eSign FAQ
We hold registration for fall in April and May. We haven't budgeted for the cost of paper forms. What do we do?
Not to worry. We have you covered for that. If you haven't already done so (we've been calling Regions to encourage early ordering), order your forms right now before print prices go up. Operators are standing by to take your call. In the meantime, while preparing your budget for next year, consider whether paper forms will still be needed. If so, then include the costs in your budget. Meanwhile, really encourage parents to go online to reduce the need for paper forms in the future.
Back to Top
How does my third-party registration provider (i.e. Clubspaces) interface with our system?
eSign is only available for applications completed through eAYSO. However, we understand there are a few Regions who rely on these vendors for custom interfaces and other features for player registration and Region administration. Few of them offer registration of volunteers. Regions using a 3rd party vendor are still free to use them for player registration, but must maintain files of printed and signed copies of player registration forms each year and the form must include all of AYSO's waiver language. However, eSign service will be extended to those Regions whose volunteers register through eAYSO and at no charge.
Back to Top
What if there's no internet connection at my Region registration event?
Consider the use of a middle school or high school facility where there is often a computer lab with internet. Regions report that for the donation of some printer toner cartridges and several reams of paper, they are able to secure such facilities at no costs. Coffee shops or internet cafes may also be an option. They often like the additional foot traffic in their store that such an event provides. Also, nearby business hotels may be able to make space available for a reasonable price on the weekends and they frequently have wireless internet available. Some Regions have reported their use of a cellular air card to get an internet connection for a computer station at Registration events. We don't recommend their use unless cellular reception is very strong and consistent in the vicinity of the location. Weak cellular coverage can cause very slow response and breaks in connection. If considering such a solution, we strongly urge it be tested first.
Back to Top
What if my families don't have computers?
Libraries and community centers frequently have computers available for public use. Some print and copy businesses (e.g., Fed Ex Office or UPS Store) have computers that can be rented by the minute.
Back to Top
Is there any paperwork our Region needs to save?
eSign eliminates the need to store Player Registration and Volunteer Application forms. Regions are still required to keep copies of all AYSO Incident Reports, S.A.I. Claims, signed AYSO/CDC Concussion Information Sheets, Participation Release forms and Medical Release forms.
Back to Top
How do we sign up for eSign?
See our website at http://www.ayso.org/resources/eayso/announcements/esgnature.aspx for information and forms to sign up for eSign
Back to Top
Even if we decided to go completely with online registrations, we just know that a few people are going to show up not having done so. What then?
You could create a separate station for "problem registrations" equipped with a laptop, printer and an internet connection. In the case of a returning player or volunteer, the operator, with CVPA and Registrar training and access rights, can locate the registration record from the previous year and print two or more forms to be signed by the parent and then submitted. eAYSO will automatically adjust the age and division of the player to the new membership year.
Back to Top
How much time do we save using online forms rather than paper forms?
We've run some time studies at the National Office on the time it takes a person to complete a registration using (a) a handwritten paper form; (b) a pre-printed paper application; and (c) an online application. On average, it takes about 4 minutes to process a handwritten form because all of the information must be typed into the system by the registrar. The pre-printed form takes about 2 minutes to process because any changes made to the form must be changed in the system as well. It takes 30 seconds to locate an online application and complete the registration. 4 minutes. Two minutes. 30 seconds. How valuable is your time?
Back to Top
Is it OK for a parent to sign the first page of the player registration form in ink for the coach's copy?
Yes, it is acceptable, but AYSO strongly encourages that the parent(s) print out both pages to be given to the coach.
Back to Top
What will the eAYSO screens look like during registration now that we are using eSign?
The screens will look the same as they do now.
Back to Top
How will the parents know we are using eSign?
Towards the end of the application process, parents and volunteers will be notified that they are agreeing to use eSign.
Back to Top
Is the cost per eSigned player application or per registered player form?
The cost is per application regardless if the Region registers the player.
Back to Top
What if we are using an alternate registration system? Can we still eAYSO and eSign for our volunteers?
Yes, all volunteers are free. Your Region will also be responsible to maintain the correct registration in eAYSO.
Back to Top
If we are using an alternate registration system can we use eSign for our players?
At this time AYSO does not accept digital signatures from other vendors.
Back to Top
Can we get a refund of the eSign fee for dropped players or volunteer applicants we don't use?
Refunds will not be available for dropped player or volunteer applicants as the data still must be stored for more than 20 years.
Back to Top
How will we be billed for eSign?
eSign player and volunteer applications will be billed on a monthly basis through eAYSO.
Back to Top
How can I find out which volunteers used eSign?
Regions can use the "Volunteer Applicant Export" feature in eAYSO under Reports. This report will allow your Region's CVPA to provide a list of volunteer applicants for approval at a Regional Board meeting.
Back to Top
I am a CVPA who’s region is switching to eSign. How do I process volunteer applications now?
eSignature does not eliminate a Region’s need for a paper copy of the Volunteer form – just the long term storage and the requirement to forward a signed copy to the National Office for background checking.
All brand new volunteers must be required to print and present a copy of the volunteer application to the Region in order for the Region to confirm their identity with a US Government issued photo ID (US Passport, US Military ID, US Alien Resident Card, State issued Driver’s license or ID card) and for the Region to verify references. This procedure is not required of returning volunteers. After references are checked and the photo identification confirmed, the eSigned volunteer application can be shredded.
All non-eSigned volunteer applications (even in an eSigned Region), either hand-written or created in eAYSO but not confirmed eSigned, must be hand signed and forwarded to the National Safe Haven Office.
Back to Top
