Volunteer Positions
at Marshall AYSO Region 1097

Job Descriptions

Board positions

  • Regional Commissioner
  • Child and Volunteer Protection Advocate
  • Regional Coach Administrator
  • Regional Referee Administrator
  • Regional Registrar
  • Safety Director
  • Treasurer

Registration positions

  • Registration Day Worker
  • Registration Data Entry Worker
  • Assistant Registrar

Team positions

  • Coach
  • Assistant Coach
  • Team Parent

Referee positions

  • Referee
  • Assistant Referee
  • Regional Director of Referee Instruction

Other positions

  • Picture Day Coordinator
  • Volunteer Coordinator
  • Uniform Coordinator
  • Equipment Coordinator
  • Marketing and Promotions
  • Auditor
  • Sponsorships
  • Scheduling

Regional Commissioner

The regional commissioner has the responsibility and the authority to manage the day-to-day business of the region as described in Article III of the standard regional guidelines within the framework of the AYSO operation regulations.

Specific Duties and Responsibilities

  1. Comply in spirit and letter with the objectives of the organization;
  2. Maintain good community relations with the primary objective being youth development;
  3. Collect and disburse fees and other monies for the sound financial organization and operation of the region. It is incumbent upon the region to keep and file, as required, accurate financial records to ensure continuation of the tax exempt status of the organization;
  4. Review, on an annual basis, the regional guidelines and other written regional operating regulations;
  5. Supervise the regional treasurer by reviewing the region’s cancelled checks and bank statements periodically, reviewing the National Accounting Program (NAP) financial report each month, and reviewing, periodically, internal financial control procedures. Also, take other reasonable measures to assure that the region’s assets and expenses are being handled in a fiscally responsible manner;
  6. Make timely submissions to the National Support & Training Center of membership, fees, budgets, Information Forms, and other paperwork as required with copies to the area director;
  7. Be responsible for the performance and the growth of the regional programs for the benefit of the players, the volunteers, and their families;
  8. Organize, maintain, supervise, and coach regional volunteer staff to assure adequate support and services to the region, including the development of new volunteers for regional position succession planning;
  9. Appoint, at a minimum, a CVPA, a treasurer, a safety director, a regional coach administrator, registrar, and regional referee administrator;
  10. Publish for the region and for the files of the National Support & Training Center, guidelines for the operation of AYSO within the region. Such regional guidelines must conform to all provisions of the Standard Regional Guidelines but may expand or add to them to cover specific regional needs, subject to the approval of the area director and section director. Such regional guidelines must include a process for the selection of a regional board and the
    election of the regional commissioner;
  11. Act as the official spokesperson for the region in regard to publicity, internal development, cultural exchange, business systems, budgets, regional operation regulations, and other matters concerning AYSO programs within the region;
  12. Assist the regional board in the planning and implementation of its policies and programs within the region;
  13. Register players, coaches, referees, and other regional officials;
  14. Assign players and coaches to assure proper balance of teams within any one age group within a reasonable geographical area;
  15. Locate and secure proper playing facilities;
  16. Secure uniforms, balls, goals, and other necessary equipment;
  17. Schedule games;
  18. Comply with the Soccer Accident Insurance plan and submit insurance claims according to current procedures;
  19. Release publicity concerning the region;
  20. Budget for and encourage regional participation at the annual Section Conferences (volunteer education conferences);
  21. Budget for and participate at AYSO’s annual business meeting, the National Annual General Meeting (NAGM);
  22. Oversee dispute resolution within the region pursuant to Article Nine of the guidelines and AYSO operating regulations;
  23. Preside at all regional board meetings;
  24. Keep the regional board informed of actions and decisions on matters of importance;
  25. Attend area meetings, Section Conferences and caucuses, and the NAGM;
  26. Maintain close liaison with the area director and the section director, and coordinate all extra-regional activities through the area director;
  27. Submit a completed Regional Performance Program to the area director prior to the November date as specified on the Regional Performance Program form;
  28. Make such other decisions and take actions as may be required to run the region within the limits of the regional budget and these guidelines; and
  29. When leaving the position, transfer to his/her successor in a timely fashion (a) all regional records, files and reports; and (b) the regional commissioner manual.

Child and Volunteer Protection Advocate

The volunteer Child and Volunteer Protection Advocate oversees the child and volunteer protection program in the region in accordance with the AYSO Safe Haven program.

Specific Duties and Responsibilities

  1. Support the regional commissioner in the promotion and implementation of the AYSO Safe Haven Program, including the three main elements of volunteer protection;
  2. Be familiar with the Child Protection Act of 1993, the Volunteer Protection Act of 1997, the Good Samaritan Laws of the State of Illinois, and its provisions for the reporting of child abuse and neglect;
  3. Work with the registrar to see that all volunteers complete, date, and sign the AYSO volunteer application form and its authorization to perform applicant screening, and be the screening liaison with the AYSO National Support & Training Center;
  4. Ensure all AYSO volunteers are duly registered in eAYSO;
  5. Check references for all new coaches, referees, board members, team parents, and others who have direct supervision of players. Random reference checks for everyone else;
  6. Be aware of AYSO’s definitions of levels of risk, inform prospective volunteers that they are screened at a level appropriate to the level of risk, and maintain a copy of AYSO’s screening policy;
  7. Enforce AYSO protocols to protect privacy and privileged information;
  8. Present to the regional board a motion to accept the list of coaches, referees, and other volunteers each season at a board meeting;
  9. Ensure that the region keeps on hand the written position descriptions for each volunteer filling a regional position;
  10. Serve as a resource and/or a facilitator to the region’s members on the requirements for good faith reporting of abuse and molestation to law enforcement agencies and child welfare agencies;
  11. Assist with the ongoing evaluation of volunteers;
  12. Meet with the head coach of each team, either individually or in a group with the coach administrator, to review child protection and supervision responsibilities prior to each season;
  13. Meet with the referees, either individually or in a group with the referee administrator, to review child protection and supervision responsibilities prior to each season;
  14. See that the region’s supervision ratio is enforced; and
  15. Promote the region’s standards of behavior and conduct as laid out in the child and volunteer protection policies, procedures, and guidelines of the AYSO Safe Haven program.

Division Coordinator

The division coordinator handles activities and communication within the divisions established by age groups.

Specific Duties and Responsibilities

  1. Organize and chair team formation night with all coaches and assistant coaches to review evaluations and modify as necessary
  2. Separate players by age and skill levels and form BALANCED teams;
  3. Ensure each team has a coach, an assistant coach, and a team parent;
  4. Generate complete team rosters (players, coaches, and assistant coaches) within the eAYSO database;
  5. Ensure uniforms are properly distributed;
  6. Schedule divisional games and fields;
  7. Collect scores and standing to distribute appropriate plaques and trophies to teams for tournaments and regular season play;
  8. Organize and schedule any make-up games if necessary;
  9. Ensure all coaches complete player evaluation forms and collect forms by end of regular season;
  10. Ensure evaluations fairly reflect demonstrated abilities of players;
  11. Enter player evaluations in eAYSO;
  12. Serve as a liaison between regional commissioner and coaches regarding any questions, problems, or general information throughout the season.

Regional Coach Administrator

The regional coach administrator administers the region’s coaching program by providing leadership to its coaches. He or she is directly involved with recruiting, training, retaining and coordinating the region’s coaches. Their primary function is to provide training for coaches within the region.

Recommended Qualifications and Skills:

  • U-12 Coaching Course graduate.
  • Strong administrative/organizational abilities.

Orientation, Training, Certification and Continued Education Provided:

To prepare a volunteer for the position of Regional Coach Administrator, AYSO will offer the following educational opportunities. It is the duty of the volunteer to attend these sessions:

  • Orientation by the Regional Commissioner
  • AYSO Safe Haven for Coaches Course
  • Introductory Management Training
  • Coach workshops at the annual Section Conference (i.e., Coach Administrator Training)

Specific Duties and Responsibilities:

  • Offer at least one of each of the following coaching courses prior to the season:
    • Safe Haven for Coaches
    • U-6 Coach
    • U-8 Coach
    • U-10 Coach
    • U-12 Coach
  • Provide additional in-season training opportunities (specialized clinics, pizza night, etc.).
  • Coordinate a pre-season coaches meeting where issues of sportsmanship, safety, new laws, and specific regional issues are presented.
  • Assist the Area Coach Administrator in organizing an Intermediate Coach Course as needed for coaches with one to three years of experience.
  • Attend the Section Conference and other area/section meetings as required throughout the year.
  • Maintain regional library of coach training material.
  • Coordinate a post-season meeting of coaches to recognize contributions and gather input for the following year (i.e., list of coaches who will be returning, names of potential new coaches).
  • Assist Regional Commissioner in handling any coach related problems.
  • Work with other region administrators (RC, registrar, division coordinators) to ensure there are enough coaches to support the size of the region.
  • Assist region in providing volunteer registration forms on all coaches/assistant coaches to the AYSO National Support and Training Center.
  • Request a printout of registered coaches from the AYSO NSTC for reference.
  • Participate in player ratings and extended team formation as needed.
  • Support the section coach administrator in organizing an Advanced Coach Course as needed for coaches with four of five years of experience, and publicize the course.
  • Contribute coaching articles to your regional newsletter when possible.

Regional Referee Administrator

The regional referee administrator implements, monitors, and maintains the AYSO National Referee Program including program delivery, staff development, communication, and coordination at the regional level.

Specific Duties and Responsibilities

  1. Ensure that each referee, assistant referee, and youth referee complete a volunteer application form in accordance with the National Support & Training Center applicable policies and guidelines and that they are properly registered;
  2. Take reasonable measures to verify the information contained therein by contacting the child and volunteer protection advocate, checking references, and making other appropriate inquiries before permitting such volunteers to participate;
  3. Appoint a regional director of referee instruction to assist in planning and implementing referee and assistant referee orientations, clinics and other training programs in accordance with the AYSO National Referee Program and to coordinate such efforts with area and/or section staff;
  4. Appoint a regional director of referee assessment to assist in administering the certification component of the AYSO National Referee Program and to coordinate such efforts with area and/or section staff;
  5. Assist the area referee administrator in the delivery of the AYSO National Referee Program, and support the regional commissioner with its implementation;
  6. Be responsible for the scheduling of referees and assistant referees within the region, or delegate such task to another responsible volunteer or assistant and coordinate such efforts with the region s scheduler of games;
  7. Identify and train a successor;
  8. Prepare an annual regional referee work plan and budget for submittal to the regional commissioner (with a copy to the area referee administrator). The work plan will include goals and objectives for the upcoming year;
  9. Maintain a current list of all referees within the region, including their current certification level within the eAYSO database.
  10. Ensure that important information relating to law and rule interpretations and changes, clinics and courses, national, sectional, area and regional programs, and special events is disseminated to the referees within the region;
  11. Support and encourage the development of camaraderie, mutual support, esprit de corps and uniformity of interpretation among referees by providing sufficient opportunities for social interaction;
  12. Provide leadership and be an active role model exemplifying the AYSO culture and philosophies;
  13. Promote referee welfare within the region;
  14. Monitor referee activities within the region;
  15. Coordinate the assignment of referees at regional playoffs and special events;
  16. Represent the region at area meetings;
  17. Provide assistance to the referees in interpretation of the FIFA Law, national section, area rules and regulations, and regional guidelines;
  18. Advise the regional commissioner and staff on matters pertaining to refereeing;
  19. Maintain liaison with area referee administrator for general administrative questions
  20. Cooperate with the area referee administrator as necessary.

Regional Registrar

The regional registrar plans and implements the annual registration of players and volunteers.

Specific Duties and Responsibilities

  1. Maintain all regional player information within the eAYSO database;
  2. Ensure that, for each registration event, there is a reconciliation of registration forms and fees charged balanced against monies collected, and confirm this with the treasurer (or designee) before the close of the event;
  3. Verify that the treasurer has sent in payment to AYSO for the number of players registered;
  4. Select and coordinate signup location(s);
  5. Process late registrations and drops of players;
  6. Maintain a waiting list for players who sign up after teams are balanced and filled;
  7. Obtain and review current copy of the registrar’s manual and follow procedures;
  8. Attend monthly board meetings;
  9. Communicate with the treasurer, regional equipment, uniform, and age group coordinators regarding registration status;
  10. Communicate with the volunteer recruitment and development worker; and
  11. Keep information under lock and key.

Safety Director

The safety director is responsible for all aspects of the region’s safety.

Specific Duties and Responsibilities

General

  1. Use the AYSO Safety Director Manual to become the most knowledgeable person in the region regarding safety and insurance plans;
  2. Be available and knowledgeable to answer questions from coaches, referees, and parents;
  3. Attend regional board meetings and available seminars.

Administer The AYSO Accident Insurance (SAI) Plan

  1. Provide for the distribution of AYSO’s information flier on the SAI plan to each player’s family;
  2. Maintain the regional supply of SAI claim forms;
  3. Inform regional staff about the SAI plan and procedures;
  4. Provide information to parents and coaches regarding the proper way to file an SAI claim form;
  5. Handle all reports of accidents and/or SAI claims;
  6. In case of an accident, properly notify the regional commissioner within 24 hours; and
  7. Secure a Participation Release Form for seriously injured participants prior to their return to play.

Oversee Liability and Property Insurance Programs

  1. Obtain liability insurance certificates for all facilities used by the region; and
  2. Evaluate need for regional equipment insurance.

Risk Management

  1. Coordinate with the CVPA to implement the AYSO Safe Haven Program;
  2. Oversee compliance of recommended adult-to-child supervision;
  3. Inspect all field equipment to ensure it is in safe condition;
  4. Ensure that all goalposts are properly anchored and do not have net hooks;
  5. Ensure that AYSO policies regarding medical release forms, shin guards, and blood-borne diseases are disseminated to region officials;
  6. Ensure that a reasonable number of first-aid kits are available at all playing sites;
  7. Be responsible for advising regional participants of dangerous weather and othe r potentially unsafe conditions;
  8. Make available safety information for all region members and families from such sources as AYSO Web site, www.soccer.org; and
  9. Promote preventive programs.

Treasurer

The treasurer keeps and safeguards all of the monies of the region and has in his possession all of the region’s cash investments, contracts, leases and any other valuable documents. The regional treasurer deposits all funds and securities in the name and to the credit of the region in an authorized bank or depository.

Specific Duties and Responsibilities

  1. Keep in appropriate books an accurate account of all money received and paid out;
  2. Comply with the National Accounting Program and all procedures specified in the AYSO Treasurer’s Manual;
  3. Attend any and all registration days or assign volunteers who will attend and collect registration fess. Design a procedure for what will be done with the money during and after the registration process. The treasurer and the registrar should verify the amount of money that was collected in cash, checks and credit cards and reconcile the total amount against the number of registration made.
  4. Write the appropriate account code on the face of each check;
  5. Complete and send the NAP “monthly deposit report form” monthly to the National Support & Training Center;
  6. Promptly pay the National Support & Training Center the national portion of the registration fees of the region prior to the region’s first practice or game;
  7. Give a report of the funds, receipts, and disbursements of the region annually or at such other times as requested by the regional commissioner or by the regional board;
  8. Be responsible for filing the annual budget and other information as may be required or requested from time to time by the National Support & Training Center;
  9. Deposit all the funds collected by the region in the region’s checking account;
  10. Obtain regional commissioner’s or other signatory’s signature (two signatures are required on every check) as required and issue checks to pay for the region’s expenditures. All checks should be substantiated by a receipt, invoice, or other documentation;
  11. Verify that the region has adopted written internal control procedures assuring adequate protection of regional assets;
  12. Immediately notify the area director, section director, and the National Support & Training Center of any procedural violations or fiscal irregularities;
  13. Assist the person who has been assigned the task of reviewing the region’s books and records including the area director, section director or the regional auditor (if any);
  14. Reconcile the checking and savings accounts each month and have a report for monthly regional board meetings;
  15. File all receipts, invoices, or other documentation in alphabetical order, by payee, and save them for at least FIVE years. They are subject to audit by government regulatory agencies and the AYSO National Treasurer;
  16. File the specified reports with the National Support & Training Center;
  17. Turn over all the AYSO checkbooks, passbooks, documentation, receipts, invoices, etc. to the regional commissioner when leaving the job;
  18. On or before June 1 each year, assist the regional commissioner in the preparation of the annual budget (a copy of which will be submitted to the National Support & Training Center);
  19. Review the region’s monthly financial statement prepared by the National Support & Training Center. Ensure the accuracy of the region’s financial statement and report any error to the National Support & Training Center immediately;
  20. Publish the region’s financial report to the regional membership (copy to the National Support & Training Center) before the region’s last scheduled game of the season (through e-mail, web site, etc.);
  21. Attend all board meetings, registration days, and coordinators’ meetings; and
  22. Develop investment and spending strategies to assist in long-term financial stability and value.

Registration Day Worker

The volunteer Registration Day Worker works registration days.

Specific Duties and Responsibilities

  1. Helps set up;
  2. Brings snacks;
  3. Greets people, directing them to appropriate lines, and pass out registration forms;
  4. Verifies that the forms are filled out completely and correctly;
  5. Accepts payments;
  6. Assists the treasurer in filling out deposit slips;
  7. Sorts forms.

Registration Data Entry Worker

The volunteer Registration Data Entry Worker works registration days entering information in the database.

Specific Duties and Responsibilities

  1. Helps sort the registration forms;
  2. Helps screen incomplete or illegible forms includ ing missing birth dates, addresses, signatures, etc.;
  3. Enters registration information in the registration database.

Assistant Registrar

The volunteer position of assistant registrar helps the regional registrar with preparation for registration day, posters, job descriptions, etc. He or she may become the registrar in future seasons.

Specific Duties and Responsibilities

  1. Recruits, organizes and calls registration day workers and assigns duties to them;
  2. Recruits and supervises Registration Data Entry Workers to see that all the registrants are processed;

Coach

The coach develops in players a positive image of themselves, their teammates, coaches, game officials, and opponents, and provide a good role model for players. Additionally, the coach will develop in his/her players the appropriate soccer skills as recommended in the AYSO coaching manuals.

Specific Duties and Responsibilities

  1. Attend team organization night with the assistant coach before the season begins;
  2. Attend the age appropriate coaching course for training on how to coach or as a refresher on AYSO philosophy;
  3. Attend uniform/equipment distribution night prior to a season to receive team uniforms, equipment, and a playing schedule;
  4. Conduct appropriate practices;
  5. Promote the AYSO philosophy;
  6. Support the regional commissioner;
  7. Cooperate with the regional coach administrator on all coaching matters;
  8. Support the age group coordinator;
  9. Distribute practice and game schedules to parents;
  10. Conduct a parent meeting;
  11. Teach age appropriate skills;
  12. Refrain from the use of insulting, embarrassing, foul or abusive language;
  13. Provide player evaluations to the age group coordinators at the end of the season;
  14. Carry out other team tasks as necessary; and
  15. Have FUN!

Assistant Coach

The assistant coach helps the head coach with all coaching responsibilities.

Specific Duties and Responsibilities

  1. Attend team organization night with the head coach before the season begins;
  2. Attend the age appropriate coach clinic for training on how to coach or as a refresher on AYSO philosophy;
  3. Represent the head coach at the uniform and equipment distribution night prior to a season to receive team uniforms, equipment, and playing schedule if head coach is unable to attend;
  4. Help run one to two practices per week, develop team line-ups for games, and attend regular and tournament games;
  5. Provide leadership and be an active role model exemplifying the AYSO culture and philosophies;
  6. Provide player evaluations to the division coordinators at the end of the season; and
  7. Carry out other team tasks as necessary upon request of the head coach.

Team Parent

The team parent organizes (for a single team) non-soccer player and parent activities and encourages the good behavior among players and spectators at games embodied in the AYSO Kids Zone philosophy.

Specific Duties and Responsibilities

  1. Distribute information to the coaches, players, and families of AYSO players as requested by the team coach, division coordinator or team parent coordinator
  2. Promote the AYSO Kids Zone philosophy among all parents
  3. Organize an end-of-season party
  4. Organize snack assignments as necessary

Referee

The referee controls soccer matches played between teams of youth players according to the AYSO National Rules and Regulations, the FIFA Laws of the Game and the prevailing guidelines provided at AYSO training courses. The referee cooperates with coaches and other officials to develop a positive self-image in the players and to provide a good role model for all AYSO participants.

Specific Duties and Responsibilities

  1. Attend regional referee meetings before and during the season as required;
  2. Attend specific referee training courses to develop refereeing skills;
  3. Attend referee refresher courses as necessary to maintain AYSO rules, the FIFA Law knowledge, and become familiar with any changes in prevailing guidelines;
  4. Officiate matches to which he/she is assigned according to the AYSO rules, the FIFA Laws and prevailing guidelines;
  5. Keep a record of each match he/she officiates and make special reports as necessary;
  6. Support the AYSO philosophies;
  7. Support the regional commissioner and staff;
  8. Cooperate with the regional referee administrator and referee staff on issues pertaining to refereeing;
  9. Refrain from smoking, drinking of alcoholic beverages, and the use of insulting, embarrassing, foul or abusive language or behavior;
  10. Carry out any other refereeing tasks as necessary; and
  11. Have FUN!

Assistant Referee

The assistant referee assists the referee in controling soccer matches played between teams of youth players according to the AYSO National Rules and Regulations, the FIFA Laws of the Game and the prevailing guidelines provided at AYSO training courses. The assistant referee cooperates with coaches and other officials to develop a positive self-image in the players and to provide a good role model for all AYSO participants.

Specific Duties and Responsibilities

  1. Attend regional referee meetings before and during the season as required;
  2. Attend specific referee training courses to develop refereeing skills;
  3. Attend referee refresher courses as necessary to maintain AYSO rules, the FIFA Law knowledge, and become familiar with any changes in prevailing guidelines;
  4. Officiate matches to which he/she is assigned according to the AYSO rules, the FIFA Laws and prevailing guidelines;
  5. Keep a record of each match he/she officiates and make special reports as necessary;
  6. Support the AYSO philosophies;
  7. Support the regional commissioner and staff;
  8. Cooperate with the regional referee administrator and referee staff on issues pertaining to refereeing;
  9. Refrain from smoking, drinking of alcoholic beverages, and the use of insulting, embarrassing, foul or abusive language or behavior;
  10. Carry out any other refereeing tasks as necessary; and
  11. Have FUN!

Regional Director of Referee Instruction

The regional director of referee instruction implements, monitors, and maintains the AYSO Referee Training Program component at the regional level of the Assistant Referee, Referee, and Regional Referee training courses.

Specific Duties and Responsibilities

  1. Support the AYSO National Referee Program in both specifics and in spirit;
  2. Obtain the course guides from the AYSO National Support & Training Center or area staff;
  3. Set up orientations, clinics, and training;
  4. Recruit and train qualified instructors to teach;
  5. Work together with the area director of referee instruction to meet the ongoing training needs of the local referees, assistant referees, and youth referees;
  6. Train and test referees, regional referees, and youth referees;
  7. Train assistant referees;
  8. Facilitate the activities of all referee instructors within the region;
  9. Implement, test, and report on curriculum, course content, and materials for referee instruction;
  10. Conduct referee, regional referee, and assistant referee training courses;
  11. Serve as a liaison between the area director of referee instruction and the regional referee administrator;
  12. Provide the area director of referee instruction with a record of instructional activity within the region;
  13. Communicate with all referees and referee instructors in the region on matters pertaining to changes and interpretations of the FIFA Laws of the Game and the AYSO Rules and Regulations; and
  14. Serve as an official spokesperson for interpretation of the FIFA Laws at all regional sponsored events. (Confirm, as necessary, with the area/section directors of referee instruction or the AYSO FIFA Law Interpreter.

Picture Day Coordinator

The picture day coordinator works as a liaison between the board and the vendor contracted to provide pictures for teams and players.

Specific Duties and Responsibilities

  1. Organize and run the region’s picture day
  2. Develop and distribute picture day schedules
  3. Confirm arrangements with the photographer
  4. Make sure that the teams are organized and on time
  5. Assist the photographer as needed
  6. Plan and manage a make-up picture day as needed
  7. Distribute pictures to the teams
  8. Make arrangements with the photographer for the following year

 














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