Fall 2023 Season Registration is now open.  Please have all teams uploaded and all strength charts completed by July 24.  A late fee will be applied for registrations and strength charts submitted after this date.

System Access:

• Open your browser and go to www.ecysa.org - just enter your TD login (login link on the upper upper right of the page).  You would also enter there as a coach (or referee) if you have that login - reminder that that your TD login is a town organization "shared account" higher level access whereas your coach (or referee) account is a separate "individual" login.
• Once logged in please do this first:
• Edit/Update your key contacts...Please make sure to add phone/cell phone and please make sure to provide your entire list of key contacts.  This functionality is available year round so please try to keep it up to date.

Registration:

Some registration entry reminders/updates:

• All imported teams must have at least one "head coach" (C1)...the system will alert you if there isn't one - Please AVOID using "placeholder" head coaches where a name is used on multiple teams!  That creates havoc with our scheduling system because we try to accommodate Head Coaches that coach multiple teams...
• Import check on rosters for min/max players based on current ECYSA rules
• During Add/Drop/Transfer (which does not go live until after Registration is closed) - you can no longer drop/transfer a coach if the team only has one (need to add one first)
• Max five coaches per team (system limitation) but remember ECYSA does not require additional coaches to be listed on the roster (they do however require proper credentials)...added coaches beyond five would start to "drop off" the bottom coach
• Upload your registration file(s) by clicking "Import Roster" in the TD drop down menu.  You can import all rosters at once on the same spreadsheet or via multiple imports via teams.  Just make sure to import the entire team (coaches and players) if possible to avoid "Add" fees after the close of registration...
• Reminder to please make sure that you have unique team names for all teams regardless of grade group.  We often see this in the Spring with the high school teams wanting to use the school name for both boys and girls - all team names from a town organization need to be unique.
• Please use the Excel template for creating your registration file (it is just an example to show layout so please delete the other data by deleting rows but leave the header row).
• The file structure is the same as last season but always good to make sure you are using the latest template.  Couple reminders:
• The "gender" column is the individual's gender, not the team's gender
• ECYSA is requesting email addresses for each record, not just coaches, but this column remains optional for players (typically parent email).  Having emails for everyone allows for better communication regarding league announcements, changes to games, etc.

Strength charts will need to be completed after you have successfully imported your rosters as they are initiated by your registration file upload, so please build this into your timeline.  Strength Chart submission is critical to allowing our Grade Group Directors time to properly review and place your teams - and the Fall season comes quickly.

Non-residents are screened at the time of your upload, so please be prepared to select a reason for the exception as part of your upload process. ECYSA VP's will then review the exceptions for approval, denial or request follow up information but the players listed will not be officially rostered until approved by the appropriate VP.

Grade group exceptions are also screened at the time of your upload with an alert going to the Registrar to approve, deny or request further information. Remember that players grade 2 or below require a waiver to be placed on a grade 4 team, and Grade 4 players need a waiver to be placed on a Grade 6 team. All players who are "playing down" under Mass Youth and ECYSA rules whether AGE or GRADE MUST receive a waiver, which is initiated via email to your respective ECYSA VP and must include full details in support of your request. Play down waivers are not generally approved and require full justification and documentation to be considered. 

Add/Drop/Transfer will not be active until registration is closed (we will let you know once it is open).  The Add/Drop/Transfer form is the same as the registration file form but remember Drops and Transfers will be done directly in the system (because those players will already be in the system).  Adds will be uploaded via a similar process to your registration file upload.

Instructional videos are available under the TD Library section of www.ecysa.org/ECYSA/td-instructions

The system is set to calculate your registration fees (and other fees) - TDs have a drop down which will detail the town organization fees.

Registration fee worksheet and payment (check) should be mailed to:

• J Chee, ECYSA Accountant, 33 Winter Street, North Reading, MA 01864
• Please make sure to use the fee worksheet (Excel spreadsheet link below) to calculate fees owed.  The team fees on the Financial Report in the TD drop down will be different from the spreadsheet (and potentially changing) until the teams are assigned to their final placements (eg. MTOC vs County) in the system after the placement meeting.  If fee submitted is different from actual fees based on placements, ECYSA will send reconciliation invoices.

Here is the Fall 2023 Fee Worksheet: 

Here is the Fall 2023 Roster Registration Template/Example:

Fall 2023 / Spring 2024 Age Groups:

Fields: 

Field availability will open soon.  A separate email will be sent shortly with instructions.

If you have any registration-related questions, please email registrar@ecysa.org.  If you have any system-related issues or questions, please email technology@ecysa.org.