CalNorth Releases New Data Import Tool

CalNorth is in the process of releasing a new tool in LeagueOne that will allow club and league registrars to import their registration data from other outside registration software solutions. This tool reduces the manual data entry required in the registration process. Because of the sensitive and structured nature of the registration data, it is imperative that all registrars wishing to use this tool be trained in it's use prior to being authorized to use it. 

In an effort to efficiently train the registrars, we have setup three web conference training session dates. You will be able to access and attend the training sessions over the internet.  Additionally, you can come into the CalNorth Office and attend the training sessions in the office where we will be displaying the web conference via projector. Please RSVP for the training sessions by emailing Emanuel Lusca at elusca@calnorth.org. Once you RSVP, Emanuel can provide you with a link and access code required to attend the online sessions. Additionally, the Import User Guide is available on the CalNorth website. Please visit the Registrars page to download the guide: (http://www.calnorth.org/programs/registration/registrars_page/).

Training Session Dates and Times:

• Thursday, July 26th at 10AM
• Monday, July 30th at 3:30PM
• Thursday, Aug 2nd at 6PM. 

It is imperative that registrars attend at least one of these sessions if they plan on using this tool. This tool is for advanced users, and should not be used without the necessary training. 

New Report in LeagueOne: Volunteer Screening

With last night's release, we have a new report to aide us in our registration jobs, the Volunteer Screening Report. This report will provide you with a detailed list of all completed volunteer disclosures (CYSA form #1628) that are valid through the current season and indicates whether or not "Yes" answers were marked. Give it a look and make it part of your normal workflow!

CYSA Changes "Season" designations

Recently CYSA changed the designations we use for the SEASONS (not talking about divisions – Comp/Rec) under which teams play. For the last several years we have used "Nature's" seasons: Fall, Winter, Spring, Summer. Of those only Fall was considered a Primary or Principal season of play that allowed teams to travel to tournaments and Cups. Unfortunately, this caused confusion in areas where the actual season of play was in the winter. 

In an effort to clarify this, CYSA has moved to new designations. The new designations are: Principal and Off-Season[1, 2, 3]. These new descriptions are just what they sound like. The Principal teams replace the old "Fall" designated teams. Principal teams may attend Tournaments and Cups. Off-Season teams are NOT allowed to participate in tournaments nor cups and replace the old “Paper Teams” or what were typically "Winter, Spring, and Summer" teams.

Just like before, under each of these designations (Principal, Off-Season) there are sub-divisions that should be used. Principal Comp and Principal Rec/R are teams that require District Registrar approval, will play outside their league boundaries and may attend tournaments and cups. Principal Rec/NR are your house teams that do not travel outside league boundaries and do not require District approval to generate final paperwork. The Off-Season designation has the same sub-divisions.

Because of the continuously rolling nature of CYSA's registration process and issues with the LeagueOne implementation of these new seasons we are having to implement these new designations mid-season. There are quite a few teams already in existence as I type this. Those teams are designated as Fall teams. YOU DO NOT NEED TO REDO THESE TEAMS. For the purposes of interacting with these teams during the 2012/13 seasonal year Fall and Principal teams are interchangeable. However, no Winter/Spring/Summer teams will be allowed in the 2012/13 seasonal year. Those teams should be designated as Principal (if they are a main team) or Off-Season.

Please note:

If you have already started using "Fall" for this year to you MUST continue to use "Fall". Those that haven't started yet (like the Winter leagues in District 8) are fine to use the "Principal" season when they begin registration. Unfortunately, the software is treating "Fall" and "Principal" as two separate seasons. Because of that you cannot transfer between them (ie you cannot roster a player registered as Fall on to a Principal team). All teams being created for “extra” play (ie “spring” in most locations) should use the 'Off-Season' designations.

If you have any questions, please contact your District Registrar.

Merging a player that appears twice in the same family

Ever come across a player that exists twice in the same family? The LeagueOne system will not let you merge in that case - it just reports that it cannot find a duplicate record if you try and merge. Here's how you deal with merging a record that is in the same family and therefore cannot be merged "normally":

1. Call up one of the records in question.
2. Hit merge at bottom of screen.
3. Change name in the merge find screen to your family name - yes, YOUR family. This is only temporary, we just need somewhere to move the duplicate record temporarily.
4. Hit find and select a person in your family.
5. When the merge screen comes up, move the duplicate record TO your family so that you now have the record you want to keep in Family #1, and the record you don't want to keep in Family #2 (your family).
6. With the two records in different families, select the two records in the different families using the radio buttons.
7. Hit the merge button at the bottom of the screen.
8. In the merge window that comes up select the information in the two columns as necessary (e.g. you may want to keep the photo from the record in Family #2, but nothing else…To do so you would need to select the photo using the radio button). The record you want to keep will be in family #1.
9. Press Merge

That's it! Pretty simple once you have done it once or twice. It can get a little confusing, just go slow and follow the steps outlined.

Reminder: CalNorth Changed Division Names for 2012/13

Just a quick reminder that beginning with the 2012/13 season, CalNorth (formerly CYSA) has dropped the old "Division 1", "Division 3", "Division 4" and "Division 5" labels. Starting with the new season, we will be using "Comp", "Rec" and "Tops" only. While the old labels will still be available for historical purposes, you will not be able to approve a team using those old labels.

Note: For the Rec division, similar to the old Division 4, there are two internal sub-divisions. For teams that are built on an equal strength basis and that travel outside the boundaries of your league, use the internal sub-division of "Rec/R". For those teams built the same way, but do not travel, use "Rec/NR". Teams designated with the "R" will need to be approved at the District level, while the "NR" teams will receive final approval at the league level.

See PIM 09-2 (Rev. 06/2011) TEAM CLASSIFICATION AND MODIFICATION for more information on team classifications.

New CYSA Team Labels for 2012/13

As we approach the beginning of the 2012/13 registration season, we want to remind everyone of the change in team labels for the coming season. The old D1, D3, D4R, D4NR) are gone and now replaced with Comp (for all teams selected under the old D1, D3 criteria) and Rec(R/NR) - basically the old D4. D5 has also now become simply TOPS.

The new labels will be in effect for all 2012/13 teams and while you will still see the old designations in the system (for historical purposes) you will not be able to approve a team under those labels. If you create a D3 team for the Fall of 2012,  you will get an error when you hit the approve button.

Comp teams will be further designated in league and tournament play under the system introduced two years ago by the CCSL. Inside Comp there will be Gold, Silver, Bronze, etc. While we continue to study this aspect of the labels, at this time we have not added this designation to the registration system.

If you have any questions, please contact your District Registrar.

Upcoming Season Change Info for LeagueOne

Registrars, Presidents and other users of LeagueOne,

Late on March 29th we will be making two changes in LeagueOne for the 2012/13 seasonal year. Please make note of the changes to provide the smoothest transition for you and your league/club.

1. The default seasonal year will change from 2011/12 to 2012/13. Make sure that if you looking for spring teams (for instance) that you are in the correct context.
2. Login/job rights for all users of the LeagueOne system will be removed. You will need to make sure you have a current "Registration Software & Data Usage Agreement Form #1623" on file with your local District Registrar. Questions should be directed to your local District Registrar. The form can be downloaded here: http://www.cysanorth.org/images/pdfs/forms/registration/1623formregistrationsoftwareanddatausageagreement.pdf