SayPro Responsibilities: Handle player registrations and ensure all necessary health and safety documentation is completed.

SayPro Responsibilities: Player Registration and Health & Safety Documentation

Strategic Focus: Safe, Organized, and Compliant Participant Management

A core responsibility of the SayPro Camps Office, under the supervision of the SayPro Advice Desk Officer SCDR and in alignment with the standards set by the SayPro Development Royalty, is the complete and accurate handling of player registrations and health and safety compliance. This process ensures all players are properly documented, protected, and cleared to participate in the SayPro Monthly Soccer Camps.

Primary Objective

To efficiently manage player registration while ensuring that all required health, safety, and emergency documentation is submitted, reviewed, and securely maintained, in accordance with best practices and legal compliance standards.

Key Responsibilities

1. Registration Management

• Design and maintain a streamlined online and/or physical registration process.
• Collect essential player information including:
  • Full name, age, date of birth
  • Contact details for parent/guardian
  • Emergency contact information
  • Preferred playing position and prior soccer experience
• Confirm receipt of registration fees (if applicable) and issue confirmation notices.

2. Health and Safety Documentation

• Ensure each participant submits completed forms before camp start, including:
  • Medical clearance or physical exam
  • Emergency contact and authorization form
  • Allergy and medication disclosure
  • COVID-19 or communicable illness waiver (as required)
  • Liability waiver and photo release (if applicable)
• Review documentation for completeness and flag any missing or concerning information.

3. Data Protection and Confidentiality

• Securely store all personal and medical data in accordance with data privacy laws and SayPro’s internal policies.
• Limit access to sensitive information to only authorized SayPro staff and medical personnel.

4. Pre-Camp Communication

• Send confirmation emails with camp details, checklists, and safety protocols to registered families.
• Respond to inquiries about the registration process and assist families with any issues.

5. On-Site Verification

• Conduct a final check-in at camp arrival to verify registration and documentation.
• Keep printed or digital emergency contacts and medical records readily available in case of incident.

Expected Outcomes

• 100% of players are properly registered and medically cleared to participate.
• Parents/guardians feel confident in the camp’s safety and professionalism.
• Coaches and staff are informed of any medical conditions, allergies, or accommodations.
• SayPro remains fully compliant with all health, safety, and legal documentation requirements.

Oversight and Compliance

This responsibility is led by the SayPro Camps Office, with administrative governance provided by the SayPro Advice Desk Officer SCDR, and fully adheres to the risk management standards and participant welfare policies established under the SayPro Development Royalty.

Conclusion

Player safety begins with strong systems. By managing registration and documentation with precision and care, SayPro ensures a safe, inclusive, and legally sound environment for every participant—reflecting our commitment to excellence both on and off the field.