All teams that participate in the Skyline Club Soccer League and the players that play on these teams must be registered properly with the Virginia Youth Soccer Association. There are rules and procedures that must be followed to properly register a team to play in the league. This page is intended to give a clear explanation of the proper procedures and rules that teams must follow to be registered in good standing with the Skyline Club Soccer League and the VYSA.
Club Registration / Common Mistakes / Initial Roster / Release & Transfer / Release / Transfer
General Information
Teams must re-register each year from scratch. Teams and player registrations do not carry over from one year to the next. The soccer year runs from September 1 to August 31 each year. This means that rosters are created each summer prior to September 1 and become valid for fall league play of that year. Once a roster is created, it is a living document that is valid for the rest of the soccer year until August 31 of the following year. The roster is current and to be used not only for the fall season, but for any winter tournaments, the spring league season and any summer competitions. A new roster is NOT created prior to spring season. Instead, the same roster from the fall season is used.
VYSA Registrars control the registration process and are charged with validating rosters and passes, verifying proper birth dates of players and ensuring that teams are properly registered and in good standing prior to playing in any games. There are several VYSA Registrars located around the Skyline League territory. For a complete list of VYSA registrars in the Skyline League and to find the one closest to you, check the Contacts Page. It is not the VYSA Registrar's responsibility to prepare your roster for you. Each club prepares their own rosters and passes either through the club office, or through individual team managers. The completed rosters and passes are brought to the Registrar when they are ready for approval. The Registrar reviews the materials and approves them if they pass all of the requirements. If the materials do not pass all of the requirements, the materials will be returned to the club/team for them to make the necessary corrections. Registrars will NOT work while a manager waits. You will need to leave the materials and arrange to pick them up at a later date. It may take up to a week to get your materials back.
Once a roster is approved by a VYSA Registrar, it can no longer be changed without following specific procedures. There are allowances for new player additions, player releases and player transfers in the rules. However, the proper procedures must be followed and a new version of the roster will be created as outlined below. After the spring season is complete and any summer tournaments have been contested, the soccer year concludes and the roster expires. The cycle then begins again and a new roster and passes are made from scratch for the following year. In between soccer years (the summer), after a roster has expired, a team can reconstitute itself completely from scratch. Since you are creating a brand new roster at this time, you can add or delete members without regard to who was on the team before.
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Club Registration Must Happen First Each Summer
Before beginning the process of creating a roster, all clubs must first register with the VYSA through the online system on the VYSA website. This is an annual process that must be accomplished each summer. There are four steps to the annual Registration process:
Step 1: All adults associated with the Travel Leagues, Recreational Clubs with Travel Teams and Travel Only Clubs must register on line through the On-Line Risk Management Application. This step must be completed every year. If a Team Official does not complete Kidsafe, their name will not appear in the drop down menu for you to place them on the roster. Contact them to complete Kidsafe, if they say they have for the coming year have them contact Lisa Wilson in the State Office.
Step 2: An individual Travel League official must register the Travel League through the On Line Travel League Registration.
Step 3: An individual Club official must register the Club through the On Line Club Registration. If a Club has not completed the club application, their name will not appear in the drop down menu for you to select them and you will not be able to continue. Please contact your club and ask them to do this!
Step 4: After all the steps shown above are completed, a Travel Team official (Coach, Asst. Coach or Team Manager) must register the team through the On-Line Travel Team Registration.
Once you start this process your user id and password will be emailed to you. You DO NOT need it to start to register your team, only to get back into they system once you have logged out.
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Common Mistakes to Avoid
Use the Audit Report on your team's page to help you create the roster. Check it often to see if your roster is passing all of the tests. If you are failing one of the tests, be sure to address that problem before you present your roster to the registrar.
Rosters are double sided. You must always print both sides of the roster. The top of the roster should be on the same edge of the paper, front and back. Rosters with a blank back or an upside down back are unacceptable.
Rosters are to be printed in landscape view. Portrait view versions of the roster are unacceptable.
Do not allow your printer to print extra text on your roster such as "page 1" in the upper corner. If it does you must cut those out and make a copy of the roster without the markings so that it is on a full size sheet of paper.
All Rosters must have jersey numbers entered in the system. The jersey #s appear in a column on the left hand side of the roster. They do not appear on the passes.
You may not make any marks on the roster. Only the VYSA Registrar may make markings on the roster.
No holes are to be punched in the roster.
No color copies are allowed to be made of the roster once the registrar has signed and stamped it. Only black and white copies are allowed.
Passes need to be printed on Travel Card Stock. The Travel Card Stock is provided by the Skyline League. Contact Matt Wilson for Travel Card Stock.
Do not confuse Recreational Card Stock with Travel Card Stock. They look similar but Recreational Card Stock has the word "Recreation" printed diagonally across the front and has some pre-printing on the back. Recreational Card Stock is unacceptable.
Player passes must be signed in BLACK ink. Blue ink is unacceptable. Any color ink other than black is unacceptable.
The player's signature must match what is on the front of the card. Joseph Jones must sign Joseph Jones, not Joe Jones.
No middle initials should be added to the signature. No artwork, such as starts, hearts etc. should be included in the signature.
The signature can start to the left of the signature line to allow for a long name but must not run up or down the right hand side of the pass.
Either cursive or print is acceptable. Whatever the player normally uses to write is fine.
The picture must be glued into the upper left hand corner. The picture can not be too big so as to obscure the signature.
Please do not use scotch tape to affix the pictures. It does not take the registrar stamp well and can cause problems when laminating.
Do not use thick double sided tape to affix the pictures. The pass needs to be flat to be laminated.
The picture should be a front view of the face. It must include the top of the head and the bottom of the chin.
Please use a color picture.
All passes must be laminated after the Registrar signs and stamps them. Unlaminated passes are unacceptable.
Proofs of Birth must be ORIGINAL documents. No copies of Birth Certificates are allowed. You may use an original birth certificate, passport, driver's license, Uniformed Services Identification and Privilege Card, Alien Registration Card, Certificate issued by the Immigration and Naturalization Service attesting to age or a "walker" ID issued by the government to prove your birth date.
If a player played last year, they may present last year's player pass as proof of birth.
Hospital or Baptismal records are not acceptable as proof of birthdate.
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Initial Roster and Pass Creation:
Some clubs delegate roster and pass preparation duties to team managers. Other clubs handle these duties in a central office.
After the club is properly registered, teams may create their rosters and passes using the online system through the VYSA website. They will enter their player's information into the system and the system will create the documents for them. When the materials are ready, they may be printed off. Rosters are printed landscape style, double sided on plain white paper. Passes are printed on perforated card stock issued by the league. Contact your club or the Skyline League if you need to procure the player pass card stock.
When you create your roster you will be issued a username and password that will allow you to save your work and return to your team's page throughout the year. As you work, there is an audit report that you can check periodically to check if your roster is being completed correctly. When you have completed the data entry of all of your players, coaches, assistants, managers etc. you will be ready to submit your work to your Assigned Registrar. Be sure to click the "Approve" button once you have everything done.
Team managers should bring to the registrar the following:
1) Three copies of Roster (front and back), with no extra markings such as “page 1 or 2” etc.
2) Two copies of Audit Report.
3) Player Passes, with 1’ by 1’ color picture in upper left corner and signed by the player in BLACK ball point pen ink. Signature needs to match the name as it appears on the front of the pass. No middle initials, no artwork (hearts, stars etc.), no nicknames. Name on the pass should be the legal name on their birth certificate. Either cursive or print is acceptable. Whatever is natural for the player. If the pass says Matthew Wilson, the player must sign “Matthew Wilson” not “Matt Wilson”.
4) Proof of Birth for each player - Can be Birth Certificate, Passport, Drivers License, or last year’s player pass. Must be original, no copies allowed.
You should expect to leave your paperwork with the Registrar for them to review and work on. Do not expect to be able to wait while the Registrar works.
The Registrar will review the paperwork. If there are problems or the work is incomplete, the Registrar will return the work to the manager for corrections.
If everything is in good order, you will receive a signed, stamped and embossed Official Roster, stamped and laminated player passes and an approved copy of the Audit Report. The Original Birth Certificates will also be returned to you.
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Releases and Transfers: (both covered below)
Releases:
Once a Roster has been created and approved by the registrar, players can and will be released from the roster during the course of the season and new players will be transferred onto the roster.
Once a player has been added to one team he can never be added to another team for the rest of the soccer year (Sep-Aug). He can only be transferred. Players are only "added" once each soccer year - the first time they register for a team. After that they are always considered "transfers".
To complete the switch of a player from one team to another it is a 2 part process.
The first part is a "release".
The second part is a "transfer".
No player can be transferred until they are released.
In order to Release a player the following must happen:
A "Player/Team Status Form" must be completed in sections I and II.
The team manager should bring to the registrar the following:
1) Original and 3 additional copies of the completed Player/Team Status Form.
2) The Original Roster (with blue stamp and seal) of the releasing team
3) The player pass of the player who is being released.
4) Additionally, at the same time as these 3 items are brought, 3 copies front and back of a new roster without the player in question should be brought.
5) Two copies of the audit report for the new roster.
This means that the team manager for the team that is releasing the player needs to go into their team's page and remove the player from the roster, print off the required new rosters without the player, and print the audit reports. When the manager is done they should click the approve button in the system before going to the Registrar.
The Player/Team Status Form can be printed off by the manager of the team from their team page. This is nice because it pre-populates much of the information into the page, saving someone the trouble of writing it in. The form can also be printed off of the VYSA main page under the "forms" button, in which case someone will need to manually fill in all of the player's information.
When filling out the form be sure the player has signed Section I, the parent has signed Section I and a team official has signed Section II. All signatures are required. Any non-player who appears on the roster is considered a "Team Official".
All of your releases will almost undoubtedly be "Voluntary Releases". "Involuntary Releases" refer to instances where players are being removed from teams against their will, usually due to financial delinquencies owed to the club or because they are no longer available to sign the form. In this case you also need to get the signature of the coach in Section II.
If everything is in good order with the Team's Packet, the manager will receive a new Original Roster with blue signature, bluebird stamp and embossed corner, a signed and stamped "Losing Team" copy of the Player/Team Status Form and an Audit Report.
The player being released will receive their old Player Pass and the signed and stamped "Player/New Team" copy of the Player/Team Status Form. If they do not intend to play for a new team, the Registrar will keep these materials. If the player wishes to transfer to a new team, they will take these materials to their new team's manger.
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Transfers
Once the release has been completed the player can take their pass and their copy of the Player/Team Status Form to their new team. The new team can then Transfer the player onto their team. They use the "add/transfer player" button on the "players" page of their team's page. This brings up a drop down menu which has the option to "transfer" a player. If they choose this option they will be taken to a list of every released player in the state of Virginia. They should choose the player in question and transfer him onto the roster. They should approve the roster when they are done.
Once the player is on the roster, the manager of the new team should bring to the registrar the following:
1) Three copies (front and back) of their new roster with the transferred player on the roster.
2) Their old original roster with Registrar signature and raised seal
3) Two copies of the new audit report.
4) The transferred player's old pass.
5) A new signed pass for the player's new team with his/her picture on it
6) The Player/Team Status Form plus 2 copies.
The Player/Team Status Forms brought to the Registrar should be the same one that the registrar stamped earlier in the "release" process and gave to the "player/new team" and two black and white copies of such. They should now have section III filled out and signed by a team official of the team the player is being transferred onto.
If the paperwork is in good order, the manager will receive a new signed, stamped and embossed Original Roster, a new Player Pass for the player, a copy of the signed and stamped Player/Team Status Form and an Audit Report.
A few notes:
The Player/Team Status Form is the key form to execute a Release and Transfer.
Players can't be Transferred until they are Released.
The "Player/New Team" copy of the Player/Team Status Form that is used for the Release becomes the Original for the Transfer of the player to a new team.
Section III should be completed for a Transfer only after section II has been processed for a Release.
The online system is essential to completing the process. A player will not appear on the list of Released players in the system and will therefore not be eligible to be transferred until their Release is Approved by the Registrar in the online system.
Both the Release and Transfer actions require the Registrar to issue new rosters to the team.
Only one Original Roster is to be in circulation at any time.
A Transferred player's pass from their first team is their proof of birth for the new team.
A new player pass must be issued when a player joins a new team.
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