Beaumont Soccer Association Referee Director and Assignor Handbook

Beaumont Soccer Association
Referee Director
Handbook

Contents

Overview

Ref Centre

Ref Centre Logging In

Requesting a Course in Ref Centre

To View or Change a Course

To approve Course Registration Requests

Logging In

Administration Menu

Forms

Expense Claim Form

News

News Maintenance from Administration Menu

Overview

Registration is scheduled to open approx February 1st.

Each year, every referee in Alberta must:

  • Renew their annual registration before April 1st
  • This registration is valid for one outdoor season and the following indoor season (April 1 - March 31 of the following year)
  • Complete the online refresher questionnaire (before attending the refresher)
  • Attend a refresher course prior to each season they wish to be assigned games
  • ASA will provide the Laws of the Game to referees at their refresher course - these will not be mailed to the referees individually

If a referee doesn't complete all three of the necessary requirements (listed above), they are not eligible to referee in Alberta.

Step 1. Log in to your Refcentre account at –

Note – your email address should be the one that you used to log in last year. For those with more than on email address (e.g. work & home), please double check that you are using the correct one for Refcentre.

Using the ‘Registration’ menu:

Step 2. Pay your 2013 registration fee using one of the methods offered.

Step 3. Complete the Outdoor Questionnaire.

Step 4. Sign up for, and attend an Outdoor Refresher course. (Note – if you used the ‘Pay Later’ option in Step 2, you will not be able to sign up for a course until payment has been received by Alberta Soccer).

Note – courses are added by districts and zones throughout the spring season, so you may have to check back more than once to find a course with time and location that suits your needs.

If you are having trouble logging in or registering for a course, contact or phone - 780-474-2200 or 1-866-250-2200 (Toll-free)
You are receiving this because you were a registered referee in Alberta for 2012. If you do not plan to re-register, we are sorry to have emailed you. If you do not wish to receive any further emails, please contact – – and include your registration name and email address.

Ref Centre

Ref Centre is the ASA system used to track registered referees.

The following activities should be done using Ref Centre:

  • Scheduling Referee Courses
  • Scheduling Referees for Games ( to be confirmed )

Ref Centre Logging In

To access Ref Centre got to .

Enter your login details:

For example:

Your Email:

Password: xxxxxxxxx

Select the Log In button. The Ref Centre screen will be displayed.

Requesting a Course in Ref Centre

Before requesting a course in Ref Centre contact the ASA Referee Development Officer to get an idea of whether or not there will be an instructor available on the date you are considering.

Once you have decided on your date and have your facilities request started register the course in Ref Centre using the following steps:

Go to

Login in using you administrator login

In Ref Centre select the Course Management tab and select Add from the drop down menu.

Select the required Course and # of classroom sessions as follows:

  • Mini = 1 classroom session
  • Entry Level = 2 classroom session
  • Refresher = 1 classroom session

Select Next.

Note: Ifyou need to go to a previous screen, use the Back button, do not use your browser ← button.

Enter the session date(s) and times. Make sure you enter a date in all the date fields, including the Field Session. The time on this is not fixed in stone, the instructor will contact you to get the actual booking schedule for the field/gym. Select Next.

Use the map to locate the approximate location of the course. Select Next.

Select Submit.

Select Continue.

Once the course has been submitted it must be approved by the District (EMSA) and ASA.

To View or Change a Course

To see the courses booked select the Course Management tab and select View from the drop down menu.

If you need to change the details of the course, for example, add the actual address once the facilities have been scheduled, select Edit for the course.

To approve Course Registration Requests

Find Course Registrations waiting to be Approved

Log onto Ref Centre and select the Course Management tab and select Approve in the Student section of the drop down menu. This will display the list or course registration requests awaiting approval.

Before you approve a course registration request, make sure they have done their online payment.

Check online payment

To check that a student has done their online payment login to the BSA system and on the Administration Menu select Event Registration Administration. Locate the Referee Course you are processing and select Status. On the Search screen select Post and the forms that have been filled out will displayed. Approve the course registration (see Approve Course Registration in Ref Centre) and Edit the form for the person and select an Approved in Ref Centre of ‘Approved’, Post.

If there is no online payment done send them an email:

Hi
I see that you have registered for your Referee Course.
Before I can confirm your spot on the course I need you to go to the following page and pay for the course. If this link does not work: go to page, select ‘Pay for Ref Course’ on the left, select the course and enter your payment details.

Many Thanks
BSA Referee Director

If you notice an online payment for which there is no course registration in Ref Centre, send them an email:

Hi
I see that you have paid for your Referee Course.
However, I cannot see a registration request in Ref Centre. Please follow the instructions on the following page to register for the course in Ref Centre. If this link does not work: go to page, select ‘Ref Centre Setup on the left and follow the instructions to get yourself set up in Ref Centre and register for the course.

Many Thanks
BSA Referee Director

Approve Course Registration in Ref Centre

Once you have done theFind Course Registrations waiting to be Approvedsteps, select View for the registration request you want to approve.

As long as they have done their online payment (see Check online payment) select the Approve radio button and select the Credit card online payment method and Submit.

Change status of BSA Referee Course Payment Event

Once you approved the course registration in Ref Centre, update the Status in the BSA system to Paid and Processed, then the next time you come into the BSA system you know which ones have been approved in Ref Centre.

After the Course

Once the course has taken place, the ASA Referee Instructor is required to perform some steps in Ref Centre in order for the referee to be eligible for game assignment. This can take a couple of days.

Once the Referee Instructor has done their steps the referee will receive an email and a link asking them to log into Ref Centre and complete their ASA registration and select their District.

They will not be considered ‘eligible’ in Ref Centre (see Eligible Referees) until these steps are completed.

Eligible Referees in Ref Centre

To find the eligible referees in Ref Centre, log in to Ref Centre and select Reports from the top menu, and select Eligible Referees from the menu drop down.

You can sort by the column, or you might find it easier to use Export to Excel.

Logging In

You can access the Referee Director/Assignor admin menu from the Admin page on the BSA Website.

Use the username and password that was provided to you. If you have issues logging in contact Support.

Once you are logged on you will be taken to the Referee Director/Assignor Administration Menu.

Adding, Approving and Maintaining Referee Records

New referees can be added to the system in 2 ways, a) the referee fills out the Referee Application Form on the web site, or b) the Referee Director/Assignor fills it out the referee application form for them (see Add Referee).

If the Referee is created using an ‘application’ form, once the referee record is created, the referee must then be ‘approved’ (see Approve Referee).

Add Referee

To add the referee to the system, select Coach / Referee Administration on the Administration menu.

Select a Staff Type of Referee and select the Add button

Note: if you accidentally select a Staff Type of ‘Referee Application’ you will need to approve the referee after adding them (see Approve a Referee).

Enter the required * fields and Post.

Make sure you give them a Staff Login and Staff Password. They will need to use this to accept or decline their assignments.

Role: Select from: ‘Center Referee’, ‘Assistant Referee’ or ‘Center Referee or Assistant Referee’.

Classification: Select from: ‘Never Refereed’, ‘Mini’, ‘Youth’, ‘District’ or ‘Provincial’.

Note: the type of referee course and their age will determine their Classification. Their Classification can be found in Ref Centre once they have done their course and ‘District’ selection (see Eligible Referees in Ref Centre).

Registered with Association?: If they are showing up as ‘Eligible’ in Ref Centre, then they are registered with ASA. You can also enter their ASA Ref Centre number in Referee ID #.

Official Level: This can be used to limit the referees that appear in the drop down list when doing referee game assignment. For BSA purposes the following levels are used: Level 1 = Provincial, Level 2 = District, Level 3 = Youth and Level 5 = Mini.

Status: Use ‘Active’ for referees that can be assigned to games.

Official Preference can be used to identify referees that should be used more than others.

Referee Areas: Beaumont.

Ask the Referee to fill in their own Availability Calendar.

Approve a Referee

To approve a referee , select Coach / Referee Administration on the Administration menu.

Select a Staff Type of Referee Application and select the Search button.

The list of referees that need to be approved will be displayed.

Select Edit for the referee you wish to approve. Select the Approve as referee (after posting) tick box and Post.

View Referees

To see a list of referees and access their record, select Coach / Referee Administration on the Administration menu.

Select a Staff Type of Referee and select the Search button.

The list of referees that need to be approved will be displayed. To view the detail record for the referee select Edit.

Assign Referees to Games

Referee Assignment is a two step process: 1) Assign Referees and Assistant Referees (Linesmen) to their games, then 2) Send them an Assignment email.

Assigning Referees to Games

View the List of Declined Referee Assignments

Forms

Expense Claim Form

If you need to file an expense claim with BSA, select Expense Claim Form from the Referees Menu.

Note: This form is also available on the Coaches, Volunteers and About Us menus.

This form is only available to executive, players, coaches, ref and volunteers etc who are registered in the system. This is because we don’t want anyone thinking to play around submitting this form. Therefore, if you are not already logged into the system, you will be asked to log in.

Once you have logged in the Expense Claim Form will be displayed.

BTW: I am aware the ‘Expense Claim Form’ is showing twice, I am working with the tech guys on that one.

IMPORTANT: Please make sure you read the instructions at the top of the form. In the interest of having as much information as possible in the event that BSA is ever audited, we are asking for itemized claims if possible. Therefore there is a BSA Expense Form Attachment that can but used if you are claiming for more than one receipt. The BSA Expense Form Attachment is an excel spreadsheet that you can either populate and print or print and fill out manually. Please make sure that your claim includes the printed copy of the confirmation email you will receive once you Post, the receipts, and if more than one item is being claimed, the BSA Expense Form Attachment.

Once you Post the Treasurer will receive an email that you have submitted a claim, and she will know to check the drop box for your paperwork, so please don’t leave too much time between doing your online submission and putting your claim in the drop box.

News

Adding, editing and deleting News items for the Beaumont Soccer Association home page can be done from your Administration Menu.

News Maintenance from Administration Menu

To get to your Administration Menu, on the Admin page select Admin Menu. If you are not already logged in you will be asked to log in.

Once you are logged in your Administration Menu will be displayed.

Select News Maintenance.

To add a news item select Add and enter the details of your news item and select Post.

You can also edit an existing new item from the same menu.

BSA Referee Director Handbook created March, 2013
2012 Beaumont Soccer Association / Page 1 of 22