Travel System FAQ's

1. We are a new soccer organization. We wish to register with EPYSA and play in an EPYSA travel league. What do we need to do?

• Contact Donna Outt, EPYSA State Registrar and ask her to enter your organization into the EPYSA online system. Donna is available at jdoutt@verizon.net or 570-275-1051. She will want to know the following:
  a. What is the official name of your organization?
  b. In what county is your organization’s office or fields located?
  c. What abbreviation do you use when referring to your organization?
  Donna will then give your organization an EPYSA code number and put it into the online system. Then you need to proceed thru steps 2- 5 below.
  All steps below can be accessed via links on the EPYSA website. Go to www.epysa.org, Online Registration, and click on the blue links below.
• 2007-2008 Step 1—Labels for ALL EPYSA organizations.
  a. Select your organizations name from the list of organizations.
  b. Select "Travel Club" as your organization type, submit, and wait a minute. Then you're done
  2007-2008 Step 2—Risk Management Registration
  a. It is critical that each person completing their Risk Management Registration do the whole form. This is now a dual part process.. Be sure to do both parts of the Risk Management form.
  b. Risk Management applications submitted by your Board members. At least one must be submitted. It is better if all board members are included.
  c. A Risk Management Application must also be submitted by each coach, assistant coach, team manager and any volunteers working with your organization. These can be done any time after Step 1 Labels have been submitted, but MUST be done before your team's roster can be completed.
  2007-2008 STEP 3—RG-1 Registration for In-house Programs, Intramural Leagues, Rec Clubs, Rec Leagues and Travel Clubs.
  a. The RG-1 is the official recognition of your travel club by EPYSA. You will affiliate with EPYSA thru the travel league or leagues you select when doing your RG-1. If later this year, you wish to place teams in an additional travel league, please return to the RG-1 (via the link called 2007-2008 Travel Team Database) and enter the additional league there.
  b. Again select your organization’s name from the list of organizations.
  c. The RG-1 is submitted to provide contact information and position assignments (President, Travel Registrar, and other positions).
  2007-2008 Travel Team Registration—This is establishing the existence of your team and its league affiliation with the travel league(s) it will be playing in. You will get an ID and Password at the conclusion of this short form.
  2007-2008 Travel Team Database—Access the EPYSA database using that ID and password you received in #5 above so that you can type in the information needed on each player. That is the common roster information including name, address, date of birth, phone number, email address. They will each get a player number. You will need to print passes on blank pass forms (available from your Travel League Registrar.)
• Contact your Travel League Registrar to find out what paperwork and fees they require for you to register a team with them. Prior approval is usually needed before you can submit paperwork to the travel league. The paperwork they require usually includes roster, RG-6/each player, player pass, legal proof of age and the payment of fees to the league. The roster, RG-6’s, and passes are all able to be printed out from the Travel Team Database. The league will pass on to EPYSA any EPYSA fees due for this team.

2. What is the formula used to create an EPYSA ID number, the number that appears on an EPYSA pass or roster to identify a person?

An EPYSA ID number is the first 6 letters of the individual’s last name followed by yy,mm,dd from DOB, then first 3 letters of first name and the numeral 0. ( If person’s last name is less than 6 letters long, use # to fill in the empty spaces. Likewise, if legal first name is less than 3 letters long.) Example: John Smith, born 12-08-1995. EPYSA ID number will be: SMITH#951208JOH0

3. On their Risk Management form, some of my coaches failed to say that they coach for our club. Now when we go to register their team, the coach’s name does not come up on the dropdown list of possible coaches. How do we fix this?

• If a person did their 2007-2008 Risk Management Registration and received an EPYSA ID number as a result of that RM Registration, they can easily be registered anywhere in the 2007-2008 EPYSA Online Registration system.
• Put that EPYSA ID into the box that says “EPYSA ID” on the Add Team Official Page, RG-1 or RG-1 Contacts or Travel Team Registration.
• It does not matter if the person is travel or rec or in-house or intramural, this will work.

4. How do I change an RG-1 Contact to another person?

• Use your ID and password to enter the Travel Database.
• On the Main Menu, select RG1 Information.
• Select Data Type: RG1 Contact Data. Press Submit.
• View Contact People for your organization. Select the person of interest by
  clicking on circle (radio button) in front of that person’s name. Click on “View
  Application” at bottom of list.
• Person’s record will come up. Scroll to the bottom of the record to see the assigned positions. Find the row with the position in it that you want to change.
• Select second column “Change to another person” and click the circle there.
• Then at bottom of page, find and click “Change Assigned Position to another Risk Management Registrant”.
• When “New Risk Management Registrant Information” comes up, either choose the new registrant from the pull down list or enter his/her EPYSA ID number.
• Click “Submit Changes”. ( If the new person’s new position gets a System ID and Password, the system will now auto-e-mail it to him/her.)

5. Once a coach inputs all players - do they approve team first & then print passes & rosters? Or do they have to wait until the Club Registrar approves the team to print passes & rosters for presentation to the league?

• The coaches can print a pass and a roster as soon as they put even a few players into the online system. If they want to put in 2-3 players, print their passes and then do a few more in dribbles and drabs as they locate players they can. Just once they click the APPROVE button, they will not be able to make any roster changes until the League Registrar has marked the team “Team APPROVED.”
• The Club Registrar can still add players, make roster changes, print passes until she clicks the APPROVE button. Then once the Club Registrar has clicked the APPROVE button, she also will need to wait until the League Registrar marks the team “Team APPROVED.” From there on, changes will require a PS-1 which the system will now pre-fill for you at the top.
• Remember, in the travel system a team or part of a team from the previous year can “rollover” into the system for the new year. This means no one has to type in all the data all over again for a player or team in last year’s system.

6. What is the procedure now when I need to use a PS-1 for a roster change?

• Coach or Club Registrar clicks the “Request PS-1 Change” button on the Team page.
• Complete the requested information online.
• Click the “Print PS-1” button and print out the PS-1.
• On the printed PS-1, check off what you want the PS-1 to do (add, release, transfer, secondary), fill in any open lines in the section you checked. Team ID requires only the last 4 digits of the Team ID to be written.
• Have the player and parent each sign and date the top section of the PS-1.
• Once it all has been run by the Club Registrar, the Club Registrar will send to the League whatever the League needs to process the change.

7. I have a U14 boys team that just wants to be a tournament team, do I have to register them with EPYSA and with a travel league? Also do they need player passes?

They do not register as a travel team. They will not be part of a travel league. They will register directly with EPYSA as an EPYSA Tournament Team.

• They go to epysa.org, Online Registration, “2007-08 Tournament Team Registration”.
• Follow the instructions carefully that come up on the first page.
• Players and coach will each register as EPYSA Direct Players and get Direct passes.
• Those Direct passes can later be converted to EPYSA league passes if later on some or all of the boys want to play with a team in an EPYSA travel league. (The cost of that pass conversion is $0 to EPYSA although the travel league may charge something.)

8. What is the procedure for a New Jersey* club to follow that has teams that want to have participate in an EPYSA travel league?

• The team must first register with NJ getting stamped passes and a stamped roster from the state in which most of the players reside.
• Then print and complete a PS-1 from NJ giving the NJ team permission to play outside of NJ
• The form must be signed and stamped by both NJ and EPYSA
• The completed PS-1 is then sent to the EPYSA Travel League Registrar along with the stamped roster, stamped passes, and league fees.
• The EPYSA Travel League then schedules the team for league play.

*This same process is followed for all out-of-state teams that want to play in EPYSA.

9. How do I get Risk Management applicants to show on our site who registered before our club did their RG-1 or who don’t show on our dropdown lists?

• Instruct that applicant to return to www.epysa.org, Online Registration, 2007-2008 Step 2: Risk Management Registration.
• Near the bottom of the face page that comes up, select “I want to add another volunteer position.”
• Then click “Online EPYSA Risk Management Application”.
• Complete the identifying information and click “Verify Information”.
• Then “Register a Position”.
• Tell them to carefully read and follow the instructions that then come up. (This process will be simplified for 2008-09).

10. We live in PA, ½ mile from the Maryland border. My son plays on a MD team. We’ve been told he must register in EPYSA and get an EPYSA pass which we will then use to play in Maryland. What do we do?

The national rule is that a player must register in the state in which he resides. Once registered there, he may roster with a team in that state or in another state.

• Please go to the EPYSA website, www.epysa.org.
• On the top left, click on “Online Registration”.
• Scroll to the bottom of the page that comes up and click on “Online Release Form for EPYSA player who wishes to play in another state. Click here”.
• Complete the form that comes up.
• Mail the completed form, a passport size picture of the player, legal proof of age and a check for $15 payable to “EPYSA”, all to: EPYSA, 2 Village Drive, Suite 3, Horsham, PA 19044.
• If you need more assistance, please contact Meghan in the EPYSA office, 800-562-7485 or Donna Outt, EPYSA State Registrar, 570-275-1051, jdoutt@verizon.net.
• The EPYSA State Office will complete the pass and return it to you.
• Then contact your Maryland coach and follow his instructions to register in MD.

11. What steps are required to move a whole team from one club to another?

• First of all, the whole team, all the players, have to move. If some want to stay behind and some want to go, those who leave will be transfers to the new team.
• The old passes need to come in. They should be collected by the old league registrar and given to the new league registrar.
• The old team roster is printed by Meghan and the State Office (Meghan) makes a note on it that the team is moving to a new club, Club XXXX.
• The RG-6's for the old team should be printed so the data is available when the new team is registered online.
• Then the old team is deleted from the online system by the State just so we know what's going on.
• Make sure the old league registrar is told what's happening.
• The new club registrar or team manager then enters the new team into the system.
• The new league registrar decides if totally new passes need to be created or if the old ones can be remodeled with new fronts.
• The new club then is responsible to get paperwork and fees to the new league registrar for processing.
• EPYSA will not collect again for the player's passes.
• New league registrar should make note that the passes were paid for last season when the team was Team XXXX.

12. If a coach has a pass with another club and now comes to coach for our club:

• Does he need a PS-1 Release like the players do? No
• Does he get a new pass? A coach may have multiple passes if it's OK with the league. As coaches move around, they often get a new pass for their new team.
• Does he turn in his old pass? EPYSA does not require this to happen. A league might.

13. If a team wants to remove a coach from a roster, how is it done?

• The Club Registrar or Primary Team Contact selects Data Type: "Officials" on the Team Main Page.
• Click the button in front of the officials name, click View/Edit Information
• Scroll to the bottom of the coach’s registration form that then comes up.
• If the coach was an assistant, click "Select to Delete" button in front of the assistant coach position.
• If the coach was a head coach or a primary team contact, click “Select to Change Required Position to Another Person”
• Then at the very bottom, click on the long wide button, "Change Required Position to Another Risk Management Registrant".
• When the next page comes up, either put the new person's EPYSA ID number into the box or select the person from the "Choose" dropdown box. Submit

14. If the team is merely adding a new assistant coach because they already have the head coach and primary team contact they want, how is it done?

• The Club Registrar or Primary Team Contact selects Data Type “Officials” on the Team Main Page.
• On right side of page, click “Add Team Official.”
• Then put the new team official’s EPYSA ID number into the box that comes up or select his name from the 'Choose" dropdown box
• Be sure to complete the "Position" box.
• Click “Submit Application”
• Click “Print Pass”
• Print the EPYSA pass
• Have the new official sign the back of the pass exactly as the name appears on the front.
• Attach a picture of the new official
• Send pass to League Registrar for processing and laminating.
• League Registrar also will process a new roster for the team now listing the new official.

15. How do I add players to a League-Only team that has been marked “APPROVED” by the League Registrar? I can find no “Request PS-1 Change” button.

• A PS-1 is not required to add a new player or to bring a currently registered player onto a League-Only Team.
• On the Team Main Page, there is a button that says “Add Player to a League Only Team
• Click that.
• Then choose “Add Travel Player” or “Add Recreational Player” from the drop-down box.
• If the player is a new or returning travel player, type in their name and DOB when requested.
• If new player, on the next screen, scroll to bottom and select “Add Unregistered Player.”
• Then complete the RG-6 form that comes up and click “Submit Application” at the bottom of the screen.