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eAYSO: Regional InstructorPresented by:Rand PottereAYSO Commission

Webinar Guidelines2This is a 45min webinarWe have many items to cover and hence no questions will be entertained at any point. So please note down your questions with the slide # if applicable. At the end of the webinar a contact email will be provided. All questions or comments must be sent to that emailWebinars sessions will be repeated until End of February

Learning ObjectivesHow to request a courseHow to manage a rosterPaperless Referee CertificationReportsIt is very important that the Instructor know how to request a course roster (i.e. setup a class)It is equally as important for the Instructor to properly take care of their roster (i.e. need to add students, provide information about the class, track completions and drops and most importantly SUBMIT or Cancel rostersotherwise Instructor privileges will be suspended until rosters are up to date (i.e. no more than 60 days after date of class rosters must be dispositionedeven if it is a partial submissionyou can always go back to a roster and reopen to complete that one straggler who missed the test.)Referees have a special tracking Module by module completion/tracking is allowed as many referee classes are multi-session classes.Request a Course(aka Creating a Roster or Registering a Course)

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Manage a RosterRegion Instructor Rosters

5How to request a courseClick on Region Course Request

6Select Section, Area & RegionSelect the CourseHow to request a course (cont)Enter date of courseSelect State and then City

7Click To View Courses & Certification MatrixHow to request a course (contd.)

8How to request a course (contd.)

9Click Assign Lead InstructorHow to request a course (contd.)

10Enter first and last name of lead instructorClick Assign Lead InstructorSelect theInstructorHow to request a course (contd.)Click SearchNOTE:New to eAYSO 2.0 is the ability to click on any column heading for an automatic ascending sort and then click again for a descending sort

11Click Same as Lead InstructorLead Instructor displaysHow to request a course (contd.)Next assign Course ContactOr click Assign Course Contact

12Course contact displaysHow to request a course (contd.)Click Same as Lead Instructor" or Same as Course ContactNext assign Course VerifierOr click Assign Course Verifier

13Final StepClick SubmitCourse verifier displaysHow to request a course (contd.)New Feature: Enter special information you want to show on course listingNote NEW FeatureThis info in the Comments Box will display to the students as they view the course listings It can be used for direction to the venue or for listing a website where the student can find unique information on this class. (Hyperlinks are not allowedbut the student can be instructed to cut and paste a link into their browser

14How to request a course (contd.)Roster # generatedPrint and save for your reference

15How to request a course (contd.)

16 If the Lead Instructor or Authorizer are not qualified, the course is not registeredHow to request a course (contd.) Various error conditions can occur which may or may not allow your course to be registered. Please follow instructions to resolve or Click Return to Course request to select a qualified personConditions:If the Lead Instructor and Authorizer are not qualified, the course is not registeredIf the Lead Instructor is qualified but the Authorizer is not, the course is registeredIf the Authorizer is not qualified the course is pending. Course requestor must contact the NSTC Programs dept. to clear up the pending status

17 Email is sent automatically to confirm the creation of the rosterHow to request a course (contd.)Conditions:If the Lead Instructor and Authorizer are not qualified, the course is not registeredIf the Lead Instructor is qualified but the Authorizer is not, the course is registeredIf the Authorizer is not qualified the course is pending. Course requestor must contact the NSTC Programs dept. to clear up the pending status

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Manage a RosterRegion Instructor Rosters

19How to manage a roster Click on Region Rosters (this is a change from eAYSO v.1)Please note: When looking for a Roster you may need to look under Region or Area or Section Instructor. Depending on how the roster was created.Same functionality is true for Region or Area or Section

20How to manage a roster (contd.) Click SearchEnter the roster # orother search criteriaLots of ways to search

21How to manage a roster (contd.)Click Manage RosterClick to select the roster

22How to manage a roster (contd.)Attendees that signed up using MyeAYSO> Course Signup appear hereClick to add an attendee who may not have signed up via eAYSO

Then click Back for full roster Management functionsIf Volunteer record is found in eAYSO23How to manage a roster (contd.)Click Add attendee to RosterSelect the recordInformation:Pre-course promotional materials should drive prospective learners to eAYSO to at least create a volunteer application online; AND/OR.The CVPA should attend the start of any course to collect volunteer applications for anyone who had not yet completed a form and enter the data while the course is conducted; AND/OR.If available, computers could be set up at the course for attendees to log in and complete an online volunteer application.

24How to manage a roster (contd.)Enter search criteria and click search Click Add new volunteer If person is not a volunteer yet

25How to manage a roster (contd.)Select Region #DOB not required but good if availableEnter all fields with * and click Submit

26How to manage a roster (contd.)Click Add Roster attendee to add the next attendee or Save and exitActually all roster management functions can be access from this screen:Save Work and exit roster managementPrint roster Add addl attendees to the rosterRemove attendees from roster

27How to manage a roster (contd.)Click for no-shows and dropsMust Click Remove to delete from roster

Please note: You MUST click Remove inorder to delete any Attendee name which you want removed from the roster. Simply checking it and Returning or Saving roster will not remove the Attendee.

28How to manage a roster (contd.)Click completed on attendees who completed the course(Optional) Save Work & Exit now if you arent ready to return

Once you have designated everyone who is to get credit, click on Return Roster.

29How to manage a roster (contd.)Roster submitted and status updated to Returned or CancelledYou also may cancel rosters. Be sure to manage rosters otherwise if rosters are 60 days past due with out being submitted or cancelled Instructors will not be able to request new rosters

30How to manage a roster (contd.)Volunteer certification is updated Instructor or Volunteer may check that they have been given proper class credit on certification classesInstructors many Lookup>Volunteer to verify any volunteers queston on whether or not class credit was posted to eAYSO (usually credit appears with in minutes of the roster being returned)Volunteers may sign on to eAYSO and view their Welcome screen and select View Certification to self discover all the classes taken and positions that they hold or have held.31Paperless Referee Certification(or managing referee course modules)

32How to manage referee course modulesSearch for the Roster, click on Manage roster and add attendees to the roster as before

33How to manage referee course modules (contd.)Note the Check/Uncheck all option

34How to manage referee course modules (contd.)Note the Completed check boxClick on Save Work & Exit or Return RosterCheck course modules or the completed check box for the attendees

35How to manage referee course modules (contd.)Course and course modules display with date completedReports36

37New Reports Available to Instructors Click on Vol Position CertificationReportsReports Volunteer Certification (explain general report and Pre Requisites met report)

38New Reports Available to Instructors Now All on One Report:Both Volunteer Positions & Volunteer Certifications

Select By Discipline

ReportsReports Volunteer Certification (explain general report and Pre Requisites met report)This is something Administrators and Instructors as well as regional/ area and Setion level trainers have been wanting and its finally here with eAYSO 2.0Now All on One Report: Both Volunteer Positions & Volunteer Certifications

39New Reports Available to Instructors contVolunteer Positions & allVolunteer Certifications(either .pdf or Excel)ReportsReports Volunteer Certification (explain general report and Pre Requisites met report)This is something Administrators and Instructors as well as regional/ area and Setion level trainers have been wanting and its finally here with eAYSO 2.0Now All on One Report: Both Volunteer Positions & Volunteer CertificationsDont forget the Help menu

Use the tools on HELP- Excellent Tips - User Guides - Online Lab ExercisesContact information41Questions or comments regarding this presentation:

eayso-instructor@ayso.org

Questions or comments about eAYSO:eaysosupport@ayso.org

OR call (866) 588-2976

Thank you42