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This document contains information on our registration process.
1. Overview
The Webster Junior Warriors and Titans registration process is followed year-to-year in order to provide a consistent, fair, and transparent method of enrolling players. This process document describes how registration is executed.
2. Sequence of Events
It is helpful to understand the events that occur at various points of time.
2.1 End of season
At the end of the current season, all rostered players are retired. This is accomplished by a registrar setting the status of all rostered players from "Rostered" to "Retired." The retired status simply means that a rostered player has completed an entire season.
2.2 Intent to Return
This is a span of time when families with a Retired player (one who played in the previous season) can indicate whether their player will be returning for the next season, and/or if they have another child who is interested in joining our organization. This generally starts a few weeks after the banquet until around January 1 of the next year. Parents will use their WJW-WJT account to set the status of their existing player, and to add new players. Returning players get the status of "Pre-Registered" and new players will get the status of "New."
2.3 Pre-Registration Event
Once the above event passes, the registrars will use the information in our registration system to produce the AYFCL registration forms for returning and new players. The forms are printed and brought to the Pre-Registration Event, announced well in advance. At this event, returning families will sign this printed form, provide required documentation, and pay the registration fee. Shortly following this event, the registrars will begin going through the registration process and rostering players.
Returning families are always given first priority when it comes to rostering. However, they are expected to provide all required materials and payment at the Pre-Registration Event. If they do not, they are given a few weeks. If this deadline passes, then they are instructed to go to our waiting list. This policy is in place to differentiate those who are truly interested in returning from those who are not. Adequate warning about this policy is given months in advance to help families plan ahead.
3. The Waiting List
For new families, or those who did not have a player rostered from the previous season, we provide a waiting list. The waiting list opens shortly after the Pre-Registration Event; details on the exact time it becomes active and how to use it are provided on our web site.
Our waiting list requires all prospective families to create a WJW-WJT Account. This account will contain general family information (last name, email) as well as detailed information for parents and children. Children entered via the waiting list will have the status of "Waitlist." All information is required up-front so that if a player is accepted, registration can proceed without delay.
The registrars will first fill the rosters using returning families, and then turn to the waiting list, starting at the first entry. The age and weight requirements provided by the AYFCL are criteria used to assess eligibility, as is roster slot availability.
When a player is accepted from the waiting list, the parents will receive an email with instructions on how to proceed with the registration process. Included will also be a deadline by which time all specified materials and payment must be received. Failure to provide the requested materials and payment by the deadline will result in the family being returned to the waiting list.
4. Required Materials
All players must have a complete set of materials in order to be registered and then rostered. (See exception to physical forms, below.)
4.1 Physical Forms
The AYFCL requires a copy of a physical form provided by your child's pediatrician. The physical form is required in order to verify that your child is healthy enough to participate in the sport of his or her choice. The date on the physical form must be less than one year from the start of the upcoming season. For example, if the season starts on 8/5/2010 and the physical form is dated before 8/5/2009, then a new physical form (dated after 8/5/2009) is required before the practice on 8/5/2010. So at the Pre-Registration event, and if you are accepted from the waiting list, you may forgo the physical requirement at that time; you are still required to provide it prior to the first practice.
Exception: Therefore, we will register and roster your child without a physical form, but require it by the first practice.
4.2 Birth Certificate
The AYFCL requires a copy of your child's birth certificate. This is needed in order to verify your child's age so that we can assure accurate rostering according to the rules set by the AYFCL.
5. Fundraising Requirement
6. Refund Policy
7.
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