Team Officials

The purpose of this document is to capture detailed information about Team Officials.

This is a living document and is known to be incomplete.  Please file a ticket if you encounter any inaccuracies or this document doesn’t answer your questions.

Definitions and acronyms

Team Official – A non-Player that performs a supporting function of the Team.  Includes: coaches, assistant coaches, managers, trainers, etc.

Properties

The workflows are organizational structures of the Zones vary significantly, and it’s non-trivial to task to determine a common scheme.  An emphasis has been placed on assistive recordkeeping and indicators instead of system-enforced rules.

Active

The Active property was originally intended to signify that the Team Official can be placed on a Team.  Currently, it’s informative and affects the display of the Team Official on the Edit Roster screen (non-active Team Officials have their names appear in red).

Richard (BubbleUP) recalls that the above was originally enforced in code, then relaxed due to the workflow of one of the Zones.  It would be relatively easy to re-implement enforcement, if nequested.

Permissions

The Team Official to be activated and deactivated by:

  • An Administrator.
  • A Zone Operator for the Zone the Team Official Role is associated with.

A Community Operator for the Community the Team Official Role is associated with when the permission:community operators:team officials:activate switch for the corresponding Zone is set to true.

Status

A Team Official role will have 1 of 5 different statuses:

  • (None) – this should not be seen in normal use and is being examined for removal.
  • Draft – the role was automatically created as part of a Player registration and is awaiting completion.  It can be completed by staff or the parent.
  • Awaiting Review – registration has been completed and is awaiting review by staff.  All Team Officials roles completed by parents has this status. Team Official roles created by staff will usually have this status, though it’s possible that it will be set to something else.
  • Verified – reviewed by staff and confirmed as complete.
  • Cancelled – the registration has been cancelled.

Notes:

  • When an Operator or Administrator registers a Team Official, they can set the status to any of the above values.  The default status is Awaiting Review.
  • A Team Official can be placed on a Team if they have a status of (None), Awaiting Review, or Verified.
  • A CSV Team Official roster can only be downloaded if all Team Officials have a status of Verified.
  • A PDF Team roster can only be downloaded if all Team Officials (and Players) have a status of Verified.

PIC Information

PIC information is attached to the Person, not the role.  It’s shared between roles (e.g., if a person coaches 2 Teams, it will be associated with both coaching roles) and carries over between Seasons.

Status

The PIC status is used to track the status of the background check of the Team Official.  Please note that the PIC status is distinct from the role status.

The Person will have 1 of 7 statuses associated with them:

  • Not needed
  • Needs verification
  • Submitted
  • Pending
  • Verified
  • Ineligible/Issue
  • Not provided

The PIC Status is entirely informative; it does not affect whether a Person can be placed on a Team or any other functionality.

Screens

Manage Teams

  • Rosters can only be downloaded if all people on it have a status of Verified.  That is:
    • The Players CSV roster can only be downloaded if all Players have a status of Verified;
    • The Team Officials CSV roster can only be downloaded if all Team Officials have a status of Verified; and,
    • The All PDF roster can only be downloaded if all Players and all Team Officials have a status of Verified.

Edit Roster

The Edit Roster screens use a combination of system enforced rules and informational aids.

  • A Team Official can be added to a Team if they have a status of (None), Awaiting Review or Verified.
  • The name of the Team Official will be red if not Active.

Login

A Team Official can log in if they have been added to a Team.  Their status or whether they are Active don’t matter.