Register ASA A Guide to Registering Travel Teams RETURNING TEAM 2014 Version Southern California ASA Revised 12/10/2013 1
New for 2014 Photo ID s are no longer required. Travel Teams have the option of ordering Photo Cards or Non- Photo Cards. o o Non-Photo Registration including full insurance coverage is $13.00 per player or coach. Coaches have an additional $7.00 for background checks. Photo Registration including full insurance coverage is $20.00 per player or coach. Coaches have an additional $7.00 for background checks. Background Check consents can now be done electronically. o When adding members, if you select the Welcome Email option, each coach will receive an email with instructions on how to access their profile and can consent electronically. The team will not be approved until each coach completes this process. See Coach Instructions for Electronic Consent posted to Website. Footer Text 12/10/2013 2
Step 1: Accessing your Account Enter username & password Click Submit when done. In order to access your 2013 team information, you must use the same username and password as was used last year. Footer Text 12/10/2013 3
Step 2: Verify your Profile Click on PROFILE Verify all information in profile is correct. Click the verify button at the bottom and then hit save. Footer Text 12/10/2013 4
Step 3: Finding Last Year s Team Click on the SHOW REGISTRATION STATUS FOR SEASON. Select: 2013 Year Then select LOAD GRID Footer Text 12/10/2013 5
Step 3: Finding Last Year s Team Scroll down to the bottom of your Home Plate page and you will see your team from last year listed. Click on your team. Footer Text 12/10/2013 6
Step 3: Finding Last Year s Team Click the ADD TEAM TO NEW SEASON. A notification box will appear confirming you want to move this team to the 2014 season. Select ADD TEAM TO SEASON Footer Text 12/10/2013 7
Step 4: Updating Your Team Info Use this screen to update your team information for 2014. Make sure to change the age division if you are moving up. Select either the Non-Photo or Photo Option for Registration. SAVE when you are done. Footer Text 12/10/2013 8
Step 5: Updating Team Members All team members from 2013 are now in pending status on your 2014 team. If using Electronic Consent for coaches you must click on each one of their names and make sure to send the Welcome Email. If you need to remove any members, click the box next to their name and hit the blue REMOVE button. Add new members as necessary. Footer Text 12/10/2013 9
Step 6: Adding Members You can add members to your team by entering their information in this screen. If you have the person s Member ID and DOB, you can use the first option. If you do not have their Member ID and DOB, or if they are a new person, use option 2. If the member appears in the grid below, you may select the existing individual by clicking the SELECT button. If there are multiple users, you can narrow the search by filling out the fields along the top. If the member does not appear below, click the ADD NEW button. Note: If the member does not show up and the member was registered in 2013, the data you entered is not matching the data entered last year. Footer Text 12/10/2013 10
Step 6: Adding Members Cont. Enter all information for the new member you are adding. WELCOME EMAIL DROP DOWN: If using the PAPER Consents Select No Welcome Email If using the ELECTRONIC Consents Select Welcome Email Footer Text 12/10/2013 11
Step 6: Adding Members Cont. To add a photo, select the BROWSE link. Then, select BROWSE again. Once you select your picture, hit NEXT Grab the corners of the box and scale down to select only the member you want. Select FINISH Footer Text 12/10/2013 12
Step 6: Adding Members Cont. Once all the information for this member has been added, including a photo, you may select ADD TO TEAM or ADD TO TEAM AND ADD NEW MEMBER. Footer Text 12/10/2013 13
Step 7: Creating an Invoice Before submitting your invoice, review the ISSUES link to be sure that all of your issues have been resolved. Note: Birth Certificates: Issues concerning birth certificates can only be resolved by sending in the birth certificates with the invoice. Background Checks: Issues concerning background checks can be met through electronic consent via the Welcome Email. YOU MUST CLICK INTO EACH COACH TO REQUEST THE WELCOME EMAIL. (or if using paper consents, they must be mailed in with the invoice.) Once all of your team members have been added, you are ready to create an invoice. Click the GENERATE INVOICE PREVIEW button. Footer Text 12/10/2013 14
Step 7: Creating an Invoice The system will generate a preview of the invoice. Review the invoice to make sure it is correct. If the invoice is correct, click CREATE INVOICE. If the invoice is not correct, click back to the TEAM MEMBERS tab to make any necessary changes. Footer Text 12/10/2013 15
Step 7: Creating an Invoice Select STANDARD roster. You can switch to a Championship Roster prior to Championship play. Select a shipping method. Do NOT enter any special shipping instructions. Select SUBMIT Footer Text 12/10/2013 16
Step 7: Creating an Invoice Cont. If you selected Paper Consents (No Welcome Email) Each coach on the invoice will indicate that a Consent Form is required. These paper forms must be mailed in with invoice. If you selected Electronic Consents (Welcome Email) Each coach on the invoice will receive a Welcome Email after payment has been received by our office. Once they receive the Welcome Email, they will need to follow the instructions in the email to login and consent electronically to the background check. It is the responsibility of the team admin to monitor that all coaches have completed this process. Footer Text 12/10/2013 17
Step 7: Creating an Invoice Cont. Mail invoice with payment to this address. Verify that the correct number of players and coaches were added to the invoice. Players will be listed on 1 line item. Adults will be listed on two line items once for registration and once for background check. Be sure ALL adults have two line items. This will be your total amount due. When mailing several invoices together for approval, you must pay the TOTAL AMOUNT DUE for each invoice including shipping costs. Registration cards are shipped from the national office by invoice and each invoice incurs its own shipping costs. Footer Text 12/10/2013 18
Step 8: Sending in Paperwork When sending in your paperwork, please put it together in the following order from top to bottom: 1. Check 2. Invoice 3. Birth Certificates (In order) For all players who have not previously had a copy of the birth certificate verified, a copy must be sent in with this invoice in order for the player to be approved. This will be indicated on the invoice. 4. Background Check Release Forms (In order) ONLY IF USING PAPER CONSENTS For each coach, regardless of whether or not they have coached before, a copy of the background check release must be sent in with this invoice in order for the coach to be approved. ONLY IF USING ELECTRONIC CONSENT If you selected Electronic Consents (Welcome Email), Each coach on the invoice will receive a Welcome Email after payment has been received by our office. Once they receive the Welcome Email, they will need to follow the instructions in the email to login and consent electronically to the background check. Southern California ASA 12/10/2013 19
ACE Certification All ACE Certification is done individually by the coach via Credit Card from their Home Plate page. You must provide each coach wishing to ACE Certify with their ASA Member ID Number from your Manage Team Screen Coaches should use the ACE Upgrade Instructions to access the ACE training material and tests. Coaches must pass their background check and be in APPROVED status before they can access the ACE material. Southern California ASA 12/10/2013 20
Insurance Certificates The option to request insurance certificates will become available once at least one member of your team has been approved for and paid. Click INSURANCE CERTIFICATES Southern California ASA 12/10/2013 21
Insurance Certificates Team Insurance Certificate Team Insurance Certificates name the Team as insured. Additionally Insured Certificates Additionally Insured Certificates name a field owner as insured on behalf of the team. Click PRINT TEAM INS CERT. Click ADD NEW Request #1: Type in the name of the field owner and the full address. Request #2: Additionally Insured Certificates can be printed only after approval by ASA. You will need to check back at a later time to print the certificates. These will be approved on a daily basis. Southern California ASA 12/10/2013 22
Thank you for registering with Southern California ASA. If you have any questions about the registration process, please contact: Mike Schuck mikeschuck@ymail.com Footer Text 12/10/2013 23