Frequently Asked Questions (FAQ) about Registration

When and how can we register our children to play?
Registration dates and times for the upcoming season are determined by the Board of Directors after the previous season ends.  Registration dates and times will be posted on our website approximately one month prior to registration.  If you do not have internet access, Hillsborough County Public Libraries provide free internet access.

What does the registration fee cover?
Participants in the U5 – U12 age groups will receive a two jerseys, shorts, socks and a participation award at the end of the season.  MiniWee participants will receive a jersey, ball and medal.  The registration fee also covers field usage and maintenance, insurance, volunteer background checks as well as other operational costs (e.g. field lining, equipment, etc.).

What do I need to bring and provide at the time of Registration?

·          If your child did not play soccer with WSA in the past two years, then you must bring their original birth certificate and a copy (WSA keeps the copy).   We may not have a copier at registration, so you must bring a photocopy of the birth certificate that we must keep for our records.   Hospital, Baptismal or religious certificates will not be accepted. Foreign birth certificates are acceptable if accompanied by a certified translation.  We will not be able to register your child without their original birth certificate and a copy.  Due to the significant number of parents who failed to provide the birth certificate to our Registrar after they registered, and because we need to see the original birth certificate, we will no longer accept registration of a new participant without the original birth certificate at the time of registration.  WSA cannot accept requests to fax or mail birth certificates.

·          Click here to view a copy of a portion of the registration form. 

·          Cash or check payable to Westchase Soccer Association (or WSA) in the appropriate amount.  $65 – MiniWee, $80 for U5 – U12.  A $10 sibling discount will be given for each additional sibling.

·          If you are a returning player from last season, a pre-printed registration form will be available for you at registration.  Due to the growth of our league and limited field space and volunteer resources, there may be a limited number of teams.  Players will be registered based on the number of volunteer Head coaches, so please do not delay volunteering to be the Head coach as your child will not be guaranteed a spot on a roster (even if you've been with WSA for a very long time - sorry!).   Exceptions may be made for active volunteers who assist with the operation of the league.

Why can't we print a copy of the form from the website and bring to registration?
While we try to make it more convenient for parents to complete registration by providing this in the past, it created additional workload and costs.  WSA no longer allows parents to print the form from the website and bring to registration because when we tried to do this in the past it resulted in the following: 

• Too many parents of returning players completed blank forms by downloading it from the website instead of using the pre-printed forms that were available at registration.  This increased the data entry workload and costs for WSA.
• Several parents printed the forms on colored or scrap paper which made transcription very difficult.
• Some printouts were faint and some did not include all the form fields (e.g. signature, birth date fields did not print).
• Some parents brought obsolete forms which created additional workload for WSA.
  

Why do you need birth certificates?
For insurance/liability reasons WSA must have birth certificates on file to prove eligibility for age groups. WSA cannot accept registration without it.  A copy must be left with WSA at the time of registration.

Can I request that my child play with another player or specific coach?
Requests to play together will only be honored for MiniWee participants and are limited to one request per participant.  Only U5 – U12 players who are siblings or are the sons or daughters of the Head Coach and one Assistant Coach will be allowed to play on the same team by request.  All requests must be made at registration and it must be written on the Registration forms/Coaches Volunteer applications for the children involved in the requests.   Due to the administration involved, requests made via email and/or after registration, will NOT be honored.  Our goal is to make teams as evenly matched as possible.  WSA will not honor requests for a specific coach.  Requests to switch to another team due to conflicts or transportation issues, will not be honored.

What age group does my child fall into?
There will be information or a link on the Registration page to determine which age group your child falls into for the current season.  Qualification for a age group is based on the cutoff date, not the date the season or program begins. Note that children with advanced skills for their age are only permitted to "move up" one age group but the request must be made at the time of registration.  Parents/guardians must notify one of the payment processors at the time of registration and they will be provided with the appropriate form for the request.  The final decision will be up to WSA and parents will be contacted ONLY if the request will not be honored.  Older children who are inexperienced, with lesser skills, small stature or those with birth dates close to the cutoff date are not permitted to play at a lower age group.

Can we request placement of two or more players together on the same team for carpooling or other hardship reasons?
There are only three reasons that WSA allows placement of two or more players on the same team: 

1)       the players are siblings who are in the same age group (or one is playing up)

2)       the players are the sons or daughters of the (U5 - U12) Head Coach and Assistant Coach

3)       the players are in the MiniWee program (limited to one participant request per player)*  

Requests, that meet the above criteria, must be made at registration and must be written on the Registration forms for the children involved in the requests, and/or written on the Coaches Volunteer Applications.   All requests must be reciprocal to be honored.  Due to the administration involved, requests made via email and/or after registration, will NOT be honored. 

While we tried to be accommodating in the past, during our Spring 2006 season our Directors and some coaches were harassed throughout the season by individuals who were part of a group of nine who wanted their children to play together.  Even though we offered refunds after explaining that we could not place all the children together but would place a maximum of two per team, only one parent took the refund and the others decided to keep their children enrolled.  Unfortunately, our Directors continued to be subjected to abusive emails throughout the season by some of the parents from that group so WSA has had to adopt a strict policy now regarding requests to play together.  During Spring 2009, WSA also received numerous complaints from, and regarding, large groups that requested to be on the same team.  As a result of complaints, additional administration and other related issues, WSA has changed the policy for MiniWee requests to play together to a limit of one per participant.

While we encourage carpooling, there have been too many cases where parents have also abused the carpooling and hardship issue…so please don't even ask, we won't honor these types of requests for team placement!  Requests to switch to another team due to conflicts or transporation issues, will not be honored.

What if I am out of town during registration?
We have limited volunteer resources to handle the administrative tasks involved with organizing the league.  This includes registration so we cannot accommodate requests to register participants outside the designated registration periods.  If you will not  be available for either of the registration dates/times, please send a friend or relative to register your child.  Provide them with the information required (see What To Bring To Registration) and give them a pair of your child’s shorts and a T-shirt to bring to registration for uniform sizing.  

What if I don't have a computer and/or internet access to visit your website for important information such as Registration dates, etc.?
Hillsborough County Public Libraries have free internet access.

Who do I contact if I would like to coach a team?
You may download a Volunteer Application form from the Coaches’ Corner on our website.  ALL sections (including SSN#, driver’s license, etc.) must be fully completed for the Hillsborough County Athletic Department to perform background checks.  You can bring the completed form with you to registration or mail it to the WSA address on our website; however it must be received by the Final Registration date in order for WSA to meet its deadline in order for background checks to be performed.    You must also check the "Coach" box on your child's registration form.   If you will not be registering a child but would like to coach, email us.

Do families enrolling more than one child get a discount?
Yes, the registration fee will be discounted $10 for each additional sibling.   This discount is available for siblings only, and is not available for cousins, friends, or those living in the same household.  Due to those who have abused this privilege, proof may be required for the discount.

What type of parental involvement does WSA have?
WSA is a non-profit  organization that is dependent on volunteers.  While none of its current Board members have children who participate in the league, every Board member/Director is a volunteer.  No Board members/Directors are paid for the time they generously donate to organizing the league. There are a variety of tasks that can be done to help; all are part-time, some are short-term, some are longer-term commitments, but each one of them is VERY important with helping to make WSA the best it can be for the children. It is expected that parents will commit to volunteer for at least one of the many volunteer activities available--there is something for everyone. Volunteering to be a Team Parent, bringing snacks or other tasks associated with your child's team is great.  However, there are important volunteer tasks required to operate the league, such as coaching, refereeing, field lining, and many administrative roles (making phone calls, registration, etc.) that we need parents to perform. Click here for a list of Volunteer Opportunities.

Do you offer late registration?
Team are formed immediately after Skills Assessment in order to meet the vendor's deadline for uniforms.  If you would like your child to be placed on a waitlist, please click on the waitlist link if/when it is available on the Registration page.  You will be contacted if a spot becomes available on an age-appropriate team.  A late registration fee will be in effect ($80 – MiniWee, $100 U5 – U12 age groups).

Do participants have to be Westchase residents in order to register?
Currently our league is not restricted to Westchase residents.  We pay usage fees when we use private field space in the CountryWay subdivision and we pay a usage fee for the Westchase Swim & Tennis Activity room when enrollment isn't 75% or more Westchase residents.   

How do I become a coach?
If you sign up to to coach, your child will be placed on your team.  You may download a copy of the Volunteer Application form from the Coaches’ Corner on our website.  ALL sections (including SSN#) must be completed  and a copy of your Driver's License must be included for Hillsborough County's Athletic department to perform a background check.   Bring the completed form with you to turn in when you register your child.  You will also need to check the "Coach" box on your child’s registration form.  Volunteer Application forms will also be available at registration.  There are no qualifications for one to volunteer to coach. We only ask that you be dedicated to the kids of WSA! It's just that easy.  If you will not be registering a child and wish to coach, please send us an email.
 
U5 – U12 Head Coaches will determine the weekly practice days and times for their teams based on their own personal schedules.  Equipment and curriculum guides for the age group will be provided by WSA as well as a Coach's Handbook.  The Player Development Officer (PDO) will also be available to provide one-on-one training on how to conduct a practice.

MiniWee—the commitment to be a MiniWee Assistant coach is very minimal because the Player Development Officer (PDO) will be the Head Coach and will run the first 30 minutes of the MiniWee sessions (which are held on five Saturdays only).  MiniWee Assistant Coaches will assist the PDO during the first 30 minutes and will be left to run the last 15 minutes of the session after receiving guidance/instructions from the PDO.   The role of the MiniWee Assistant Coach is more administrative.  A MiniWee Assistant Coach Handbook will be provided to guide you with the tasks required.

Can I request a team that holds practice on certain days?
No, we do not have a schedule of practices because it is dependent on the coach’s personal schedule.   We do not have volunteer resources to contact every coach to request a practice schedule for 500+ kids.   In addition, planned practice schedules may change at the beginning of the season due to field availability, or even during the season.   As a parent, sometimes you may have to re-arrange your schedule for the season which is approximately 10 weeks.  A refund will not be issued if the team’s practice time conflicts with your schedule and requests to be reassigned to another team will not be accepted.  Children cannot practice with other teams and must attend their team’s practices in order to get their guaranteed 50% playing time in games.  If your child is involved with other activities that have set schedules which may conflict with soccer practices, we recommend you do not register your child in our program this season.  Requests to switch to another team due to conflicts or transporation issues, will not be honored.

Can I register my child on-line?
No, we currently do not have on-line registration but it is currently under development with the hope of rolling out in 2010.  We have been investigating various software but have not yet been able to find one that suit our unique needs.  For example, we will need a program that forces certain age groups to sign up for Skills Assessment sessions.  Since we are a non-profit organization, we want to find software that can fulfill our requirements but without significantly increasing registration fees to compensate for its usage.

Does my child have to attend the mandatory Skills Assessment?
If your child will be playing in the Under 7, Under 8, Under 10 or Under 12 age groups, they must attend a 15-minute Skills Assessment session in order to be placed on a team.  This applies to all new and some returning players.  Participants in the U5, U6 and MiniWee age groups do not require a Skills Assessment.

What if my child will not be available on the dates that Skills Assessment is scheduled?
Since we have to limit enrollment due to field space and volunteer shortages (e.g. coaches), children who do not participate in the Skills Assessment may not be placed on a team.  You must inform the payment processors at registration that your child will not be able to attend Skills Assessment so your child may be placed on a waitlist.  If you cannot re-arrange your schedule to avoid the conflict, we recommend you do not register your child to avoid disappointing them.  While we were sympathetic and accommodating in the past, many parents have abused the "personal/family emergency" among other excuses so we have no way of recognizing a legitimate excuse and do not want to be in a position where we have to make a judgment.  WSA also continued to receive complaints from coaches and parents that our leniency sometimes compromised the integrity of the team-balancing.  If a child has never participated in a Skills Assessment session (i.e. WSA does not have a score from a previous season), they will not be assigned to a team.  Based on our experience, parents' and coaches' assessment of players' skill levels have not always been objective or accurate so it is not used for skills assessment.   The Board's policy is that a partial refund (i.e. minus a $20 administrative fee per participant)  will be issued to those who do not participate in the mandatory Skills Assessment--this applies to new and returning participants, regardless of how long they have participated in WSA programs over the years.    Exceptions may be reviewed by the Board on a case-by-case basis.  One factor that will be taken into consideration is whether the child's parents are active volunteers who have made a commitment toward helping with the operation of the league during past seasons.  Being a Team Parent and providing snacks or hosting parties for the team do not qualify.  Volunteer tasks such as coaching, refereeing, field set up/lining, and administrative assistance (e.g. registration, etc.) are examples of tasks that must be done to operate the league every season.   Many of us have business travel, personal commitments and busy schedules...including the main volunteers and Board members who organize the league. 

How do I sign up for, or change, a Skills Assessment session?
You may sign up for a Skills Assessment time during any Registration session.  Make sure you check your calendar before scheduling a session for your child because it may be difficult to reschedule it after registration is closed. If you forget the time your child is scheduled the Skills Assessment schedule will be published on our website 24 hours prior to the sessions.  If you do not wish your child’s information to be included in the Skills Assessment schedule on our website, please inform us via email no later than 24 hours after registration.

What is the purpose of Skills Assessment?
Skills Assessment is used to help us try to create evenly balanced teams.   It’s more fun for players when teams are of, or close to, equal ability.  While creating evenly balanced teams is not an exact science, we would appreciate your cooperation by ensuring your child attend their Skills Assessment session.  Failure to participate in Skills Assessment may result in the child not being placed on a team and your registration fee (minus a $20 administrative fee/participant) will be refunded--this applies to new and returning participants (regardless of the number of seasons they have participated in WSA programs).

Sessions will be approximately 15 minutes so parents should not leave their child unattended.  A Skills Assessment team conducts assessment of all players in order to maintain consistency with the scoring.   Skills Assessment scores will not be revealed to parents or coaches; the score will be used by the Director of League Development as part of the electronic team-building. 

Participants must wear cleats, shin-guards, bring water and arrive 10 minutes before their scheduled time for check-in in order to help ensure sessions run on time.  If a child shows up for a Skills Assessment session without the required equipment, they will not be allowed to participate and will be considered a "no show".  A refund (minus a $20 administrative fee/participant) will be issued because they will not be placed on a team. There is a maximum of 10 players per session and sessions are organized by age group.  If a participant is late for their session, the child will have to be rescheduled and this may result in a long wait or if there are no other sessions for the child's age group they will be considered a "no show" and will not be assigned to a team.

Why do returning players have to attend Skills Assessment every season?
Since children develop and learn at different rates, we cannot predict the rate of improvement by the end of the season.  Some players improve significantly, some a little, some none at all.  There are too many factors that can affect a child’s rate of improvement so this is why some returning participants must be re-assessed prior to each season.
 

Can my child play in an older age group?
Children cannot play down an age group but parents can request to have their child play up an age group.  Parents must make this request at the time of registration.  They will be required to complete a Request to Play Up form and parents are encouraged to sign up to the the Head Coach of their child's team.  The final decision will be up to WSA and parents will be notified ONLY if the request has been denied.   Children in the U7 – U12 age groups must participate in a mandatory skill assessment for the age group they will be playing in and failure to participate in skills assessment will result in the child not being placed on a team.  The child will not be allowed to move back to their age-appropriate division, if there are not enough Head Coaches or once the team building process has begun, and there will be no refunds.   Due to the shortage of Coaches in the Under 5 program each season, requests to play up from the MiniWee program to Under 5 will not be accepted unless the child's parent/guardian submits a complete Volunteer Application agreeing to be the HEAD coach (not Assistant) of the team by the Final Registration date.   If, for any reason, the parent rescinds their offer to be the Head Coach of their child's team, the child will be moved back to the MiniWee program IF there is a spot available on a MiniWee team.

Note to Parent/Guardian:  If there are not enough Head coaches for the age division, enrollment may be limited and preference will be given to children whose parents/guardians are Head coaches or to the children who belong in the age group based on the birth date ranges for the season.  WSA strongly recommends you agree to be the Head coach for your child’s team.  

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