eSign Becomes Default for Volunteer Applications

Electronic Signature, or eSign for short, has gone from a pilot project just a couple years ago to a standard service of eAYSO today. Among the most valuable benefits of eSign is it helps AYSO meet the goal of enhancing child safety by improving the ability to perform faster and more complete Volunteer background checks.

With the critical importance of this child safety initiative, the AYSO National Board of Directors has directed that the default setting for eSign when using the Volunteer Application in eAYSO be switched on.That change will take place between Monday, Feb. 4, 2013 and Monday March 4, 2013.

What this means for your Region is that when a Volunteer uses eAYSO to fill out an application they are able to sign a digital signature rather than a traditional wet signature with pen. As the Regions start to use this new functionality, there are two things to keep in mind:

1. A Volunteer that has previously submitted paper or preprinted applications is in the AYSO database. However, they may not have set up an eAYSO account. Moving forward, all Volunteers are going to want to have an eAYSO account. To help facilitate this process for your Volunteers, we’ve prepared the attached handout titled Transitioning Volunteers from Paper Apps to eAYSO for your use. It walks your Volunteers through the process to create an eAYSO account and link all their previous records to that profile.

2. Regional Commissioners, CVPAs and Registrars will now have additional functionality in eAYSO as a result of using eSign for Volunteers. There is a newly added eSign and eSign Date output field available when running the Volunteer Applicant Export. This output field on the report will show you if the Volunteer eSigned and the date they eSigned the application. In addition, to help facilitate this process for your Region, we’ve prepared the handout titled eSign Filter in eAYSO for you to use. This handout is also attached and walks you through using the Volunteer Applicant Export report and the new NE Status functionality located under the menu Region – Volunteer - Registration.

One last thing to keep in mind...we all are very concerned about our environment and want to conserve on paper whenever possible. However, eSign is not the same as Going Green. There are still very good reasons to have your Volunteers print out their applications. For first time Volunteers there is still the need to check a photo I.D. for everyone regardless of eSign or not. Also there is the need to validate the references provided. In short, if you have a process where your Volunteers are printing out copies of the application then you should continue to do so.

If you have any questions about how to use the eSign functions of eAYSO or about the attachments to this e-mail please contact the eAYSO Help Desk at eaysosupport@ayso.org or by calling us directly at 866-588-2976. For any further discussion on why this business rule was changed please contact your Area or Section Director.

Thanks!

Tony Veronico
Interim National Executive Director

Attachments
Transitioning Volunteers from Paper Apps to eAYSO
eSign Filter in eAYSO