Various Issues Related to Online Access to the FYSA
Secure Web Site
Roles and Permissions
There are several different functions that can be
accomplished on the FYSA Secure Web Site. Each of those functions is associated
with a "Permission." Someone who has the
permission can do that function. Since several permissions are usually all
granted to persons holding certain positions, either within FYSA or within an
Affiliate, permissions have be grouped together
according to the "Role" that a person has. The list
of Roles for the FYSA Secure Web Site are:
§
Secure Site Administrator
§
FYSA Executive Committee Member
§
District Commissioner
§
Assistant District Commissioner
§
Tournament Manager
§
Tournament Site Director
§
Affiliate Agent of Record
§
Affiliate Agent
§
League Representative
§
Club Representative
§
Club Registrar
§
Coach / Team Volunteer
Three of these roles have not yet been implemented. That's
why that are in italics above.
The last page shows some of the roles (FYSA officer roles
are excluded), and the permissions that each one has. You will note that many permissions are in multiple roles. You should also know
that a single person can have multiple roles. In that case, his or her
permissions are the aggregate of all of the permissions associated with all of
the roles s/he has.
Affiliation Form
When an affiliate completes the online FYSA Affiliation form
or the online Representative Access form, the information on those forms is
used to grant, either directly or indirectly, certain Roles (and, therefore, a
list of Permissions) to various people associated with the affiliate. For
example, on the FYSA Affiliation form, all affiliates must designate one Agent
of Record, and may name two additional Agents. Clubs must also name a primary
Registrar. Clubs and Leagues are both asked to name a primary Treasurer, if
they have one. These roles have meaning in terms of interaction with FYSA
officers and staff (see section "FYSA Terms and Authority," below).
These roles also determine what functions the individual can perform on the
FYSA Secure Web Site. On the Representative Access form, affiliates can name
additional representatives. If the affiliate is a Club, all of those
representatives may receive Club Representative access.
If the affiliate is a League, they will receive League Representative access. Also, on the Representative Access form, affiliates
can name additional registrars who will get Club Registrar access.
Both the FYSA Affiliation form and the Representative Access
form must be signed by the Agent of Record, and processed in the FYSA office.
Only when the form has been accepted in the office will any of the accesses be
made possible. Some of those accesses can be granted automatically; others
require the approval of FYSA staff. The next section has more information on
that.
Online Access
Access to the FYSA Secure Web Site is granted based on
information contained in the affiliate's FYSA Affiliation form and
Representative Access form. Information about certain roles can be stored in
the FYSA database, and in that case, access can be granted automatically. For
the moment, other information can only be maintained in paper form, and access for certain roles must be checked by FYSA
staff. Right now, the only roles that can be granted automatically are: Agent
of Record, Club Representative, and Coach / Team Volunteer
Initial Access
To request access to the FYSA Secure Web Site for the first
time, a person should follow the links from the FYSA main page to the secure
site, where s/he will be asked to enter a username and password. Since s/he
will not have one, s/he must click on the link that says "Application
Form" in the paragraph below the login area.
The system will ask for the following identifying
information: First Name, Last Name, Volunteer Pass Number (VPN), Social
Security Number (SSN) and Date of Birth. It uses that information to determine
if the person is in the FYSA database at all. Thus, only registered volunteers,
with a VPN, can obtain access to the Web site. Assuming that the
person meets the first test, the program
asks what username and password s/he wants to use, and also what is his or her
email address.
After that, the program asks what roles s/he wants to have.
For each role, the program checks further in the database to see if the role is
possible. For example:
|
For |
The program checks, for the current seasonal year |
Notes |
|
Agent of Record |
Is the person listed as the primary representative of the
affiliate |
If so, access can be granted automatically. |
|
Agent |
Is the person listed as a representative of the affiliate |
If so, the request must be processed by FYSA staff, who will look at the Affiliation form to see if the person
is one of the "special" representatives who is also an
"Agent." |
|
League Representative |
Is the person listed as a representative of the affiliate |
If so, the request must be processed by FYSA staff, who will check to see if the affiliate type is
"League." |
|
Club Representative |
Is the person listed as a representative of the affiliate |
If so, access can be granted automatically. |
|
Club Registrar |
Is the person listed as a representative of the affiliate |
If so, the request must be processed by FYSA staff, who
will look at the Affiliation form and Representative Access form to
see if the person is one of the "special" representatives who is also
a "Registrar." |
|
Coach / Team Volunteer |
Is the person on the roster of any team |
If so, access can be granted automatically. If the person
is added to the roster of additional teams, access for those teams will be
granted "on-the-fly." The user does not need to do anything more,
even if the teams are in different clubs. |
All access is granted by means of an e-mail message sent to
the e-mail address the user has just entered. If the email address is invalid,
or if the user blocks email from unknown addresses, the user will not get the
confirmation message with the code needed to unlock the access. Messages from
the Web site are from info@fysa.com.
Updating Access
If a person already has access to the FYSA Secure Web Site,
s/he can either add additional roles or ask to have roles extended by clicking
on "Change My Information" on the sites main page. There the user can
see roles s/he already has and ask to have them extended for a year (there is a
"window" during the month of August in which this can be done), or
check new roles and ask to have them assigned. In both cases, the same process
applies as to initial access, as described above. Even if a user misses the
window for extending roles, his or her username and password will be kept
active for one year (with no roles). The user will still be able to click on
"Change My Information" and ask for all roles over again. Remember,
only those persons who are listed on either an FYSA Affiliation form or a
Representative Access form for the current season, and whose information has
been entered into the database, can obtain access through either of the methods
above. The exception is coaches/team volunteers, who get approval for access
based on being rostered on a team.
Removing a Person's Access
If a person becomes no longer associated with an affiliate
during the seasonal year, or if a person changes jobs for the affiliate, the
Agent of Record must complete either an FYSA Affiliation form or a
Representative Access form, noting the changes. It may be necessary to follow
up to make sure that online access has been removed as appropriate.
FYSA Terms and
Authority
Agent of
Record Primary contact, sign
proxies, grant online roles, sign affiliation form
Agent Transact business,
pick up credentials
Primary
Registrar Primary contact for
registration, upload players, sign guest player forms, online COS, print passes
Registrar Upload players, sign
guest player forms, online COS, print passes
Primary
Treasurer Primary contact for
questions regarding financial obligations of the affiliate to FYSA
Roles and Permissions on
the FYSA Secure Web Site
Roles:
§
Site Administrator
§
Executive Committee Member
§
District Commissioner
§
Asst. District Commissioner
§
Tournament Manager
§
Tournament Site Director
§
Affiliate Agent of Record
§
Affiliate Agent
§
League Representative
§
Club
Representative
§
Club Registrar
§
Coach / Team Volunteer
Permissions:
§
Affiliate Agent of Record
o
Change Own Information
o
Enter Online Affiliation
o
Assign Roles to Representatives
o
View Approved AGM Minutes
o
View Approved EC/BOD Minutes
o
View Approved Budget/Financials
o
Download Affiliate Responsibilities
§
Affiliate Agent
o
Change Own Information
o
View Approved AGM Minutes
o
View Approved EC/BOD Minutes
o
View Approved Budget/Financials
o
Download Affiliate Responsibilities
§
League Representative
o
Change Own Information
o
Player Lookup
o
Coach Lookup
o
Official Team Roster (for teams in League)
o
Team History Roster
o
View Suspension List
§
Club
Representative
o
Change Own Information
o
Player Lookup
o
Coach Lookup
o
Official Team Roster (for teams in Club)
o
Team History Roster
o
View Suspension List
§
Club Registrar
o
Change Own Information
o
Player Lookup
o
Coach Lookup
o
Official Team Roster (for teams in Club)
o
Team History Roster
o
Event Roster
o
View Returned Card List
o
View Suspension List
o
Upload Player Data
o
Upload Coach Data
o
Download Player Data
o
Download Coach Data
o
Print Player and
o
Apply for
o
Enter Online COS Form
o
Download Affiliate Responsibilities
o
Download Sample Player Reg. Form
o
Download Player Reg. Mail Merge
o
Download Coach Reg. Form
o
Download Coach Reg. Mail Merge
o
Download Inter-Club Dual Roster
o
Download Inter-Club Transfer
o
Download Guest Player Form (
o
Download FYSA Interstate Permission
o
Download Youth Playing in Senior Games
§
Coach / Team Volunteer
o
Change Own Information
o
Player Lookup
o
Coach Lookup
o
Official Team Roster (for teams registered to)
o
Team History Roster
o
Apply for
Note: Permissions that
have not yet been implemented are listed in italics.