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Procedures for how to assign COACHES and ASST COACHES to rosters in the system:
 

Once AGCs have received confirmation from league administrators that empty teams for upcoming season are in place, AGCs can populate rosters in the system.
 
Make sure you know the correct team names and colors for a given season, as these can change from time to time (especially for In-Town and Minisoccer programs). 
 
Make sure you use the teams for the correct division and current season.  (You will see Fall In-Town, Minisoccer, CYSL, Spring InTown, Coastal, DFC, etc.  Make sure you select the correct season/teams.)
 

There are multiple reasons for AGCs to exercise care and precision in assigning the correct individuals as Coaches and Asst Coaches in the DYSA system:

1.) For player safety reasons, Coaches are required to be CORId.  The Registrar relies on AGCs to correctly complete coach assignments in the system to support compliance with state CORI requirements.  As a predecessor to this, ALL Coaches must be registered with Mass Youth (which depends on their correct setup in our DYSA system) in order for DYSA to track CORI compliance.  At any point in assigning Coaches to teams, if you as an AGC are unable to find in the DYSA system any individual you plan to assign as a coach, you (AGC) must contact the DYSA Registrar at before proceeding.  The Registrar will help resolve the situation.

2.) Coaches are able to see rosters, access player data, and email their teams from within the DYSA system only if they are assigned to their team in the system.  They otherwise have no access to Coach features in the system.

3.) Coach names must be printed on rosters used in most competitions, and that is sourced directly onto printed rosters directly from the Coaching assignments made by AGCs.  Fall InTown and Minisoccer typically do not need printed rosters at game time, but all other teams in all age groups do.

4.) DYSA administrators must on occasion communicate directly with all Coaches and Assistant coaches.  DYSA relies on the careful assignment of coaches in the system to direct these communications.  If incorrect individuals are assigned in the system, the effectiveness of DYSA's communications will be diminished.

 
IMPORTANT --  Instructions for doing rosters for AGCs -- the screen fields/options have recently changed (this section is current as of Fall 2014):
 
After you log in with your own email address and your own password:
 
At top of screen - click orange "Admin"
Black banner with icons will appear
Under Teams icon - select "Assign rosters"
 
You will be on the screen where you tell the system which pool of registrations you want to assign to teams.


The screen title is: Select Team & Participants

 
The key point is that you only want to select coaches who are not yet assigned to one of your teams (they could already be assigned to a DFC team in this same season, keep that in mind).
 
Best way to do that --
 
Select a Team - choose the first team to which you want to assign COACHES (Choose from the correct season/division -- such as In-Town U10-U14, or Minisoccer U6-U8 teams)

Select Participants - choose Currently Unassigned to Selected Teams (you will identify the "selected teams" on next screen)

Member Type - choose Parents Only

Registered In - choose the Registration program in which your volunteers (coaches) are registered - (this should be straightforward, but please contact the Registrar if you are uncertain about which is the correct program.) (NOTE: You may need to leave this blank if after following all instructions you do not see your coach name in the resulting list in later steps.  This is because not all volunteers that you will eventually use as coaches sign up in this program in advance. Leaving this blank removes the restriction and will show all members, not just those registered in this program.)

Assign jersey numbers from previous team - make sure this box is NOT checked

(Any other fields not explicitly mentioned can be left blank or left as set by system when screen loaded)
 
>> Press Submit button.

 
On the next screen - "Select Teams":
 
For the next step, scroll to bottom of screen - use the "Check/uncheck All above" to uncheck/deselect all teams in all divisions/age groups)

Then, manually select (check) just the teams in your age group (i.e., the division for which you are responsible for creating teams)
(So, as an example -- the AGC for Fall InTown BU12 would leave only the teams in InTown BU12 checked, but no others)

This will make the system examine ONLY the teams in your age group for previous assignments of coaches; any coach already assigned to the checked teams will not show up in the candidate pool on the next screen)  (This is how you will still be able to see/select coaches already assigned on a DFC roster and still be able to assign them (also) to your division's/program's rosters)

>> Press Submit button.


 
Next screen is Registration Criteria. 
No action required here. 

>> Press Submit.


 
Next screen is titled Assign Teams. 

This is the screen where you click on candidate names to place them onto the selected team roster.  Click names to place them onto the team roster.  Along the left side of the screen, you can see the roster grow as you click on candidates.

 
***** Note that you may need to recruit more coaches than there are signed up to Coach.  For various reasons, such as a spouse registering the family, the individual who you know you want to coach may not have a registration record and therefore may not be listed on this screen. *****
 
>>>  If you do not see in the list the name of an the individual you want to assign as Coach or Asst Coach in the candidate pool on this screen, please send an email to the before you proceed any further.  She will help to resolve this so that the correct individuals are assigned in the system as coaches.
 

[Some parts of the following section are repeated from earlier in this note.]
There are multiple reasons for AGCS to exercise care and precision in assigning the correct individuals as Coaches and Asst Coaches in the DYSA system:


1.) For player safety reasons, Coaches are required to be CORId.  The Registrar relies on AGCs to correctly complete coach assignments in the system to support compliance with state CORI requirements.  As a predecessor to this, ALL Coaches must be registered with Mass Youth (which depends on their correct setup in our DYSA system) in order for DYSA to track CORI compliance.

2.) Coaches are able to see rosters and email their teams from within the DYSA system only if they are assigned to their team in the system.  They otherwise have no access to Coach features in the system.

3.) Coach names must be printed on rosters used in most competitions, and that is sourced directly onto printed rosters directly from the Coaching assignments made by AGCs.  Fall InTown and Minisoccer typically do not need printed rosters at game time, but all other teams in all age groups do.

4.) DYSA administrators must on occasion communicate directly with all Coaches and Assistant coaches.  DYSA relies on the careful assignment of coaches in the system to direct these communications.  If incorrect individuals are assigned in the system, the effectiveness of DYSA's communications will be diminished.

Please note that some common errors are the assigning of the incorrect spouse, or of a child, to the Coach role on a team.  Please double check your work in this respect.
 

>> Save the roster.


Next screen is titled Assign Positions. 

Find the name(s) in the list of each individual that you want to assign as a Coach or Asst Coach

For each individual, set the value in the Position dropdown box to either Coach or Assistant Coach, or Manager if you have a team manager.  (Being assigned to any of these three roles will allow the individual access to Coach functionality for this team in the DYSA system.)

*** Do NOT enter any values in the New Position (if visible) nor the (Jersey) Number boxes.  If there are any values present in either of these boxes, please delete them.

As previously mentioned, some common errors made in this step are the assigning of the incorrect spouse, or of a child, to the Coach role on a team.  Please double check your work in this respect.

>> Click on Submit.



 

You are now back on the Select Team & Participants screen.  Repeat steps for your next team.