Revised Database Instructions

Please read the instructions below carefully. If you have any questions please contact Rachel Woo, rwoo@mayouthsoccer.org or 800-852-8111 ext 236.

1. We prefer that you submit your database in Microsoft Excel.  There is a template available on the main registration page of this website.

2. SoccerTrak submission:  When you are ready to create your submission diskette, go to the main menu and click Elec. Reg. This will create a file such as '2006.rpt'. This is the only format we can readily accept; we can NOT accept exported reports.

3. Before you begin, make sure that you have your CAPS LOCK on.

4. There are 17 items that need to be filled out. The following is a brief explanation:

• Season: Enter the season for which you are registering, this year it will be 07-08.
• First: Enter the first name of the member, remember ALL CAPS
• MI: Enter the middle initial of the member.
• Last: Enter the last name of the member.
• Street: This is the street address or PO Box for the member you enter. Our database will not accept any periods so don't put any after abbreviations or PO Boxes. Our database also requires that you abbreviate as much as possible. Here are some common abbreviations: Street - ST; Road - RD; Apartment - APT; Court - CT; Lane - LN; Drive - DR; Place - PL; Terrace - TER; Highway - HWY; Circle - CIR; Extension -EXT; Turnpike -TPKE; Trail -TRL; Post Office Box -PO BOX
• City: Enter the City or town name of the member.
• State: State should be abbreviated MA for Massachusetts. Players who live in another state should be registered with their own state and have a Release to Play Out of State completed and signed by both states. Be sure to include these players in your database and in the Organization space (described below) put the State Association with which they have been registered.
• Zip: Enter each zip code with just five numbers, for example 01420 not 01420-1325.
• Club: Club is for the town or club with whom the member is registered, which is most likely your organization, i.e. Fitchburg Youth Soccer. Sometimes you will have a player that has been previously registered with another organization. If this is true, then in the Club column you need to put the club with whom the member has been registered. Enter 'N' for No in the Paid column, and you will not have to pay for that member. We will then cross check with the town or club you assume the member is registered with to make sure that in fact this member has been registered by the other organization.
• Gender: For gender please put just M for Male or F for Female.
• Type: Type of player should be abbreviated as follows: Recreational Player -RP; Travel Player -TP; Premier Player -PP; Recreational Coach -RC; Travel Coach -TC; Premier Coach -PC; Administrator or BOD -A; Volunteer -V; Referee (not USSF) - R
• DOB: Date of birth is required for all players and adults. Date of Birth is MANDATORY, EVEN FOR ADULTS. The CORI process cannot be completed without the Adults' DOB. When recording date of birth, please use the mm/dd/yy format (e.g. 12/15/88; 02/09/91)
• Phone: For phone numbers please use the following format: 978-466-8812
• Mail List: There are now two columns for mail list.  The default for this Column is "Y" for Yes.  You can fill in a "Y" for those who wish to receive all mailings.  If you fail to fill enter anything in this column, a Y will automatically be entered into our database. If you enter an "N" in the Mail List Column, those individuals will receive all soccer mailings including the Mass Youth Soccer News, but will not receive any commercial mailings.  If someone does not want to receive any mailings at all, including the Mass Youth Soccer News, please enter an "X" in their record in the column labeled "NO MAIL."
• Paid: Enter 'Y' for Yes if a fee is being paid by this club. If the fee is paid by another club, then enter 'N', and make sure that other club name is entered in club column. The default for this column is Y for Yes so if you fail to fill it out a Y will automatically be entered into our database. Ultimately, the total number of members with a 'Y' under Paid, should equal the total affiliations on your payment sheets.

5.  If you email your update just be sure to note on your paperwork and payment, and identify when and who you emailed it to. We prefer that you send your database to Rachel Woo. Rachel can also be contacted with questions or requests for the Database Template. Rachel's email is rwoo@mayouthsoccer.org and you can call her with your questions at 800-852-8111 ext 236.