MCYSA - INFORMATION FOR CLUB REGISTRARS

  
July 20, 2006

TO CLUBS, LEAGUE CONTACTS and REGISTRARS:


Hi and welcome to the MCYSA (League #12) Fall 2006 season.

This instruction sheet will attempt to cover the league's policies and procedures with respect to carding players and to answer many of the more common questions which come up during the course of the season.

1. Each club is required to have one person who will be responsible for reviewing the packets and all other paperwork before they are submitted to their DC. Each club must also have an alternate who will be responsible if the primary contact is not available. The DCs will advise that person when the paperwork is completed and ready for pickup or that there are mistakes that must be corrected. DCs will not deal with coaches, parents or any other person, whether by email, phone, snail mail, carrier pigeon, etc. DCs do not care who physically delivers and picks up the packets but the only person he/she will deal with is the designated club representative or the alternate. No team will be carded and no paperwork processed until the DC and the league registrar are advised who those persons are.

2. As a general rule, if a DC receives a packet or ad/drop, etc., by Thursday of any given week, you should have the paperwork back for Sunday. It is strongly suggested that you send your DC an email advising that paperwork is coming.

3. However, it will not be possible to card teams for September 10th, the start of the season, if your DC receives the packet any later than August 31st. Therefore, it is in everyone's interest to get them to him/her as soon as possible. DCs operate on a strict 1st come, 1st served basis. If you have teams that need to be carded for preseason tournaments, you need to get the paperwork to your DC ASAP. Do not think for one minute that you will be carded for a Labor Day tournament if you submit the paperwork on August 31st.

4. Do not wait because a player is on vacation. Card the team early and ad that player later.

5. DCs do not have and will never have extra coach or player passes. DCs usually have ad drop forms.

6. Please place all paperwork in an envelope wherever your DC has instructed you to place it. If it's raining, put it in a waterproof bag. DCs will email you or call you when the paperwork can be picked up. There is never a reason for you to call your DC unless specifically instructed to do so. Never ring the doorbell to let him/her know you have dropped something off or for any other reason unless instructed to do so. DCs check for paperwork and for emails many times a day.

7. DCs will not correct any mistakes for your coaches. They will generally email you to tell you to come pick up the packet so the team can correct the mistake. That is why it is to everyone's advantage for you to check your club's paperwork in detail before it is dropped off. Please do not waste either your time or the DCs time.

8. Directions to DCs' houses - get the address from the league web page and use a search engine for directions. It is the height of laziness for you to call your DC for directions.

9. Never, ever use staples.

10. All submitted paperwork must be sorted by type. Some DCs require all the player passes in one group; all the medical release forms in one group; all the membership forms in one group; etc. Others prefer all of each player's paperwork to be in separate groups. Check with your DC on his/her preference. However, no matter which way your DC prefers, each set of papers must be in the same order that the players are listed in on the team roster. There are no exceptions to this. The birthday on the birth certificate must be highlighted with a highlighter. Medical release forms must be notarized. You must use a coach's membership form for a coach. You must also submit a copy of the coach's license which the DC will keep. Packets and paperwork not properly submitted, even if there are no other errors, will not be processed.

11. There can be absolutely no overwrites, cross outs or whiteouts on player passes. This is not negotiable. It is the state rule. Begging, groveling and pleading that "you really don't notice it" will only waste everyone's time. Player passes must be signed by the player. An eight year old can sign his/her name and your DC will expect you to make sure that they use their best efforts to sign, not print, their first and last names. The player must be listed by the name on his/her birth certificate and the name on both the player pass and the team roster, as well as the signature, must exactly match that name. Nicknames cannot be used. Rebellious teenagers who insist on using their initials will simply not be carded.

12. Believe it or not, some people do not paste the photo where it says "Attach photo here." Please do not embarrass yourselves. You cannot use Polaroids, computer pictures, or photos from old player passes.

13. Every team must have a unique name. This is a state and MCYSA requirement. Examples of invalid names are "North Hatfield 86/87" or " North Hatfield U09." Age cannot be part of the team name. Teams must have 'real' names that uniquely identify them. Examples of valid names are "North Hatfield Cougars" or "North Hatfield Wild Tigers." If your club has a policy that all teams must be called "Cougars" that is fine but then each team must have an additional real name after "Cougars." Examples would be "North Hatfield Cougars Stars" or "North Hatfield Cougars Pumas."

14. The State has eliminated stranded players. All transferred players will sit three league games unless the transfer is within the same club. This does not apply to players on small-sided teams. U10 and below can transfer to a new club without sitting.

15. The State has approved a 22 player roster for all U17-19 teams.

16. Have all your coaches read the MCYSA league handbook located at http://www.mcysa.org/HandBook/HB.htm  and the State handbook located at http://www.njyouthsoccer.com/regforms/CoachesHandbook.PDF . If you forward this email to them, they will have an easy reference point. Almost all questions your coaches may ask you or you may ask your DC can be answered by reading the above documents. Do not expect your DC to act as the font of all knowledge for your club. Take the initiative and look up the answer before you email your DC. If you can't locate the answer in either of the handbooks, your DC will be happy to help you.

17. The only person authorized to sign a secondary player form as the "secondary league official" is Art Vespignani, the league registrar. Drop off the paperwork to Art, in his milkbox, not mailbox, after everyone else has signed off and, when he has signed it, bring it to your DC for the final stamping and signature. Secondary players are not permitted on small-sided teams.

18. Only the DC who originally carded the team can ad or drop players on that team. Do not ask another DC to do you a favor. If the DC who has carded your club will be away on vacation or otherwise unavailable for an extended period, he/she will have let the league registrar know. Email the league registrar who will advise you whom to bring the paperwork to.

19. You must use separate forms for ads and drops. You cannot drop a player from one team and ad that player to a different team even if the transfer is within the same club. The reason is that each team involved needs its own pink roster form for its records, especially for tournaments.

20. All U11 teams must maintain a majority of U11 players. That means one more U11 than the number of players U10 or under. Obviously, all other full-sided teams must have a majority of full-sided players.

21. U7 children may not play travel team soccer.

22. A full-sided team needs 11 primary players to be carded. A small-sided team needs 8 primary players to be carded.


Good luck. Let's enjoy the season.


Art Vespignani
MCYSA Registrar