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Player Fee Increase

If the fee increase passes, it will go into effect in MY2019.

We have not had a player fee increase since 2013 and with player counts decreasing for the better part of five years, we needed to plan to make other arrangements in order to keep the organization successful as we look towards the future to grow the program.

Volunteer Membership Program

Yes, the fee is only assessed once.

Yes, this is a yearly fee.

Yes, we are working with our vendor to see if this is possible.

No, it will be the same information.

We have negotiated a reduced fee for the organization.

We explored that idea, however, corporate sponsors are not a reliable source of revenue because of contract terms and sustainability.

We don’t run background checks on youth under age 18.

Education & Online Learning

Accreditation by an authorizing agency attests to and approves our programs as meeting a prescribed standard. Accreditation applies to our programs, the way that they are delivered, and who delivers them. Through accreditation, an outside, credentialed institution grants recognition that we maintain reputable standards. The National Council for Accreditation of Coaching Education (NCACE) Standards Accreditation – Accreditation and adherence to NCACE’s national standards provides AYSO with across the board recognition and validity from colleges, universities, high school athletic associations, national governing bodies of sport, youth sports organizations, and others for AYSO’s certification programs.

Finances & Funds

The Auditor Manual includes an Auditor Checklist, compete with step by step instructions.

region audit 072315

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.

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.

No, the Treasurer is responsible for assisting the RC with preparing the annual budget and providing reports on past expenditures and receipts, but is not solely responsible for its completion. The entire Regional Board should participate in the development of the annual budget.

A deferred account is an account that is recognizing revenue in a future period. These accounts are used for registrations and other revenue that is collected prior to July 1 each year for use in a season subsequent to that date, a fall season. This can be used for sponsorship for a fall team that is also collected prior to July 1.

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

 

Certain states consider all purchases to be taxable. If the vendor did not charge sales tax, a use tax may be owed. Email salestax@ayso.org to find out if purchases are considered taxable.

Yes it will, but it can be minimized by raising the price of item slightly to cover the tax that will be due. For example, Regions may choose to sell T-Shirts for $25 each instead of $20.

No. On receipts received from familiar merchants such as WalMart, the actual amount of sales tax due is added to the price of the merchandise resulting in a new grand total. For AYSO, the Finance Department will calculate sales tax due from sales of merchandise and concessions by simply multiplying the appropriate tax rate for the state times the amount of revenue received from the sale.

The Monthly Deposit Report Form (MDRF) is used to report the proper NAP code of all deposits made by Regions, etc. directly to their bank. This form should be used to record all deposits made and then submitted to the National Office at the end of the bank’s monthly statement period. The Treasurer should review the bank statement for the statement end date. All deposits should be made on the same day or by the next banking day after receiving the cash/checks. The MDRF should be submitted no later than the 10th day of the following month. The form can be mailed, faxed, or emailed directly to the National Office.

The MDRF has all of the known possible categories of revenue subject to sales tax as is required from all Regions, Areas, Sections for all bank accounts by the 5th of each month – unless NAP Online is used as required. The MDRF reports information needed to file accurate sales tax returns for the entire organization.

 

No, the AYSO National Office will file all sales tax and other required state tax forms and returns on behalf  of the Region as part of our normal support of your Region. Sales taxes apply to Section and Area accounts too. All Sections, Areas, and Regions need to submit their MDRF by the due date and verify that deposits and expenses are coded correctly, so that the National Office can file the tax returns on time.

Under no circumstances should Regions have any direct contact with sales tax agencies, state or local governments. Instead please email SalesTax@ayso.org for assistance.

As a single legal entity, AYSO operates as a single corporation with one tax identification number. Regions setting up their own separate sales tax reporting or communicating directly with a state or local government will cause confusion. As previously mentioned, the National Office will file all sales tax and other required state tax forms and returns.

The National Office will do the calculation, filing and payment for each state. Each Region will then be invoiced separately by the National Office for its portion of the total amount due and paid on its behalf.

Revenue recorded in the following NAP accounts will be taxable in several states; codes 4010 (Merchandise revenue), 4012 (T-shirts revenue), 4024 (Concessions revenue), 4027 (Concessions – Packaged).  The same is true for Expense codes that are noted in the memo section of each check.  The expense codes that are noted in the memo section of each check are entered into AYSO’s financial system which is used to create reports to calculate the fees due and file each state’s sales tax return.  The taxable expense codes are; 5105-5108 (Uniforms-NO TAX PAID), 5130 (Equipment) and 5135 (Equipment – NO TAX PAID).  It is critical that expenses are being coded to the proper code to insure accurate tax filings and fees.  To verify the taxable codes for your state, email salestax@ayso.

Yes!  Generally, non-taxable fundraising activities fall into the category of sales of intangible items, such as car washes or often times sales through a third party.  Revenue from non-taxable fundraisers should be coded to 4040 – Fundraising – Other which is a non-taxable account code.

Some states consider fundraising income to be taxable. Examples of taxable fundraisers are concessions and merchandise sales such as pins or t-shirts. There are also a number of states that consider player uniforms taxable because the player pays for the uniform either out right or within the registration fee. There are also a few states that consider all purchases to be taxable.

In general, this is true as the majority of our revenue comes from player registration fees that are almost universally considered exempt from sales tax. A number of Regions have other sources of revenue however such as fundraising activities. Fundraising activities include sales of merchandise such as T-shirts, and concession sales, which some states do consider to be taxable even though AYSO is considered a non-profit charitable organization. In addition, certain states consider a variety of purchases to be taxable, such as uniforms or equipment. In general uniforms are treated one of three ways, non-taxable, taxable upon the purchase of any kind of uniform or taxable for the sale of player uniforms. Equipment is treated either as taxable or non-taxable in certain states that we have an exemption specifically for consumable items (ie; purchases used to run the program).e comes from player registration fees that are almost universally considered exempt from sales tax. Many Regions have other sources of revenue however such as fundraising activities. Fundraising activities include sales of merchandise such as T-shirts, and concession sales, which some states do consider to be taxable even though AYSO is considered a non-profit charitable organization.

Grow Your AYSO!

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

Referee Resources

No, this is not the referee’s responsibility. It is the coach’s responsibility to see and provide the Region Safety Director and/or Regional Commissioner with a copy of the form.

It is the coach’s responsibility to be in possession of the Medical Release Forms at all practices and games. Referees are not required, nor recommended, to ask coaches to prove that they have players’ Medical Release Forms in their possession at games. Referees should not require coaches to produce the forms at matches as this would, in effect, put the referee in the position of assuming a responsibility that properly belongs with the coach.

USSF and AYSO have modified their recommendations related to the use of referee caps to enhance their support for the health and safety of referees. The detailed information along with some good tips can be found here

If a referee wears a cap, the following requirements apply:

  • The cap must not endanger the safety of the official or the players.
  • The cap should be solid black or predominately black color.
  • The cap may display the logo of AYSO (preferred), USSF, or FIFA, but should not display other logos, slogans, or commercial marks.

The AYSO National Rules and Regulations prohibit players from participating in practices or games while wearing a cast or splint (even with a doctor’s permission). However, there is no such prohibition for referees to officiate while wearing a brace, cast or splint even if they are youth referees. The likelihood of an injury to players occurring from contact with the referee’s brace, cast or splint is very remote. Some padding on a cast may add a measure of protection.

Tags: brace, cast, splint

Yes, it is more than OK.  Players are encouraged to become referees.  It can even help them to become better players!

The Player Referee Organization (PRO) is a program designed to help teenage players become a referee.  PRO referees are provided training, mentoring, and opportunities to challenge themselves.  Teenage referees gain a variety of benefits from being a referee, including self-confidence, assertiveness, problem-solving skills and increased communication abilities.  The training and time refereeing games can also earn them community service points, as AYSO is a non-profit, volunteer, community organization.

Report all incidents in which a coach or a spectator behaves in a way that makes a game something other than a safe, positive, enjoyable growth experience for the children to your Referee Coordinator or Referee Administrator.

There is no requirement to referee younger players before refereeing older players. You may request referee assignments at whatever age level you feel comfortable. Refereeing at the various age levels requires different skills and just because the players are young doesn’t necessarily mean the games are easier – they are different! Managing six or seven year-olds (and their parents) and managing 14 or 15 year-olds requires different skills. Your Region and Referee Administrator will help you find the right level.

Tags: age, level

There are the six certification levels for AYSO referees. Here is a brief description of the requirements for each. Contact your Regional Referee Administrator (RRA) for more details:

U-8 Official
(minimum age 10)
Complete the U-8 Official Course and pass the U-8 Official Exam.

Assistant Referee
(minimum age 12)
Complete the Assistant Referee Course and pass the Assistant Referee Exam.

Regional Referee
(minimum age 12)
Complete the Regional Referee Course and pass the Regional Referee Exam.

There is an online version and an in-person option for Regional Certification.

Intermediate Referee
(minimum age 14)
Complete 25 games as referee with at least five in U-12 games, complete the Intermediate Referee Course, pass the Intermediate Referee Exam and be (observed) mentored in a U-12 game.

Advanced Referee
(minimum age 16)
Complete 50 games as referee with at least 10 in U-14 and five as an assistant referee (in U-14), complete the Advanced Referee Course, pass the Advanced Referee Exam, pass one assessment as referee and one as assistant referee in a U-14 match, pass the AYSO Physical Fitness Test.

National Referee
(minimum age 18)
Complete 100 games as referee with at least 30 in U-16 and U-19 games and 25 as Assistant Referee with at least 10 in U-19, complete the National Referee Course, pass the National Referee Exam, pass two assessments as referee in U-16 or U-19 matches and one as assistant referee in a U-19 match, complete the AYSO Physical Fitness Test.

The online Regional Referee Training can help cut the classroom time by providing you the opportunity to complete the course at your own pace and in your own home.  All new referees then have to do is take the in-person Online Companion Course component in order to take the certification exam.  Many of those who have played the game and think they know the Laws of the Game are surprised to find out how much there is to learn when they actually start studying to become a referee. Attending a face to face training course with an experienced instructor is a valuable learning experience.

No, but some familiarity with soccer is certainly a plus. Coaches, parents, players and other volunteers have all proved to be excellent referees even if they have never played soccer. Youth referees are especially welcome!

Yes. There is no rule prohibiting a referee from refereeing their own child’s game.   This can be especially common at the younger age groups.  It can be a challenge to recruit referees, and regions vary greatly in their ability to cover officiating needs without using referees who are affiliated with the teams.  In some situations when there is a shortage of referees, having a parent officiate their own child’s game may be the only option.  Since no simple rule can cover all the scheduling complexities that regions across the country face, AYSO leaves referee scheduling policies to the regions and areas.

It is the practice of almost all AYSO Regions to provide a free uniform to the volunteers who become certified referees in their Region.  If not provided by your Region, referee uniforms are available from a variety of sources. We recommend supporting our National Sponsors like SCORE and The AYSO Store.  You will be provided a badge by your Region upon completing the relevant referee course.

 

Official  Referee Uniform

“New-style” yellow jersey (short or long sleeve); black shorts; black socks with two stripe middle; black shoes with black laces (may have white manufacturer’s logo). Both “Pro” style jerseys with a zipper and “Economy” style jerseys  with a ‘v’ neck are acceptable.  “Old-style” jerseys and socks are still acceptable , but are being phased out of use.

Alternate jerseys:

Green jersey with black stripes (long or short sleeve).

Red jersey with black stripes (long or short sleeve).

Blue jersey with black stripes (long or short sleeve).

Black jersey with white stripes (long or short sleeve).

 

There is no order of preference among the alternate jerseys. The other parts of the referee uniform (shorts, socks, shoes) do not change if the referee wears an alternate shirt.

You must first complete an AYSO volunteer application and be approved as an AYSO volunteer by your local AYSO Region. Once you are approved as a volunteer, the training to become an AYSO referee is provided to you for free. You should contact your AYSO Region’s Referee Administrator to get more information about the training schedule for referees in your Region.  See Volunteer Requirements for more information.

They are us: volunteers. Many referees start when their children are young and move up with them. Referee training is provided for all age groups and levels.

AYSO is a volunteer organization; we all do it for the kids. Each season we need as many referees as coaches if not more.  Refereeing is easier and less of a time commitment. AYSO is about playing Fun, Fair and Safe. Our referee training is what makes it possible. If there is no official to referee a game the kids don’t get to play.

A steward is someone entrusted with safeguarding, protecting, watching over. AYSO launched the concept of Stewards of the Game in order to make player safety the number one priority on game day. Coaches from each team and the referees are asked to work together as a team of stewards to focus on player safety including pre-game player equipment checks, field inspections, review of concussion protocols as well as checking in with each other at game stoppages.

Stewards of the Game are also asked to help maintain kids zone sideline behavior and to promote good sportsmanship.

RMS How-Tos & Step-By-Steps

Yes, more information can be found on our support site.

Yes, using our custom event tool. More information can be found on our support site.

Yes, the same guidelines and recommendations exist for Regions to issue whole or partial refunds for registration fees.

Can refunds be issued to the credit cards for credit card payments? Yes, if the Region has funds in escrow with Blue Sombrero that have not yet been distributed. If all the funds collected by Blue Sombrero have already been distributed, the Region will have to issue a check for the refund or wait until enough fees are collected by BSB to issue the refund.

RMS Information & Updates

Admins can gain access to their site whenever they like. They are not able to run test registrations, as AYSO requires a National Fee paid to create an order in Blue Sombrero.

Yes, more information can be found on our support site.

Yes, using our custom event tool. More information can be found on our support site.

It is on the development list to provide Regions with default Region wide volunteer positions (as opposed to division positions). In the meantime:

  • Add a New Registration Form/Program
  • Select MY 2017, Core, and name it “2017 Volunteer Program”
  • Edit the 2017 Volunteer Program – add a nice message about volunteering
  • Skip the required player questions/default to required questions
  • Skip Discounts & Fees
  • Add Volunteer roles; Display roles offered; save settings
  • Update Program Email for Volunteers.
  • Under Division Details, enter a $0 price, set the age range to a future birth date so no one can register as a player in the program.
  • Instruct volunteers to select “I am volunteering to be a team coach or official.”

This Blue Sombrero feature allows potential volunteers to tell the Region that they want to be “team coach for 8UB and assistant coach for 6UG” when they have multiple children and they are volunteering for team related positions like team coach, assistant coach, team parent/manager or Division Coordinator.

Because some programs may need to ask additional questions depending on the division, such as licensing, practice/game time availability, etc., the system presents the application process for each division.

We recognize the dramatic change, confusion and frustration this change causes and it is on our list for reconsideration. Region wide volunteer position registration for referees, board members and other non-team positions, is already on the development plan as well.

In the short term, for team volunteers, we recommend that they pick one position/division; complete the application, eSignature and background check if required; and save it.

Team volunteers can then request other volunteer positions by going back to the Account User Profile, select Volunteers and request other positions. They will still be presented with an application for each position, but the applications will be prepopulated with their answers and only require an eSignature. The system will not submit duplicate background checks.

There is not a notification generated from Blue Sombrero. The user is automatically removed from the team and any website security roles are removed from the user’s account.

The customary emails from Safe Haven will continue to be generated by the National Office staff members.

Admins can set up a request for donations to appear at the checkout screen. Admins can set four recommended donation amounts, and enable users to enter a custom donation amount. Note: IRS requires that donations requested for a specific purpose must be used for that purpose and cannot be diverted to other needs.

Yes, for the Region fees. Everyone is required to pay the AYSO Annual Membership Fee. Regions can create and distribute coupon codes which discount the fees owed to the Region. Admins are not able to discount AYSO National Fees in Blue Sombrero. More information is available on our support site.

The credit card processing fee is 3.4% across the board. Regions must collect the same fees from each parent, regardless of payment method. For Cash/Check payments this must include the AYSO National Membership Fee.

IMPORTANT NOTICE: Regions cannot discount cash/check payments because it is unlawful to pass the credit card fee on to the consumer.

The AYSO Membership Fee (formerly known as the National Player Fee) is a non-refundable and non-transferable member fee to participate in AYSO. Membership in AYSO is required for each Membership Year (8/1 – 7/31) before a member may participate in any AYSO program or event. This fee entitles the member to all benefits for that membership year, including:

  • Membership Player ID Card
  • Annual subscription to the PLAYSOCCER Magazine
  • Newsletters
  • Soccer Accident Insurance
  • Special offers and discounts
  • Access to the AYSO Player website channel (Coming Soon)

All fields required by AYSO National are locked down as required, and automatically appear as required fields in Blue Sombrero. All fields that aren’t required by AYSO National are automatically set to Not Required. These questions can be set to Required if the admin chooses to do so.

No, admin will need to manually enter player rankings into Blue Sombrero’s system.

No. Player information cannot be edited after a player is created. This is to ensure player information matches the player’s AYSO ID. If information needs to be edited because it has been entered incorrectly, the admin can email aysosupport@bluesombrero.com with the information that needs to be changed.

Yes. Every player in Blue Sombrero is created under a family account. That means users only need one login for all their players’ registrations, volunteer roles, team communication and mobile app access.

Regional Commissioners are able to merge family accounts when parents accidentally create duplicates. They are then able to archive duplicate players or volunteers. If an existing player or volunteer is created in Blue Sombrero, but that user is given a new AYSO ID, there is a mismatch between AYSO’s records and the data entered in Blue Sombrero. For example, this could happen if a player was entered with the first name Benjamin in AYSO and entered as Ben in Blue Sombrero. To connect the correct AYSO ID, just update the player or volunteer’s information to match what already exists in eAYSO.

Regional Commissioners, Assistant Regional Commissioners and Registrars have access to all admin pages. Treasurers are able to see all Report and Order-related admin pages. Child and Volunteer Protection Advocates and Coach Administrators are able to see all team-related admin pages. Division Coordinators are able to see all team-related admin pages for the specified division.

Parents will have the option to opt-in to receive text message alerts from the Region. A cell phone is needed for this feature. If you don’t have a cell phone, please enter your home phone number and opt-out from the text messages alerts.

No, but if a user stays too long on the eSignature or screen, Blue Sombrero will time out the session to protect the user’s account security.

Yes, and the page goes into the shopping cart.

Yes. If you’ve registered your player already, you can print the form under “My Account.” You will see a “View/Print Form” link and you can print from there.

Yes, they won’t be visible to anyone but the Admin. When creating a family account, users must enter their participants’ genders and dates of birth. Participants must be age and gender eligible for a program to see and register for it.

Yes. Region Commissioners are able to add information to this email on Step 5 of their registration form setup.

Blue Sombrero has extensive support documentation with screenshots and videos at support.bluesombrero.com. We highly recommend looking there first for any Blue Sombrero questions.

If you do need further assistance, Regional Commissioners will receive priority support by emailing adminhelp@bluesombrero.com or by calling 866-258-3303. Parents with questions may email support@bluesombrero.com.

Parents/ Volunteers can update their information at any time just like they do now.

Yes, Blue Sombrero has created a great team balancing and team building tool.

Blue Sombrero has an industry standard password reset tool. It will be easy, fast and simple.

Yes, but they’ll still require eSignatures.

No, Blue Sombrero will not offer the EasyESign process. All players must register online and be eSigned by their parents.

Yes, the same options as in eAYSO will be available.

Background check results and statuses will be processed by the National Office as they are today with two exceptions. First, background checks will be automatically submitted to the vendor once a Membership Year and the applicant will submit a SSN and consent for screening directly to the vendor during the registration process. AYSO and Blue Sombrero will not store the applicant’s SSN.

Secondly, volunteers will not be assignable to positions until their background check has been processed for the Membership Year. Background check results vary in the time it takes to be processed by the vendor depending on any number of factors including the county searched or commonality of the name.

No, returning players and volunteers will be assigned the same AYSO ID as long as their primary information (first, last name, DOB and phone #) matches.

Yes, a parent can invite any number of parents, guardians, grandparents or sitters to be linked to a player’s ID.

Blue Sombrero has a very robust reporting tool. There are many similar reports already formatted and every report can be modified and saved as a separate version (including separate data fields). There are ad hoc reporting options.

Team Sports HQ is Blue Sombrero’s free mobile app focused on players and parents. The app gives parents one convenient place to view their players’ schedules, find directions to fields, communicate with one another and share game photos. The app is available for Android and iOS.

Every team created in Blue Sombrero is automatically generated a Team Page. Coaches and volunteers associated with this team have full control to upload pictures, assign tasks, create team events and message team members on these pages. Parents can also access these pages to start discussions and upload photos of their own.

When the Region creates teams they will decide when the coach information and team pages will be available for the Region.

No, the player can register for more than one program in more than one Region. The player will only be required to pay the AYSO Membership Fee once for each Membership Year. Some programs may have additional fees.

Yes, Regions will be able to offer multi-player discounts, called “Family Discounts” in Blue Sombrero, as well as many other discounts.

Regions will also be able to set fees by Division and set up payment plans. Regions will no longer have to include the National Membership Fee in their Region fee calculations (unless collecting cash/check payments).

Bank statements, budgets and financial reports will be available on NAP Online. Blue Sombrero provides easily modified Orders reporting on player applications (Orders), payments made/collected and corresponding details for all funds transferred.

It generally takes time for credit card companies to transfer funds and for Blue Sombrero to reconcile all transactions. Unlike some credit card vendors, Blue Sombrero provides detailed transaction/player reporting.

The preferred method of payment in Blue Sombrero is credit cards, debit cards or pre-paid credit cards. Payments collected by Blue Sombrero are automatically routed to a Region’s bank via ACH transfer for all Region fees collected. Similarly, the AYSO Membership fee will be automatically routed to the National bank account, eliminating Player Fee Invoicing, Accounts Receivable and Top 5 Reporting.

In the long run, this will dramatically simplify Region fund management. Nonetheless, cash/check payments may be accepted, but require additional Region processing.

There will be a bi-weekly deposit to the Region’s bank account of all the fees that are collected and paid by credit card and a corresponding MDRF will be automatically logged into the Region’s NAP online account.

There will not be data transfer to Blue Sombrero. All the historical data will remain in eAYSO and all new information will be updated from Blue Sombrero through Application Program Interfaces (APIs).

  • Certifications: Certifications will continue to be associated with the volunteer record when the volunteer applies on Blue Sombrero.
  • Player Ratings: Player Ratings will not transfer from eAYSO to the new player record. Any player ratings stored in Blue Sombrero will stay associated with that player season to season and they can be used in automatic team assignment.
  • Player/Volunteer history: All player and volunteer information will continue to update in eAYSO.

Yes, cash and checks may be accepted by Regions, but are not recommended. When parents pay by either credit card, debit card or pre-paid credit cards, the fees flow through Blue Sombrero directly to Region, Area, Section and National Office bank accounts with complete transparency. Corresponding automated entries are made to NAP Online to record revenue and provide financial updates.

When a Region, Area or Section accepts cash or check payments, they will be required to pay the National Membership Fee to the National Office before the player can be assigned to teams. In order to better serve those Regions who need to accept larger volumes of cash/check payments for player registration fees, we have implemented the following “batch” process to enable the payment of the National Annual Membership fees for those players:

  • First, all parents must complete their Player’s Registration Form in BSB and eSign it so that a Player Registration form with all the required waivers is on file (per Bylaw 1.04, Policies & Protocols). Parents who do not want to pay be credit, debit or pre-paid credit card can leave the registration in their shopping cart without paying and print their form when they review it during the eSignature process. This registration becomes an Open Shopping Cart Order.
  • Regions can accept cash/check payment in person, but are still required to update the system with payments they have accepted. A new report, “AYSO Cash/Check File” is available under Reports >Billing Reports which reports players requiring payment of the National Membership Fee. Regions generate this report as an Excel spreadsheet and mark the players paid in the spreadsheet.
  • Regions email the Excel spreadsheet to feepayment@ayso.org and send a check for ($17.50 + a $1.00) for each player marked paid to the AYSO Lockbox address. There is an additional $1.00 per player fee for each player processed. Once Finance has confirmed payment, the player records will be updated as “paid” for the Membership Year and the Region will be notified.

The Region can then complete the registration order by opening each paid Open Order and indicating the Region fees paid by cash/check.
This process is very similar to the current procedures for paying National Fee Invoices from eAYSO and should help Regions bridge the gap to electronic payments.

Alternatively, Regions may apply for and use a Wells Fargo Commercial credit card to pay for the player’s National Membership fees. When a Region, Area or Section accepts cash or check payments, they will be required to use a Wells Fargo Commercial credit card to pay for the player’s National Membership fee. Payment of the National Membership fee “registers” a player to make the player eligible to be assigned to a team and print a player ID card.

The Wells Fargo Commercial credit card is available to the Regional Commissioner, Area Director, or Section Director.

If you are a Section Director, Area Director or Regional Commissioner and would like a Wells Fargo Commercial credit card for Region use, please contact CommercialCard@ayso.org to start the process. Note that no one else on the Regional Board can submit a request.

 

The login credential for Blue Sombrero will be a user select user ID and password. Email will not be a login user ID.

Membership in AYSO is required for each Membership Year (8/1 – 7/31) before a member may participate in any AYSO program or event.
Once issued or purchased, some of products or services cannot be refunded/returned. This is consistent with membership in other youth sports organizations.

The AYSO National Membership Fee ($17.50) will be added to the shopping cart when a parent applies for their child to play in a program for the first time ach Membership Year. The AYSO National Membership fee will only be charged once per Membership Year regardless of the number of programs or Regions the player participates in.

The AYSO Membership Fee (formerly known as the National Player Fee) is non-refundable and non-transferable member fee to participate in AYSO. Membership in AYSO is required for each Membership Year (8/1 – 7/31) before a member may participate in any AYSO program or event. This fee entitles the member to all benefits for that membership year, including:

  • Membership Player ID Card
  • Annual subscription to the PLAYSOCCER Magazine
  • Newsletters
  • Soccer Accident Insurance
  • Special offers and discounts
  • Access to the AYSO Player website channel

You can start registering players in Blue Sombrero for MY2017.

The plan is for eAYSO to slowly fade out of use. It will be available for looking up and reporting on historical data until it is no longer needed. eAYSO will not allow registration for MY2017.

Free Blue Sombrero websites are available for all Regions to hold Registration for Membership Year 2017. All parents and volunteers will have to create a new login on Blue Sombrero in order to enable the single-sign-on utility and to upgrade security credentials.

Rules & Regulations, Governing Documents

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.

Safety Policies, Forms, & Insurance

No. This would be considered an uncovered off-field activity. The AYSO policy would exclude liability and auto coverage for this type of event. Auto coverage would fall to the insurance policy of the driver of the vehicle. However, our Soccer Accident Insurance (SAI) policy would be available to registered players or volunteers.

No. AYSO’s General Liability policy specifically excludes bounce houses, amusement rides and various other non-soccer related activities. For a more detailed list of excluded items, contact the National Office at 800-872-2976.

No. AYSO’s General Liability specifically excludes the selling of fireworks.

AYSO covers a specific list of volunteers and employees who are cleared to rent vehicles when requested to conduct official AYSO business by the National Office. If you are not on that list then you would not have coverage and you would have to rely upon your own automobile insurance to provide coverage.

Currently the list includes those serving as National Board members, Special Directors, Section Directors and National Office staff who have passed a DMV check.

No, you will not have coverage and we recommend that you pick up any additional insurance the rental company offers.

No, you will not have coverage. AYSO recommends you purchase the insurance coverage offered by the rental company regardless of the vehicle chosen. AYSO also strongly recommends not renting 15-passenger vans as the risk of accident with these vans is significantly higher than a private passenger auto.

No, coverage would fall under your own automobile policy. However, in the event of an accident, all the registered players would be covered under our Soccer Accident Insurance (SAI) policy.

No, this would be considered an uncovered off-field activity. Coverage would only be provided through the Soccer Accident Insurance (SAI) policy. There is no coverage under the AYSO General Liability policy. For a more detailed list of excluded items, contact the National Office at 800-872-2976.

As the owner of the vehicle owner you must file the claim through your own insurance company to immediately rectify the damage or utility of the car. Wind, rain, and other natural occurrences are considered by insurance companies to be “Acts of God.” These types of occurrences are not “at fault” coverage’s where a company is negligent or legally liable.

Yes, you will be covered by AYSO’s policy on a primary basis, and you will not have to look to your own homeowner’s policy. A person will have coverage up to the point where it is determined that that person took part in inflicting physical or sexual abuse upon another person. All General Liability policies exclude intentional acts once proven by a court of law.

Yes! There would be coverage under AYSO’s current General Liability policy for that type of lawsuit.

AYSO and its insurance carrier insures against negligent activities related to its operations, not private incidents between two players or two volunteers.

There would be no coverage under AYSO’s General Liability policy for that type of lawsuit. Our policy specifically excludes participant versus participant lawsuits.

Because injuries arising out of playing the sport of soccer or other activities associated with soccer such as practices, games, pre- and post- game activities, related non-athletic activities are considered part of the sport and excluded from our General Liability coverage. AYSO and its insurance carrier insures for activities related to its operations, not private incidents between two players or volunteers.

There would be no coverage under AYSO’s General Liability policy for that type of lawsuit. Our policy specifically excludes player versus player lawsuits.

There is no coverage for AYSO’s volunteers under our General Liability policy for any intentional acts of harm.

Our policy provides primary coverage unless the incident occurs during a non-soccer related event. For instance, if a volunteer holds an end of season party at their house, our carrier will provide excess coverage over any underlying homeowner’s policy. This means that anyone suing you for an incident that may occur during the non-soccer related event would first look to your homeowners policy for coverage if one exists, and then to the AYSO liability policy, in that order.

A renewal certificate will not automatically be generated. Please be sure to renew your eCert every year.

Call the National Office at 800-872-2976.

Click here and use Step 3Contact Us. Or call the National Office at 800-872-2976.

Not directly. AYSO has placed the cost of producing certificates into the total per player premium.

Producing certificates of insurance is a necessary but costly business process. Using eCertsOnline helps minimize premium costs.

Agents are looking for two things. Firstly, that the AYSO ID is valid and exists in the AYSO membership database? And secondly, is the player or volunteer registered for the season in which the injury occurred?

If you have not been provided contact information by the coach, you can use AYSO’s website to find the RC’s and Safety Director’s contact information through Region Search or send a message to insuranceclaims@ayso.org asking for their contact information.

The signatures of the Regional Commissioner and Safety Director ensures they are aware of the injury and provides further verification that the player and/or volunteer is property registered.

AYSO is a National Organization divided into approximately 1,000 local communities we call regions. Every region has an identifying regions number. This will help identify you and your claim.

Contact your local Regional Commissioner or Registrar for your Region’s Number.

Log into the AYSO registration system of record and locate player and volunteer AYSO ID’s from the My Account Tab. 

Tag: AYSO ID

AYSO IDs are automatically generated by our registration system of record upon completion of a player registration form or a volunteer application form.

Tag: AYSO ID

The AYSO ID is a unique identifiable number which may be used to prove a player or volunteer’s identity. A player AYSO ID is received after completing the registration process and paying the registration fee to your local region. Volunteers receive AYSO ID after completing a formal National Office approved volunteer application form AND being approved by trained local volunteers and national AYSO staff.

To prevent the payment of claims to persons who should not be filing. This saves time and resources from going toward fraudulent claims. And it’s the right thing to do!

A claims processing agent must validate a player or volunteer is properly registered in the AYSO system of record before they can pay the claim.

Yes. SSNs and Visa Numbers are only used for claims processing and claimant identification. They are not published or given out. Computer systems, email and fax lines are secure and compliant with federal HIPAA regulations. Security is updated regularly in accordance with the Department of Insurance and the Department of Health and Human Service Regulations.

The AYSO SAI Claim form is an application for insurance benefits and our Third Party Administrator is allowed by the Department of Insurance to request this information in order to ensure accurate claims processing and for HIPAA verification. SAI Claims submitted without either of these numbers will not be processed.

The first medical expense must be incurred within 60 days of the covered accident/injury. Emergency Room visits must be done within 48 hours of the covered accident/injury.

You run the risk of having your claim denied. If you file the claim late and it is denied, you may be offered the ability to file an appeal.

Please click here here to download the SAI Claim Form with Instructions.

If there is no other insurance available to the participant, the claim will be processed on a primary basis. See the claim form instructions on how to submit a claim for primary coverage.

Yes, there is a $200 deductible. The AYSO policy would consider claims applied to the another policy’s deductible in accordance with all policy provisions after applying the $200 deductible to the first $200 of allowed expenses under the other policy. AYSO’s policy is a Full Excess, pays Usual & Customary and will not always reimburse in full as there are plan limitations. It is not a Flex Plan but evaluates all claims in accordance with policy provisions.

Usual & Customary means claims will be paid for medical fees and services that do not exceed those generally charged for similar Medical Care in your area.

Full Excess means you must submit your medical bills to any other applicable health care plan you have in force, prior to making a claim under this policy. If your medical coverage is under an HMO or similar plan, you must follow their rules for obtaining benefits; otherwise no benefits will be paid under this policy. Refer to the SAI brochure your were given during registration or on this website.

It is a Full Excess Policy and all claims will be paid on a Usual & Customary basis paying medical costs up to $50,000 maximum per claim to an insured person for accidental bodily injuries occurred as a direct result of participation in a covered activity.

A steward is someone entrusted with safeguarding, protecting, watching over. AYSO launched the concept of Stewards of the Game in order to make player safety the number one priority on game day. Coaches from each team and the referees are asked to work together as a team of stewards to focus on player safety including pre-game player equipment checks, field inspections, review of concussion protocols as well as checking in with each other at game stoppages.

Stewards of the Game are also asked to help maintain kids zone sideline behavior and to promote good sportsmanship.

It’s important that a basic first-aid kit is available to each AYSO team during all practices and games. First-aid kits can be provided to each coach for the season or can be made available at a standardized location at each soccer field during practices or games.

The contents of a first-aid kit can vary and can be purchased from a number of locations, but a basic first-aid kit should include the minimum recommended list of the following items:

  • Adhesive bandage strips – 10 each
  • Adhesive bandage – 3 large and 3 medium
  • Antiseptic wipes – 5 each
  • 2×2 gauze- 10 each
  • Elastic wrap – 2 each
  • Individual first-aid cream packets
  • Non-latex gloves – 2 pair
  • Mouth rescue breather – 1 each
  • Instant Cold pack

 

Application of elastic wrap or athlete tape should be limited to use by individuals trained in their application to avoid impairing circulation or causing further injury.

AYSO strongly recommends that first-aid training opportunities be made available to all Regional volunteers. Training should be conducted by certified professionals from local organizations such as a chapter of the American Red Cross, the Fire Department or hospital. Ideally, all coaches should receive basic first-aid training; however, it is not a requirement that all coaches be first-aid certified.

Safe Haven™
Safe Haven™ is a program designed to address a growing need for child and volunteer protection. There are four elements in the Safe Haven™ intervention cycle: Create Policies, Screen Volunteers, Train Volunteers, and Promote Education and Awareness. These are intended to stop child abuse and its agents before they get into the program.

The Volunteer Protection Act of 1997
This law grants immunity from certain types of prosecution for volunteers who meet its requirements. In order to receive full protection under the law, AYSO volunteers must: 1. be properly trained and certified; 2. be performing duties as laid out in a position description; 3. act within the scope of AYSO’s Policies, Procedures, and Guidelines.

AYSO Certification
AYSO’s goal is to provide training certification for all its volunteers. Certification offers the hope that every AYSO child will be treated with understanding, compassion, and respect.

Kids Zone™
The national media has focused on the negative, even violent, behavior of players, coaches and parents involved in youth sports. Kids Zone™ is a dynamic program targeted to eliminate negative sideline behavior. Kids Zone™ buttons and signs are distributed throughout the Region and parents are asked to sign the Kids Zone™ Pledge promising to behave within the guidelines of the program.

AYSO does not provide automotive liability or property coverage for transporting children to official games and team practices. Most states require primary automotive coverage be carried by the owner of the vehicle.

General Liability – provides coverage for the organization, its directors, officers, field owners, employees and volunteers for injuries or damages the organization had become legally obligated to pay, including applicable legal costs for defense.

General Liability Claims
To file a claim or seek liability coverage, contact the Risk Management/Insurance Department at the AYSO National Office, 1-800-872-2976, or email: insuranceclaims@ayso.org. Be prepared to provide supporting documentation and the completed AYSO Incident Report Form (see Incident Reporting Chapter).

Certificates of Insurance
Agreements for permission to use fields or facilities, whether or not a fee is charged, often require proof of insurance coverage or a Certificate of Insurance.

Click here for eCerts Made Simple! instructions.

Emergency Treatment Authorization Form – authorizes the treatment and/or care of players in cases of medical emergency.

Coaches must have a copy of the Player Registration Forms or acceptable Emergency Authorization forms with them at all times during practices and games in the event of medical emergency. It is the Safety Director’s responsibility to check with local hospitals and clinics to determine whether AYSO’s authorization is acceptable. If AYSO’s Authorization is not acceptable, obtain a copy of the necessary form and distribute it to all the Region coaches. Parents of each player must fill out and sign the appropriate form and return it to the coach for their keeping.

Soccer Accident Insurance (SAI) – serves as a secondary/excess medical and/or dental insurance should an accidental injury occur during specified AYSO activities and events.

Who is covered:

All AYSO members currently registered* (players, coaches, referees and other volunteers) are “Covered Persons” for accidental bodily injury while participating in the following covered activities:

-Team practice sessions, scheduled matches, tournaments, or other sponsored activities (meetings, banquets, fundraisers) provided they are under the direct supervision of an AYSO registered volunteer.

-Group travel, defined as (5) five or more people in one vehicle, directly to and from an AYSO sanctioned event such as practice sessions, matches, tournaments, or sponsored activities, provided that players are traveling as a team and a licensed adult driver operates the vehicle. Group travel which is interrupted for more than two hours, is excluded. (Please see Automotive Liability Chapter for further details)

What is covered?

-Medical/surgical treatment by a doctor or dentist.

-Services of a licensed or graduate nurse.

-Stays in a hospital.

-AYSO Nationally Sanctioned Events

Policy Limits

Soccer Accident Insurance (SAI) pays excess medical costs up to $50,000 maximum per accident to an insured person for accidental bodily injuries incurred as a direct result of participation in a covered activity subject to the policy terms, conditions and exclusions. Eligible expenses incurred within 1 year of the date of a covered accident (one within 1 year of the policy effective date) are eligible for benefits under this policy. Accident Medical and Dental Expense Benefits are only payable for:

-Usual and customary charges incurred after the deductible has been met;

-Those medically necessary covered expenses that the covered person receives;

-Claims when the first medical/dental expense is incurred within 90 days of the covered accident;

All claims must be filed within 90 days of the covered accident and each claim is subject to a $1000 Deductible.

Filing an SAI Claim

The Regional Safety Director is responsible for ensuring that any injured participant, or their parent/guardian, receives the SAI information and claim form from the AYSO website.

To file a claim, the claimant must:

  1. Obtain an AYSO Soccer Accident Insurance (SAI) form, here.
  2. The injured person (or their parent/guardian) must complete, sign and date Part A of the claim form and return the form to the Safety Director for signatures.
  3. The Regional Safety Director and Regional Commissioner must complete, sign and date Part B of the claim form. This section also requires proof of eligibility in the form of the claimant’s AYSO identification number on the printed player registration or volunteer application forms or ID cards.

It is the responsibility of the claimant to collect the fully completed form from the Regional Safety Director, make a copy for his/her own records and should submit the claim form to the address provided on the form within 90 days of the date of injury.

Claimant should consider sending the form Certified/Return Receipt through the US Postal Service.

If the player or player’s parents are covered by any other health care plan, bills must be submitted to the other plan first. After the primary plan has paid its share of the claim, any remaining balances will be eligible for consideration under the AYSO SAI Plan.

SAI claims may be submitted before receipt of the Explanation of Benefits (EOB) Form in order to comply with the 90 day filing period, but copies of the EOB and all itemized bills should be submitted as soon as the claimant receives them.

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.

Accreditation by an authorizing agency attests to and approves our programs as meeting a prescribed standard. Accreditation applies to our programs, the way that they are delivered, and who delivers them. Through accreditation, an outside, credentialed institution grants recognition that we maintain reputable standards. The National Council for Accreditation of Coaching Education (NCACE) Standards Accreditation – Accreditation and adherence to NCACE’s national standards provides AYSO with across the board recognition and validity from colleges, universities, high school athletic associations, national governing bodies of sport, youth sports organizations, and others for AYSO’s certification programs.

Registering and Screening All Volunteers

AYSO requires all volunteers to complete a volunteer application every year and agree to background investigations. References are checked for all brand new volunteers and every volunteer is asked to consent to criminal background checks in accordance with AYSO’s National Criminal Background Check Policy and any state or federal legislation.

Training and Certification

In order to ensure the fulfillment of AYSO’s vision and the protection of players and volunteers, every volunteer is required to take AYSO’s Safe Haven (child/volunteer protection) training and be properly trained for their jobs (job training). AYSO’s  certification program provides every volunteer with the highest level of training and features child-centric curriculum, age and developmentally appropriate activities and AYSO certified instructors.

Child and Volunteer Protection Guidelines

AYSO’s protection guidelines are designed to prevent opportunities for abuse to occur while minimizing opportunities for volunteers to be misunderstood or falsely accused. The guidelines hold coaches responsible for all players, for maintaining supervision protocols and maintaining appropriate adult/child boundaries.

Safety and Injury Prevention

All volunteers are asked to help promote safety and injury prevention by recognizing common emergency medical conditions, risks associated with environmental hazards, weather conditions, field conditions and equipment.

AYSO’s Safe Haven® program is designed to address the growing need for both Child and Volunteer Protection in youth sports. The components of the program help create a safe, fair, fun and family friendly environment – “safe haven” – for all participants.

The Coach's Clipboard

Yes, more information can be found on our support site.

Yes, using our custom event tool. More information can be found on our support site.

A steward is someone entrusted with safeguarding, protecting, watching over. AYSO launched the concept of Stewards of the Game in order to make player safety the number one priority on game day. Coaches from each team and the referees are asked to work together as a team of stewards to focus on player safety including pre-game player equipment checks, field inspections, review of concussion protocols as well as checking in with each other at game stoppages.

Stewards of the Game are also asked to help maintain kids zone sideline behavior and to promote good sportsmanship.

Yes. All head coaches and assistant coaches are required to have age appropriate training before working with their teams.

Beginning August 1, 2010, coaches and assistant coaches in the Under-6 (U-6) divisions in all AYSO Regions were required to have AYSO’s age-appropriate training when they take the field. Each year thereafter, the training requirement was been extended to the coaches and assistant coaches in the next age division until, by the 2015 membership year, every AYSO coach and assistant coach at every level should now be appropriately trained for the age division of the team that they coach.

No. Coaches with no training certifications are required to attend the appropriate level of training. Training is a benefit. It makes coaches – even long time coaches – better coaches. And better coaches make a more enjoyable experience for the players.

For coaches that have been working outside of AYSO who possess a USSF certification, AYSO has a Coach Reciprocity Agreement in which they can be cross certified over to an appropriate AYSO coach certification. These coaches must still complete a volunteer application and have Safe Haven and CDC Concussion training in place.

Yes. There are many options available to secure the needed training, including online courses, enabling even a last-minute volunteer to get the training that will make him/her more effective and will provide a better experience for the players and their families. All our members must know the importance AYSO assigns to properly trained coaches. For that occasional situation where the regular coach is unable to attend the game, another age-appropriately trained coach can serve as a substitute.

Contact your Section or Area Coaching Staff. They can help arrange for the instructors to provide the needed coach training courses at a place and time convenient for your Region’s volunteers.

To schedule age-appropriate coach training, you can contact one of the following:

• Your Region Coach Administrator

• Your Area Coach Administrator

• Your Section Coach Administrator

It’s a chance to spend quality time with your child and it’s fun. It’s a great break from work. It makes you feel good. It’s a great way to give back to the community.

The rewards come in the form of helping kids have fun at a game or practice, and contributing to their individual skills and teamwork. There is also a great sense of accomplishment when you reach the end of a season, look back and see how far the team has come.

Yes! AYSO provides training and materials. Being a coach involves skills you probably already have in addition to specific soccer knowledge. If you are uncertain, try being an assistant coach. Your Region’s Coach Administrator will be happy to try to match you up with somebody with a little more experience.

Coaches run one or two weekday practices (depending upon the age group that they are coaching) and a game at the weekend. Coaching in AYSO is all about teaching and encouraging kids, and having a lot of fun. Parents will help with the team’s organization tasks.

You must be 18 years old or older to be an AYSO coach. Though AYSO appreciates and encourages young people to participate in all aspects of soccer including coaching, an individual under 18 years of age may not be listed as the head coach or assistant coach on the official roster, due to liability issues. They can certainly assist in training and even make decisions regarding the team, but can’t ever be left alone with players and can’t be listed on the official roster.

You will need to sign up to coach during the online registration process when you register your kids to play. If you have a child that is already on a team that has a coach, just let the coach know that you are interested in coaching and would like to help. Most of our coaches will be delighted to utilize you and can help you get started.

No. Anyone over the age of 18 can volunteer to be a coach in AYSO. Generally speaking, most coaches are the parents of a child on the team; however, AYSO welcomes and encourages anyone who wants to volunteer to come out and coach!

AYSO makes a commitment to provide a safe place for children to play and compete. The coach has a responsibility to help make the environment safe, as well as fun. To ensure the safety of both children and volunteers, each volunteer is required to take a short in-person or online-training session called Safe Haven™. It focuses on safety and appropriate behavior with children as well as first aid and other on-field issues. Agreeing to a background check is also required for each volunteer.

AYSO offers coach training for every age group. The various levels are as follows and each one has its own course: Playground Soccer, U-6, U-8, U-10, U-12, Intermediate and Advanced.

AYSO’s 6-U, 8-U, 10-U and 12-U courses are all considered “stand-alone” courses, meaning that you may take any one of them without having taken any prior courses. The 12-U course then becomes the prerequisite for taking the Intermediate course, which is the prerequisite for taking the Advanced course. The U-6 and U-8 are available as stand alone online training components. The classroom portion of the 10-U, Intermediate and Advanced courses are also available online at AYSOU. 12-U will follow later in 2018.

 

Tag: AYSOU

A record of all coach training is stored in AYSO’s online database, Blue Sombrero . Every individual that is registered as an AYSO volunteer will have a profile, and with that, a record of all their training is attached to the individual’s file. Once in the database you may view your own records by going to My Account and looking at your transcript history. AYSOU will also provide a transcript history of any online training that you have taken on AYSOU.

There is no requirement to coach younger players before coaching older players. The only requirement is that you have the age-specific certification, meaning if you are coaching U-10-you’ve taken the U-10 coaching certification course.

True to one of AYSO’s founding philosophies, Everyone Plays™, every player must play at least 50% of every game. Additionally, it is strongly recommended that no player, play four (4) quarters before all players have played three (3) quarters. The only exception to this rule would be a serious injury that truly prevents the player from participating or if the players arrive to the game after it has begun, in which case the following National Rules and Regulations apply: …if the player arrives in the first quarter, the player must play a minimum of two (2) of the remaining three (3) quarters …if the player arrives during the second or third quarter, the player must play a minimum of one (1) quarter.

AYSO recommends that all children under the age of 12 play small-sided soccer (less than 11 players per team) for the following reasons:

Young soccer players need special consideration:
They are children playing a child’s game. They must be regarded as young children, not mini adults. They are essentially self-oriented and relate naturally to one or two others, not to large groups. Fun and activity factors must be a central part of a child-centered program.

Educators agree that early learning experiences are the most important and produce the most retention:
Most children cannot sustain prolonged activity. They function best in suitable starts and stops (rest periods). Concentration span is limited, so frequent changes of pace and activity are essential.

Children love to learn:
They learn a great deal more when the ratio of teacher (coach) to student (player) is reduced. With small numbers and the simple nature of soccer, the best teacher is the game itself. With fewer players on the field, each player gets more touches on the ball and has greater opportunity to change location in a fast-flowing, fluid game. Playing small-sided allows players to make simpler decisions and develop an earlier, better understanding of organization of play. Smaller fields mean more players are directly involved in play, creating increased levels of both concentration and interest. The reduced field size encourages more shots on goal by all players, therefore more goals scored.

Residual benefits:
Parents are introduced to the game in smaller, more understandable doses. Small-sided soccer is a great place to train new referees. The rest of the world is playing small-sided games to develop player skills and we are part of the soccer world.

All coaching courses that are registered with the National Office are entered into AYSOU.org. All registered volunteers are allowed access to AYSOU. Once in the AYSOU database, you will click on Live Courses and navigate to the age group training that you are looking for. You can also reach out to your local Region to see if there are any scheduled training classes in your area.

AYSO will provide each coach with some basic equipment every year: some cones, a soccer ball and some first aid supplies. Otherwise, coaches are expected to provide their own equipment. You can obtain equipment at the AYSO Store which carries everything you will need.

Accreditation by an authorizing agency attests to and approves our programs as meeting a prescribed standard. Accreditation applies to our programs, the way that they are delivered, and who delivers them. Through accreditation, an outside, credentialed institution grants recognition that we maintain reputable standards. The National Council for Accreditation of Coaching Education (NCACE) Standards Accreditation – Accreditation and adherence to NCACE’s national standards provides AYSO with across the board recognition and validity from colleges, universities, high school athletic associations, national governing bodies of sport, youth sports organizations, and others for AYSO’s certification programs.

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 opportunity 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.