New Jersey Youth Soccer Association (NJYSA)
Player Application Instructions and Requirements

These instructions are intended for new travel coaches who have not produced player/coach membership cards (player passes).  Every team must have a pass for each player and coach.  The pass includes a picture of the player or coach that the referee will view before each game to validate the team and prevent a team from using players outside of their roster.

The requirements (application process) for obtaining player passes are taken very seriously by NJYSA and all the paperwork must be complete and accurate before player/coach membership passes will be validated.  Official NJYSA instructions and blank forms can be obtained from www.njyouthsoccer.com

THE PROCESS:

• Coaches inform parents and assistant coaches of what documentation they need to provide.  It is recommended that coaches inform parents at the team’s very first parent meeting.
• The Club (EBSC) submits the names of teams playing in the upcoming season.
• Coaches receive a Player Pass Packet from the EBSC VP-Travel, containing blank player passes and team roster.
• Parents deliver documentation to their Coach.
• Coaches (with help from a team parent, if possible) produce the Player Passes, assemble the accompanying documentation, and deliver this paperwork to the EBSC VP-Travel.
• The EBSC Coordinator proofs each team’s Player Pass Packet documentation for accuracy and completeness before delivering it to the MNJYSA.  Packets with any problems are returned in full to the Coach for corrections.
• NJYSA District Commissioner reviews each teams Packet documentation, validates and approves (stamps) each pass and roster.
• Coaches receive back their Player Passes, Roster, and Medical Release Forms.  Coaches laminate the Passes and make extra copies of the Roster sheet and MRF for future use. (Note….the state keeps the Membership Form and Birth Certificate)

Listed below is what each player/parent/coach must provide:

• Wallet size photo of the player or coach, with 1” x 1” face.  This is glued to the back of the Player Pass.  The photo cannot be a Polaroid picture.  Polaroid photos will discolor (go black) if exposed to the heat from a lamination machine.  The Player/coach sign the Player Pass.
• Copy of the player’s birth certificate (MUST be legible.  If the birth date cannot be read, the certificate cannot be used).  It is strongly suggested that you make a copy (or scan) of each birth certificate to retain for your records (so you don’t need to ask for them in future years).
• Completed New Jersey Youth Soccer Membership Form. 
• Completed and NOTARIZED US Youth Soccer Medical Release Form (MRF)
• MNJYSA Sportsmanship form  (set a good example S.A.G.E forms), which must be signed by each parent and player.
• Copy of coaching license (F license or higher).

STEP-BY-STEP INSTRUCTIONS:

NJYSA forms can be obtained on their website at:www.njyouthsoccer.com/

1. MEMBERSHIP FORM is completed by each family/player and must be signed and dated.  Most EBSC teams participate in the Mid NJ Youth Soccer League (the League is “Mid NJ”), Club is  “East Brunswick Soccer Club,” Team as “your team’s name,” Age as U-“your team’s age group,” District number (20), the League number (09), the club number (9063).  Do NOT fill in the player pass number yet. 
2. MEDICAL RELEASE FORM (MRF) is self explanatory with …..but stress to the parents that the MRF form MUST BE NOTARIZED!  
3. Completed Set A Good Example (SAGE) forms must be signed by each player and parent.
4. Distribute/email these forms and tell your parents to return them ASAP.  It helps to assign a parent (Team Secretary) to be responsible for the collection of Packet documentation and make reminder calls. 
5. Parents will also need to provide a copy of the player’s BIRTH CERTIFICATE and a small PHOTO (wallet size or passport photo with 1” x 1” face) of each player.  You cannot use a Polaroid photo; it will melt when you laminate the pass.
6. For each coach you will need a copy of their “F” license, a signed MEMBERSHIP FORM, a signed S.A.G.E. form, and a small photo (coaches need a pass also).

First and foremost…. Get the parents to complete the paperwork…. If you wait too long, many families will be on vacation during August and you will have problems getting the paperwork completed.

7. Make copies of the blank roster so you can make a sample.  On the SAMPLE fill in the players’ names in alphabetical order by last name.  Double (triple) check the alphabetical order.  Then add the other information to the sample copy.
8. To complete your sample roster (you’re not ready for the final copy yet) you will need each player’s birth date.  The birth date listed on the roster must be the same birth date listed on the birth certificate (therefore, you can’t complete the roster until you have the birth certificates!).  THE BIRTHDATE ON THE ROSTER MUST MATCH THE BIRTH CERTIFICATE. Don’t laugh!  This is one of the most common mistakes.  Also, make sure you use the actual birth date, not the filing date (another common mistake). 
9. Once you are sure the players are listed alphabetically on the roster, you’re ready to produce the player passes.  Player pass “01” should correspond with the first player on your roster (the first alphabetically), pass “02” with the second player…. and so forth.  Each player pass is divided into 2 sections.  One section is the pass itself (that must be filled out) and the second part is a sample that is not used.  Going in order from your roster, write each player’s name on the SAMPLE section (the unused section) of the player pass (not the pass itself).  This gives an easy way of indicating who gets the pass.   Then, have each player sign the back of their respective pass (the actual pass).  Once the player has signed the back of the pass you complete the front of the pass by printing their name and birth date.  THE NAME ON THE FRONT OF THE PASS MUST MATCH THE SIGNATURE ON THE BACK.  This is why you have the player sign first…. So that you can print the same name as what the player signs (for example, if the player’s name is Stephen, but he signs as Steve, the front of the pass must read as “Steve.” 

Write the birth date on the front of the pass.  Again, the birth dates must also be correct (match the roster and birth certificates)!  The pass must be done correctly the first time.  You cannot make corrections or changes (no white out, cross outs).

Write the team name and respective playing age (eg: U-12) on the front of the pass.  The complete team name must be used (eg: “East Brunswick Extreme”).

Complete the player pass by gluing the player’s picture to the back with a glue stick. You may need to trim the picture to get it to fit… and don’t cover the signature.

Follow the same process for each coach (you do not need to include the coach’s birth date).

10.  You are now ready to complete the final Roster.  All the information is the same as your sample roster and fill in the player pass number in the corresponding space.  See the attached sample roster.
11. You must also complete the NJ Membership Form by filling in the player pass number where indicated (if not already done so, fill in the League is “Mid NJ”, Club is  “East Brunswick Soccer Club,” Team as “your team’s name,” Age as U-“your team’s age group,” District number (20), the League number (09), the club number (9063)).
12. If the parents have submitted all the forms and you have filled out the pass, membership form and roster correctly, you are nearly done.  Compile each player’s paperwork and clip them together (all paperwork for each player is clipped together), in the following order:  …Player pass, membership form, medical release form, birth certificate and SAGE form.  Put the team roster on top, and put everything in an envelope.
13. Prior to submitting your package to the EBSC Coordinator, verify and complete the checklist attached to your initial envelope.  NOTE, the EBSC Coordinator will NOT review the paperwork unless the checklist is attached.