A. With Ex. Comm., set registration dates (2 Saturdays) and confirm fee schedule

        Usually:

            On-site registration: 3rd and 4th Saturdays of April

            Player evaluations: Monday-Friday following 2nd registration day

            Team formation meetings: One week after final evaluation day.

B. Advance Promotion

        Announcements to local papers:

            Chronicle Outdoor Calendar

            Chronicle SW Section

            WU Examiner

            SW News

C. Print and distribute self-mailer to players

        Current players - bundle to each coach

        Players not playing spring - get addresses from registrar & mail out

        Copy to website

D. Print informational postcards (coaches to leave at schools, etc.)

E. Order blank player evaluation tags

A. With Ex. Comm., set registration dates (2 Saturdays) and confirm fee schedule

        Usually: On-site registration: 3rd and 4th Saturdays of January

II. Preparation for Registration:

II. Preparation for Registration:

A. Email reminder to coaches to forward to player lists:

        Two weeks prior to first registration date

        Monday prior to first registration date

        Thursday prior to first registration date

        Monday prior to second registration date

        Thursday prior to second registration date

B. Print forms and handouts (one week prior to first registration date)

        Club registration form (replaces old STYSA form). 3-part carbonless white/yellow/pink

        Player preference form (U11+) -- unless phased out

        Player preference form (U10-) -- unless phased out

        Parent survey

C. Be sure player evaluation schedule and format is planned out and printed

D. Recruit registration-day volunteers (by email to coaches)

        Two 1.5-hour time slots (4 table-staffers per session)

        First week you can get by with 3 per session

        Also, club officials who are free to roam

        Get email address of all volunteers so you can contact them to help with evaluation

E. Get supplies, make desk reference book, make samples of filled-out forms

F. Type up procedures for volunteers

A. Email reminder to coaches to forward to player lists:

        Two weeks prior to first registration date

        Monday prior to first registration date

        Thursday prior to first registration date

        Monday prior to second registration date

        Thursday prior to second registration date

B. Print forms and handouts (one week prior to first registration date)

        No form required for returning player returning to same team

        Club registration form (replaces old STYSA form). 3-part carbonless white/yellow/pink

        HYSA transfer form (any player who played for any other USYSA team in the fall, even BSC)

C. Recruit registration-day volunteers (by email to coaches)

        Two 1.5-hour time slots (3 table-staffers per session)

        First week you can get by with 2 per session

        Also, club officials who are free to roam

        Get email address of all volunteers so you can contact them to help with evaluation dates

D. Make file folder for each team.

        Staple a roster of team on inside left of folder

        Staple an envelope into inside right of folder

E. Make a folder for “Boys-New” & “Girls-New” for new players, not yet recruited by a team

F. Get supplies, make desk reference book, make samples of filled-out forms

G. Type up procedures for volunteers

        Returning players - place check in envelope in team’s folder, check off on roster in folder

        New players for a certain team - write in on copy of team roster in folder, place check in envelope

        New players - unaffiliated. Put forms into “New” folder. (verify birthdate)

        Transfers - be sure to follow STYSA/HYSA procedures

III. Results of Registration:

III. Results of Registration:

A. Log information into Excel. Sort by age group (page break) and then by name

B. Put completed forms into age-group file folders

C. Keep checks with forms (paper clip). Cross-ref. if one check pays for two separated forms

D. Email results of week one

E. Repeat for week two

F. Assign each player an evaluation number (e.g. 12B-01, 12B-02)

A. Log information into Excel. Abbreviated format for spring:

        Sort by age group (page break) and then by team (page break) and then by name

B. Keep checks and completed forms in team file folders. Note: some teams may be merging for spring.

C. Email results of week one

D. Repeat for week two

IV. Player Evaluations

IV. Player Evaluations - None. Go straight to team formation

A. Recruit two volunteers per session

B. Print lists and put into 2 separate books (Boys/Girls)

C. Bring 2 tables, number tags and pins

D. Bring extra forms for late registrants

        Club registration form (replaces old STYSA form). 3-part carbonless white/yellow/pink

        Player preference forms -- unless phased out

E. Check in registered players: check off on report, make a number and have them pin it on

F. Check in unregistered players - collect forms, money, make number.

        Be sure to put evaluation number on registration form so it gets into Excel report

G. Update spreadsheet to indicate which players showed up and to add new registered players

V. Team Formation:

V. Team Formation:

A. Provide information to team formation group as needed

A. Provide information to team formation group as needed