FAQs

Updated August 27, 2013

  1. I have a higher-level license than New Jersey “F”. Why don’t you recognize it?
  2. We have a trainer we pay to train the team, but not to coach. Can we issue a volunteer coach pass?
  3. How many roster copies must I submit?
  4. What are the most common packet mistakes?
  5. What are some of the other concerns about photos?
  6. Do names have to match between documents?
  7. What can I do to make processing my packet easier/faster?
  8. What do I do if I make a mistake on the roster or pass?
  9. I coach more than one team. Can’t I just use one pass?
  10. What is a Youth Trainer? How are they carded?
  11. Can I have an Out-of-State Player on my roster?
  12. Are there any concerns if we are playing in the State Cup?
  13. I am waiting on an F License for one of my coaches. What should we do?
  14. How do I transfer a player in GotSoccer?
  15. What is it like to be a District Commissioner??


  1. I have a higher-level license than New Jersey “F”. Why don’t you recognize it?
    • Answer: Any license recognized by USSF – State “F”, “E”, “D” or Mod I/Mod II (must have both); or, any National license (including “Y”) – is recognized to satisfy your coaching license requirement.There is an additional requirement imposed by NJYS for volunteer coaches. You must also provide documentation that you have completed the Rutgers S.A.F.E.T.Y. program. This is a requirement related to our liability insurance coverage. You may document Rutgers S.A.F.E.T.Y. certification in one of four ways:
      1. With a New Jersey “F” license, as it includes the Rutgers S.A.F.E.T.Y. certification.
      2. With a New Jersey “D” or “E” license issued BEFORE August 1, 2010, as NJYS required a New Jersey “F” license as a prerequisite until then (which included the Rutgers S.A.F.E.T.Y. certification).
      3. With a copy of your Rutgers S.A.F.E.T.Y. certificate.
      4. If I issued you a pass in a prior year, and you remind me, and I remember, I will use that as acknowledgement of the Rutgers S.A.F.E.T.Y. as you would have had to document it then. Please don’t be offended if I don’t remember you. I have about 250 individual coaches in the district.

      Generally, the easiest approach is to include the “F” license along with any other license.

      Editorial Comment: When I completed my “E” in Pennsylvania I proudly submitted it the next year – and promptly had my packet kicked back! I was “offended” thinking the license was not being recognized, but then I found out it was for the insurance requirement. For those of you who have completed higher licenses, you should be proud! More coaches need to do so. Some states require a Coach with a “D” license on the roster of all full-sided teams. Keep improving your coaching education (but remember to document Rutgers S.A.F.E.T.Y. as well).

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  2. We have a trainer we pay to train the team, but not to coach. Can we issue a volunteer coach pass?
    • Answer:
      Anyone that is compensated for training and/or coaching any team MUST NOT hold a volunteer coaching pass (for the same team or another, with or without a non-volunteer pass). Anyone compensated for training and/or coaching MUST ONLY hold a NJYS-issued non-volunteer pass. That pass may be used with multiple teams and clubs. A team that knowingly issues a volunteer pass to a compensated trainer and/or coach is violating the conditions of the NJYS liability insurance policy. All non-volunteer coaches and trainers must have separate liability insurance.

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  3. How many roster copies must I submit?
    • Answer:
      Always submit an Original and two copies of it (you can print the roster three times in GotSoccer). If you are processing a modification to a previously approved roster, ALWAYS return a copy of the most recent validated roster. Make sure that the roster you have printed is the official NJ Youth Soccer roster (with the large box at the bottom for validation) and NOT the GotSoccer tournament roster. I will REJECT roster modifications that are submitted WITHOUT the most recent approved roster. I do not have access to your roster in GotSoccer, and I will otherwise have to look up your team manually in my paper files.

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  4. What are the most common packet mistakes?
    • Answer:
      • Failure to verify date of birth in GotSoccer is the DOB on the birth certificate (one reason you are asked to circle it!).

      • Too small, too fuzzy, too dark, laminated, or last year’s photos.

      • Failure to include coach address information or Coach ID
        on GotSoccer roster or pass where required.

      • Not gluing your photographs on the passes.

      • Coaches or parents signing player forms in place of
        players. Regardless of age, player must “sign” form,
        even if only by printing his or her first name.

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  5. What are some of the other concerns about photos?
    • Answer:
      Remember photos are for identification. I will reject adult photos that would not be acceptable for a drivers license or passport photo (save the Facebook poses for Facebook). All should face forward, and do not wear sunglasses or hats that obscure features. See example of unacceptable photos below.

      • The photo goes in the upper left-hand corner of the pass as you look at it from the signature side!
      • The players’ pictures must be recent. Photocopies of pictures are not acceptable. Do not use Polaroid pictures, as they will peel apart.  Do not use a picture from a previous year’s pass.
      • Make sure that the photo is large enough and clear enough for identification (like a passport photo) without deep shadows. Glue (not tape) photos to the pass in portrait mode (head to the top), not sideways! (Unless you are printing digital photos in GotSoccer.)
      • Do not trim around the face for photos. Leave them square.

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  6. Do names have to match between documents?
    • Answer:
      The only concern is that the first name be the formal name and not a nickname. There is no requirement for middle initial. Examples:

      Birth Certificate: Robert Thomas Smith
      GotSoccer Pass or Roster: Robert Smith OKAY
      Signature: Robert Smith OKAY
      or, Signature: Bobby Smith OKAY


      Bobby is a recognizable form of Robert

      Birth Certificate: Theresa Jean
      Jones
      GotSoccer Pass or Roster: Terry Jones NOT
      OKAY
      Signature: TJ Jones NOT OKAY


      Roster must match birth document – signature must be
      complete

      Birth Certificate Kelsey Jean
      Williams
      GotSoccer Pass or Roster Speedy Williams NOT OKAY
      Signature Kelsey Jean OKAY


      Nicknames are not permitted – Partial “signature”
      okay if U10 or under

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  7. What can I do to make processing my packet easier/faster?
    • Answer:
      • Do not block my driveway with your vehicle!

      • Review your packets for completeness and proper form before you drop them off so as to not delay your turnaround time. Make sure ALL photos are in color, clear, and with a large enough face to be used for identification purposes.

      • Drop off packets seven days before you need to pick up the roster and passes (before a tournament registration or before a league meeting or before the league roster deadline).

      • Indicate on the OUTSIDE of the packet if there are any special notes or instructions inside that you want to bring to my attention (an email in advance is a good idea). In general, I will process packets in the order received unless you have indicated a deadline. If there are issues with a packet I will put it aside and process any others pending.

      • Include a legible email address and telephone number on the outside of your packet.
      • Keep the Membership Card portion of the pass. I don’t need it. It slows me down.

      • Do not worry if pass printing is not perfectly aligned, as long as pass information is readable.

      • Players must sign the membership form. If they cannot write cursive, have them print. If they cannot write at all, have them make their mark and attach a note to that effect.

      • You MUST stack the paper-clipped sets of documentation in the same order as listed on the Roster. This is required. This means coaches, then players, in order, top-down. I will not reject a packet that is stacked randomly, but you will go to the bottom of the pile and stay there until I finish all teams that followed directions. Note that the paper clip is to keep the related set of documents for one individual together, NOT to hold the photo on! I do not glue your photos to the passes.

      • The name in GotSoccer, and therefore on the pass and roster, must be the player’s legal name. If the documentation is for a hyphenated name, then make it that way in GotSoccer. Also, check your dates of birth and name spelling. They must be identical to documentation.
      • Do not block my driveway with your vehicle!

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  8. What do I do if I make a mistake on the roster or pass?
    • Answer:
      There CANNOT be ANY corrections to a roster form or pass. In ALL situations where a correction is required, it MUST be made in GotSoccer and a new document or documents must be printed and submitted for validation.

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  9. I coach more than one team. Can’t I just use one pass?
    • Answer:
      Coaches on more than one team MUST be rostered to each team. You can have as many coaches as your league allows (you are not limited to four), but each must be on the team’s roster. Regardless of the number of coaches on the roster, most leagues (and the State Cup) restrict to a maximum of four the number of coaches in the technical area in a given match. If a coach is suspended and his or her pass is pulled from one team, ALL other passes are also suspended and the coach may not be on the field with any team during the suspension. The State will deal severely with a coach that uses another pass in that situation.

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  10. What is a Youth Trainer? How are they carded?
    • Answer:
      Any coach under the age of eighteen must be carded as a Youth Trainer. You must obtain this pass at the State office. Once the pass is issued, you will add the Youth Trainer to your roster as you would a Non-Volunteer Coach, by selecting from the Non-Volunteer list. The Youth Trainer pass number will begin with “YT” instead of “NV”.

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  11. Can I have an Out-of-State Player on my roster?
    • Answer:
      Out-of-State players must have a Pass and a Permission to Play document from their home state. They will be added to the roster using the out-of-state Pass number. GotSoccer will print the player a NJYS pass. BOTH passes shall be presented to the DC (along with the permission to play form), and the DC will destroy the NJYS pass and return the OOS pass which will be used for matches.

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  12. Are there any concerns if we are playing in the State Cup?
    • Answer:
      Once your roster has been submitted to the tournament, it is frozen for Player transactions. If you make any changes to your player roster after that date, you will be disqualified from the tournament. A change is considered to have occurred on the date that the Add or Release form was signed by the player, not the date on which it was processed by the commissioner. Coaches may be added or released without consequence to the State Cup.

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  13. I am waiting on an F License for one of my coaches. What should we do?
    • Answer:
      Do not place a coach on your roster if the coach does not yet have the necessary licensing and SAFETY certification credentials. Submit the roster without the coach for now and then ADD the coach as soon as the documentation is in order. Remember you need to obtain Non-Volunteer Coach/Trainer and Youth Trainer passes from the NJYS State Office.

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  14. How do I transfer a player in GotSoccer?
    • Answer:
      You cannot. GotSoccer manages what we used to call a TRANSFER as a RELEASE and then an ADD. The new Coach CANNOT process both the Release and the Add at the same time. The current coach must process the Release. Once that is completed, the new coach can submit the Add.

      • For a RELEASE, the player must request it, must sign the form, and must be advised that the new league may have a sit-out requirement. This does not apply to intra-club transfers and to U8-U10 except U10 boys). When you submit the RELEASE, include your old roster and THREE new rosters. Only the original Release form and one copy need be submitted.

      • For an ADD, include the following:

        • Properly executed player pass

        • Appropriate photo attached

        • NJYS Membership Form

        • NJYS Medical Release Form

        • Birth Date Documentation (DOB circled!)

        • THREE new rosters

        • Most recently validated old roster

        • NJYS Player Release Form (if appropriate)

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  15. What is it like to be a District Commissioner??
      • Answer:
        It is a lot like being a referee, only you don’t get paid.

        • Your job is to make it possible for kids to play soccer safely.
        • Your job is to help coaches follow the rules.
        • Your job is help educate.
        • Your job is to differentiate between what is trifling and what is foul; what is careless and what is reckless; and what cannot be tolerated.
        • You deal with people whose response to packet processing rules is across the same spectrum of responses as coaches exhibit to the Laws of the Game: most mistakes are honest; most that aren’t – the coach is still respectful and polite; and some very small portion very occasionally believe the best defense is a good attack on the official.

        Your duties include a very busy August. You need about eighty hours (almost three hours a day) in the four weeks leading up to the opening of the Fall season. You need another eighty hours or so throughout the rest of the year.

        • Between first week of August and first week of September, you process about 120 team packets (almost 2,000 passes)
        • Later in the year, you process another dozen or so high school-aged teams playing after November (another 250 passes).
        • During the year, you will handle about 300 roster transactions (Adds, Releases).
        • You handle inquiries from clubs, coaches, parents (although we try to re-direct them), and an occasional inquiry from someone moving into the area looking for a team.
        • You pass on information from State Registrar and State Office to club reps (Burlington, Edgewater Park, Hainesport, Indian Mills, Lumberton, Medford, Medford Strikers, Pemberton, Rancocas Valley, Real (Medford), Seneca, and Willingboro.
        • Occasionally, you cover for another DC (and they for you).
        • You maintain team files during the year and then forward the paperwork to the State at end of seasonal year.

        The rewards are great, just not financial.

        • You get your own DC stamp!
        • You get a $100 check towards your expenses in January.
        • You get thanks from a lot of really great people who are also volunteering to help kids play soccer.

    Leagues are always looking to increase the number of DCs. If interested, reach out to the NJYS office or a league official.

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