CJSA Southwest District

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9/2/2025

Tips for Registrars working on Player/Coach/Team Admin approvals, additions, changes, etc.

PLEASE MAKE SURE TO COPY KRISTIN ON ALL EMAILS. SHE CAN SOMETIMES GET TO THEM BEFORE I DO. [email protected]

For self service, many questions can be answered at our District Website. www.swdcjsa.org Have a suggestion for something to add? Let us know.

TOP TIMESAVING TIP FOR REGISTRARS-

If you need me to look up or approve documents for a player or a coach who is freestanding, i.e. not assigned to a team yet, then I do need the individual ID's to look them up

However, if they are already assigned to a team, just send me the Team ID. I will clear up anyone with flagged records on that team. Players and Admin's. I can see all the issues from the team roster page. In those cases, I don't need individual names or ID numbers, I will see all that once I pull the team up.

Links related to getting players and Team Admins approved:

Head & Shoulders ONLY photographs. Required for everyone on the roster. Players, Coaches, Managers. Please tell parents to only upload a Head shot, just like their driver's license. Not a shot of the whole family where we can't tell who is who. Not a shot of your receipt from the liquor store delivery (choose carefully when scrolling through your phone!) Not a shot of the player's back, must clearly show their face.

Registrars must use the cropping tools to select just the head and shoulders if needed. If we reject a photo, it is removed so the slot is empty for a correct photo to get uploaded.

Current photos will be needed when a player moves from 7v7 to 9v9 and 11v11, Old photos will be deleted so new ones can be uploaded.

Not, if the system gets hung up while uploading, or it times out and gives you an error message, that means the file is too big. Crop it down and try again, or shrink the file

SafeSport Link-

For Coaches, Team Admins and players who have already turned 18

SAFE SPORT

Safesport screenshots-how to

NOTE NOTE NOTE- US Soccer has a very similarly named program that is open to the general public on the US soccer web page learning center . It is called SAFE Soccer. It is very easy to get the two confused. You must follow the steps above to the Safe Sport required program which is soccer specific, but run by a 3rd party for USSF.
Safe + Sport = you are in the right spot
Safe + Soccer= excellent program, but not the one you need to be certified as a Team Administrator or Coach

Also, sometimes people go directly to the Safe Sport website. The generic course is available for anyone who wishes to take it, for a fee.
If you do SafeSport via the link above, using your Sports Connect log in credentials there is no charge for the course.
IF THEY TELL YOU THEY ARE BEING CHARGED A FEE TO TAKE THE COURSE, THE ARE ON THE WRONG PATH.

When they have completed the course have them download the PDF certificate of completion and then upload it to their record in Sports Connect. Note: screen shots of the message you get when you finish the course will not suffice. We need to see the PDF.

Safe Sport For 17 year old Players

https://www.cjsa.org/safesport-training/ (go to 3rd bullet for How a 17 year old can take SS)

Background Check Link https://cjsa-jdp.sportsaffinity.com/reg/index.asp?sessionguid=&domain=cjsa%2Djdp%2Esportsaffinity%2Ecom

Important note re BGC- it is a 2 step process.

Step 1-You initially fill in some basic information so they can do an initial identity match. They then send you a "Congratulations" email confirming the match and then you have to click on a link there to authorize the actual BGC. The email is poorly worded and many just glance over it, so they miss the bit where they have to complete another step. MANY PEOPLE OVERLOOK THIS, AND THEIR APPLICATION SITS IN LIMBO FOR DAYS.
Step 2- Click on the link in the email to complete the rest of the process, authorizing them to conduct the BGC. Should clear in 3-5 days after you do that.

International Player Clearance- Players without a US or State issued Proof of Age document may have to complete the International Clearance process. But first check the information immediately below as this may not be necessary.

If a player submits a foreign birth certificate as Proof of Age, ask them if they have one of the following. Any of these are acceptable:
1. US Passport. Tip- if they give you a US Consulate issued Proof of Age document, they are a US citizen. So they must have a US Passport. Upload a copy of the passport
2. US Visa- Tip- if the child is here because of a parents international job transfer, everyone in the family will have a Visa
3. US Permanent Resident ID (aka Green card)
4. US Employment Authorization card
5. US State department Parole declaration- These are emergency travel papers for Refugees. (it does not mean they are on parole from jail!)
6. State issued Driver's License or ID card- works for older players. Typically the Spring HS travel league players.
7. Court issued adoption certificate

If they don't have any of the above, upload the Foreign BC and then go here: https://www.cjsa.org/international-clearance/ and click on the link in the first line
"Club Registrars- Start ITC Process."

This takes you to a simple google form to complete with basic contact info. No other documentation necessary. After about a week, you will get an email from CJSA with the following questions. I HAVE INCLUDED THE STOCK ANSWERS YOU SHOULD PROVIDE. Simply reply back as indicated below and the player is good to play.

What is the current level for this player in league play? Recreational/Travel/Premier
Does this player play regularly out of state and/or a national scope team? NO
Does this player anticipate playing on a national-level team? NO

Out of State players

If their name on the roster shows with a red "OS" next to it, you must clear the issue or get an OOS approval from from Eastern NY Soccer.

Quick Tips to fix this- go to "PARENTS" tab and see which name is checked as the Primary address:
1. If they just moved to down and used their old address, have them update it to CT address.
2. If they live near NYC but have a weekend house in CT, make sure they use the CT house address, not NYC
3.No one is checked as Primary, the system does not know where they live and marks them as OOS. Just choose the CT address as primary
4. If one parent lives in CT, and one in NY, check the CT resident as Primary and the OOD mark will disappear.
5. If none of the above apply, then follow the steps below.

NOTE, if you have to go this route, the player cannot be approved by SWD admins. It must be done by the state. Generally takes a week to complete by the time the NY form is filed, forwarded to CT and approved.

Players residing out of state (NY) https://www.enysoccer.com/out-of-state-registration/

Parents complete the form and pay the fee. ($25?)
They will get a confirmation message on screen and in email. It will be a GOT Soccer form
Send Screenshot or forward email to your club registrar.
They will forward it to CJSA office and clear the player. Typically done once a week
(SWD Admin does not have rights to clear OOS players, only CJSA.)

FOR FASTEST AND MOST ACCURATE SERVICE PLEASE PROVIDE SPORTS CONNECT ID NUMBERS WITH YOUR INQUIRY

Players/Coaches/Team Administrators- For inquiries about an individual regarding things like Photos, Proof of Age, SafeSport, Background checks, etc. We need their ID Number which looks like this: 90128-966763 (5 digits-6 digits)

Team related Inquiries - adding players to a team, activation or deactivation requests, etc. we need the Team ID, which looks like this:

OGRCC 2013 Thunder Blue SW0I-01CB13-0008

TIP- If you already have a player assigned to a team, all you need to give us is the Team ID and player name. I can find them through the team tab.

If the player is not yet assigned to a team, we do need the player ID.

Tips related to scheduling/rescheduling and scoring games

Games- Questions regarding scheduling games with opponents, rescheduling due to rain outs, posting scores, etc. We need two things:

Game ID's, which look like this: 59409 (5 digits)
The Flight the team plays in. e.g. U9 Boys C1 flight.

Thank you for your cooperation so we can serve you better.

For Clubs on the Full Club level Sports Connect platform

Sports Connect Support links for those using the Club level product:

https://stacksports.my.site.com/helpcenter/s/?b=0011T00002R7RGNQA3

For Clubs on the Full Club level Sports Connect platform

Sports Connect General Club Admin Support home page

https://stacksports.my.site.com/helpcenter/s/topic/a4U1T000000vZC4UAM/l03130?b=0011T00002RaROcQAN

Sections on Registration, Teams and Schedules particularly pertinent

CJSA Specific Sports Connect Support page for Clubs on the Full paid Club Level product

https://stacksports.my.site.com/helpcenter/s/?b=0011T00002R7RGNQA3

Contact

CJSA Southwest District
Frank McGarey Administrator, Kristin McGarey District Registrar

Phone: 203-219-7056
Email: [email protected]

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