Sideline Sports Doc online course: All coaches and staff members registering with US Club Soccer must complete the course each time a background check is required (approximately every two years). The confirmation number you receive upon course completion must be entered into the background screening application in order to proceed. [For more info: Staff Registration web page. To take the course: sidelinesportsdoc.com/usclubsoccer]
Competitive registration is not complete until passcard requests have been approved and processed by US Club Soccer administrators. Then, the official roster and passcards (with expiration dates) can be printed.
Rec registration is not complete until payment is received and the official roster is approved and confirmed by US Club Soccer administrators via email.
The latest “Helpful Hints” from the US Club Soccer administrative staff:
When contacting your admin, please provide the full name of your club as it appears on your dashboard, give a detail message of the issue and full names of staff/players if applicable. This is a time saver for your admin (and for those who may be assisting the admin).
Our system works best with Google Chrome, Firefox, or Safari. Please do not use Internet Explorer.
We have a help section on the KYCK website: http://support.kyck.com/. This link will answer most questions and has tutorials on the questions asked. This is also on the club’s organization page under Members Area.
If using a .csv file to import players, please remove the email address. It is no longer a mandatory field. This field causes many issues we have including parent/player mergers if the parent is on staff.
When uploading documents, please do not use a tablet or cellphone as these can distort the image. Scan the image for best results. (file format must be saved as jpeg or pdf). A lot of time is spent back and forth between club and admins on leaving messages that we cannot read the POB and waiting for a new version to be uploaded. Profiles should match the proof of birth (POB) exactly, to include, two last names, if applicable, Jr., Sr., etc., and no nicknames: http://support.kyck.com/knowledgebase/how-do-i-upload-player-documents-and-photos/
Be cautious when entering staff members. Staff entered at the Organization level will have access to the entire club and depending on permissions assigned as to how much access they have. This should be reserved for the President, Registrar, DOC, etc. Most staff should be entered at the team level. The staff member will then have access to only the team(s) they are assigned to with the permissions given: http://support.kyck.com/knowledgebase/staff-permissions/
If you cannot find staff under the “View all Staff” tab, go to the cards tab/print cards. This is an easy way to view if your staff (or players) have current passcards, when the passcards were issued and for gathering emails to enter staff onto teams. When entering staff into your organization, always start with the email address. After a few seconds, if the staff already exists in your organization, their name will show up and you can auto-populate the address fields. By starting with the email, there is less chance to create a duplicate account (ID).
Registrar’s need to be aware of the steps needed to register a staff member including the registration for the SSD online course and the background check application in SportsEngine as well as requesting registration: http://usclubsoccer.org/registration/staff/
It’s important to check the Registrar’s messages. When we cannot approve a card, we will leave Registrar messages with instructions on what we need in order to approve the card. Once the task has been completed, it’s equally important for a message to be left stating the action has been completed. This will send the card into our queue to review again. http://support.kyck.com/knowledgebase/how-do-i-check-for-send-messages-as-a-registrar/
If a staff member cannot see their team, players, etc., ensure they’ve claimed their email address. Claiming their email address is what allows them to have access to what teams and permissions were granted to them by the club. http://support.kyck.com/knowledgebase/634/
Player loan forms can be used to loan a player for a specific competition from one US Club Soccer member to the other. A copy of the completed loan form should be taken by the coach or manager to the competition. The player shall use the player pass issued to his primary club. The completed loan form must be submitted to your admin prior to the start of the game: http://usclubsoccer.org/resources/forms-documents/
Releasing players is a necessary step when a player is requesting to play for another US Club Soccer member. No player may be registered on two US Club Soccer Member Clubs at the same time. Players are considered amateur players and are not under contract, and should be released. This needs to be completed by the Registrar or a staff member who has permissions at the organization level. A staff member, such as a coach, who only has permissions at the team level, will only be able to remove the player from the team. This puts the player in an Open Teams status-they are still registered with the club, just not listed on a team: http://support.kyck.com/knowledgebase/how-do-you-release-or-remove-a-player/
If at any point you are stumped, try the links provided. If you receive an error or can’t proceed, please stop. Do not change names or order passcards if they are incorrect, as this may make matters worse. Email your admin with what the issues are, along with the complete name of your club as it appears on your dashboard.
Click here for details on how to add and move players between teams.
Player releases: Users, with permission, are able to remove players from a team and release players from a club/organization entirely. We urge you to review players each season and release those no longer with your club/organization, as this will expedite player approvals and maximize the auto-renewal of players.
NOTE: Moving a player to “Open” status is not releasing the player from your organization.
At the team level, Player tab, clicking “X” removes the player from the team only. You will also remove the player from the team when clicking “X” on the official roster. Note you are deleting the player from the team but not releasing the player from the club at this level.
Registrars, or anyone with full permissions at the organization level, are the only ones who can release players from the club.
At the organization level, Player tab, clicking “X” releases the player from the organization.
Adult player registration: Due to proof of birth marked as a required field, please upload the Adult player registration form (R002-A) for players over age 17 in place of a POB. If entering players 17 and under to an adult team you must upload their POB and Adult player registration registration form (R002-A) signed by a parent or legal guardian.
Passcard auto-renewals: Functionality was implemented that allows for the automatic approval of player passcard renewal requests that meet certain requirements. These passcard requests will be approved almost instantly, as additional processing by US Club Soccer administrative staff is not required. New players and all staff requested approval will be delayed until Admin completes processing POB’s or background checks.
LOGIN: Registrars cannot give out one log-in credential for parents or staff to enter player/staff information. Each staff member needs his or her own granted access into the system. Visit the KYCK Help section to learn more about the specific functionality of each Staff Permission. At this time, parents are not allowed to register their own child via KYCK. Everyone that logs into KYCK.com should be doing so with their own secure login username and password. If you have issues logging in, visit this page for guidance.
Proof of birth and player/staff photos: Proof of birth files must be saved as .jpg or .pdf format and under 2 MB in size. Photos must be saved as .jpg and under 2 MB in size. If necessary, rotate photos before uploading. Two free tools you may wish to use are Editor by pixlr.com or Snipping Tool (for PC users).
For the card to be considered valid, it is a requirement to have a photo prior to lamination.
To clarify, photos are required for players and staff; proof of birth is required for players.
The cropping tool has been added to the player’s profile page and Add New Player/Staff. At this time, the tool will allow cropping but not rotation of a photo. Right-click on a player’s name to open the profile page in a new tab.
International Clearance Process:
International Clearance Process – Note that it is the responsibility of each US Club member to abide by the U.S. Soccer and FIFA rules on foreign-born players. US Club Soccer Player Rule 102 (e) states as follows:
(e) International Player Clearances: Any foreign-born player must receive clearance from the United States Soccer Federation (“U.S. Soccer”) to register with an affiliated club in the United States, in accordance with then-current FIFA and U.S. Soccer rules and regulations, prior to participation. U.S. Soccer’s process and applicable forms can be found here.
If a player arrives in the U.S. prior to his/her 10th birthday, he/she can be very easily cleared via the “Prior to 10 Process” from U.S. Soccer.
For refugee players that have arrived in the U.S. after their 10th birthday, please review this FIFA document, which outlines the documentation needed for both accompanied and unaccompanied refugees to obtain clearance.
The key component to getting refugees cleared is having proof of their refugee status. An individual’s refugee status is traditionally evidenced by a stamp found on the Homeland Security document they have been issued, which can then be used in place of a POB.
It is the club’s responsibility to discuss with parents/legal guardians and obtain clearance.
Clubs should know this also pertains to U.S.-born players if their parents’/legal guardian’s work transferred the family to another country for an extended time period. If the child played soccer in that country, they will need clearance to play again when they move back to the U.S.
2016 CERTIFICATES OF INSURANCE (COI):
Request for Certificate of Insurance (#C012) – multiple | single If you are in need of a Certificate of Insurance for your club or a facility you are utilizing, please complete and return to your regional administrator. Allow a minimum of three business days for processing. Certificates of insurance are valid for a calendar year, and can be issued for the upcoming year beginning in late December.
If you need to contact us, please consolidate your concerns into one email to the appropriate individual, as this will allow us to better track your needs and respond most efficiently.
For administrative, registration or KYCK Play-related assistance, contact your respective US Club Soccer administrator. This includes passcards, background checks, insurance, player releases/loans and other registration-related matters.