Email Coaches Clubs

How to Register Teams and Players

New Seasonal Year Team Registration System Entry

Navigation Section Restricted Entry Failure to Gain Access

Update/Modify Coach/Team Information

Add a New Player Modify/Delete a Player

Closed Web Site Re-opened Web Site

Drops (after Registration is Closed) Adds (after Registration is Closed)

Transfers Assistant Registrars Early Registration

HOW TO NUMBER FIELD FOR FIELD DIRECTIONS

HOW TO ENTER FIELDS FOR SCHEDULING

HOW TO ASSIGN TEAMS TO FIELDS FOR SCHEDULING

HOW TO REPORT SCORES

Scores not entered – no reason One team enters scores

Reporting of re-scheduled games Scores for re-scheduled games

Entry for wrong week Scores conflict

SCORE ENTRY CLOSED Web Site Address

HOW TO HANDLE GAME ISSUES

Appeals Reports about occurrences Proper Contact Procedure

HOW TO USE MESSAGE CENTER

HOW TO UTILIZE SHARED RESPONSIBLITY

CUSL represents a brand new environment for all Clubs and Teams. This new environment requires changes in acceptance of responsibilities by all members of the program.

By "Shared Responsibility" we mean that every coach, every assistant coach, every team manager, every Club representative, and every Club President along with CUSL will be responsible to accurately and promptly handle their responsibilities for their team, club and CUSL.

The success of CUSL is dependent upon each individual coach and each Club handling their responsibilities. When this occurs the required work and effort to provide a soccer opportunity will have been divided up among all of the participations in the program.

"Shared Responsibility" means that Clubs and Coaches are to utilize the Web Site for all reporting and needed information. However, in the event that the information cannot be found and coaches are in need of information, they are contact their Clubs. Coaches are not to contact CUSL Admin with questions. If the Club cannot answer the question, they will seek the information from CUSL Admin. In that way they will be able to answer that question for other coaches. This method creates efficiency and effectiveness for the total organization.

If coaches need to communicate with CUSL on matters requiring a decision – like permission to re-schedule a game – they should make the contact via Email not via telephone.

EMAIL

CUSL is a web based program and a requirement to be a coach in the program is to have an email address or a surrogate to receive emails on the coach’s behalf. Since CUSL is a web and Email based program – Email is to be the correct and preferred method of communication. Coaches are responsible to update and change their email addresses (and those of their assistant coaches when they change).

Also coaches are responsible to insure that their ISP provider accepts and forwards all CUSL mail. Coaches are responsible all mail and non-receipt for any reason is not an acceptable reason for failure to meet the requirements of CUSL requirements, rules and regulations.

COACHES:

• Coaches must have an email address (or a surrogate) in order to be coach in CUSL.
• Assistant coaches must have an email address (or a surrogate) in order to complete the Risk Management Forms.
• Coaches are responsible for data entry of their team and assistant coaches, keeping the information on their team current and accurate which also means correcting errors and making immediately changes as they occur. It also means that coaches must enter all updates from season to season if and as changes occur.
• Coaches are specifically responsible for keeping their own and their assistant coaches’ email addresses current.
• Coaches are responsible for insuring that their ISP will accept CUSL email.
• Coaches are responsible for downloading and printing their own rosters once the player passes are validated.
• Coaches are responsible for downloading and printing all material like Rules Guides, How To Instructions, Brackets, Schedules and responding to all emails forwarded by CUSL and/or their club.
• Coaches are responsible for handling all deletes, transfers and drops that occur during the season (before and after the CUSL registration date).
• Coaches are responsible for reporting their scores and/or the reason that the game was not played on the web site within the established time line.
• Head Coaches and assistant Coaches are responsible for submission of Risk Management Forms via the web site as required by OSYSA.
• Coaches are responsible of immediately informing their Club if they elect to drop from the program once their team has been entered into CUSL.
• Coaches are responsible for accurately and correcting completing all US Youth Soccer Membership Registration Forms, US Youth Soccer Player Passes and US Youth Soccer Coaches Passes via the web system on the timing established by CUSL. If the team cannot be registered on registration day there is a $100.00 fine when the material is re-submitted for registration.
• Coaches are responsible for the results of any circumstances that may occur for his/her teams due to their failure to handled any and all requirements of "Shared Responsibility". This includes any and all responsibilities included within this section and any others not listed. No exceptions can be given for failure to handle their responsibility.
• Coaches are responsible to contact their Club Representatives on all issues and questions. If the Club cannot answer the question, it is the Club’s responsibility to follow up with CUSL and then report to the coach.

• Clubs are to have a policy within their Club that all coaches are to contact them for answers of questions and resolution of issues. Clubs are to have a policy within their Club that coaches are not to directly contact CUSL.
• Clubs are responsible to provide support all answers to all questions/issues raised by their coaches. In the event that they cannot resolve or answer questions / issues, they are to contact the appropriate CUSL resource for assistance. Once the Club has the answer they are to notify the coach.
• Clubs are responsible for re-sending email admin letter to coaches to re-provide passwords when and as needed by their teams.
• Clubs are responsible for data entry of all teams and proper identification of teams that they will enter into CUSL for each season.
• Clubs are responsible for informing CUSL immediately if a team is going to drop from the program.
• Clubs are responsible to immediately delete from the CUSL web site all teams that have dropped from CUSL.
• Clubs are responsible for the training of their coaches on the CUSL requirements and the utilization of the website.
• Clubs are responsible for entry and accurate maintenance of all Club material on the web site – field directions, playing fields, team field assignments, teams entered, names of Club Representative, Club Presidents, email addresses of all Club representatives and their President. All information must be kept current.
• All Clubs are responsible to change the team’s designation from Fall/Spring to Spring only as the team reaches the age where the players will be in high school and the team only plays in the spring. Failure to update will result in additional work for both the Club and League and will impact bracketing and scheduling.
• Clubs are responsible for training of all coaches within their club.

All administrative functions for your team are be handled on the CUSL web site. It is set up to mirror the manual paper work process, but is designed to save administrative time and effort for all coaches, clubs and CUSL.

These instructions outline the process of how to handle registration and other procedures on the CUSL web site. You need to understand the web site principles and be able complete this process for your team in order to participate in the CUSL program. Once the data for your team is entered, it will carry over and you will only need to maintain or modify this information each subsequent season.

If you have problems with any process, you should contact your Club Representative to handle your issues and difficulties. Your Club Representative will contact the proper CUSL representative if he/she cannot handle your problem or issue.

CUSL will announce when the web site is open for Clubs and teams to begin registration for the next Seasonal Year.

• In preparation for a new seasonal year, CUSL will change the age designation up by one year for all teams (i.e., U9 to U10).
• CUSL will delete all teams and coaches who are in the U19 age group.
• All U19 players will be stored in the inactive player file.
• Teams that use their age as part of their team name (i.e., BSC U14 Eagles) will have to change their own team name to reflect the change of age grouping.
• Since players switch teams, all teams who are losing players are to drop their players from these teams within one week of the opening of the Web Site for registration.
• If players who were on U19 teams in the previous seasonal year are still within the age group their telephone number will allow easy assignment (entry without typing all of the information) to the new team.
• Players that are being picked up can be easily added with their telephone number (entry without typing all of the information) if they have been dropped by their previous teams. Ease of entry is the reason for teams to drop immediately drop players within one week of open registration.
• Clubs are to enter new team(s) in the proper age group as soon as possible after the web site is open for registration. Once entered clubs and teams should follow the TEAM REGISTRATION instructions outlined below.
• At the beginning of each seasonal year, clubs are to revise the team records for those teams moving from playing both spring and fall to fall only.
• To implement this change log into your club administration area and then click on the link for "All other team functions". Then click on the link for the team that needs to be changed in order to go to that team’s administration area. Once you are in the team admin area, click on the link that says "Update / Modify Coach / Team info". On the next screen (where it displays the head coach and assistant coach info), click on the link for any of the coaches (it doesn’t matter which one).
  
  When the ext page that comes up, the second field is "Season plays". Please change this field from "SPRING AND FALL" to "SPRING ONLY", leave the other fields alone, and hit SUBMIT at the bottom of the page.

TEAM REGISTRATION

• All teams need to be added (only once) your club’s Section of the CUSL website by your Club Representative.
• Once entered, the head coach will receive an email from "CUSL Soccer League Admin" confirming that your team has been added to the CUSL website. You will be notified of your username, password, team password and other important site information to officially register your team. Existing or continuing head coaches will use the same username, password and team password from the last season. However, if this information is mis-placed or forgotten, the CUSL Admin Email can be re-sent by your Club Representative. If you need this information re-forwarded, you are to contact your Club Representative.
• If any team information changes during the season or between seasons, it is the coaches’ responsibility to immediately update his/her team’s material on the website.
• For a new season, an existing teams who are already on the web site will only have to enter new or changed information (new players or coaches, new addresses for current players or coaches, email address changes, phone numbers changes, etc)

CINCINNATI UNITED SOCCER LEAGUE WEB ADDRESS:
www.cuslsoccer.org

Or
www.cuslsoccer.com

SYSTEM ENTRY

The opening page for either web site address brings up the CUSL logo. You must click on the image to enter the site.

The navigation section of the CUSL uses JAVA applets to operate. Some computers do not have the required version of the applets needed to interface with the web site navigation section and have to be upgraded. If you have an issue with the navigation section – go back to the page with the CUSL logo and follow the instructions on how to upgrade your JAVA applets listed at the bottom of that page.

When you get to the Navigation section, you must click on the word "Navigation" at the top of the bar above the "Welcome to the Cincinnati United Soccer League Website!" This will open up the lists from which the selections can be made.

The CUSL Web Site contains sections that can be reviewed by both the Coaches and the public and a secure area that only team coaches and/or representatives can utilize via the user name and team passwords. Coaches should share the CUSL website address with their parents and players for their use of the public areas of the website (for example, schedules, scores and standings). When sharing the CUSL web site address you should provide the Navigation section instructions so that they can find the information.

NAVIGATION SECTION

The Navigation Section (when fully open) is set up in the following manner (indents indicate drop downs under that heading)

Organization

Alliance Committee

Conduct Committee

Governing Body

Operations Committee

Protest Committee

Rules Committee

Certificate of Insurance

Other

Team

Club

League

Chat Room

Club Information

Brackets Report

Club Coaches

Club Field Coordinators

Club Field Directions

Club Presidents

Club Referee Coordinator

Club Representatives

Club Field Tryouts

In Season Tournament

Links

Message Center

Rules Guide

Table of Contents

Lightning

Part 1

Part 2

Part 3

Part 4

Part 5

Constitution

Referee Rules Guide

Registration and Roster Process

Schedules

By Date

By Field

By Referee

By Team

Scores

By Date

By Field

By Team

Standings

Standings

Standings - History

Red Cards

Coaches

Players

Important Dates

Shared Responsibility (How To)

League Team Program

Relegation Matches

The navigation section is a drop down box, where you must click on the main heading to either implement that heading or to open the sub headings.

The public can go to any area in the navigation section except are that is restricted to Clubs or teams, to view the information that is available about CUSL, the member clubs and teams. You should encourage your players and parents to use the web site to for this information.

Since some areas are password protected, only club and team representatives (or their surrogates) can enter their own areas of the web site.

RESTRICTED ENTRY – CLUBS AND TEAMS

• For your information, under "Other" in the Navigation lists team, club and league. These are the areas used to gain entry into website if you have the proper user names and passwords. Entry is restricted to the League section to those individuals who administer the league. Entry is restricted to the Club section to those individuals specified by each Club to handle all of the Club’s administrative requirements. Entry is restricted to the team section to the coach and any individual he/she nominates by providing his/her user name and passwords.
• Clubs may gain entry to each of the areas for teams within their club.
• Coaches may elect to have a surrogate handle his/her responsibility for him/her, but the consequences for failure to properly handle this responsibility belongs to the coach and the team. No exceptions will be granted when the required action is not taken by and/or for the coach.
• In order for the coach (or his/her surrogate) to gain entry to the web site in the navigation section the coach (or his/her surrogate) are to:
• Select the "Organization" folder inside the "CUSL" folder.
• Select the "Other" folder inside the "Organization" folder.
• Double click the "Team" option

Once you double click on Team:

• You will be prompted to key in your user name, and password.
• The Coach Login screen appears.
• Select your club from the drop down box under Club.
• Click Submit.
• The Team Login screen appears.
• Each Club has it own assigned Club Number – it is listed next to the club name.
• After you have selected your club, select your team from the drop down box under Team.
• Enter the password assigned to you in the last line of the CUSL email.
• Click on submit.

FAILURE TO GAIN ACCESS TO TEAM ADMIN

• If the system reports that your user name and/or passwords do not match, you should report this to your Club Representative. Ask him/her to resend via email the CUSL League Admin letter that includes your user name and passwords.
• Most failures occur when the correct user name and/or passwords are not used. Most due to failure to include the three-digit dot extension on the end of the user name and/or password.
• If the User name and passwords function, the Team Admin screen appears. You will be able to take the following actions the before the Registration date. The screen will provide the following information:

• If there is Open (or closed) Enrollment (before or after registration)
• The current # of players registered
• The total # of players allowed based on your age group.
• Current # of guest players
• Total # of transfers IN available this season for your team.

• This screen will automatically be updated as player/coach information is added/changed for your team.

• The "Functions" side of the screen does the following:
• Update/Modify Coach/Team Info
• Update each coach’s information and/or the team information (like team name) – to do so you click on your name on the screen shown below and the data screen will appear. Complete the information and submit.
• You can also print each coach Membership and Registration Form with the information that has been keyed into the system.
• Never click on delete a head coach. If you click on delete a head coach you will delete the team and the players connected to that team. If you need to change any information concerning the head coach – always use "modify".
• If you wish to delete a team and all players – click on Delete head coach.
• If a team only has two coaches in the system– never delete the assistant coach since deleting the assistant coach will result in the team being deleted since a team cannot participate without two registered coaches. If the team only has two coaches use modify to change the information on the assistant coach
• If a team has three coaches in the system, you may delete one of the assistant coaches since the team will still have two registered coaches.

• Add A New Player
• An initial screen will appear requesting the player’s phone number to determine if they are already in the "inactive" system (this only checks the inactive player list). Once you key in the phone number the blank data screen will appear or if the player is in the inactive database the information will be provided in the data screen.
• You must either accept the information (if player is in inactive data base and the information is correct) or reject if it is not the same player or the information is incorrect. If you reject, you need to then complete (enter) all information and click on submit.
• The player’s information should appear immediately in the record information.
• You cannot add more players to your team than authorized roster size for your age group (18 for 11v11 and 14 for 8v8).

• Modify/Delete a Player
• Click on the player’s name that you need to change. Their data screen will appear and will enable you to change every field EXCEPT the birth date and player name. If you need to make changes to those fields you will need to delete the player and re-add the player again. Once the changes have been made – click "submit". If you delete a player for the issue shown above, the player is stored in the inactive database. When you type in the players phone number this information will be shown from the inactive database. Since there was an error in the player’s information, when the system asks you if you want to accept this player – click no or the information that you cannot change will be carried over and you will have to start again. Click no and then enter the correct data.
• You should click delete ONLY IF the player is not returning to the team OR the protected fields noted above need to be revised. NOTE: If the player is transferring you will still need to complete the transfer paperwork (Membership Registration Form, US Youth Soccer Player Pass, proof of Birth, and Inter Team Transfer Form). This material will need to be provided at registration.
• The system will never let you add more players to your team than your authorized roster size (18 11v11 or 14 8v8). If you need to add players above this number, you must either delete a player and/or transfer a player. The ability to delete and/or transfer is different during open registration (before player passes are validated) than when registration is closed (after player passes are validated).
• Before the registration date you can delete all players that you wish, however, your team roster cannot exceed the authorized amount. If you wish to add players and your roster is full, you must delete players before you can add.

• Hold a Player for Spring Roster (U14 – U19 Only)
• This enables you to hold "rostered" players on your team in the fall when they are playing high school soccer. The system will return them to your roster in the spring. This option is only available for teams who are playing in the fall, but will have some players playing on a high school and will be returning to the team in the spring. The three player transfer rule applies to any players who join the team in the fall that will not be playing on that team in the spring.

• The "Reports" side of the screen does the following:
• Print Coach Membership and Registration Form
• Print Player Membership and Registration Form
• Print Regular Player Roster
• Print Guest Player Roster
• As a reminder – please check your "Page Setup" prior to printing to make sure it prints appropriately (landscape vs. portrait, etc.) as specified in the instructions on the web site.

• Click "LOG OUT OF TEAM ADMIN" when finished inputting your player/coach information.
• Repeat the process if you need to make any additional changes/adds to your roster.
• Please contact Club Representative any questions or problems AFTER attempting the steps as outlined above.

CLOSED WEB SITE

• A couple of days prior to the date that the validation of player passes is scheduled, the website will be closed to entry for Clubs and Teams. You will be notified of this closing date in advance so that you can make any final corrections. This closure is to provide the opportunity for the League to prepare for registration. This means that you must have all of your information for your team entered prior to the closing date. Once the web site is closed you cannot make changes until after the web site is re-opened.

RE-OPENED WEB SITE (After Registration is completed)

• Once registration has been completed the web site will be re-opened. At that time it is your responsibility to print your team’s roster for the season. When you print out your team’s roster, it will include the validation stamp. You are able to print out validated rosters any time during the balance of the season. The validated roster section will be closed after the last transfer/add date (May 15^th for the spring and October 15^th for the fall). Once the web site is re-opened you may make changes to your roster. However, while you must make all changes on the web site, they will need to be validated by your club’s assistant Registrar (see process outlined below) before the changes become effective and will show/print on your roster. After the dates above, the roster is frozen until changes are allowed for the next season or seasonal year.

DROPS (after registration is closed)

• Once the spring and/or fall registration date has passed all changes to the team roster (player and coaches) still have to be handled in the computer. However, once we have closed registration, the web site system handles everything in a different manner. Coaches can no longer just delete a player and have it immediately be reflected in the system.
• The player must be entered into the system by the coach to be a delete, notwithstanding the action taken by the coach, the player will continue to show in the system and on the team’s roster.
• The final deletion of the player (removal from the team’s roster) can only be done by your club’s assigned Assistant Registrar.
• In order for the Assistant Registrar to process the deletion, the coach must send the Voluntary Quit form and Player Pass to the assistant Registrar. Once received, the Assistant Registrar will give the final approval for the dropping the player in the web site.
• Once this drop has been approved, the team can print out a revised and validated roster with the player removed from the new roster.

ADDS (after registration is closed)

• The coach must add the player to the team’s roster on the web site. However, players cannot be added if the team’s roster is full. In that case, a player must be dropped (see section above) before anyone can be added.
• Players added during closed registration will not show up on the team’s roster until approved by the Assistant Register.
• The ORIGINAL Membership Registration Form, The US Youth Soccer Player Pass, and Proof of birth must be completed and sent to the assistant Registrar for your club along with an approved copy of your team roster.
• The assistant Registrar will validate the data and make the changes in the web site system approving the "add" to your roster in the system. The player’s pass and proof of birth will be retuned as established by the Assistant Registrar (see section below). The player Membership Registration form will NOT be returned. You are to make a copy for your records.
• Once this add has been approved, the team can print out a revised and validated roster and the name of the player being added will then be listed.

TRANSFERS (after registration is closed)

• If the player you are transferring to your team is from a CUSL team, they will already be in the system. Do not enter the player into the computer system to get them on your roster. If they come from another OSYSA league, you will need to enter them in the system as an added player. In this case, you need to complete the Transfer form and it must be submitted to the Assistant Registrar.
• Players cannot be added if the team’s roster is full. In that case, a player must be dropped (see section above) before a transfer can be completed.
• A Player Membership form must be completed for a player to be transferred. This must be done outside of the computer system. Utilize a blank form from your club rep or download one from OSYSA.
• The ORIGINAL Membership Registration Form, The US Youth Soccer Player Pass, Proof of birth, the Inter Team Transfer Form and an approved copy of the team roster must be completed and sent to the Assistant Registrar for your club along with the player’s old Player Pass.
• The Assistant Registrar will validate the data and if it is acceptable will approve the transfer of the player to your roster in the system. At that point in time the coach can print out a new and validated roster that includes the transferred player(s). The player’s pass and the proof of birth will be returned as established by the Assistant Registrar (see registrar section below). The player membership will not be returned, please make a copy for your records.
• Players cannot be transferred to your team if you have already transferred three players in the current spring/fall season and/or the roster is full.
• Once the transfer has been approved, the team can print out a revised roster with the name of the player being transferred added to the new and revised roster.
• Once the Transfer is complete the player is removed from the roster of the team to which he/she was previously registered and that team can print out a revised and validated roster.
• Once a player has been added to a roster and a coach can print out a validated roster, the player may participate in games using this validated roster prior to the receipt of the Player Pass. However, the approval only applies to CUSL games. State Cup and/or Tournament may apply different standards.

ASSISTANT REGISTRARS

• Each Club is assigned to a CUSL assistant Registrar to handle all registration needs after the CUSL registration date. Each club is notified of who is their assistant Registrar. It is the Club’s responsibility to notify their coaches of the Club’s assigned assistant Registrar.
• If you do not know who is your Club’s assistant Registrar you should contact your Club Representative for this information. It is also available from the web site (Under Registration and Roster Process)
• Do not call or directly contact your assistant Registrar. You may mail the supporting material directly to your assistant Registrar. If you elect this option you are to enclose a self addressed and stamped envelop for return of your material. The assistant Registrar may also have a drop off box on their front poach. You may drop your material in the box and pick it up after it is completed.
• If you drop off the material don’t knock on the door to talk to the assistant Registrar. Do not expect the assistant Registrar to handle your registration needs when you show up at his/her home.
• Drop off your material and check back in the drop off box a few days later or based on the policy established by the assistant registrar.
• The assistant Registrar will handle as promptly as possible given their personal commitments at that time.
• Do not contact the assistant Registrar asking when/if it is complete.
• If there are any questions concerning your registration material – contact your Club Representative.

EARLY REGISTRATION

There is an early registration process for teams who are going to be playing in a sanctioned US Youth Soccer event prior to scheduled registration.

• CUSL rules allows for early registration for teams. You are required to provide at least 2 weeks for your registration packet to be processed. This lead time is necessary to provide your assigned registrar ample time to complete the registration.
• It is the club’s responsibility for checking the registration packets. , ALL REGISTRATION RULES APPLY TO EARLY REGISTRATION - please review the requirements. Early registration is not a reason for any acceptations to the registration requirements.
• As with normal registration, the Club Representative must sign off on the check sheet before sending a packet to the assigned registrar.
• All Player membership forms must include the player number that appears on the roster printed from the system and the player card.
• Once the paperwork is complete and reviewed/approved by a club representative, contact is to be made via e-mail with your assigned registrar and let them know that a packet will be dropped off.
• Just due to the fact that is early registration does not eliminate any of the need or requirement for the registration material to meet all the registration requirements.
• Incomplete packets, packets with any issues whatsoever will be rejected and must be updated. Please make these early registration packets neat, clean, correct and properly completed to ensure registration.
• Correct packets that are perfect will make it easy for the registrars to approve and get your material to you.
• Under the "Shared Responsibility" concept of CUSL, your Failure properly complete the material and/or meet the required time line may result in your material not being completed on time. If this occurs, the coach and/or his designated agent must accept the responsibility for the failure. It is not the responsibility of CUSL or the assistant registrar if your team is not completed on the necessary schedule due to your failure to comply with the requirements.

HOW TO NUMBER FIELDS FOR FIELD DIRECTIONS

In order to insure correct information for scheduling all Clubs are to number their home fields using the following protocol

• In order to entry Field Directions go to the Club Admin and clicking on "Other Club Functions".
• On the "Other Club Function" page you will see "Field Directions". In the "Field Direction" the following options are available:
• Add a Field
• View / Modify / Delete Fields

• When clubs have fields that are exclusive to their club, the numbering requirement is the CUSL assigned Club number (two digits i.e., 04) plus a – [a dash] and the field number (must be two digits). An example would be 05-01 and 05-02. In this example, the 05 is the CUSL assigned club number (in the case Fairfield) and 01, 02, etc. are the assigned field number for each different field.
• For Clubs where the fields are not exclusive and used by more than one club, the number requirement is a CUSL assigned Multi Club Shared Field number plus a dash and the field number (must be two digits). An example would be 96-10, 96-11. In this example 96 is the CUSL assigned Multi Club Field number (in this example Clearcreek) and the fields numbers are 10, 11.
• It is critical that this be a five (5) digit field (two numbers for the Club a dash and two more numbers for the field) – for example, 05-10.
• The following Multi Club numbers has been assigned by CUSL:

97 for Miami Whitewater

96 for Clearcreek

95 for Riverside

94 for Veterans

93 for Julifs

• If and when more Multi Club Shared Fields are utilized, the Club Representative should notify CUSL so that these Shared Field numbers may be established.
• The Web Site system will display in the Field Direction section all of the fields connected to the Club – any Club numbered fields and any Multi Field Shared numbered fields.
• Club Representatives are responsible to update/maintain their field directions for all fields following this outlined procedure.
• In order to change and/or update to field directions – choose other club functions in Club Admin, then choose field management. Then select Field Directions. This will bring up all fields. You can either select modify or delete to make changes.
• Remember, in the field directions area you should not list the same complex multiple times listing each individual field. The listing should be (for example) 06-01 to 10 which would include all fields at that soccer complex. This limits the number of listing that needs to be included and it is the proper way to list a complex with more than one field. Note that there is only sufficient number of space in the data entry field on the web site to list complex as shown above - so this outlined process must be used in order to fit into the assigned space.
• Remember it is critical that you use two (2) digits for each both clubs and field numbers. 07-05 not 7-5. Also, you must include a - (dash) between the Club number (or Multi Field Club number) like 96-19. For scheduling purposes we must have 4 digits and a – [dash] (no more or no less) and they must all follow this procedure so that they match up with the scheduling software.
• New fields (as they are available) should be added to the field direction list when they are going to be used.
• Fields that will no longer be used for Competitive Soccer should be deleted from the list.
• It is acceptable to keep fields on the list that may be used from time to time.

HOW TO ENTER FIELDS FOR SCHEDULING

In order to insure that the proper field numbers are assigned to each team for scheduling purposes, the following procedure is to be followed for listing all fields that will be used by a Club during some time period. This listing is separate and addition to the listing of Field Directions. Understand that while you are listing all fields, additional fields can be added at a later date or fields can be deleted if they will no longer be used for Competitive Soccer.

• The entry location for field information can be found by going into Club Admin and clicking on "Other Club Functions".
• On the "Other Club Function" page you will see "Field Management" assigning teams to fields. In this section the following options are available:
• Add a Field
• View / Modify / Delete Fields
• Assign Home Field To Teams

• The first requirement is for each Club to list of all of their home fields in the "Add a Field" section. Click on the section and it will ask you to enter your fields.
• The beginning Field Number (or Multi Shared Field Code) will be automatically listed. If only use your Club number will not have the option to change. If you use multi Shared Field Codes and/or Club numbers, you will have to select the correct number for each field.
• If your Club is one of the Clubs that uses Multi Shared Fields Codes, only one Club needs to enter the fields. Once the fields are entered for one Club in a Multi Field Code, the other clubs do not need to enter the fields.
• Clubs that use Multi Shared Field Codes can either have exclusive use of a field or share the use of fields between clubs. If Clubs use the same Multi Shared Field Codes, but do not share the same fields, both Clubs will have to enter their own fields. However, all fields will show on the in the Field Management area for both Clubs and neither Club should make any changes to the listing for the other Club(s). If teams from the Clubs share the fields only one Club needs to enter the fields.
• To complete the listing of all fields, each Club (except clubs that use Multi Shared Field Codes) will have to enter all of the fields that they will use. Each field should be entered (even if not scheduled to be used in the current season, but may be used in future seasons). Once the field code is selected (either Club Number of Multi Field Share Codes) enter the field number. Remember all fields entered must be two Digit numbers – i.e., 01, 02, 11, 12, etc. Two digits are absolutely required. Then enter the same of the field and it own field number. For example, White Park A, or Brown Soccer Complex 5.
• If there is any questions concerning the correct numbering procedure for your fields – see the section above "HOW TO NUMBER FIELDS FOR DIRECTIONS". The numbering procedure outlined in this section is to be used for numbering of all fields.
• Clubs have the ability on the Web Site system to select "Open or Closed". This tells the system that this field will or will not be used in the up coming season. If you are not going to use the field in the next season, select "Closed", if you are going to use the field in the up coming season select "Open".
• The selection of "Open or Closed" can be changed from season to season.
• Continue with your entry until all of your fields are entered with all of the current information.
• Once all of the fields are entered – review each entry and make sure that it is correct and no errors or mistakes have been made.
• If you make an error in data entry, go to the "View / Modify / Delete section to make your correction(s).

As part of the "Shared Responsibility" each Club is responsible to enter the required information, keep it current and make sure that everything is accurately recorded for all fields. This is critical due to the fact that this field data will be used for scheduling and any errors or mistakes will have impact on the schedule for your teams. If there are any errors and it impacts your field schedules, each Club will be responsible for correction of scheduling errors created by incorrect or wrong data. This means you will have to make the changes with each of the teams that are scheduled incorrectly. CUSL cannot re-run the schedule to correction for these types of mistakes.

HOW TO ASSIGN TEAMS TO FIELDS FOR SCHEDULING

In order to insure that the proper field numbers are assigned to each team for scheduling purposes, the following procedure easily and accurately allows for assigning field numbers for teams as their home fields. Understand that entry of the correct field number and number of teams per field is a Club responsibility and must be completed by the date established by CUSL so that they schedule can be calculated for all Clubs and teams.

• In order to assign teams in your Club to a home field for each season, you are to click on the "Assign Home Field to Teams" in the Field Management Section.
• The system is designed to prevent user entry errors by using a drop down box for assignment.
• The "Open or Closed" ability outlined in the "How to Assist Fields for Scheduling" section above is critical to help you eliminate entry errors. You are to mark the field as "Open" (meaning that is going to be used in the current season) so that these fields are the only fields that will show up in the drop down box. This limits the number of listings for each Club and will eliminate team assignment to a field not being used.
• The drop down box will insure that the correct code / field number (assuming that you have entered your data correctly as outlined in the above two sections) is entered and there is no key entry errors.
• It is critical that each Club assign each team to the correct field and not assign too many teams to any one field. The only remaining opportunity for an error is selecting the wrong field for a team. You are to double check the field assignment for each team and count the number of teams assigned to each field.
• If during the time that you are assigning teams to home fields you find that you need to correct an error – go to the "View / Modify / Delete Fields and make the required correction.
• All Home Field assignments are to be made by the date established by CUSL.
• Also, if any team is now going to participate in the season (other than spring only teams), they are to be dropped from the Web Site as soon as this information is known. All teams listed on the Web Site are scheduled and if a Club leaves a team or teams on the Web Site, it will create scheduling errors for other teams and other Clubs in CUSL.
• All home field assignments are to be made by the CUSL established date.

As part of the "Shared Responsibility" each Club is responsible assign each of their teams a Home Field by the required CUSL date. Not only do Clubs have the responsibility to record, they also have the responsibility to accurately record the correct field number for each team and not to exceed the number of teams that can utilize the field.

The Club entered Home Field Assignments are used for scheduling and any errors or mistakes will have impact on the schedule for your teams. If there are any errors, each Club will be responsible for correction of scheduling errors created by incorrect or wrong data. This means you will have to make the changes with each of the teams that are scheduled incorrectly. CUSL cannot re-run the schedule to correction for these types of mistakes.

HOW TO REPORT SCORES

Scores are entered in the team administration section of the web site, and require use of your user name and passwords to enter that section. Scores or the reason that the game was not played is to be reported no later than 10:00 PM the night of the match.

SCORES ENTRY

• For each match, both coaches (win, lose or tie) must report the score. Only coaches or their surrogate with the team’s user names and passwords can enter a score. In addition, one team cannot change a score reported by the other. Matches will not be "finalized" and, thus, not reflected in the scores of each division or standings until both coaches have reported the score and the scores match. At the conclusion of each match, the two coaches check with each other to agree upon the score. If there is a conflict, they should resolve the conflict with the referee so that the same score will be reported on the web site.
• Once you are in the score reporting section, click on the "score entry" box to get to the page where a score is reported. The first coach to report, obviously, will not see a score reported by the opponent, but when the opponent goes to report the score, he/she will see the score entered by the first. The second coach, if he/she us not in agreement with the reported score, should enter nothing. He/she should contact the other coach to resolve the difference. As long as only one team has entered a score, the coach who entered that score will be able to revise it. Once the score has been agreed upon, if the first coach has to change his/her originally reported score, he/she should do that before the second coach enters the score. Remember once both coaches have entered a score, neither can change it.

GAME NOT PLAYED

If there conflict with a scheduled game, the requirement is that it be played before the original scheduled game date. However, changes in game dates beyond the original scheduled dates may be made under specific circumstances. If this occurs, the reason and other information must be entered in the Scores section of the web site on or before the originally scheduled game date. The following outlines acceptable reasons.

• In the event that the game is not played on the scheduled date, the home team is responsible to report in the Scores section the reason that the game was not played. In addition, the coach of the home team is responsible to report the date that they game will be played. There is a one week period between the original scheduled date and the date in which the re-scheduled date must be entered into the system.
• The following Codes are available to report the reason that the game was not played, RO – Rain Out, LP – League Permission, TP – conflicts with a tournaments during the first (two) weeks of the season dependent on the rules for that particular season, SC – State Cup for during the time that State Cup quarter finals and higher conflict with the CUSL games. In addition PP – Pre Play is available for games played prior to the originally scheduled date.
• TP can only be used as a reason for tournaments held within the first two weeks of the season. The name of the tournament is to be entered when this reason is utilized. For tournaments after the first two weeks of the season all games are to be pre-played.
• SC can only be used for a reason when the team is actually scheduled to play in one of the qualifying State Cup matches.
• SC and TP will be only available for as a reason for not playing when they are within the league authorized exceptions (see above)
• League Permission (LP) must be granted by the Boys/Girls Director for an acceptable reason. No other individual has the authority to grant permission for the game not to be played. Therefore, it is not acceptable to enter LP if permission has not been granted. The Boys or Girls Director name is to be entered. Do not enter CUSL Function Title in lieu of the actual name. If any other name is entered and the game is not played as originally scheduled, the game can be forfeited as it was not played and proper permission was not obtained.
• When is game is not played with for an acceptable reason the game must be scheduled within three weeks of the originally scheduled date.
• With the exception of Rain Outs and State Cup – 5 days notice must be give to your opponent for all games which are to be postponed according to CUSL regulations or your team is responsible for the total referee fee for that game.
• PP – Pre Play – Coaches can elect to pre-play any game. The only restriction is that the game must be played prior to the originally scheduled date and the score is to be entered on the web site before or on the date of the originally scheduled game date. If a game is to be pre-played you should enter the re-schedule information in the score section of the web site at the time that the game is re-scheduled (to be played before the originally scheduled game date).
• Other than outlined in TP, LP or SC the game must be played on or before its original scheduled date or forfeited (with the charged fee).
• Once that a re-scheduled game has been played, both teams are to report the score just as they would if they game had been played on the original date. Scores are to be reported on the day of the game.
• Remember, with the exception of Rain Outs and State Cup – 5 days notice must be give to your opponent for all games which are to be postponed according to CUSL regulations or your team is responsible for the total referee fee for that game. Other than outlined in TP, LP and SC the game must be played on or before its original scheduled date or forfeited (with the charged fee).
• For a re-scheduled game date, you and your opponent must agree on the date before it is entered in the web site. Once the game is played both coaches are responsible to enter the score into the web site on the day the game was played.
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SCORES NOT ENTERED – REASON NOT GIVEN

• Scores and/or the reason that the game was not played are to be entered into the system on the night of the game.
• If the scores or a reason are not entered an Email will be send to both coaches and both clubs with a copy to the Boys or Girls Director informing them of the failure to report the results of the game.
• If the score or reason for not playing is not recorded in the scores section of the web site within 24 hours, the game will be forfeited and forfeit fee will be charged automatically.

ONLY ONE TEAM ENTERS SCORES

• All scores of all games are to be entered the night of the game by both coaches.
• If only one coach enters the score, an Email will be sent to the coach and his/her club informing them that a score was not entered by the required time line. The opposing coach and his/her club will be copied along with the Boys/Girls Director. The coach will have 24 hours to enter the score or the game will be forfeited and the forfeit fee charged automatically.

REPORTING OF RE-SCHEDULED GAMES

• If a game is not played and reported as required on the web site, the coaches of both teams have the responsibility within a week to determine a re-schedule time for the game.
• The re-scheduled date is to be entered in the Scores Admin area within one week of the game not being played.
• If after a week of the game not being played the re-scheduled date is not entered, both coaches and their clubs will receive an Email informing them of the requirement to provide a re-scheduled date.
• If the date is not posted within 24 hours or the coaches do not seek and receive an extension from the Boys/Girls Director (which if it is granted must be posted on the web site in the re-scheduled date column), the game will be forfeited and the forfeit fee will be charged automatically.

SCORES FOR RE-SCHEDULED GAMES

• Once the game is played, both teams are to report the score of the game as outlined and required. The columns reporting the reason for the game not being played and the date of the re-scheduled games are to be removed from the web site.

ENTRY FOR WRONG WEEK

• If a score is entered for the wrong week, it cannot be changed back to blank. However, the coach that entered for the wrong week can make a change before the other coach enters the score. Therefore, if you enter a score for a future week you should change the score to 0 to 0 (remember coaches can change scores before his/her opponent enters a score).
• When this game is played, talk to your opponent and tell him/her that you made a mistake and earlier had entered a score for this game. Ask them to let you get up to the web site first after this game and change it so that it reflects the correct score. Once you revise the score to reflect that actual game score, then your opponent can enter the same score (assuming that you agree) and it will then be finalized and put in the standings.
• Matches where only one coach reports a score are not included in the standings. For this reason the fact that you have entered a score before the game is played will not have any impact as long as it is corrected when the match is played.
• Games will be forfeited (with assessment of the established financial penalty) if scores are not reported.

SCORES CONFLICT

• If the second coach enters a different score from the one already entered, there will be an error message telling you to contact your opponent and determine the correct score. However, if you get to this point where the scores are frozen, only the Boys or Girls Director can make the correction. Therefore to correct this area, both of you must agree on the correct score and the team should e-mail the Boys or Girls Director with the proper information so the score can be corrected. In emailing the Boys or Girls Director you must copy your opponent on the email. If you are copied on the email and do not agree with the information included in the email, it is your responsibility to dispute this information with Boys or Girls Director by return email.
• Remember, the match will not be included in the scores or standings until it is finalized (both scores agree). If the scores entered are not in agreement, or if one of the teams fails to enter it, the score of the match remains unreported. This could give rise to a forfeit by one or both teams, and subject one or both teams to the imposition of a forfeit fee.

SCORE ENTRY CLOSED

At the end of the season after all scores are to have been entered into the Web Site, the score entry system will be closed. After that time scores are to be emailed to the Boys or Girls Director.

• All scores are to be reported by 10:00 pm on the day of the game (normally Sunday evening)
• At that time either the game will be forfeited according to the rules or the Boys/Girls Director may enter the score if the reason for it being late is acceptable or advance permission has been given.

WEB SITE

• Parents, players, coaches and others with an interest in CUSL soccer can review all scores and standings on the public section of the web site WWW.CUSLSOCCER.COM or WWW.CUSLSOCCER.ORG. The standings and scores are recreated each time that they are requested. So the system uses the most current and accurate data available when it is requested for viewing.
• When you provide the CUSL web site address – you should provide them the instructions on how to use the navigation box to find the information.  

HOW TO HANDLE GAME ISSUES

Sometimes coaches have concerns with occurrences or issues with field conditions and/or referees. For example, if a coach has an issue with a referee such as they do not believe his/her functions are not being handled correctly, has made a reversible error, misapplied the rules of the game or the coach wish to appeal, the coach has that right and opportunity. If there are issues with referees and/or field, you must utilize the following procedure.

REPORTING ISSUES

• When you have such a concern about a referee you are to put it in writing and send it a email to your CLUB’S REFEREE COORDINATOR.
• UNDER NO CIRCUMSTANCES ARE YOU TO SEND THIS DIRECTLY TO THE CUSL REFEREE COORDINATOR.
• Going to your Club’s Referee Coordinator, you will get immediate attention on your issue. Your Club’s Referee Coordinator he/she will coordinate with the other Club’s Referee Coordinator (if an away game) or by him/her self if a home game.
• The issue or concerns be explored and handled as the circumstances demand.
• IF NEEDED YOUR CLUB’S REFEREE COORDINATOR WILL INVOLVE THE CUSL REFEREE COORDINATOR AND THE CULS REFEREE COORDIATOR WILL INVOLVE ANY OHIO SOUTH OFFICIALS AS NEEDED.
• In utilizing this procedure, understand that if you are award a Red Card that cannot be appealed.

APPEALS

• Coaches and/or players may appeal any penalty that is awarded based on the Red Card to the CUSL Conduct Committee (only penalties beyond one game).
• Understand that the CUSL Referee Coordinator is only notifying you of the penalty that has been established by the Governing Body for the offense that occurred. The Referee Coordinator is not authorized to make any changes from any established penalty.
• All appeals must be directed to the Chairman of the Conduct Committee and NOT TO THE CUSL REFEREE COORDINATOR Again, you may appeal if you believe that there is a reason such as errors or misapplication of the Rules of Soccer, but the appeal is to be directed to the Chairman of the Conduct Committee (via email). All appeals must be submitted within 24 hours to the proper individual.
• For all appeals, Chairman of the Conduct Committee will involve the various Club’s Referee Coordinators and the CUSL Referee Coordinator as required and needed for the hearing.
• If you receive a red card and wish more information concerning the Red Card you must contact your Club’s Referee Coordinator who will determine with the referee (if a home game) or the other Club’s Referee Coordinator if you are a visiting team. Under no circumstances are you to contact the CUSL Referee Coordinator for this information.

REPORTS ABOUT OCCURRENCES

• If you wish to state a point of view about the game circumstances, it is to be sent to your Club’s referee Coordinator. Your points will be worked by your Club’s Referee Coordinator (in conjunction with the other Club’s Referee Coordinator if an away game) and they will involve the CUSL Referee Coordinator and any Ohio South officials if that action is needed.
• Understand that CUSL policy gives the Clubs have the first responsibility concerning referees and any incidents to which you may have an issue. This is to your benefit as you are working with your Club’s Referee Coordinator who has a connection with you and your club.

PROPER CONTACT PROCEDURE

• All contacts are to be by email
• CUSL is a web site based organization and an email address is required in order to be a coach in CUSL. For this reason, telephone calls are not to be made. If is important, then it is important enough to be put in writing.
• Coaches, Players and Parents are to only to the email address that is provided on the CUSL Web Site. You are not to contact any volunteers at any other email address. For example, you are not to use the work email address of CUSL volunteers as it may impact or effect their employment. CUSL has notified all volunteers to delete all email messages sent to their work address if they have not provide their work email address and made it available for CUSL use.
• Coaches, Players or Parents are not to call any CUSL Volunteers at their work phone number. As we all know, our employers expect us to use their equipment and their time to handle their work – not a volunteer responsibility. The only exception would be where the volunteer gave you the number and asked you to call at his/her place of employment.

HOW TO USE MESSAGE CENTER

CUSL has provided a Team Message Center within the CUSL web site for coaches to use to leave messages for their parents and players. The Message Center is pass word protected so only parents and players with the password can pick up messages for the team concerning practices, games, etc.

• In order for the coach to set a pass word, he/she must click on the modify/update team/coach section of the Team Admin portion of the web site. The last field is for the parent/player password.
• The coach may set any pass word (and change as desired) up to 10 characters long.
• In the Team Admin section there are links for adding new team messages (up to 255 characters per message) and viewing, modifying and deleting team messages.
• Coaches should remove old messages to help manage the memory requirements of the web site.
• Parents and players can view the message by going to the web site and in the Navigation Section clicking on team message center. The parent/player will be prompted to choose their club and then choose their team. Once those two selections have been made the pass word will need to be entered and hit submit. They will then be able to view the message left by the coach.
• At the end of each seasonal year, all messages will be deleted and coaches will again have to set up the pass word for use in the next seasonal year.