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VerifiedVolunteers, AYSO "E3", and Volunteer Registration for Membership Year 2019 and on

The Story So Far

Up through the Spring of 2019 (Membership Year 2018), volunteers for inLeague regions were required to register separately through eAYSO. Following the successful integration of inLeague's player registration with the successor to eAYSO ("E3"), inLeague and AYSO National committed to integrating inLeague volunteer registration with the AYSO Volunteer Membership Program ("VMP") that was under development alongside Verified Volunteers and Blue Sombrero.


What is Volunteer Membership? 

"Volunteer Membership" is an umbrella term that describes the effort to complete a Level 2 background check on coaches, referees, and other AYSO volunteers for every membership year. AYSO has partnered with Verified Volunteers to conduct the background checks; the is cost $25 per person per membership year as of April 2019. This fee may be paid either by the region or the volunteer. The process requires several integration points between the Region Management System (inLeague or Blue Sombrero), AYSO National (E3), and Verified Volunteers.

  • Initial integration of a volunteer record between inLeague and AYSO: Looking up a volunteer's existing AYSO ID based on name and date of birth, or generating a new AYSO ID.

  • "Previous disclosures" - the volunteer indicates whether they have any previous convictions and confirms their legal name

  • Yozons E-Signature: The volunteer is automatically directed to Yozons to e-sign their volunteer application, and then returned to inLeague

  • AYSO Volunteer Confirmation and AYSO Sign-On Sync: The e-signed volunteer record is confirmed with AYSO's E3 system and the volunteer's "AYSO Login" is updated to match their inLeague username and password. The volunteer's status is now "pending" and the inLeague portion of their registration is complete.

  • Regional Approval Queue. Regions may approve or reject pending volunteers. "Approved" volunteers are instantly submitted to Verified Volunteers as "region pays." "Rejected" volunteers are not notified but will have a link in their family profiQle to initiate the Verified Volunteers process themselves as "volunteer pays". Approval (or rejection) may be submitted as annual (the volunteer will appear in the queue again in future Membership Years) or permanent (the volunteer will always be approved or rejected for any future applications).

  • Verified Volunteers Email. When Verified Volunteers receives the request from inLeague, it immediately sends an email to the volunteer with a link to complete the background check form. The volunteer's name and date of birth are retrieved from inLeague and cannot be changed; the volunteer will input their Social Security Number (which inLeague does not collect) and Verified Volunteers will initiate the background Check.

  • AYSO Adjudication. Verified Volunteers automatically sends the result of the background check to E3. If the background check is not clear, it is flagged for manual review by the AYSO National CVPA. 

  • RMS Notification. Whenever the results of the check are cleared by AYSO (whether automatically or after a manual review), inLeague is notified by E3. If the results are clear, inLeague will flag the volunteer as "current" (the field called "Last eAYSO Year" within inLeague) and the volunteer will be granted access to player data appropriate to any assigned roles they hold within inLeague. If the results are anything other than clear, inLeague will withhold access.

Region Requirements

A region must have an AYSO Commercial Card to participate in the Volunteer Membership Program if the region wishes to pay the $25 fee on behalf of any volunteers. Commissioners should contact  commercialcard@ayso.org and be advised that the process can take 4-6 weeks.

The Process in Detail

Initial Integration: inLeague and E3 (#1 and #2)

After completing the seasonal volunteer preferences form, inLeague determines whether a volunteer is required to register with AYSO. Volunteers are required to register with AYSO if any of the following are true:

  • The volunteer selected the "Head Coach" or "Assistant Coach" volunteer roles
  • The volunteer selected the "Referee" volunteer role
  • The volunteer selected a custom, league-specific role designated by the league as requiring a background check
  • The volunteer has already been assigned as a coach, assistant coach, or team administrator, regardless of the volunteer roles they selected
  • The volunteer is a division head, chief referee, competition manager, player administrator, or registrar

A user that meets any of these requirements will trigger the AYSO Registration workflow (displayed on the sidebar). The first step of this process replaces the pre-2019 "eAYSO Volunteer Synchronization" that matched users to their AYSO ID numbers based on a spreadsheet from eAYSO. inLeague submits the user's name, phone number, and Date of Birth to E3. AYSO then updates inLeague:

  • If AYSO has a different AYSO ID on file than inLeague's volunteer record, inLeague updates the AYSO ID for the volunteer and makes a log entry that it did so.
  • If the volunteer does not have an AYSO ID, AYSO generates a new ID and inLeague saves it to the volunteer record as provisional (until later in the process)
  • If AYSO indicates that the volunteer already has a background check for the specified membership year, inLeague will update the volunteer's AYSO registration status right away and skip steps #6 - #8 below.

Parents or volunteers who do not meet these requirements will not trigger an AYSO Registration and will be returned to their family profile after submitting their seasonal volunteer preferences.

inLeague System Behavior Changes from Previous Years

  • Date of Birth is now a required field for all users. It is not possible to edit your Date of Birth after it has been set initially.
  • Middle Name has been added to the New and Edit user pages. It is optional. Because inLeague must submit the user's full and complete legal name to Verified Volunteers, it is undesirable to have middle names in either the first or last name fields.
  • "Youth Volunteer" is no longer an option that may be selected on the volunteer form, but a status that is automatically calculated based on the user's date of birth. 
  • Users under 18 years of age cannot create new family profiles; they must be added to an existing family profile. Note that this will prevent players from "registering themselves" without first setting up an account for their parent or legal guardian. Existing accounts are exempt.
  • Users under 18 years of age cannot be Parent 1 or Parent 2. Existing accounts are exempt.
  • Youth volunteers can only volunteer as referees or flex/custom volunteer codes. They cannot volunteer to be coaches or be assigned as coaches (as they cannot have background checks). This may change for MY2020; the "youth volunteer" implementation in the Volunteer Membership program is still under discussion.

Previous Disclosures and E-Signature (#3)

AYSO requires the disclosure of previous convictions prior to the background check. This information is not shared with the local league, but it is sent to AYSO for review by the National CVPA along with the results of the background check. The volunteer is also asked to confirm that their name and contact information is correct, as it will be submitted to AYSO and Verified Volunteers and cannot be changed. 

After submitting the previous disclosures form, the volunteer will be automatically forwarded to Yozons, AYSO's e-signature provider. The E-Signed Volunteer Application will have quite a few blank fields. AYSO used to collect quite a lot of information that it no longer collects, and in some cases it does collect information that inLeague does not (and will not) collect. The e-signature step for Volunteer Registration is largely a legacy requirement and it is not clear whether it will persist in MY2020; but it is required for MY2019.

AYSO E3 Approval and Volunteer Record Update (#4)

After the volunteer application has been e-signed, Yozons will automatically return the volunteer to inLeague. inLeague immediately submits the e-signed volunteer form to AYSO's E3 system, which synchronizes the user's inLeague account with the AYSO National database. This is distinct from the "ID Sync" in step #2; that interaction updates inLeague from AYSO's database. In step #4, inLeague posts an update to the volunteer's AYSO record:

  • The volunteer's "AYSO Sign-On" username is set to their inLeague primary email address, and their AYSO Sign-on password is set to their inLeague password. The "AYSO Login" is used to sign in to AYSO National systems like AYSOU and NAP Online.
  • The volunteer's name, street address, phone number, and email address are updated from their inLeague record.

AYSO Registration Workflow

Previous Disclosure Page

Previous Disclosures




Frequently Asked Questions

Q: If a volunteer signs up for the Fall of 2019 and then again for the Spring 2020 season, do they need a new background check for 2020?

A: No. Background checks are good for the duration of the "Membership Year" that runs from August 1st to July 31st of the following year. Volunteers only need participate in the Volunteer Membership Program once for each Membership Year.

Q: If I assign a volunteer as a coach or a division director within inLeague, but they do not have a completed, clear background check on file, how can they access their teams?

A: They cannot. That is the point of the system.

Q: Is it possible for a league commissioner or registrar to make an exception to the above and provide provisional access to a volunteer?

A: Not at this time. The purpose of the Volunteer Membership Program is to enforce appropriate controls on who has access to player and family data. inLeague is committed to the success of this program and working with AYSO and Verified Volunteers to see that data is sent promptly, consistently, and accurately. If you are not seeing records updated for your region and you know that volunteers have completed the necessary background checks, please contact inLeague Support.

Q: If a volunteer signs up for a Membership Year in one region and then moves to another region, do they need to have a second background check?

A: No. During the "AYSO ID" synchronization phase, E3 will communicate to inLeague that the volunteer is already clear for that membership year and that a new check is not required. 

Q: What if the volunteer is coming from a Blue Sombrero region? What if the volunteer was in inLeague but moves to a Blue Sombrero Region? Do they have to register with AYSO again?

A: Blue Sombrero and inLeague are all using the same mechanisms to exchange data with E3. Any volunteer from any region that has been registered in AYSO for a Membership Year will have that information made available to any Region Management System  authorized by AYSO.

Q: What if our region wants to automatically pay for everyone (or no-one) rather than deciding on a case-by-case basis?

A: Contact inLeague Support. Some options may be available to your region with the approval of your regional commissioner.

Q: How does a league specify which custom volunteer roles require background checks and which do not?

A: Only a webmaster-level user may access the Volunteer Roles tab of the Control Panel. Only the "flex" (custom) roles may be edited; it is not possible to turn off background checks for coaches or referees.

Q: It's early March, and a volunteer signs up to be a coach for the upcoming Spring season and also for the following Fall. These are two separate Membership Years. Does the volunteer require two background checks?

A: This is a complicated issue and fortunately won't be an problem for 2019 (since inLeague volunteers using this program will not overlap with MY2018). The way the program is constituted, a volunteer must have a background check for each Membership Year; but in early-to-mid Spring, where it is possible that a region might have two Membership Years open at once, of course it doesn't make sense that a volunteer should have two background checks simultaneously for $50. It is also not currently possible for Verified Volunteers to start a background check for one Membership Year while it has previous check underway.  This issue will be revisited by AYSO on a policy level in the Fall of 2019 and we hope to have a sensible resolution in place for MY2019/2020.

Q: What if a volunteer inputs incorrect information and the wrong name or address is sent to AYSO and Verified Volunteers? 

A: (pending answer from VV)

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