The District Administrator is directed to follow the duties below and such other duties as outlined by the President/Board from time to time. The District President or designate will be the supervisor of the District Administrator. Each District position will set up procedures to be followed by the District Administrator.


REGISTRATION

Club/OSA

• Ensure registration of youth teams; senior teams; playing out - OSA database
• Tracking club player registration in OSA database is done before end of June
• Correction/trouble shooting problems in database
• Registering clubs/teams in the OSA database

Club/District

• Validating player/club official books
• Validation of playing out forms for teams wanting to play in leagues outside of the District
• Ensuring that club and league executive lists - names, addresses, emails, phone numbers are updated each year
• Ensuring that club constitutions are filed with the District each year if modified and/or receipt of letter indicating no change
• Ensuring that club annual financial statement is filed with the District

District/OSA

• Ensure that the District is registered in January as a member of the OSA with the filing of

1. District Constitution
2. Annual fee paid
3. List of members of the year's District Board
4. Annual District audited financial statement

Ontario

• File Ontario Corporation papers in January of each year

Hosting and Travel

• Validating Application to Travel Forms (ATF) for tournaments
• Validating of District host club tournaments each year/season - communicating host club responsibilities concerning report/discipline
• Validating Application to an Host Exhibition Game Form (AHEG)
  
• Validating Application to Travel forms for exhibition games (ensuring that the host club has a validated host form before the travel form is validated.

FINANCIAL

Under the direction of the treasurer, set up procedures to deal with items listed below:

• Bank deposits/petty cash
• Preparing and sending invoices: 80% of previous year to be sent out in March; final year end to be sent out in August; Indoor registration to be sent out in January
• Ensure payment of OSA fees within a timely fashion
• Tracking entries in the databast and ensuring that information is correct
• Contacting clubs concerning overdue invoices
• Applies:

1. fines for late club information, non attendance at meetings, late registration
2. interest for overdue invoices
3. the fees for tournaments, data entry, playing out fees, transfers, trial permits, temporary registration permits, travel permits

COMMUNICATION

• Management and maintenance of club mailing addresses and emails
• Manage email correspondence: District, Clubs, Executive Board, OSA, Leagues
• Preparation/sending of written letters by mail
• Informing required parties of meetings - time, place, date, agenda
• Maintenance of website

OFFICE MANAGEMENT

• Maintenance of office hours as set by the Board
• Maintenance of office equipment - computers, copier, phone, internet
• Purchasing of needed materials to maintain the office activities
• Filing of reports including financial, letters, and emails
• Maintenance of office setting - cleaning/garbage removal, rent
• Preparing a monthly administrators report: correspondence/emails, things accomplished, upcoming events/deadlines
• Preparing reports for monthly Board meetings
• Maintenance of a monthly calendar of duties/events and deadlines within the Districtf

DISCIPLINE

• Receiving information concerning incidents and ensuring that the information received is original and not copies or emails
• Informing Discipline Chair concerning incidents
• Preparing and sending hearting notices
• Recording and preparing hearting minutes
• Informing participants of hearing results
• Contacting OSA concerning hearing results
• Ensuring that if necessary guilty parties are put in the OSA suspension database
• Filing hearing reports and communications
• Ensure that OSA, Leagues, clubs and individuals are notified of any suspensions

DISTRICT ONTARIO CUP COORDINATOR (DOCC)

• Liase with DOCC/OSA/Clubs to ensure timely entry of teams into the Ontario Cup and Ontario Indoor Cup
• Inform DOCC of team entries and tournament host applications
• Provide reminders to club teams regarding payment
• Post information as requested on the HDSA website under Ontario Cup Tournaments

DISTRICT REFEREE COORDINATOR (DRC)

• Liaise with Club Head Referees and re-direct CHR enquiries to the DRC re: referee issues
• Direct enquiries by referees or potential referees to DRC
• Post and send out information regarding C3 and C4 clinics and winter education sessions and other pertinent referee information as requested, on the HDSA website, along with general maintenance of the referee site
  
• Assist DRC/DRC representative to send out notices for the winter education sessions
• Direct all complaints regarding referees coming to the HDSA office to the DRC
• Maintain a file for referee evaluations, mentor reports or assesments

DISTRICT TECHNICAL DIRECTOR

• Support and liaise with the Technical Director and committee concerning the administration of the District Development Program
• Maintain communication with clubs/participants concerning the District development
• Post information on the website with regards to the District Player Development Program
• Manage and/or recruit a manager for the District Development Program/Teams

OSA ANNUAL GENERAL MEETING

• Register Board members for the AGM - meetings, workshops, and banquet
• Arrange for hotel rooms as requested
• Prepare a District report for inclusion in the OSA annual booklet
• Notify District Board of any important issues to be heard at the AGM

HDSA ANNUAL GENERAL MEETING

• Informing clubs and other required parties of meeting - time, date, place, agenda
• Notifying clubs and other parties of the Award of Merit
• Preparing AGM packages
• Registering required parties for the meeting
• Organizing room, food, refreshments for the meeting

VAUGHAN, ON -- In an on-going effort to improve member services and administrative processes, The Ontario Soccer Association is pleased to announce that First Sports International has been selected from a pool of eight finalists to provide the next generation of Administration and Information Management Systems.

FSI is a leading provider of sports-focused technology and has amongst its clientele the English FA, Irish FA, Australian FA and the Rugby Football Union.

The selection of FSI is the result of a nine-month process with more than 300 people providing input into the development of a Request For Proposal (RFP).

The ten-member selection team included an Executive member, two Board members, two District Administrators, a District Vice-President, a Club Administrator, a League Website Administrator, technical experts and OSA Staff.

"We are very pleased to have established a relationship with FSI, a world leader in the provision of membership registration services and relationship management," says Guy Bradbury, CEO of The Ontario Soccer Association. "In addition, the extensive and detailed RFP, review and selection process used in awarding the contract to FSI involved input from member clubs, districts and leagues as well as industry experts and it will serve as a model for future initiatives and projects undertaken by The OSA."

FSI's sports management software solution is a master data management application which was designed to manage the unique needs and functionality of complex sports organizations and it will serve to integrate and automate all of The OSA's administrative functions .

By consolidating information from different sources into one database, the First Sports solution will empower The OSA and its members to make more informed decisions, deliver highly-focused communications, eliminate duplication of effort, save time and realize revenue savings through increased efficiencies.

The solution will manage the administration of players, coaches, referees, administrators, teams, clubs, leagues, tournaments, events, permits, websites, content and communications with the membership, partners and sponsors.

"The new FSI system will enable our member clubs, districts and leagues to carry out their administrative functions more efficiently," says John Knox, President of The OSA. "This in turn will improve the effective delivery of OSA programs and services at all levels for parents, players, coaches, referees, administrators, sponsors, partners and the many grassroots volunteers who are the foundation of our organization."

The first implementation phase is scheduled for September 2008, beginning with Registration and other key systems for the 2008-09 Indoor Season.

More information will be forthcoming as the project progresses and a transition plan is developed.