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Job Descriptions
Players Working Group

Head Registrar

The Head Registrar shall be responsible for the planning and implementation of the annual registration of players, and coordinate such efforts with the Regional Commissioner, the Chief Division Director & Coach Administrator and the Referee Administrator.  The Head Registrar shall be responsible for the proper registration of each player and volunteer in the Region.  The Registration for Region 110 takes place primarily through eAYSO, an online application accessible directly or from the www.hillsboroughayso.org web site.

The Head Registrar organizes the Registration Day that is typically held in mid-April.  The Registration Day is designed to capture all relevant player and volunteer information including signed forms and checks for player registration.  The Head Registrar coordinates with the Treasurer to ensure proper record keeping of payments on the Registration Day.

The Registrar also checks the Post Office Box and distributes checks and bills to the Treasurer on a periodic basis once the checks that represent payments have been posted to the player's account.  Throughout the summer and into the last week before the season, some number of refund checks must also be processed.   The Registrar must keep a list of refunds and work with the Treasurer to ensure that these refunds are sent to the parents.

Assistant Registrar

The Assistant Registrar assists the Head Registrar with all general duties including communications with the parents, primarily by checking our email account for questions during the registration period and throughout the pre-season.  The Assistant Registrar shall also assist the Registrar as needed with posting payments into eAYSO or performing any other task that is needed.

Child and Volunteer Protection Advocate (CPVA)

The AYSO volunteer position of Child and Volunteer Protection Advocate is intended to oversee the child and volunteer protection program in the region in accordance with the AYSO Safe Haven program.  Specific duties and responsibilities include the following:

  • Support the AYSO National Safe Haven Program in both specifics and in spirit.
  • Support the Regional Commissioner in the promotion and implementation of the AYSO Safe Haven Program, including the three main elements of volunteer protection.
  • Be familiar with the Child Protection Act of 1993, the Volunteer Protection Act of 1997, the Good Samaritan Laws of the State of California, and that state's provisions for the reporting of child abuse and neglect.
  • Work with the Head Registrar to see that all volunteers complete, date, and sign the AYSO volunteer application form and its authorization to perform applicant screening, and be the screening liaison with the AYSO National Safe Haven Department.
  • Ensure all AYSO volunteers are duly registered in eAYSO.
  • Check references for all new coaches, referees, board members, team parents, and others who have direct supervision of players. Random reference checks for everyone else.
  • Be aware of AYSO's definitions of levels of risk; inform prospective volunteers that they are screened at a level appropriate to the level of risk, and maintain a copy of AYSO's screening policy.
  • Enforce AYSO protocols to protect privacy and privileged information.
  • Present to the Board of Directors a motion to accept the list of coaches, referees, and other volunteers each membership year at a Board meeting;
  • Ensure that the region keeps on hand the written position descriptions for each volunteer filling a regional position.
  • Serve as a resource and/or a facilitator to the region's members on the requirements for good faith reporting of abuse and molestation to law enforcement agencies and child welfare agencies.
  • Assist with the ongoing evaluation of volunteers.
  • Meet with the head coach of each team, either individually or in a group with the Chief Division Director & Coach Administrator, to review child protection and supervision responsibilities prior to each membership year.
  • Meet with the referees, either individually or in a group with the Referee Administrator, to review child protection and supervision responsibilities prior to each membership year.
  • See that the region's supervision ratio is enforced.
  • Promote the region's standards of behavior and conduct as laid out in the child and volunteer protection policies, procedures, and guidelines of the AYSO Safe Haven program.

Registration Day Coordinator

The Registration Day Coordinator shall be responsible for organizing and managing the registration events for our spring registration drive in coordination with the Head Registrar.

Safety Director

The Safety Director shall be responsible for administering the AYSO Soccer Accident Insurance (SAI) plan and liability insurance program for the Region.  The Safety Director shall also be responsible for obtaining liability insurance certificates for all facilities used by the Region.  The Safety Director shall make provisions for the posting of AYSO's SAI plan on the regional web site.  The Safety Director shall handle all reports of accidents and/or SAI claims for such programs.

The Safety Director shall also ensure the safety of all participants in the Region by ensuring that all field equipment, goalposts and fields are inspected periodically to ensure that they are in safe condition.  The Safety Director must also ensure that a reasonable number of first-aid kits are available at all playing sites, that all goalposts are properly anchored, that no goalposts have goal net hooks and that AYSO policies regarding blood borne diseases are disseminated to and observed by all participants.  The Safety Director shall also be responsible for advising Regional participants of approaching dangerous weather and other potentially unsafe conditions that may exist at the locations where games are played.

The Safety Director shall also disseminate and make available safety information to the Region's coaches, referees, participants and families from such sources as AYSO's 'Play It Safe' publication.

In case of an injury, the Safety Director will ensure each of the following:
  • Submit all pertinent information to the insurance company.
  • Make sure the injured player will not come back to play without a participation release form from the doctor.
  • Maintain supply of claim forms.
  • Provide information to parents regarding the proper way to file a claim form.