliation form.
 If you have a name change, this must be reflected
in your bylaws or with an approved form saying you
are “doing business as” (DBA) and your new name.
 Name changes are done annually so club name that
is submitted for the 2017/18 season is the name that
will be recognized until the 2018/2019 seasonal year.
Club Information/Billing Information
 Billing Information – please make sure this tab is
completed this is the address/email where billing
will be sent, field fees mailed and refunds sent.



Click Club then select
Click VIP Tab
Click Billing Information
Enter all information completely
 There are three email’s available – suggest President, Treasurer
and Registrar
 You are responsible for keeping this information up to date

General Information on Website
www.scysa.org
 State Board
 State Staff
 Calendar: http://www.scysa.org/events/summary/
 You’re responsible for all registration dates
 You’re responsible to make sure teams are aware of cup/league
dates & deadlines.
Volunteer Disclosure/Background Checks
 Background checks are completed on-line
 Go to scysa-bgc.sportsaffinity.com to complete
 If someone is having troubles there is a Youtube
video to assist:
https://www.youtube.com/watch?v=KptFANm5bS
k&feature=youtu.be
 If you are still having issues or the background
check is not going through contact Bonnie at the
state office (843-749-4353 or [email protected]).
Matrix
 SC Youth Soccer Team Age Brackets for 2017-2018
Fees
 Recreation - $7
 U8-U12 academy - $20
 Classic (challenge/premier) - $30
 Roster Rec-Classic $25
 Roster Rec-Academy $15
 Roster Academy-Classic $15
 Transfer - $25
 $10 per coach/assistant coach/manager
 All teams must have 2 admins assigned to be activated
Fees (cont)
 President, Registrar & Treasurer will receive a SC
Youth Soccer invoice if their information is
uploaded.
 President Workshop, Registrar Workshop and
Affiliation will be paid through Affinity.
 Fees must be remitted within 15 days of receipt or a
late fee will be included



15-30 days: $15 penalty or 5% of total, whichever is the greater
Clubs with overdue payments will not have travel requests
signed until either the payment is made or a payment plan set
up.
Over 30 days: $100 penalty and club placed in bad standing
League Fees
 SC State Challenge League (SCSCL) - $750
 President’s Medal League (PMSL) - $500
 Open League - $500
 Sandlapper/Coastal 6v6 - $200
 Sandlapper/Coastal (8v8 or 9v9) - $250
 Sandlapper/Coastal (11v11) - $300
Rules
 Administrative Manual

Manual will be online and downloadable at
http://www.scysa.org/scysa_admin/admin_manual/

Make sure your read the registration rules as well as the
cup/league rules.
New Rules & Reminders (cont)
 Jersey numbers for all U13-U17 Classic 1 and all U13-
U19 Challenge and Premier teams must be input into
the online computer system before the roster is
printed. Please make sure that the jersey #’s are
correct each year.





Go to Team
Click Team you wish to work with
Click Edit Player Team Info
Enter jersey #
Enter position (if you wish)
New Rules & Reminders (cont)
 Registrar’s are required to upload birth certificates
for all players. Parents can do this for you.


Birth certificates can be pdf or jpeg files smaller than 1MB
All info, with the exception of the players legal name, date of
birth and state/country of birth can be redacted.
 Registrar’s are required to upload photos for all
junior academy, classic, challenge or premier league
teams as well as recreation teams attending
tournaments or who request player passes. These
pictures will be printed to the player pass. Pictures
should be head shot only (like a passport photo) no
hats, sunglasses or anything that obstructs the view
of the players face. You are responsible that picture
is uploaded correctly and clearly visible when
printed.
Printing Passes
 The “Print ID Card PDF” is only available when the
team has been activated by the state.
 Digital cards are printed in the league application
and can be done by coach or manager
Housekeeping
 You are responsible for insuring the player’s address as well as their
phone and e-mail are up to date and correct.
 Check your coaches’ licenses. If they are not licensed and have used their
seasonal grace, don’t assign them to a team until this criteria has been met.
 Under Admin Lookup you can filter info to see if a coach is licensed or has
a background check.

Select Certifications



All certifications
Specific license (i.e. if you want to know who has a “D” license
Risk Filter by





Approved – background check is good
Denied – background check is not approved – cannot coach
Expired – needs new background check ran before he/she can coach
Under Review – background check is in progress
None – has not yet started the background check procedure
 Remember all your club volunteers need background checks, put them in as
team administration to run checks.
Coaching Education
 SCYS Recreation Soccer Coaching Requirements
 U5 – U8 – US Soccer National “F” License
 U9 – u12 – US Youth Soccer Youth Module
 U13 – U19 – US Soccer National “E” License Required

US Soccer National “D” License suggested
 SCYS Jr. Academy Coaching Requirements
 U8 – U12 – US Soccer National “E” License

“F” License is pre-requisite to take the “E” license– no exceptions
 SCYS Classic & Challenge Coaching Requirements
 U13 – u19 – US Soccer National “D” License


“E” License is pre-requisite to take the “D” license – no exceptions
Two levels of D License
 D Certification
 D License
 Both allow coach to participate in state wide leagues
Club Pass
 Club Passes will be allowed in state cup, regionals and
national play as defined in the rules governing these
events.
 Players must be registered with the club they wish to club
pass with at cups, regionals and nationals by the freeze
date listed on the SC Youth Soccer calendar.

Freeze dates are 48 hours prior to first cup match
 Game Day Roster – is an official SC Youth Soccer team
roster that lists a maximum of 18 and a minimum of 7
eligible players for a particular competition. Game day
rosters are required in conjunction with club pass players’
primary team pass. This can all be done by manager or
coach.
 Maximum of 5 club pass players in any one league game.
International Clearance
• International Clearance Request Form - for
players 18 or older or players not eligible for
any other type of international permission
form.
• First Registration Form - for players 12-17
years old that are US citizens and have not
played for any other soccer federation outside
the United States.
• Proof of Entry Prior to 10 Years of Age,
Submission Form – for players that came to the
United States before the age of 10.
Proof of Entry Prior to 10
 Prior to 10 Process
 Players who were born outside of the U.S. but entered the country to live
prior to their 10th birthday simply need to provide proof in order to be
cleared to register with U.S. Soccer. The document being used as proof
should have the player's name, a date that is prior to the player's 10th
birthday, and show that the player was taking part in day-to-day life in the
United States.
 Complete Prior to 10 Submission Form (found online under Forms,
Registrar Forms)


Birth Certificate
Documentation of proof
 Acceptable forms of proof documentation include, but are not limited to, the
following:
School report cards
Doctor/immunization records (must be dated and signed by
U.S.-based doctor)
Certificate of Baptism
Previous registration history with a different sports program
First Registration









First Registration Process
This international clearance process is only for players who have never been registered to a club
affiliated with another national association.
U.S. Citizens: U.S. Citizens born outside of the U.S. may be cleared to register by simply
completing and signing the First Registration Form. This process is available to all players,
regardless of current age and skill level.
U.S. Citizens born outside of the U.S. must complete the following steps:
Fill out the First Registration Form (click here to download). Form can also be found on the SC
Youth Soccer Website under Forms, Registration Forms)
Submit the completed form, along with valid proof of U.S. citizenship, to State
Association/League and U.S. Soccer.
Upon receipt, U.S. Soccer will review the paperwork and will notify the affiliated member if the
player is clear to register.
Non-U.S. Citizens: A player who is not a U.S. Citizen and is currently aged 18 or over may also
be cleared to register by the First Registration process. However, there is an additional step
required (if player is under the age of 18).
Once a player completes the two steps listed above, U.S. Soccer will contact the foreign national
association of the player and inquire whether they have any registrations, at any level, for the
player in question. If no response is given within seven (7) days or the foreign national
association confirms there was no previous registration, U.S. Soccer will notify the league
member that player is free to register. If the foreign federation states, however, that the player
had been previously registered, the player cannot use the First Registration option and will have
to be cleared via a different method.
Minors ITC


Minors International Clearance Process
Collect required documentation to prove that the player meets the ‘parents’ exception:











Player’s Passport
Player’s Birth Certificate
 Must be in one of the four FIFA languages: English, French, German or Spanish
 If not, please submit a copy of the original birth certificate, along with a certified translation in one of the four FIFA languages.
Player’s Parents’ Passports
 Both parents
Player’s Parents’ Work Visas
 Both parents
Player’s Parents’ Proof of Residence (Lease or Mortgage agreement)
 Must include the following information: name(s) of occupants, residence start date, and address.
Player’s Parents’ Proof of Employment (Employment Verification Letter that confirms the employment start date, the
nature of the work performed, and the term of the employment (ongoing or contracted) or an offer letter that is signed
and verified by the employer, pay stubs are not accepted)
 Employment verification is needed for both parents. If one of the parents does not work, please send a signed statement from the
unemployed parent explaining why he or she is not employed.
Completed ITC Request or First Registration form - Download
 If player has been previously registered outside of U.S., use ITC Request Form
 If player has never been registered to any club, use First Registration Form
Statement from club indicating first contact with the player.
 Information about how the first contact was made needs to be included (via tryouts, parent email to club, friend of current player at
club, etc.)
Statement from the player’s parents regarding the reasons and circumstances behind their move to the United States.
 This is just a simple letter typed up and signed by the player’s parents.
Forward documentation to State Association/League, who will in turn pass on to U.S. Soccer.
Please send all documents in separate, individual PDF files. FIFA TMS only permits the upload
of PDFs and does not support any other file format. Documentation sent in any other format
will not be accepted and will need to be resent in PDF format.
Cups & Games Spring 2017
 Spring (4/29-30) PMSL Cup
 MeSA Complex/CESA
 Spring (4/29-30) Open & Rec Cup
 Liverpool Fields
 Spring (5/6-7)Palmetto Cup
 South Carolina United FC Fields
 Spring (5/13-14) Bob Brantley Challenge Cup
 South Carolina United FC Fields
 2017/18 Tournaments TBD
Registration
 New season(17/18) should be available to clubs April 1.
 All players & coaches in your club must be registered with
SC Youth Soccer or USSF affiliated organization.
 If players are registered with a USSF affiliated
organization, rosters for these players should be submitted
to the state.
 Maintain updated database with changes to addresses, email, and phone as needed. Players/coaches/board
members should have an e-mail address included in their
registration.
 Merging duplicate players/coaches will be done by
Affinity, if you see a player/coach listed twice in
your database, please let Affinity know so they can
merge the records.
Registration (Cont)
 Periodically check your player database to make sure
players you activated have been assigned to a team – if
they were refunded money or dropped from your club,
please let the state know so they can be removed from
our database.
 Clubs will be charged for all activated and assigned
players. Don’t accept players until you are sure you are
going to assign them to a team.
 All players must have a birth certificate uploaded before
a team can be activated. Only recreation teams that will
not be attending tournaments can be activated without
photos being uploaded.
Create Teams
 Go to Team
 Create
 Select District
 Select Club
 Put in Team Name – club initials, year, name (i.e.




ICFC 96B Red, Cainhoy 02 Girls)
Gender
Play Level
Age Group
Save
Assigning Player/Admin
 Once team has been created
 Click correct team
 Click Roster Players
 Filter for players as needed (i.e. age, gender)
 Make sure you have selected correct year of player to add
 Add selected players and save
 Click Roster Admin
 Search for admin
 Select admin type (i.e. head coach, asst. coach, manager)
 Add selected admin and save
Travel Documents
 Travel documents
 Click Team
 Click Travel Roster
 Click Create
 Edit roster as needed
Adding guest players (or pool players) by ID#
 Deleting those not playing by clicking red X
 Same for team admins



Submit
Payment
Credit card for out of state tournaments & rosters
 By check (enter any number for check) for in state tournaments and
clubs will be invoiced

Travel Rosters
 Tournament rosters/guest rosters will not be
approved until



The required travel documents are completed
Remittance is made
Outstanding club fees are paid.
 At this time
 Click Team
 Click Travel Roster
 Click Edit
 Click Review Tab
 Click Print Travel Papers
Thanks!
 Thank you all for your hard work, willingness to
adapt to changes, and keeping your clubs
informed.