SCYR%Club%Registration%Handbook%

Transcription

1 SCYR%Club%Registration%Handbook% For%Club%Administrators%&%Registrars% 2014=2015%

2 Table&of&Contents& INTRODUCTION) 3! SETUP)YOUR)CLUB)FOR)REGISTRATION) 3! REGISTRATION)PROCESS) 4! LOG)ON)TO)CMS) 4! ADD)A)NEW)CLUB)MEMBER) 4! REGISTER)PLAYERS) 5! SELECTING)MEMBERS)FOR)REGISTRATION) 5! TEAM)AND)SCHOOL)INFORMATION) 5! REGISTRATION)PAYMENT) 6! ACCOUNT)PAGE) 8! SCYR)ID) 8! UPLOAD!REQUIRED!DOCUMENTS! 8! BULK!ID!REQUEST! 10! PLAYER)TRANSFERS) 11! CMS)INTEGRATION) 11! INTRODUCTION) 11! IMBEDDING) 12! COACH)AND)ADMIN)REGISTRATION) 12! 2

3 Introduction& This!document!is!meant!to!assist!you!in!the!process!of!ensuring!your!players,!coaches,!and! administrators!are!properly!registered.!the!competition!management!(and!registration)! System!(CMS)!has!been!developed!and!implemented!in!order!to!simplify!the!registration! process!and!management,!as!well!as!promote!safety!and!awareness!for!all!members!of! SCYR.!It!is!imperative!for!all!Club!Administrators!(Admin)!to!thoroughly!read!and! understand!this!handbook,!as!it!will!answer!nearly!all!questions!you!might!have!regarding! registration.!once!you!acquire!your!initial!club!cipp!through!usa!rugby!(most!clubs!will! already!have!this),!all!player!registration!should!be!completed!only!through!cms.!this! system!is!designed!to!coordinate!player!registration!with!usar.!all!player!usar!cipp! Dues!and!SRO!Fees!will!be!paid!through!CMS.!You!can!access!your!Club s!cms!page!through! the!scyr!website.! Setup&Your&Club&for&Registration& Players involved with your team must be registered with SCYR and have their USAR CIPP and SCYR dues paid through CMS. In order to do this they must register with your Club, and pay any Club dues that are necessary. There are three primary ways to register with a Club: Register manually with a Club Admin. o This will require the Admin to enter the players into CMS individually.! See: Add a New Club Member. Register using the Club website. o Admins can have their roster uploaded to CMS using a.csv file sent to support@adeptsoft.com. o Admins can embed the CMS Registration Package into the Club website.! See: CMS Integration o See: Selecting Members for Registration Register using the SCYR website. o A club must authorize use of the SCYR website and complete the Automatic Debit Form.! See: Registration Payment o See: Selecting Members for Registration To authorize use of the Automatic Debit, support@adeptsoft.com with a completed Automatic Debit Form. gbeaudry@socalyouthrugby.org for a copy of the Automatic Debit Form. o Once you have made authorization, your club will appear under the Registration>Individuals tab on SoCalYouthRugby.org.! 3

4 Log&On&to&CMS& Registration&Process& 1. Access CMS from the SCYR Website at and click on the Competition Management System link. Or visit the site directly: this will open the login window. You can bookmark this page. a. Enter your Logon ID. b. Enter your Password. c. Click Submit (right arrow). i. If you have not received, or forgotten your Logon ID contact the SCYR Operations Coordinator, Gavin Beaudry, at or (619) & Add&a&New&Club&Member& If your players have already registered with your club through CMS Integration, or you have uploaded a.csv file, you can skip these steps. 1. Go to Admin>Register a. Spreadsheet view appears of Player(s) that have not already been registered for the current season but that have registered in the past with the Club 2. To add a new club member click the New button ( + button). 3. Required fields: name, gender, birth date, full address, at least one phone # and . a. A unique valid address is required for each player unless they are u14 or below. In this case a unique Parent s address is required for each player (unless of the same family). 4. Click Submit (Down Arrow) 4

5 Register&Players& If your Players have already registered with your club (through your Club website, through the SCYR website, or through a.csv upload) they will already show up on the registration page. 1. Click Admin>Register 2. Modify the details of a Player by clicking on the appropriate cell in the spreadsheet, add or change information and then hit Enter. a. Name, Gender, Birthdate, Address, at least one phone number, and a valid unique are required for registration. i. A unique valid address is required for each player unless they are u14 or below. In this case a unique Parent s address is required for each player (unless of the same family). Selecting&Members&for&Registration& 5. In the Register column, check the boxes of all the Players you want to register. 6. Click Next button ( right arrow). & Team&and&School&Information& 7. Fill out all the required information as to the Team, Grade, and School attending. 8. Click Next button ( right arrow). Note: If the correct Team is not available, gbeaudry@socalyouthrugby.org. 5

6 Registration&Payment& 9. Choose payment method: Automatic Debit (requires authorization), Credit Card (requires PayPal), or Check. 10. If you have chosen Automatic Debit click on the Next button (right arrow). a. You will be taken to the Account page where you can view your Bulk Registration Invoice. Status will be pending until transaction has been verified by the system. See the example Account page below. b. Regarding Automatic Debit i. You!can!have!your!payment!made!automatically!from!your!checking! or!savings!account.! ii. The!Direct'Payment'Option!will!help!you!in!several!ways:! 1. It!saves!time!!fewer!checks!to!write!!less!delay!in!processing! your!order.! 2. No!credit!card!fees.! 3. It!saves!postage.! 4. It s!easy!to!sign!up!for,!easy!to!cancel.! iii. Here s!how!direct!payment!works:! 1. You!authorize!payments!to!be!made!from!your!checking!or! savings!account!is!response!to!your!orders!on!adeptsoft.com![! Competition!Management!Software.! 2. Proof!of!payment!will!appear!on!your!bank!statement.!The! authority!you!give!to!charge!your!account!will!remain!in!effect! until!you!notify!us!in!writing!to!terminate!the!authorization.!! 3. To!take!advantage!of!this!service,! ! Complete!the!authorization)form!and!return!it!to! scan!this!signed!authorization!form!and!the!voided!check,!and! 6

7 4. Or!if!you!prefer,!you!can!Fax!both!documents!to!(888))567Q 1294!or!mail!them!to:! Adept Software LLC 2625 Canyon Rd Escondido CA If you have chosen Credit Card click on the Pay Now button twice a. You will be taken to the PayPal Order Summary page. b. Follow the PayPal instructions. c. Don t have a PayPal account? a. You can still pay using a debit or credit card. 12. If you have chosen Check click on the Next button ( right arrow). a. You will be taken to the Account page where you can view your Bulk Registration Invoice. Status will be pending until SCYR has received your check and processed the transaction. iv. To view status of Transactions, go to Admin>Account. c. To Print the invoice click Print (printer) on an open invoice. d. Make check payable to: SCYR Inc. e. Send the check to: f. SCYR Executive Director 40 Bonita Rd Chula Vista, CA

8 Account&Page& To access your account page: Login to your CMS account. Go to Admin>Account o You can now see all complete, incomplete, pending, cancelled, refunded, verified, and/or deficient transactions from the past year (as seen above). o You can Print by selecting the desired invoice and clicking the Print button.! See image above. SCYR&ID& After a player has been submitted for Registration, they must then request a SCYR ID. A valid SCYR ID shows that a player s photo, age and grade proof, have been verified. A player may only be on a roster for one week (after being registered) before the player s ID must be verified. A player who has not been verified after one week will not be allowed to play until the ID has been verified. A team that is repeatedly incompliant will be subject to forfeit games. Upload&Required&Documents& 1. Go!to!Club>Members! 2. Choose!the!Player!from!the!list!on!the!left! 3. Select! Choose!File!from!the!right!for:! a. Photo:!See'Photo'requirements'below! b. Grade!Proof:!Must'show'School'Name,'Student'Name,'Grade,'and'Year'(i.e.' School'ID,'Transcript,'Class'List,'Enrollment'Letter)! c. Age!Proof:!Official'Government'ID'or'Birth'Certificate! 4. Upload!documents! 8

9 a. To!view!uploaded!documents!select! Supporting!Documents! 5. Select! Request!ID!Verification! Photos must be similar to a Passport or Driver s License style photo in.jpg,.png, or.tif format. I.e. head and shoulders only (mid-chest and above), plain (white) background. No hats, inappropriate gestures or facial expressions. See examples below (faces pixelated). Grade and Age Proof documents can be in JPG, PNG, TIF, or PDF format. All documents should be at least 640x640 pixels (approx. 64 KB) and may not upload if larger than 2 MB. No Yes 9

10 Bulk&ID&Request& 1. Go!to!Admin>IDs! a. All!players!that!do!not!have!a!SCYR!ID,!whether!not!yet!applied!for!of!have! been!rejected,!are!found!on!this!page!and!ids!can!be!applied!for!in!bulk.!! b. Players!that!have!all!necessary!documents!will!have!a!toggle!button!under! the! Check!to!Include!column.! c. Players!that!are!unregistered!or!have!not!uploaded!a!photo!will!be! designated!in!the! Check!to!Include!column.! d. Players!in!the!list!with!Grade!and!Age!proof!will!have!Check!Marks! e. Players!missing!Grade!and!Age!proof!will!have!Exclamation!Points! 1. Check!the!boxes!next!to!the!players!you!wish!to!include!and!click! next!(right! arrow)! a. You'will'not'be'able'to'apply'for'players'who'are'unregistered'or'missing' documents! 2. Review!invoice!to!ensure!all!intended!players!are!included!and!click! next! a. No'payment'required! 3. Refer!back!to!this!page!to!view!if!players!are!accepted!or!denied.! a. Submitted'Players'will'remain'on'this'page'without'a'checkbox'until'approved.! b. If'denied'go'to'Invoice'to'see'reasons.! 10

11 & & Player&Transfers& 1. If a player has registered with SCYR in the past for a different club, send a request to gbeaudry@socalyouthrugby.org to duplicate that player to your club. a. Player name, previous club, and D.O.B. needed in request. Introduction& CMS&Integration& There are three ways to use the CMS system: An!external!link!on!the!Club!website.! The!Registration!Software!Package!embedded!in!the!Club!website.!! The!Registration!tab!on!the!SCYR!website.! o This!requires!the!Club!Administrator!to!have!completed!the!authorization! process.!! A!club!must!authorize!use!of!the!SCYR!website!and!complete!the! Automatic!Debit!Form.! 11

12 Imbedding& o To authorize use of the Automatic Debit, support@adeptsoft.com with a completed Automatic Debit Form. gbeaudry@socalyouthrugby.org for a copy of the Automatic Debit Form.! Once you have made authorization, your club will appear under the Registration>Individuals tab on SoCalYouthRugby.org. The registration software package can be embedded into a club website so that it appears to be part of the same site. However it is actually running on the AdeptSoft.com server using HTTPS (secure encrypted connection). The Foreground and Background colors can be specified to match the enclosing website color scheme. For questions, concerns, and assistance with embedding, contact Ray Steel at support@adeptsoft.com Embedding is done using the following html: <frameset rows='200,*' frameborder='0' framespacing='0' > <frame src='reghead.php' frameborder='0' framespacing='0' /> <frame id='registration' name='registration' src=' BGColor=lightblue&SecureID=UmVnaW9uSUQ9OSZDbHViSUQ9OTk5OQ' frameborder='0' framespacing='0' /> </frameset> *Note the value in SecureID is a unique value provided to the club by AdeptSoft.com If not embedded, the package can be run standalone by simply providing a hyperlink on the website: E.g.%<a%href= ' % %target= _blank >Register%for%the%2013%Season</a>% *Note%target= _blank %will%open%a%new%window%(or%tab)%in%the%browser.% % % Coach&and&Admin&Registration& Registering as a Coach or Admin must be completed through USA Rugby at webpoint.usarugby.org 1. If!you!have!registered!for!another!role!with!USAR!for!the!2014[2015!season!you!will! need!to!choose! Login.! If!you!have!NEVER!registered!with!USAR!before,!you!will!need!to!choose! Join!USA! Rugby.! If!you!have!registered!with!USAR!in!the!past,!but!have!not!created!an!account!with! USAR s!new!registration!system!you!will!need!to!choose! Request!a!Login!Account.! 12

13 2. Enter!the!personal!information!that!is!required!on!the!following!page:! 3. Select!the!Role!in!which!you!wish!to!participate.! a. You!can!only!apply!for!1!Player!and!Referee!Role! b. You!can!apply!for!multiple!Coach!and!Admin!Roles! 4. Select!the!correct!State!and!Club! 13

14 5. You!will!be!taken!to!the!Background!Screen!and!must!submit!your!Social!Security! Number.! a. The!Background!Screen!takes!approximately!5[10!Business!Days.! 6. Read!and!sign!the!waiver!on!the!next!page.! 7. Confirm!and!Checkout.! 14