Basically, you will need to prepare a team packet consisting of the following:
- Team application - one for the team
- Player applications - one for each player
- Adult applications - one for each of the team staff (coach, assistant coach, team manager)
- List of referees that you will be providing for the league
- Payment and/or proof of payment
It's all very straightforward, but things can complicate it if you let them. We'll go over details below.
Basically, a player application consists of the following:
- The CYSA Member Registration and Medical Release (Form 1601)
- Proof of age (copy of birth certificate/passport/etc.)
- 2 photos (1" x 1.5") of the player for the player pass
Payment for the registration fees will be done on-line, as described below. When you pay on-line, print a copy of the confirmation page and submit it with the team application as proof of payment.
Proof of Age
Acceptable documents for proof of age are:
- Birth certificate*
*Only document accepted as the primary proof is the birth certificate. All other documents can be submitted as secondary forms.
Players must submit two passport-quality photos of themselves. The photo must be current; pictures from last year's player passes and/or photocopies will not be accepted. Each photo must be cut down
to approximately 1" x 1.5" (25mm x 40mm) Black/White or Color. The picture will not be accepted if the player is wearing any type of head covering (hat, scarf, etc.) or sunglasses.
Each competition team must turn in a complete registration package to Mary Castillo at 313 Falcon Drive, Vallejo, no later than TBA. Any team that submits a registration package after 5:00 pm on April 30 will be charged a late fee of $150.00. An additional fee of $5.00 per day will be added to the fine each day thereafter until the complete package is submitted.
The registration package must contain all of the items listed below, otherwise it will be returned to the team coach/manager and may be subject to late fees if not completed by the above deadline. Sorry, but even with on-line player registration, it takes a lot of time to process all the teams in the league for the district's deadline.
Team Application for District IV Competitive League Policy
This application must include at least 13 players to be complete. The board prior to the April 30 deadline must approve any exceptions to this requirement in order to avoid late fees. In any case, the team roster must have a minimum of 7 and a maximum of 18 players, per district rules. Every player listed on this application must be registered with the league for the 2009-10 season. If one or more of the players listed has not yet registered and paid to play in the 2009-10 season, the registration package will be returned to the team coach/manager. The package will not be accepted until all players have been registered.
Basically, each team official (Coach, Assistant Coach, Manager, Team Assistant) must submit the following:
- CYSA Team Offical Registration and Risk Management (1628) form
- 2 photos (1" x 1.5") for the adult pass
- Copy of coaching license
Technically, one does not have to be an adult to be a team official. However, the head coach must be 18 years of age or older unless there is an assistant coach or team manager of 18 years or older who is properly credentialed and who will be present at all team functions (e.g., games and practices). (Ref: PIM 96-2)
Pictures must also be submitted for the Coach, Assistant Coach, and Team Manager. You may also include pictures for the Team Assistant ("Team Mom") if they also needs a pass. Each team can have a maximum of four (4) adult passes.
The guidelines for the Adult photos are the same as for the players: the photo must be current, cut to approximately 1" x 1.5" (25mm x 38mm), with the person's name printed on the back. Hair, ears, and chin should be showing, with the face approximately the size of a nickel, and without any head/face covering (e.g., no hats or sunglasses).
If any pictures do not meet the requirements described above, the entire registration package will be returned to the team coach/manager and will not be accepted until all pictures are submitted correctly.
District IV Licensing Requirements for Coaches
All District IV (D-4) playing leagues' Class 1 and Class 3 head coaches that do not currently hold a CYSA F license or higher will be required to attend and pass the CYSA F coaching course in the upcoming playing season and attend and pass the CYSA E coaching course the following season.
All D-4 Class 1 and Class 3 head coaches that currently hold a CYSA F license will be required to attend and pass the CYSA E coaching course in the upcoming playing season. (Ref: D-4 Coaching Policy 3/01/2001)
If you have any questions about the registration requirements above please contact Mary Castillo as soon as possible at 642-7652. Note: No calls before 8am or after 8pm. No exceptions.
Once all of the Registration Packages have been received and processed they will be sent to the District Registrar. The completed rosters and player passes will be returned to the League Registrar within 3-4 weeks. Goldenrod copies of the roster, player/coach passes and medical release forms will be distributed to the coach/manager as soon as possible once they have been returned from the District.
Any team that submitted the registration package after the June 9 deadline will not receive the processed paperwork until the late fees have been paid to the league.
You will receive the following:
- The "Goldenrod" - the official roster of your team and staff, laminated and printed on dark yellow (goldenrod) paper
- Player and coach passes - laminated photo ID cards of each of your players and staff
- Medical releases - original signed copies of each player's 1601 registration form
- Adds/releases/transfers - official forms of players/staff that have been added or transferred to your roster after you had registered your team
This is your "team pass" and is necessary for games and (especially) tournament check-ins. Do not lose your goldenrod copy of the roster nor make any handwritten changes to your copy. All changes must be made and initialed by the District Registrar to be valid.
Official identification cards that authorize your players to play. They are given to the referee at the start of each game and returned at the end. Either the coach or manager should hold them between games for safekeeping. Do not let your players keep them!
Do not discard the player passes. The original player pass must be submitted to Mary Castillo if a player is removed or transferred from your team.
You also receive adult passes for your team officials (coach, assistant coach, manager). As with the player passes, they are also given to the referee at game time, and there must be at least one passcard-carrying adult present at the game for your team to play. At many fields only those with a pass are allowed to be at team side during a game.
Registration Forms (Medical Releases)
You must have the original signed copies of the players' registration forms (medical releases) for all players at all times. If the player's parent/guardian is not present, medical personnel may not accept a photocopy in an emergency.
Other Forms (Player Add, Player Release, Player Transfer, Adult Add)
You will receive your copy of these types of forms after the District Registrar as described below has processed them. They are part of your goldenrod package and must be attached to the goldenrod during all games and tournaments.
Adding and removing players on your roster differ slightly, depending on the circumstances:
- Adding a player before your first game has played
- Adding a player after your first game has played
- Releasing a player before your first game has played
- Releasing a player after your first game has played
- Transferring a player within District IV
- Transferring a player outside of District IV
All roster changes must be submitted to Mary Castillo for processing. There will be a drop off/pick up box marked “VYSL” at 313 Falcon Dr. You are welcome to use this box at any time. However, if you need to see me in person please call before you come. To obtain any of the change forms call me or leave me a message and I will leave the forms in the pick-up box within 24-hours from the time you call.
The District Registrar processes paperwork on the weekdays only. The weekly deadline for the District registrar is 7:00 PM on Friday; therefore my weekly deadline is 8:00 PM Tuesday. Any paperwork submitted after the weekly deadline will be processed as if received the following week (i.e. If you submit a player add on the 1st Tuesday of the month it will be processed by the District Registrar during the 1st weekend of the month. If you submit a player add on the 1st Wednesday of the month it will not be processed by the district registrar until the 2nd weekend of the month). I have no control over the District Registrar’s weekly deadline so please do not ask me to make special exceptions.
Adding a New Player (not a transfer from another team)
There is no limit to the number of adds as long as the roster does not exceed 18 players. There is no waiting period except for processing time for normal league play. For tournaments the player must be registered with the league 14 days prior to the tournament. If the player lives outside of District IV you must submit an Inter-District Player Release Form in addition to the other items described below. This additional form requires the signatures of both League Representatives and both District Commissioners. This type of transfer typically takes a longer period of time to process so turn in your paperwork as quickly as possible and be prepared to wait.
Before Your First Official Game (Tournament or League Play)
Return your goldenrod and a picture of the player to Mary Castillo. The player must be registered with the league before he/she will be added to the roster.
After Your First Official Game (Tournament or League Play)
Submit a picture of the player to Mary Castillo. The player must be registered with the league before he/she will he added to the roster.
To Release a Player (not a transfer to another team)
There is no limit to the number of releases.
Before Your First Official Game (Tournament or League play)
Return your goldenrod, player pass and registration form (medical release) To Mary Castillo.
After Your First Official Game (Tournament or League Play)
Return the player pass and registration form (Medical Release and completed Player Release Form to Mary Castillo).
To Transfer a Player from Another Roster (including home league rosters)
There is a limit of 3 transfers onto your team for the entire year. There is no limit for transfers off of your team. There is a 10-day waiting period for transfers. This period does not begin until the date the forms are received by the District Registrar (not the League Registrar)
To Transfer a Player Within District IV
Submit a completed Player Transfer Form, Player Pass (if player is from another comp team) or Player Picture (if player is from a home team) and registration form (medical release).
If the player is from another league within District IV, the Releasing League Registrar must sign the Player Transfer Form before it is submitted to Mary Castillo .
To Transfer a Player Outside of District IV
Submit a completed Player Transfer Form, Player Pass (if player is from another comp team) and registration form (medical release). Also required is an Inter-District Player Release Form. This additional form requires the signatures of both League Representatives and Both District Commissioners. This type of transfer takes a longer period of time to process so turn in your paperwork as quickly as possible and just wait.
To add an Adult (Asst. Coach, Team Manager, Team Assistant)
There is a maximum limit of 4 adult passes for each team. To add an adult after you have submitted all your paperwork, simply fill out an Adult Add Form with a picture to Mary Castillo.