Please use the index below to find the information you are looking for with regards to the New Jersey Youth Soccer Carding Process. If you do not find the information you are looking for please contact the PSA Travel at travel@princetonsoccer.org

• Carding Process Overview
• Elements of a Completed Carding Package
• Completing the NJYSA Membership Form
• Completing the Medical Release Form
• Completing the SAGE Form
• Completing the Non-Volunteer Coaches Pass
• Completing the Volunteer Coaches Pass
• Completing the Player Pass
• Completing the Official Roster
• Is My Pass Package Ready for Submission?
• Important Carding Package Codes
• Adding a Player to the Roster
• Tips and Tricks

1. The club registers the team with a league (typically, CJYSL/MAPS, SJSL, JAGS, SJGSL, or MNJ).
2. At the end of July the league provides a "carding packet" to the club for the team. This includes an official roster form with player and volunteer coach passes ONLY.  Necessary membership forms (for players, volunteer coaches and non-volunteer coaches) medical release forms, and a coaches handbook are only available for download directly from the NJYS website. Packets  for U-11 and above will also include applications for the NJYS National Championship State Cup and the New Jersey Youth Soccer State Cup entry forms.
3. The club distributes the packets to individual teams.
4. Team managers distribute forms (if not already completed correctly at registration) and passes to players, parents, and coaches for completion.
5. Team managers collect completed forms and cards, compile them for the team, and complete the roster. Team managers then deliver the completed package to the Executive Director.
6. The Executive Director checks the team’s roster against the club’s database and submits the package to the correct State’s District Commissioner (DC.)
7. The DC reviews the package and stamps each card and roster when approved.
8. The Executive Director retrieves the approved cards from the DC and distributes the cards of all players in good financial standing back to the team.
9. The team manager mails the yellow copy of the roster to the league secretary and laminates the passes.

A completed carding package will include the following:

1.      Fully completed roster 

2.      Individual Coach Carding Packages

a.       Volunteer Coaches

1.      Completed and signed Coach Pass (with picture).

2.      Completed and signed NJYS Volunteer Coach Membership Form.

3.      Copy of the coach’s license

4.      Signed copy of the PSA Code of Conduct

5.      Completed KidSafe Form

6.      Signed SAGE pledge (MNJ only)

7.      Copy of Rutgers SAFETY ID Card (front/back) 

b.      Non-Volunteer Coaches

1.      Copy - front/back of State validated coaches pass

2.      (Copy) Completed and signed Non-Volunteer Coach Membership Form.

3.      Signed copy of the PSA Code of Conduct

4.      Original Completed KidSafe Form

5.      Signed SAGE pledge (MNJ only)

3.      Individual Player Carding Packages

   a. Completed and signed player pass (with picture).

   b. Completed and signed NJYS Player Membership Form.

   c. Copy of Player’s birth certificate or passport.

   d. Completed and notarized Medical Release.

   e. Signed PSA Code of Conduct

   f.  Signed SAGE Pledge (MNJ only)

1.  Download the Player’s Membership Form directly from the NJYS website.  Make copies and distribute to all players.  DO NOT USE ANY OTHER PREVIOUS VERSION OF THE MEMBERSHIP FORM.  For the 2007-2008 seasonal year the Player Pass # should start with NJ8 (you may neatly overwrite any form that says NJ7 to make it read NJ8.)

2.  Instruct players and coaches NOT to complete the last 3 lines of the top half of the form:  this is easier done later by the manager. (From League Name to Age: U___)

3.  Player’s name should be listed as it is on the birth certificate (First and Last name.)  NO NICKNAMES.

4.  Each player must sign his or her form, using the name as it appears on the birth certificate; first and last name.  NO NICKNAMES.  This signature MUST match the signature on the player pass and MUST be in cursive if the player is U11 or older.

5.  A parent or legal guardian must also sign the form if the player is under 18.

6.  Once the Membership form is returned, the manager should complete the league name, club name (Princeton Soccer Assn.), Team name (i.e. Princeton Tigers), age bracket, district/league/club/team codes, and Player Pass Number (on the bottom left corner of the pass.)

1.  Download the Medical Release Form directly from the NJYS website and distribute to each player.

2.  In the last paragraph, the first blank should read “Princeton Soccer Association” and the second blank should read “its affiliates/teams/parents.”  This allows any parent or trainer to transport your player to the hospital to obtain medical care.  Managers may wish to fill this in prior to making copies.

3.  The Function line can be left blank, as can the SSN number.

4.  Parents must complete the form (no nicknames) and have the form notarized.  Medical Insurance Information MUST be complete.  Notarization can take place at a bank, Princeton Borough Hall, or at a commercial outlet, such as Mailboxes Etc.   DO NOT send all signed medical releases in without a notary and expect them to be taken care of!

SAGE Form:

The SAGE Program is being piloted by the Mid-NJ league in order to upgrade the standard of behavior of Parents, players, and coaches both on and off the field.  As part of this program, every coach, player, and parent must sign a pledge at the beginning of the season.  Additional program information is available on the MNJ-NJ website at http://www.mnjysa.org

Passes for paid trainers and coaches can only be issued directly from the NJYS office.  To apply for a card the following documents must be prepared and presented in person by the coach or trainer to the State Office:

1.  Completed and signed Non-Volunteer Membership Form.

2.  Copy of coaching license.

3.  Completed and signed original KidSafe form to be kept on file at NJYS

4.  Documentation of Insurance & additional insured (plus $30 administration fee) or $200 check payable to NJYS to be covered under the state association’s insurance.

5.  1.5” x 1.5” headshot.

PLEASE NOTE:  Non-Volunteer Passes will ONLY be issued in person to the applicant.  PSA is no longer able to provide a service to trainers and/or coaches by delivering the documentation to the state office.

Trainers and Professional coaches will be required to pay the $200 for insurance coverage up front.  Reimbursement from PSA will be issued upon receipt of the following:

1.  Copy of Completed and signed Non-Volunteer Membership Form.

2.  Copy of coaching license.

3.  Completed and signed original KidSafe form to be kept on file with PSA

4.  Copy (front/back) of issued Non-Volunteer coaching pass

5.  Signed original PSA Code of Conduct Form.

6.  Signed SAGE Form (MNJ teams only)

Like volunteer coaches, a paid trainer or coach maybe affiliated with more than one team.  Once a non-volunteer coach has been issued a pass, he or she may use this same pass for more than one team.  To do so, please write the pass number under the corresponding box for the coaches pass on the team roster and include a non-volunteer coaches membership form and a copy (front/back) of the existing coaches pass with the team’s package.

Please Note:  The MEMBER CARD portion (BLUE in color) is optional and is for distribution to the coach.  It has no official status and must be removed from the Member PASS (WHITE in color) before being submitted to the DC for validation.

On the BACK of the Pass:

1.  The Coach must sign the back of the pass on the signature line.

2.  NO CROSS-OUTS!  NO ERRORS! NO WHITE OUT! NO ERASURES!

3.  Glue a 1” x 1” head shot of the Coach onto the back of the pass where indicated and make sure it  does not cover the Coach’s signature.  NO STAPLES OR TAPE!!   Photocopies, Polaroids and COMPUTER GENERATED DIGITAL PHOTOS ON PLAIN PAPER are NOT acceptable and render the pass void, resulting in the coach to be crossed off your roster.  Coach must be identifiable in the photo.

On the Front of the Pass – IN BLACK BALL POINT TIPPED PEN:

         1.  PRINT the Coach’s name on the front of the pass exactly as it is written on the Membership Form.  In turn, Coach’s signature should also match on the back!

         2.  It is not necessary to enter the date of birth for coaches.

         3.  Enter the CLUB and TEAM (ex.  “PRINCETON TIGERS” and not “PSA Tigers” only or “Tigers”)

         4.  Team Number is preprinted (except for replacement blank passes) and matches the roster number.

         5.  Enter the team age (ex.  U10)

 Please Note:  The MEMBER CARD portion (BLUE in color) is optional and is for distribution to the players.  It has no official status and must be removed from the Member PASS (WHITE in color) before being submitted to the DC for validation.

On the BACK of the Pass:

1.  The Player must sign the back of the pass on the signature line.

2.  The signature must agree with the name (first and last) on the birth certificate. 

3.  PARENTS MAY NOT SIGN FOR THEIR CHILDREN.

4.  The signature, for all players U11 and older, should be in cursive, not printed.

5.  NO CROSS-OUTS!  NO ERRORS! NO WHITE OUT! NO ERASURES!

6.  Glue a 1” x 1” head shot of the player on to the back of the pass where indicated and should not cover the player signature.  NO STAPLES OR TAPE!!   Photocopies, Polaroids and COMPUTER GENERATED DIGITAL PHOTOS ON PLAIN PAPER are NOT acceptable and render the pass void, resulting in the player to be crossed off your roster.  Player must be identifiable in the photo.

On the Front of the Pass – IN BLACK BALL POINT TIPPED PEN:

1.  PRINT the Player’s name on the front of the pass exactly as it appears on the BIRTH CERTIFICATE (first and last name.)  This should also match the name as written on the Membership Form.  In turn, player’s signature should also match on the back!

2.  Enter the date of birth in MM/DD/YYYY format (note:  both digits for month and all 4 digits for years i.e. 01/05/1995)

3.  Enter the CLUB and TEAM (ex.  “PRINCETON TIGERS” and not “PSA Tigers” only or “Tigers”)

4.  Team Number is preprinted (except for replacement blank passes) and matches the roster number.

5.  Enter the team age (ex.  U10)

Complete the roster only when all the cards and supporting documentation has been returned by the players.  The white roster sheet (with NCR copies) MUST be filled out in the following manner:

1.  YOU MUST USE A BALL POINT TIPPED PEN to complete the form.  DO NOT use a soft point pen or marker.  It will not copy through all 4 parts of the form.  BLACK INK is preferred.  PLEASE PRINT CLEARLY.

2.  Correctly code and complete the appropriate boxes for DC#, League # and Club #. (Please see section of these instructions marked CODES).  The correct District Commissioner number MUST coincide with the commissioner validating your packet on each state membership form and roster.

3.  Fill in the League Name, Club Name, Team Name, and age (eg. U12).

4.  Check box for Boys or Girls team.

5.  Complete the information for Coaches; name, address, and telephone.  Do not list a coach unless he or she has a coach’s license.  List coaches by pass number order.  The pass number is found on the pass itself (eg. NJ81010-C1).  NOTE:  A coach can be rostered for multiple teams but only needs to have one pass.  If your coach has a card for another team, list that coach pass number in the appropriate area on the roster form and include a membership form, copy of his/her F license, and a copy of the existing card (front/back).

6.  List your Players in ALPHABETICAL ORDER – LAST NAME FIRST!  NO NICKNAMES – name must match name listed on pass and Membership Form.

7.  In the column for pass number – use the LAST FOUR NUMBERS ONLY – do not try to squeeze the full 7 numbers in!  eg. 87-02, 87-03, 87-04 etc.

8.  Be sure that the pass number on the roster form matches the pass number card assigned to the corresponding player.

9.  Avoid Whiteout and cross-outs.  If the roster is too messy, it will be returned.  Replacement rosters ARE NOT available and the team will be responsible for purchasing a new carding package in it’s entirety from their corresponding league. (THIS IS NOT CHEAP NOR LOOKED UPON FAVORABLY.)

            Player Packets:

1.  Review all Membership Forms and confirm that players have signed their forms.

2.  Player packets should then be assembled in the following order:

       a.  Membership form

       b.  Birth certificate/passport copy

       c.  Medical Release

       d.  Code of Conduct form - make sure that they are signed by both parents and the player.  If not – the player pass will not be released until this has been completed.

       e.  SAGE Form (MNJ only).

3.  Package should then be clipped together with player pass placed on top.    Separate the passes along their perforations – DO NOT keep the BLUE Membership Card attached to the WHITE Membership Pass.

4. Put all the player packages then in the same order as the roster list and clip together. 

5.  Make a copy of each state membership form and birth certificate; retain a set for yourself. 

Coach Packets:

1.  Coaches MUST complete a Membership Form and attach a COPY of their coaching license.  Clip the coach’s pass to the front of the Membership Form.

2.  Arrange the coaching packets (with attached pass) in order as the names appear on the roster.

3. SAGE Forms should be clipped together in order as the names appear on the roster (MNJ only.)

4.  PSA Code of Conduct Forms should also be clipped together in the order of the names as they appear on the roster.

5.  KidSafe Forms are arranged in another pile, again in the order as they appear on the roster.  Coaches MUST have a valid and current KidSafe Form on file with the PSA Executive Director BEFORE  the coaching pass will be released.

6.  Proof of completion of the Rutgers SAFETY course must be provided or on file with PSA BEFORE a coaching pass will be released. (This is grandfathered for the 2004-2005 season only and WILL BE MANDATORY, NO EXCEPTIONS starting in the fall 2005 season.

DOUBLE CHECK YOUR PACKAGE AT THIS POINT.  Is anything missing?  Does anything look questionable to you?  If so – it is probable that it will look questionable to the District Commissioner and the entire package maybe returned by the DC without validation.  While this may seem a bit demanding from your perspective, DC’s turn over 100s of packages (PSA alone has approximately 34 teams) during the onset of the season.  The state requires the forms to be completed correctly and holds the DC accountable.  When a packet is organized neatly and in such a manner that the DC is comfortable, the packet can be reviewed and validated smoothly.   DO NOT leave anything blank.  Neither the PSA Executive Director nor the DC will fill in any missing information.  THIS INCLUDES CODES AND AFFIXING PHOTOGRAPHS CORRECTLY.  A package will be returned to you to correct these errors.

1.  PSA’s Club Code:     9210

2.  Team Code:            Found on the outside of the carding package envelope and upper right of roster

                                (4 digit number printed in RED.)

3.  District Codes:        CJYSA, MAPS, SJSL and SJGSL teams use # 24

                                MNJ teams use # 21

                                JAGS teams use # 24

4.  League Codes:        Central Jersey Youth Soccer -  01

                                       Jersey Area Girls (JAGS) – 05

                                        Mid-New Jersey Youth Soccer – 09

                                        South Jersey Soccer – 14

                                        South Jersey Girls Soccer – 15

Due to time deadlines within the process, you may not be able to card all of your players or coaches in the first submission.  Players or coaches can be added to a roster using a Player/ Coach Status Form:

1. Player/Coach Status Forms are available from the State Office or the PSA Executive Director.
2. Complete the form – note that the player or coach must sign this form.
3. Attach the individual carding packet papers to the form.
4. Return the completed package to the Executive Director.
5. Allow 3 weeks for turnaround.  After the second game in a season, it may not be possible to add players – this depends on individual Leagues.  Please check with your League Representative directly for deadline dates for adding players.

1. While not necessary, it is helpful to keep forms, rosters and cards in alphabetical order whenever possible. 
2. Make a checklist for the parents so that they know how many pieces of paper they should return.  EXPECT that you will need to get a number of families to redo the forms and plan your timeline accordingly.
3. TRY NOT to distribute the cards for signing.  Hold a pizza party or request that parents bring their players to you to sign the card.  This will allow you to watch the kids sign the cards and catch them if they start to do something wrong.  HAVE THE PLAYER TAKE A PRACTICE RUN AT THEIR SIGNATURE ON A SEPARATE PIECE OF PAPER FIRST!  With younger players, they need to start signing their name ALL THE WAY to the left of the card or they will run out of space because their writing is so large.
4. DO NOT complete the roster until you have received all the paperwork back.  You only have 1 copy of the roster; if a player accidentally ruins or loses a card in the process of signing it, his or her name needs to go on a new line of the roster.  THE PASS NUMBER MUST AGREE WITH THE ROSTER POSITION NUMBER!
5. Laminate the cards AFTER the DC seal has been affixed!!