PROCEDURES FOR PREPARATION AND SUBMISSION

OF REFEREE CLINIC RECORDS

June 1, 2002

  1. Purpose. To provide procedures for the preparation and submission of referee initial certification and re-certification clinics to improve timeliness and reduce processing errors.
  1. Discussion. While there has been improvement in the submission of the paperwork following referee clinics, more needs to be done. We are still getting records from some clinics three to four months after the last class. This causes problems in the clearing of checks for the clinics and can cause problems related to the date that the referee was authorized to accept matches. More importantly, assignors cannot use these referees until their records have been processed at the State Office, causing ill will for all concerned.

Additionally, there is still a higher than desired error rate in the registration forms and other clinic records as received at the State Office which further delays the certification process. One of the underlying causes of these problems is the lack of standards for the clinic records as well as the constant turnover of instructors and administrators. The intent of these procedures is to provide guidance to the lead instructor for the completion of the clinic records, and for the Area Administrator or Instructor who reviews the records and submits them to the State Office. There is no way to catalogue all of the possible “out-of-the-ordinary” situations that may occur. What is included in this guidance reflects the most common requirements and problems that have been seen over the past years. All instructors and state referee staff personnel are requested to make inputs for further improvements in this guidance.

  1. Procedures for Lead Instructors. The Lead Instructor is responsible for the completion and submission of up to four separate records for a referee clinic. They are:
  • MDCVASRP REFEREE REIMBURSEMENT REQUEST (FORM 02 – REV 3/02)
  • MDCVASRP REFEREE CLINIC ATTENDANCE RECORD (FORM 03 – REV 3/02)
  • UNITED STATES SOCCER FEDERATION REGISTRATION FORM
  • MDCVASRP REFEREE RETESTING RECORD (FORM 04 – REV 3/02)

Copies of forms are attached. These forms will be issued to each instructor with the materials for the clinic for which he/she is responsible. Additionally, they are available on the referee web page (vadcsoccerref.com). Instructors may also use their own computer-generated forms (for all but the USSF Registration Form) and include additional information as needed for local administration/records; however, all elements of these standard forms must be included.

3.1 MDCVASRP REFEREE REIMBURSEMENT REQUEST (FORM 02-REV 3/02). Figure 1 shows a sample of a filled-in version of this record for a referee clinic.

SECTION A: EVENT IDENTIFICATION

  1. Enter the Start Date/Ending Date/Location/Lead Instructor/Number of Meetings/Clinic Number.
  2. Head Count.

(1)Enter the number of students who passed the course and those who failed or did not complete the clinic and the total in the class. Examples of Inc(omplete) would be a student who did not show up for the test, or does not have a properly completed registration form, or who has not paid for the clinic. For a clinic that includes both New Referees and those recertifying, both rows will be filled in.

(2)Put an 'X' next to signify the Type of Clinic that was held and enter the appropriate referee grade. For 'Other,' put in a brief explanation.

SECTION B: CLINIC TRAINER INFORMATION

  1. Fill in the names of the instructors who were part of the staff for that clinic.
  2. Enter a ‘P’ or ‘B’ to denote each instructor as Primary or Backup for each session.
  3. Enter any special comments in the space provided; e.g., “Pay each instructor equally”, or "Pay Instructor A 80% and B 20%"

SECTION C: OTHER EXPENSES

  1. For any expenses, ensure you get permission from the SRA or SDI in advance.
  2. Fill in the appropriate boxes and be sure to include receipts.

SECTION D: RECORD OF ALL MONIES COLLECTED

  1. This section is very important from the standpoint of maintaining accurate records of the monies collected for registration, for the clinic fees, and for the sale of kit items (optional).
  2. Enter the numbers of students (or items) in the appropriate rows for the SOURCE OF REVENUE and complete the subtotals and totals for all monies collected at the clinic.

c.Note. You should not allow any student to take the test if they have not paid for the clinic. If you do overlook a missing check, do not include the amount in the funds collected but do include a brief explanation on this record why the number of students listed in SECTION D is different than the total number of students.

Do not jeopardize the timely certification of those who have completed all requirements while waiting for one or more to retake the test or to bring you a check or their registration form. Submit what you have shortly after the clinic has been completed. There are separate procedures for handling retests, late payment/forms, etc.

Figure 1. MDCVASRP REFEREE REIMBURSEMENT REQUEST

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d.Under “ACCOUNTING FOR FUNDS COLLECTED”; enter the amount of the cash you collected at the clinic, the total number of checks you collected, and the total amount of funds on those checks, and the grand TOTAL of all funds for the clinic. Enter the check number of the check you wrote to replace cash collected at the clinic in the appropriate blank in SECTION D. Cash will not be accepted; please replace with a check or money order.

3.2MDCVASRP REFEREE CLINIC ATTENDANCE RECORD (FORM 03-REV3/02). Figure 2 shows a sample roster for a clinic.

  1. Enter the same information in SECTION A as on the USSF REIMBURSEMENT RECORD and include your name as the Lead Instructor in the appropriate blank.
  2. Enter the names of the students alphabetically (by last name, first name, ). This greatly enhances the review of the records initially and especially when trying to research errors and omissions in the certification process. If one or two records are out-of-place, do not rewrite the roster. If you are conducting a clinic where there are both New Referees and Recertifying Referees, separate the lists on the ATTENDANCE RECORD. List the primary records first; i.e., if it is primarily a New Referee Clinic, then list the New Referees first followed by a blank line or two, then list the Recertifying Referees. Label the second part of the list as “Recerts”, or something similar.
  3. Under “Amt Pd” and “CK NR,” enter the amount applicable to that student. Checks are often made out for multiple students; e.g., father and daughter who are both students. Assuming you have a check for $80 for two students, enter $40 and the same check number for each of the students. Note – This will be done the same way on the USSF REGISTRATION FORM.
  4. Enter a check mark under “Reg Form” if you have a fully completed form for that student. If there are missing items, do not put a check mark and define the problem in the “NOTES” field at the right of the form. Circle the empty “Reg Form” field.
  5. Fill in the section for attendance at the individual classes. Attendance is required at all sessions; however, you do have discretion to deviate for good reasons and to require additional makeup for the missing sessions.
  6. Enter the test score. The passing grade is 75% for New Referees and for those recertifying at the Grade 7-11 level. As the Lead Instructor, you have been granted discretion to pass those who are between 65%-74% when there are extenuating circumstances and the student(s) understand the laws sufficiently well. These circumstances include reading problems and students who have English as a second language and who have problems taking the test. Please circle all scores below 75 to ease the review of these records. (NOTE. For the recertification test for 2002 (and probably for future years), the raw score is recorded, not the percentage right. Passing raw score grades were distributed separately by the State Director of Instruction.)

(1)If a student fails the test and you administer an re-test within a day or two, mark the original score in the “Written Test” column, then use the NOTES field to indicate, for example, Retest (date) 76%.

Figure 2. MDCVASRP REFEREE CLINIC ATTENDANCE RECORD

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If you exercise your prerogative to pass someone who has less than 75%, indicate that he/she should pass in the NOTES field. That is the only way the reviewers know you intended to pass that student. For example, write “Corrected to 75%” or simply write “Pass” in the NOTES field for that student. All other students with grades less than 75% (or the appropriate raw score for those recertifying) will be considered as having failed the test.

3.3 USSF REGISTRATION FORM. Referees will use the latest version of the USSF REGISTRATION FORM. Figures 3 through 5 are samples of properly filled-out forms for the following cases:

  • Figure 3 is a sample of a properly filled-out form for a New Referee.
  • Figure 4 is a sample of a properly filled-out form for a Referee recertifying in Grades 7-11 (Grade 8 shown) who does not have the preprinted form.
  • Figure 5 is a sample of a properly filled-out form for a referee requesting an upgrade to Grade 7.

All of the samples assume that the referee is certifying/recertifying/upgrading for 2003.

3.3.1 Instructions for Completion of the Form for New Referees.

  1. Have the students fill out the form as shown in Figure 3.
  2. In Block A. BIOGRAPHICAL INFORMATION:

(1)Request that the students provide their Social Security Number (SSN). It is still the best way to positively identify a person.

NOTE

A person does not have to use his/her SSN. If they chose not to, the state office will assign a temporary number as discussed below. USSF will assign a 16-digit I.D. number after they are registered.

Most of the teenagers will not have the number the first night of the class, unless you have made that part of the signup process. DO NOT LEAVE THIS TO THE LAST NIGHT OF THE CLINIC – THAT IS WHY THERE ARE MANY DELAYS IN SUBMISSION OF THE RECORDS. Be prepared to remind the students at every session or have them take home a note. If you still do not have one following the clinic and you are not having any success in getting a response, leave it blank and make a note in the Comments section at the bottom of the form, or on a “sticky note” on the form. The State Office will pursue getting the SSN after the other forms are sent to the National Office.

We occasionally have students who by reason of their nationality are not required to have an SSN. Leave this blank. The State Office will fill it in using a block of substitute numbers. Put a note in the “Comments” section in the lower right-hand corner that the student is not required to have an SSN, or use a “sticky note.”

Figure 3. USSF Registration Form for New Referee

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Ensure that the information is legible and can be read at least on the two copies (second and third pages). The third page (pink copy) should be returned to the student after it is filled out as the receipt and interim registration card.

(3)Enter a home phone number. The work number is for adults only and it is optional.

(4)Ensure the GENDER field is completed. This is an issue particularly when the first names could either be masculine or feminine, or is an unfamiliar name such as for many of our foreign-born students.

(5)Ensure that the Date of Birth is right. About 1 in 75 students use the current year for their birth year.

(6)Enter the Place of Birth (Country) and the citizenship (Country) in the next two blocks.

(7)Enter the appropriate Referee Grade (e.g., 08).

(8)Enter the date of the last day of the clinic for “Date Attained Present Grade.”

(9)The state affiliation is ‘DCV’.

(10)Leave the District blank.

  1. Leave Blocks B and C blank.
  2. Ensure the students complete the question in Block D and date and sign the certification statement. All students including those under age 18 are required to answer the question. This has been verified with the national office. AGAIN, DO NOT WAIT UNTIL AFTER THE CLINIC IS OVER TO FIND OUT THAT BLOCK D IS INCOMPLETE AND DO NOT SPEND MORE THAN ONE DAY TRYING TO GET THE INFORMATION YOURSELF. SEND IN THE PACKAGE TO THE NEXT REVIEWER, HIGHLIGHTING THE PROBLEM. THIS WILL PREVENT DELAYING THE PROCESSING OF THE OTHER STUDENTS. THE STATE OFFICE WILL SEND THE FORM BACK TO THE STUDENT FOR THE PROPER ENTRIES AFTER PROCESSING OF THE OTHER FORMS IS COMPLETE.

If the answer in Block is 'Yes' to the question concerning convictions, you as the instructor do not get involved. Inform the individual that he/she should provide an explanation (description of offense, date, court, and sentence) in a double-sealed envelope to go with the records; or, it could be sent (double-sealed) directly to the State Office (include a note in the outer envelope with the student's name, clinic, instructor, and a phone number). The inner envelope will be sent unopened to the National Office where it will be reviewed and acted on by authorized personnel.

  1. In the lower right-hand portion of the form under “Administrator Certification of Completion”, either have the student fill in the following information or you complete this section before forwarding to the official in your area who reviews the forms:

Name: Scott K. MeyerTitle SRA

State Association DCV

Then check the block for “New Referee.”

  1. In the bottom left of the form, the lead instructor should fill in the following sections for “CERTIFICATION/UPGRADE INFORMATION:”

(1)Under “Paid by” circle Cash or Check as appropriate. Enter the check number if paid by check. Enter your initials in the block to the right.

(2)Remember to put the proper amount for each student if one check is used for multiple students; i.e., if you have a check for two students for $80, put $40 for the “Amount Paid” for each student. The check number will be the same for these students. Enter your initials in the block to the right.

(3)Enter the date and test score. If you have decided to pass a student who has received a grade between 65% to 74%, enter 75%. Enter your initials in the block to the right.

(4)NOTE. The field test block is for upgrades to Grade 7, or higher level referee.

(5)Return the “pink” copy of the completed form to the student as a receipt and interim identification card.

3.3.2 Instructions for Completion of the Form for Referees Recertifying in Grades 7-11. Referees should bring the preprinted Registration Form which they received from the National Office. Note that it is a different form than for New Referees (See attachments). All preprinted information at the top of the form needs to be verified. If any information in the top section is incorrect or missing, use a ballpoint pen and print the correct information in Block A BIOGRAPHICAL INFORMATION. Note: only the corrected information needs to be entered in BLOCK A. The following additional information needs to be filled in:

  1. In Block B. GAME INFORMATION, fill out the number of certified games as Referee or Linesman.
  • International FIFA Appointments - made by FIFA
  • Professional Game - MLS, WUSA, A League, D 3
  • Other International Appointments - made by CONCACAF or US Soccer
  • Top National Games - Armed Forces Tournament, USASA Select, National Cup Finals and Semi-Finals, US National Team vd US based team, Snickers Cup National Semi-Finals and Finals.
  • Top Amateur Games - Div 1 adult games in each state, Intrastate and Regional National Cup qualifying games, Regional USASA Select Tournaments, U23 Div 1 games, PDL and W League games.
  • Other Amateur Games - Div. 2 and below, Over 30 Men and Women, U23 Div. 2 and below, Coed games.
  • Youth Games - U17, 18 and 19 (45- minute halves)
  • Youth Games - U16 and below
  1. If all requirements have been met for upgrade to the next higher grade for Grades 7 and above, then fill out BLOCK C. UPGRADE REQUEST. Otherwise, leave blank. See Figure 4.

(1)The requirements are specified in the Referee Administrative Handbook. They include attendance at the proper Upgrade Clinic, proper assessments for the new grade, proper age for the new grade, proper game count for the new grade, completion of the physical fitness test, and attendance at a Senior Recertification Clinic. It is generally easier to plan a year in advance to ensure all items can be completed. There are special Upgrade Clinics for Grade 8 to Grade 7, Grade 7 to Grade 6, and Grade 6

Figure 4. USSF Registration Form for Upgrade