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FAQ – Volunteer Compliance & Assessment

Volunteer Compliance & Assessment

Division Coordinators should recruit coaches, assistant coaches, referees and team parents for the division for which they are responsible. They are also responsible for making sure that all volunteers within their division are Safe Haven™ certified. A Division Coordinator could be the point person for volunteers filling out the Volunteer Application Form within a particular division.

The Division Coordinator schedules all games and fields and will organize and schedule any make-up games if necessary.

Players are separated by age and skill levels to form BALANCED teams. The Division Coordinator will ensure each team has a coach, an assistant coach, a team representative and a sponsor (if applicable). The Division Coordinator will generate complete team rosters and distribute uniforms and sweatshirts.

A Division Coordinator – Arranges teams and schedules games to create the most opportunities to play for each player. AYSO players range in age from 4 to 19 and have varied levels of skill. Putting together balanced teams requires thoughtful planning.

The primary responsibilities of the Division Coordinator include:

  • Recruit coaches and ensure they are trained and certified for the appropriate age group.
  • Organize team balancing, team rosters.
  • Assist with game scheduling, score keeping.
  • Coordinate player evaluations, ratings.
  • Monitor coaches, teams for use of Safe Haven guidelines and Stewards of the Game.

Division Coordinator training requirements include:

  • Division Coordinator Job Training
  • AYSO’s Safe Haven
  • CDC’s Concussion Awareness Training
  • AYSO’s Annual Safe Haven Addendum

The Annual Audit is performed at the end of the fiscal year, which is June 30. The Auditor can arrange a convenient time with the Treasurer and/or Regional Commissioner. With NAP Online, an Auditor can conduct an audit at any time and oversee the financial transactions, records of the Region on a regular basis.

And audit is also recommended anytime there is an executive member (RC, AD, SD) or Treasurer change.

Have policies in place that will promote early registration and promotion.

Make sure every board member understands the registration policy and supports it.

Be proactive – in regions of 500 or less, have volunteers divide and call all players who have not registered and leave a quick and important message: “The last and final registration for AYSO soccer will be Saturday January 31, from 2 – 4 p.m. in the high school cafeteria.” This method takes some time and effort, but you will know you gave these players every oportunity to register.

Appoint an assistant who can shadow your duties and responsibilities.

Create a registration team and give them a chance to be in on the decision making process

Delegate tasks and see who performs well.

Thank – Thank – Thank your workers in every possible way. They will return.

 

Regional Commissioner

  • Are there any changes planned for next year?
  • What is the late registration policy?
  • What are the dates, times and locations for registration?

Treasurer

  • Set the registration fee? Will it change next year?
  • Are scholarships being offered?
  • Make arrangements for registration suplies and expenses

Regional Coach and Referee Administrators

  • How many coaches and assistants will be needed? Always pad the amount needed for each division.
  • Make sure they have fliers ready announcing training oportunities.

Child Volunteer Protection Advocate

  • Ask the CVPA to educate every worker at registration, so that they can intelligently answer questions.

AYSO is a single nonprofit organization and certain financial standards must be followed to maintain this status. Extra care is taken because the assets and the liabilities of each Region belong to the entire organization. The Auditor cannot be a board voting member or a person related to the Regional Commissioner, Treasurer, Area Director or Section Director. If the Auditor worked previously as Treasurer, he/she cannot audit his/her own work.

The Auditor performs an annual “check-up” of the Region’s financial activities and reviews the National Accounting Program (NAP) report periodically. The Auditor must report to Section Director or National Office on any large unusual transactions. Auditors are responsible for:

  • performing an annual review of a Region, Area or Section finances.
  • Review Profit and Loss Statement and Balance Sheet periodically.
  • Report “Red Flags” of possible financial mismanagement to the Section Director and the Finance Department.
  • Verify internal control procedures.
  • Review cancelled checks and bank deposits.
  • Review reconciliation of accounts.

Auditor Training includes:

  • AYSO’s Safe Haven
  • CDC’s Concussion Awareness Training
  • Auditor job training
  • Treasurer job training.

Objective:

Create a positive first impression for families and potential volunteers.

Quick Tips:

  • Make sure the entire regional board is involved.
  • Recruit workers from all sections of the region.
  • Recruit a diverse group of people that represent the community. Representation matters!
  • Ask “happy” people to work at registration.
  • Find a large space for your event.
  • Use a visual marker to identify registration workers from incoming parents and community members (AYSO hat, T-shirt, pin, bright/large name tags, etc.)
  • Create an open and fun environment.
  • Provide comfortable seating.
  • Serve refreshments to workers, parents and children.
  • Play AYSO videos.
  • Encourage every parent to volunteer for at least one position. Give them a brief summary of a few positions and how the position will help the season!

Don’t give up – continue to ask new people.

Always have a debriefing lunch or meeting after the last day of registration to discuss ways to improve. What worked? What didn’t?

Have a list of how many volunteers you need in each category and evaluate how you are doing at all times.

Use some sort of volunteer registration form – make it colorful and user friendly

A Registrar – The role of the Registrar is to organize and implement the annual registration of players and volunteers.

The primary responsibilities of the Registrar include:

  • Planning the annual registration of all players and volunteers with the CVPA and Treasurer.
  • Maintaining a waiting list for players who sign up after teams are balanced and filled.
  • Reconciling registrations forms with fees paid for each registration event.
  • Ensuring all players are registered.
  • Ensuring the National Player Fees are paid.

Registrar training requirements include:

  • Registrar Job Training
  • AYSO’s Safe Haven
  • CDC’s Concussion Awareness Training

The Treasurer or his/her trained representative, must employ a process, using at least two trained volunteers, that will reconcile the number of forms taken in and the amount of monies collected at each registration event. Cash and checks for any event must be deposited the same day collected or on the next banking day. National Player Registration Fees must be paid to the National Office within 30 days of invoice. Note: All players must be registered prior to the Region’s first scheduled practice day.

The primary role of the Treasurer is to safeguard the Region’s monies and assets. Treasurers play a vital role in protecting AYSO’s non-profit status.

Treasurers are responsible for acting within the scope of AYSO’s financial policies, procedures and guidelines. They are responsible for:

  • managing accounts receivable (revenue) and accounts payable (expenses).
  • providing timely financial reports to the Regional Board and the national Finance department.
  • coordinating the annual budget preparation.
  • overseeing player registration fee handling, payments.
  • abiding by good internal control procedures.
  • maintaining financial records for seven years.
  • coding deposits and expenses for accurate tax reporting.
  • submitting 1099 reports to Finance by January 10 each year.
  • Maintain a reserve of at least $5 per player but not more that $12 per players to ensure financial stability of the Region.

Treasurers are required to take:

  • AYSO’s Safe Haven
  • CDC’s Concussion Awareness training
  • Treasurer job training
  • NAP Online workshop

 

AYSO’s National Bylaw 1.04 (n) and Standard Regional Policies and Protocols require a minimum of seven board positions: Regional Commissioners, Regional Coach Administrator, Regional Referee Administrator, Treasurer, Registrar, Safety Director and Child and Volunteer Protection Advocate.

A Safety Director – The role of the Safety Director is to serve as the Region focal point for Safety Awareness and Insurance Information.

The primary responsibilities of the Safety Director include:

Implementing a Regional Safety Plan which includes:

-First aid kits.

-Field and equipment inspections.

-Injury prevention.

-Procedures for environmental hazards.

Acting as the focal point for Insurance Information and safety awareness.

Ensuring compliance with AYSO Emergency Treatment Authorization, Incident and Concussion Reporting.

Ensuring the availability of Soccer Accident Insurance brochures and claim forms.

Being familiar with the SAI claim process.

Safety Director training requirements include:

Safety Director Job Training

AYSO’s Safe Haven

CDC’s Concussion Awareness Training

A CVPA – Child and Volunteer Protection Advocate, is one of the 7 required Regional Board positions as specified in the National Bylaws and Standard Regional Policies and Protocols. The CVPA serves as the Safe Haven program representative in the local Region, Area or Section.

The primary responsibilities of the CVPA include:

  • Screening Volunteers at the local level.
  • Working with the Regional Board to ensure all approved volunteers are registered and assigned to their specific positions.
  • Working with the Regional Coach Administrator, Regional Referee Administrator and Regional Commissioner to ensure that all coaches, referees and volunteers are properly trained and certified and that they receive an annual Safe Haven protocol review.
  • Serving as a contact for child abuse, child protection concerns.
  • Working with the Regional Commissioner to ensure mandated reporting of suspected child abuse.

The CVPA is training requirements include:

  • CVPA Job Training
  • AYSO’s Safe Haven
  • CDC’s Concussion Awareness Training
  • AYSO’s Annual Safe Haven Addendum

The Volunteer Protection Act of 1997 was passed by Congress to promote volunteerism. It provides protection from certain liabilities for those volunteers who meet its requirements including when an authorized volunteer acts within the scope of their position responsibilities and in accordance with their training.

For the protection of both players and volunteers, AYSO requires all volunteers to:

  • Complete and eSign a volunteer application each and every year.
  • Be authorized to perform their job by an AYSO Region, Area, Section, National Board or other AYSO authority.
  • Act with the scope of their job descriptions, AYSO’s policies, procedures and guidelines.
  • Complete AYSO’s Safe Haven (child, volunteer protection) training, and
  • Be properly trained for their job (job training).

These requirements help ensure that volunteers receive all the protection they are entitled to under the Volunteer Protection Act and any Good Samaritan laws while providing for the protection of players and complying with municipal, state and federal legislation.