Yesterday we covered the basics about the seasonal year, insurance coverage, and tryouts in the first of our series. Today we’ll tackle age verification, the process by which registrars compare player registration forms with an original proof of age document (usually a birth certificate) to ensure the player’s age is correct.
Age Verification Process
We’ve had some questions lately about whether a registrar should be retaining copies of birth certificates in order to verify a player’s age. In 2008, Washington Youth Soccer announced a new process for verifying a player’s age during the registration and rostering process each season. In an effort to minimize potential threats of identity theft, Member Associations and Clubs are able to use a birth certificate tracking tool through their registration software to authenticate and approve a player’s information by confirming that the information on the physical birth certificate or other acceptable verification documents (first name, last name, and birth date) matches the registration information. Check with your organization’s registration software vendor to see if a birth certificate tracking tool is available to your Member Association or Club.
For those Member Associations and Clubs that do not have a birth certificate tracking tool available through their registration software, there is a required verification form in the Registration category of the Forms & Downloads section of our website, under the Resources tab. Once a registrar has initially verified an original proof-of-age document for a player, signatures of both the registrar and the parent are required to complete the age verification form. The Member Association/Club registrar then retains the form and gives the original proof-of-age document back to the parent; if a registrar has any copies of a proof-of-age document, they must be safely shredded or destroyed as soon as verification has been completed and the age verification form has been filed. Once a birth date has been verified and the form completed and filed, the registrar can refer back to previous years’ completed verification forms instead of going through the verification process again.
If you have any questions on this process, please feel free to contact Jillian Higgins at jillian@WashingtonYouthSoccer.org.
On Monday: Printing Membership Passes!
Have a great weekend and enjoy Seafair if you’re around Seattle!