esignature Communication and Outreach July 2014

Transcription

1 AYSO esignature for Players S C O esignature Communication and Outreach July 2014

2 Purpose The purpose of this webinar is to: Outline reasons for transition to esignature for Players in eayso. Explain the process for supporting Regions under new policy. Provide feedback to the National Board of Directors. Address questions or concerns.

3 What is esignature? esignature or esign is the abbreviation for Electronic Signature. Documents containing electronic signatures are admissible as evidence and can be used for audits, civil and criminal investigations, and legal proceedings.

4 AYSO National Policy Statement 3.7 In 2013 the National Board decided to formally move to require esignature wherever possible in the best interests of our Regions, our Players and our Volunteers.

5 esign for Player Requirement AYSO National Policy Statement 3.7 Aug.1, 2014: All AYSO player registration forms must be submitted using esign via eayso. The esignature capacity in eayso for Player registration will be automatically activated for all Regions on August 1st, 2014.

6 Why esign in eayso? 1. Reduce Regions cost of long-term storage of wet signature forms. 2. Help mitigate continued increases in insurance costs. 3. Preserve chain of custody in event of litigation. 4. Protect privacy of our players, parents, and volunteers.

7 How does it work for Players? The esignature policy will impact Regions differently depending on how they currently use eayso and conduct Player registrations. The majority of our Regions have Parents create accounts in eayso and register their Players through the online application. Approximately 80% of all Players are currently registered this way.

8 eayso Functionality Parents who currently use eayso to register their Players will continue to do so.

9 eayso Functionality After Aug. 1, 2014 all Player applications will have an esignature as the final step. If your Region is using Online Payments there will be no change. Your Parents can pay as they always have.

10 Region Process esignature does not mean paperless. If you currently have Parents printing out one or more copies of the online application to bring with them to a registration ti event, then continue to do so. You can still use paper forms during the season but with esign you no longer have to hold the paper forms in long term storage.

11 Region Messages Use the Region Message feature in eayso to let your parents know about esign. Region > Setup > General

12 How does it work for Players? The esignature policy will impact Regions differently depending on how they currently use eayso and conduct Player registrations. There are still many Regions that rely on the paper application form to conduct Player registration. Approximately 20% of all Players are currently registered this way.

13 Paper Forms There will be some Regions that need to have Parents register through h a paper form. This form of registration should be avoided. It is more efficient and faster for the Region to have the Parents register online using eayso and esign in advance of the event. The solution for these Regions is Easy esign.

14 eayso Functionality Regions that need to register their Players in eayso via input from paper forms, such as at events, can continue to do so.

15 Region Process Region > Player > Registration

16 Region Process Previously, when a Region needed to input Player information off a paper from they only had the Add New Player button to use. Moving forward, the Region will have a new Easy e-sign button available to process paper forms.

17 Easy esign A Region Volunteer will be able to input the application into eayso, and message with a secure link will be sent to the Primary Parent s . The Parent can then open up their , click on the secure link where they can complete the esignature process from home.

18 Easy esign When a Parent clicks on the secure link in their , they will be taken to eayso where they can complete the process and esign their application. This converts the wet signature on the paper form into an esignature inside eayso.

19 Primary Parent Address Use Easy esign anytime the Primary Parent has a Use Easy esign anytime the Primary Parent has a reliable Address we can enter into eayso.

20 What if a Parent Can t esign? Most parents use the Internet and have , but some families don t and therefore cannot Easy esign. In these few cases, paper forms can still be used but there are additional steps that must be taken. =

21 Purely a Paper Process If the Primary Parent has absolutely no and no Internet access then use the legacy Add New Player button. The Region will still be able to add the Player as they have done in years past. However, the original signed form (top copy for multilayer forms) must be sent to the AYSO Player Registration by the end of the current season.

22 Purely a Paper Process eayso will be modified to include messaging telling the Region they need to send the original signed paper form to AYSO Player Registration.

23 Impact of Policy The impact of this policy depends on several factors. The majority of Regions already have completed their Player registration for MY For these Regions the impact of the esignature policy for Players will be realized in MY 2015.

24 Impact of Policy However if you are holding Region registration events after August 1 st, 2014 for MY 2014 you need to be prepared for this policy taking effect. This will be also true for any Region planning on holding a Spring Season in the calendar year After August 1 st, 2014 esignature is the standard for AYSO.

25 Summary If you are a Region that has Parents login to eayso and register their Player themselves then Parents will see a couple steps to provide the electronic signature at the end of the online registration process. Even with esignature registration for Players, Regions are encouraged to hold in-person registration events for Parents to provide birth certificates for Players. Parents can pre-register and esign, and bring a paper copy or copies of the form with them at an onsite event.

26 Summary If you are a Region that has Parents use a paper form and then has Region staff enter the information into eayso, we urge you to use the new Easy esign option. You can still use the paper forms and have the Parent conclude the registration process online with an esignature using Easy esign and never have to retain documents again at the Regional level or send a copy to the National Office. Easy esign is the solution AYSO has provided for Regions that rely on paper forms. It allows the Region to conduct business as they have previously but still comply with ih the esignature Policy.

27 esign Help for Regions To learn more about esign for Players visit our website designed just to answer such questions: For Questions and Assistance: Support: Phone Support:

28 Thank You! Together we can create a healthy safe place for our children to play.

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