eSignature
In conjunction with the Electronic Records and Signatures in Commerce Act of 2000, AYSO is now able to accept electronic signatures, eliminating the burden of providing secure, confidential storage of volunteer applications and player registration forms at the Region, Area and Section levels. Electronic signatures will also enable fast, efficient search and retrieval of signed registration forms in the event of legal or liability issues.
Many have probably wondered why parents and volunteers have to print out Player Registration and Volunteer Application forms and present them to Region officials when they’ve already input their information into eAYSO. The reason for this necessary step in the process is because AYSO has an obligation to:
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Verify the identity of the person represented on the application forms (including a player’s age) for all new/first time players and volunteers.
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Verify the parent/guardian/individual’s consent to participate in AYSO’s soccer program and acknowledgement of potential risks
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Verify a volunteer’s consent to reference and background checks
- Securely store the signed forms for several years in the event of liability concerns.
eSignature, the electronic signature feature in eAYSO, facilitates all but the very first case; that of verifying the identity of a brand new player or volunteer.
The use of eSignature is not intended to eliminate the need for paper forms, just their long term storage. Parents and volunteers should still be directed to print a copy of their forms and present them to the Region for verification and use by the coach or for any other Regional activity during the Membership Year. Coaches are still required to have signed or eSigned copies of their Player Registration Forms, with the emergency contacts and treatment authorization, in their possession during all AYSO activities.
eSignature was successfully piloted by Region 6/D/418(Chicago Lakefront) for Fall 2009 registrations and is now available to all AYSO Regions on a voluntary basis at a cost of $1 per player registration and volunteer registration form. The fee for this additional service will be billed to each Region via eAYSO along with their regular player registration invoices.
eSignature Requirements
In order to implement eSignature, Regions must comply with the following requirements:
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Only player registration forms and volunteer application forms entered into eAYSO by the parent/guardian or volunteer themselves qualify for eSignature. Forms input by Region administration also do not qualify for eSignature. Regions using a third-party vendor for registration will not be able to take advantage of eSignature for player registrations.
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Regions may use eSignature for both player and volunteer registration or only volunteer registration.
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Regions must still require parents and volunteers to print and submit a copy of their application/registration forms for verification by the Region.
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Regions must verify the correct appearance of an eSignature on page 2 of the printed forms. On rare occasion, a system or network error could disrupt the eSignature process. The eSignature process includes acknowledging waivers, consent agreements, and electronic filing of the forms and is required for a valid eSignature.
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In the absence of the eSignature, the parent or volunteer must be required to sign the hard copy form or re-submit the application online in order to comply with insurance guidelines. Reminder: hard copy forms with a “wet signature” must be stored for a minimum of seven years for volunteer applications and up to such time that the minor child reaches 24 years of age for all players.
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Regions will be invoiced a fee of $1 per form - player and/or volunteer. This fee is necessary to defray the costs of maintaining the system environment required to store the confidential information over the years as outlined by insurance and legal guidelines. Regions should factor this fee into their Budget and Registration Fee planning.
Enrolling in eSignature
Regions opting to enroll in the eSignature program should complete the application below and submit at least 6 weeks prior to the first registration day and in time for Budget and Registration Fee planning.
The Regional Commissioner or Registrar (with Regional Commissioner approval) must complete the following form and fax or email it to the National Office:
eSignature Form
FAX number: 310-525-1155
Click to Email Us
The eSignature feature will be enabled and an email will be sent to the Regional Commissioner, Treasurer, Registrar, CVPA and Area Director notifying all that the system is ready for the Region to open registration. For questions regarding the eSignature requirements or its implementation, please contact:
Regional Settings
Once Regions receive confirmation from that the eSignature feature is enabled, the Regional Commissioner or Registrar must proceed with updating the Regional Settings in eAYSO to enable player and volunteer registrations for the Membership Year/Program as described in the Registrar Manual and eAYSO Player Registration user guide.
