- Registration, Learning, and Course Management Software - Registration, Learning, and Course Management Software
USSF Home Class/Registration Details Assessment Details
  1. Class Setup
  2. Creating Classes
  3. Assigning Instructors
  4. Registering For Classes
  5. Instructor Preparation
  6. Post Class Administration - Instructor
  7. Post Class Administration – SRA or Other
  1. Exporting to USSF
  2. Importing from USSF
  3. Exporting to Outside Agents
  4. Registered Assignor Benefits
  5. Registered Referee Benefits
  6. Custom Fields for Administrators
  7. Additional Administrative Functions

Class Setup 
  • Admin Users Designate Class Types (New, Recert, Bridge, Upgrade, etc) for a specific target audience (Ref, Assessor, Assignor, Instructor).
  • Class Types cover eligible Grade Levels along with individual Course Fees (State), Registration Fees (USSF), Assessment Fees, and Other Fees for each
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Creating Classes 
  • Individual Leagues / Associations can request classes online from pre-defined lists of class types. They can enter first, second, and third choices for class dates along with maximum class size, topic, location, local contact information, etc.
  • SDI is automatically notified when new class is requested by email.
  • SDI can approve or decline individual classes and designate them as public classes.
  • Admin Users can enter classes manually if desired.
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Assigning Instructors 
  • Once a class is approved, the SDI can assign one or more instructors to the class and designate the role of each (Instructor, Lead Instructor, etc).
  • Class Instructors receive new assignments via email and can then Accept or Decline the assignment within the system.
  • As Instructors Accept or Decline assignments, an icon changes from black to red or green within the system to indicate their status.
  • When an Instructor assignment is declined, the SDI is notified by email.
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Registering For Classes 
  • Public classes will be visible in a public area for users to browse along with number of spaces remaining in each class.
  • When users are ready to sign up for a class, they create a new login if they do not already have one (brand new referees), and then log in to the system.
  • Users enter and maintain their own personal information.
  • The system keeps track of the current grade of each user and only allows them to register for classes that are appropriate for their user level. Admin Users can provide an Override Code on an individual basis to allow users to register for classes they ordinarily should not be taking.
  • To register in a class, the user will complete a data form that includes all of the user-level information necessary to complete a standard USSF Paper Registration Form. This would include contact information, crime information, etc.
  • If applicable, users will also fill out a Risk-Management form for background checks (as requested by the state purchasing the system).
  • Users choose to pay via Credit Card, PayPal, or check/cash at the class (as requested by the state purchasing the system).
  • Once payment is complete, the user is added to the class roster and receives an email confirmation with class details.
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Instructor Preparation 
  • Can monitor class online to see location, number of instructors, number of students that have signed up, grade levels and ages of students, etc.
  • Class is automatically closed several hours prior to class to allow Instructors to print out rosters and gather materials.
  • Instructors or Admin Users can easily email all attendees to inform them of last minute time/location changes or to remind them of other pertinent issues.
  • Printable Rosters for class contain name, city, phone numbers, payment status, age, grade, and areas for filling out written and physical scores as well as individual session attendance and on-site payment details (check number, amount, etc).
  • Each roster also contains several blank lines for last minute walk-up students that did not pre-register for the class. If laptops or other internet access is available at class, students can actually register online while at the class. If not, instructors can provide students with a Walk-Up Code that will allow them to register even though the class registration is closed.
  • Rosters also contain notes about students that should not receive a badge due to state restrictions (SRA decisions, convicted of felony, etc). There is simply a note that a badge should not be given and the Instructor should contact the SRA. No other details are given. This provides important information for the Instructor, but does not reveal potentially sensitive or embarrassing information about the students.
  • An FTP site can be set up to allow instructors to download class materials prior to the class (Powerpoints, Audio/Visual Clips, etc). This content can be restricted with different logins by Grade Level (Associate, State, or National Instructor, etc).
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Post Class Administration - Instructor 
  • Instructor can enter test scores, payment information, and attendance directly into the system if internet access is available or they can complete the information on paper and transfer to the computer at a later date.
  • Once the class data has been completed by the Instructor, they will mark whether each student completed the requirements or not and whether a badge was given at the class.
  • At this point, the class is closed and registrations that are marked as meeting the requirements are marked as Approved.
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Post Class Administration – SRA or Other 
  • Users that have successfully completed a class show in a holding area for approval.
  • The SRA can review individual registrations along with class attended, scores, etc.
  • Registrations can be individually approved, or batch approve by Registration Year, Type (Ref, Assessor, Assignor, Instructor), USSF Grade, Action (Upgrade, New, Downgrade, etc), and other parameters.
  • Once the registration is approved by the SRA, the new (or existing) grade level of the user is recorded and reflected in their record and the record is marked as Completed.
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Export to USSF – SRA or Other 
  • Completed records are ready to be transmitted to USSF.
  • Records can be grouped for export by Registration Year, Type (Ref, Assessor, Assignor, Instructor), USSF Grade, Action (Upgrade, New, Downgrade, etc), and other parameters.
  • When a group is created, a comma-delimited file (csv) or XML file is created and can be downloaded when ready.
  • The downloaded file(s) can then be sent to USSF for processing along with appropriate payment from the State.
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Import from USSF – SRA or Other 
  • Batch files that are sent to USSF are always returned to the state after processing.
  • The return files contain information about whether each record was successfully transmitted or not and reasons that the record was not accepted.
  • This information is imported back into the system and new USSF Numbers are assigned to users that need them.
  • Incomplete / Error records are flagged so the SRA can research, correct and then reprocess them.
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Export to Outside Agents – SRA or Other 
  • If Risk Management data is being collected, it can be exported to a file and then provided to an organization for electronic or manual background checks.
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Registered Assignors 
  • Assignors registered for the current (or future years) can log in and search for currently registered referees.
  • Searches can be done by USSF Grade, Age Range, Years of Experience, Area Codes, and Zip Codes. This allows for targeting lists of referees for specific events, tournaments, etc.
  • The results of the search are presented in PDF format and the Assignor can download or print the list of names, email addresses, and phone numbers as desired.
  • Referees that have not completed a Risk Management form will be designated as “NO YOUTH” on the list if required by that state.
  • Once a student is marked as completing the requirements of the class, they immediately show up on the Approved list for that year (Referee, Assignor, etc). This eliminates the need for the State to compile lists of registered referees on a regular basis to distribute. It also eliminates the lag time between Chicago’s approval and the official list from the State. The data is instantly available the minute the State approves it.
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Registered Referees 
  • Referees registered for the current (or future years) can log in and search for currently registered assignors and the league/association they work for.
  • Searches can be done by Area Codes, Zip Codes, or all. This allows referees to find assignors that might be able to provide games during the regular season and/or tournaments.
  • The results of the search are presented in PDF format and the Referee can download or print the list of names, email addresses, and phone numbers as desired.
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Custom Fields for Administrators 
  • There are 10 custom Referee fields that can be used as desired by the State.
  • Example uses of this would be to flag users that have attended certain events (Youth/Amateur Regionals and Nationals, etc), users that are in advanced development programs, users that attend development academies, etc.
  • These fields can be edited within the system and admin users can generate reports of the referees based on one or more of the Custom Fields.
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Additional Administrative Functions 
  • Look up the recent courses attended by any referee
  • Look up registration status of any referee for multiple years
  • Look up course attendees and results
  • Run queries on the db that produces spreadsheet or generates e-mails
  • Look up and change any personal information
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Contact us for more information or to schedule your own demo of a faster, easier, smarter  way to manage your state association.