Youth Sports Portal Guide

Commissioner/Administrator Introduction

If you have not used the Team Sports Portal before, you will need to create an Account.

A new account for a Commissioner or Administrator will need approval of the role by staff at Recreation & Parks before you can proceed. 

If you have used the Portal or believe that an account exists for your email,

Enter your email as a login – Should be the email you used for your background.

Select Forgot/Reset Password - Instructions will be sent to your email

As a commissioner, you have access to all information for your organization's teams. You can assist coaches in entering rosters, scores, etc.

 Coaches' accounts are created when the team is registered. Upon initial log-on, the coach should select the " Forgot/Reset" password link.

Upon logging in, you may see that you have two options on the login screen

Manage County Sports - Now that you are logged into the Team Sports Portal, there are several Options on the Main menu bar. Depending on your role, the options under Manage Account will vary.

The Manage Account tab offers many options:

Manage Home Field Locations: allows commissioners/administrators to list the home fields for county sports. 

View Team Schedules – See all schedules for teams registered. Directs you to the RP Athletics Division page of the RP website.

Manage Commissioners – ONLY on the Administrator Login. Allows the addition/removal of commissioners and sports. If changes are made, please be sure to notify the appropriate RP staff. Displays a current listing of organizations' commissioners and the assigned sport.

Clicking on the blue box before the name will allow the Administrator to change the sports assigned to a specific commissioner

Clicking on the RED X in the Remove column will remove that person as commissioner.

Create New County Sports Teams – add teams if registration is still open. This option has its own tab,

Manage Active Teams: Allows a commissioner to work on teams that have been registered with the County. Selecting this will bring up a listing of the current season's teams registered for the specific organization. Commissioners/Administrators to make changes to;

• Coaches
• Team Names
• Add team notes

Coaches View – See the status of coaches' information (trainings/pledges/rosters), etc. Allows commissioners to select a coach and enter information for the team.

Withdraw Teams from County – enter a request to withdraw/drop a team – MUST be approved by RP Staff. Displays the County withdrawal/refund policy for Team Sports. To enter a withdrawal REQUEST, click on the Withdraw box. You will be prompted for information before the withdrawal request is submitted. Please follow up on this Portal request with an email to the sports supervisor as confirmation of withdrawal.

Record Football Weigh Ins – for FOOTBALL ONLY allows commissioners/administrators to record results from Weigh Ins each season.

Print Weigh-In Rosters – for FOOTBALL ONLY. The roster is specific to the football program.

Notify RP Staff Roster is ready – send an email to the RP sports supervisor that a roster has been entered and is ready for review

Payment History/Accounting View/Invoice/Make Payment - Financial records and payment options for league fees

Request Game Cancellation – Allows a commissioner to request a scheduled game to be canceled; however, RP staff does NOT have to approve.

Forms - These are the GOOGLE Forms for Commissioners to report issues to Recreation & Parks Staff.

• Officials' Evaluation Form - to be used by the COMMISSIONER to report officials' performance on the field
• Sportsmanship Incident Reporting - Google Form used to report issues of sportsmanship, GOOD OR BAD, on the field
• Player Protest Form - Google Form for reporting issues with rosters presented or not presented at the fields for games. 

Create New County Sports Teams – When you select this option, you will be directed to the actual registration module for current sports. Using the drop-downs in the specific boxes:

• Select the Sport
• Select the Season
• Click Continue

How Many Teams Screen - Select the number of teams wanted per age group - leave zero (0) for no teams wanted in that age group

• Click the Continue Button

Team Information Screen - Select the Skill wanted for that team

Indicate in-county or out-of-county (RP Staff can override)

Select the coach wanted for that team - The coach will not populate if the system cannot find a current/active background check or if there is no name match

• Click the + button to start a search
  • Enter the last name to search for - enter a minimum of three letters
  • Enter the first name to search for - enter a minimum of one letter (the system does not have nicknames, ex, Joe vs Joseph)
  • Enter the middle name to search for - optional
• Click the Search button
• Scroll down the list to find the correct coach and click the + + button to select that coach.   Contact Recs & Parks if the coach you are searching for isn't on this list. 
• If a Coach's Background Check has expired, it will be highlighted in red and must be renewed before they can be selected.  
• The coach’s information will be added to the team information

The Team Name can be changed - Select if the team is located in Anne Arundel County or not

• Click the Save Teams button to save the current information on the screen
• Click the Save & Register Teams button to save the current information and go to the Register Teams with the County Screen.

Coaches View

Displays a listing of all coaches/teams currently registered by season.

The Commissioner can see a snapshot of the current status of each coach and their complete or incomplete requirements. In some cases, a reminder email can also be sent.

• Signed Pledge
• Training Courses
• Team Name
• Sport
• Registered Skill Level (not necessarily where the team was placed)
• # of players on Active Roster / completed forms for players / incomplete forms for players

Clicking on the blue box before the coach’s name will allow the commissioner to access the specific team and see the schedule, roster, and enter scores for that coach.

Coaches Page – Several sections will appear on ALL coaches’ pages.

• Section one: Shows the coach's upcoming games and the status of played games. The game will turn Red after it is played, and the coach can enter the score.
• Section two: Shows all of the teams in the league, Coaches' names, phone numbers, email addresses, and the league standings. Clicking on the coach's name will be a live link to the team’s roster as entered in the Portal.
• Section three: Displays the selected team's specific roster. At the beginning of the season, Coaches and commissioners can upload their rosters. There will be a link to upload that can be clicked with instructions for completing.
  • To upload a roster, the Sample Roster provided under this tab MUST be used. DO NOT modify this form in any way.
  • Edit Roster – allows you to manually enter the roster information.
  • Red Player Forms = Shows player information and whether or not the player contract and concussion form have been completed. Coaches and commissioners can send emails to parents to remind them to complete.
  • Print Roster = Is a printable option to print rosters for games. Displays the player's name and jersey #. If a player or coach is suspended, that will be displayed here as well. 
  • View Roster = allows players and player information to be entered manually.
• Final Section: Displays the Assistant Coaches and Team Volunteers. Again, these people need to have a completed Anne Arundel County Recreation & Parks background check.
  • Assistants = Displays the names of any assistant coach assigned to the team
  • Click the Add/Edit Assistant Coaches - allows for new Assistants to be added or removed. The same guidelines apply here as did when adding a head coach. Once added, these people will be displayed on the printed roster.
  • Team Assistants = Displays the name of any other team volunteer who is assigned to the specific team. These names ARE NOT printed on the roster, and these people should not be on the bench or sidelines.

Work on Current Unregistered Teams (Only available if there are incomplete team Registrations)

• Select League Screen
• Click the league you want to work on - Team Information Screen
• Select the Skill wanted for that team
• Select the coach wanted for that team
• Click the + button to start the search
• Enter the last name to search for - enter a minimum of three letters
• Enter the first name to search for - enter a minimum of one letter
• Enter the middle name to search for – optional
• Click the search button
• Scroll down the list to find the correct coach and click the + button to select that coach

Contact Recs & Parks if the coach you are searching for isn't on this list

If a Coach's Background Check has expired, it will be highlighted in red and must be renewed before they can be selected.

If the coach is cleared, the coach’s information will be added to the team information

• The Team Name can be changed here as well
  • Select if the team is located in Anne Arundel County or not
  • Click the Save Teams button to be able to save the current information on the screen
  • Click the Save & Register Teams button to save the current information and go to the Register Teams with the County Screen.

Payment History - Allows users to view payments that have been recorded by;

• Transaction Date Range = Click the search box and select the date range to be displayed
• Show by Sport = Click the Show by Sport box to refine the search by sport
• Payments are recorded for EACH team registered for a particular sport.

Accounting View - Will display a listing of fees due to Anne Arundel County Recreation and Parks for the current sports season/current that are outstanding

• Clicking the Show All Seasons option will show everything outstanding
• This report can be exported to PDF / Printed / Excel.

Invoice - Will display an invoice for the OUTSTANDING fees due. There is an option to Print This Page (Top right) if needed.

Make Payments - Allows Commissioners and Administrators to select the payments you wish to make.

• Top Left – Select All Payments = Toggle the No/Yes box if you do not want to pay everything OR
• Go to the Individual boxes and toggle them to No/Yes
• Click the Continue Payment Process
• This will direct you to an information Page. Clicking Submit indicates you read and understand the refund and payment policy
• You will then be directed to a third-party vendor page where you can enter payment information.

THIS PAGE DOES NOT RETURN TO THE PORTAL.

On the menu bar, there is a Reports Option. These reports are designed for both indoor and outdoor sports. These reports are ONLY available to Commissioners and Administrators.

Field Usage Report - My Teams Only - This report will show you all games scheduled for your organization’s teams.

• Select Sport(s) – To select more than one, hold down the Ctrl key and click the options
• Select Field(s) – Leave field choice set at All Fields, and it will show you all of your organization's games wherever they are scheduled. If you wish to select more than one field, hold down the Ctrl Key and click each field

Click Get Report (bottom of screen)

Field Usage Report – ALL Sports Teams -- This report will show you all games scheduled at a particular field(s) (all teams), not just your organization.

• Select Sport(s) – To select more than one sport, hold down the Ctrl key and click the options
• Select Field(s) – To get a listing of all games at a particular field, hold down the Ctrl Key and click each field

Click Get Report (bottom of screen)

Active Teams - provides commissioners with an overall list of teams participating in the current season's sports.

• Select the sport
• Select the League - if you want to see all leagues, leave this set to the default All Leagues. A listing of all teams within the search criteria will be produced, showing the scores, etc.

Review Previous Teams - provides commissioners a listing of all teams within a selected sport and the records and rosters from the previous season.

• Select the Sports
• Select Get Report
• Data will populate for the prior season(s) history of teams
• Clicking the View Roster option will also display the team roster from that season
• Review All Team Staff - Still in development

Commissioners, Administrators, and Coaches can enter the weigh-in results for their youth football teams. HOWEVER, the first step is to upload/enter your team's roster. NO ROSTER NO RESULTS can be entered. The actual roster for football is different than other sports, but the process to set them up is the same.

Enter your Football team Roster

• Player Name
• DOB
• Parent Email
• Jersey Number

Print Football Weigh-In Rosters

Before each published weigh-in, commissioners should go into the Portal and print the Weigh-In Rosters for each team.

• Changing the Select All Teams to Yes will allow printing of all team rosters.
• Click Submit. This will create a PDF of the roster(s) to be printed.

Three copies of this form should be printed and brought to the Weigh-In.

Recreation and Parks staff will record the required information on one copy, give one copy to the photographer, and send a completed copy home with you for you to update in the Team Sports Portal. This information should be updated before the next weigh-in.

Record Football Weigh In

• Select the league
• Select the team
• Enter/Select the date of the weigh-in

The team roster that was printed for the weigh-in will pop up.

• Go to the Weigh-In, where you are entering results.
• Click the drop-down arrow and select the matching results for each player listed
• M-W = MADE WEIGHT (use for Photo ID ONLY as well)
• D-N-D = Did not make weight
• T/T = Tackle to Tackle (adds the T2T to the next box

• Absent = not weighted in

   

When you have entered everything, click Save

EVERY player listed will need an action

These steps will be repeated for each weigh-in scheduled for the season.

2nd and 3rd weigh-ins will display the results from the prior weigh-ins and cannot be altered.

Results will need to be entered after each weigh-in for rosters to be received and accepted.

Notify R&P Staff Final Roster is Ready

After the final weigh-in results have been entered, the commissioner should choose this option so that the appropriate Recreation & Parks Supervisor is notified that the rosters are complete and can be stamped (acknowledged) that they have been reviewed and accepted.

Once this is completed, the Recreation & Parks staff will review the roster and results. If there are any questions, the commissioner will be contacted to resolve the issue.

Once the Recreation & Parks staff receive the roster, the printed copy from the portal will display in red the received date and the initials of the Recreation & Parks staff who received it.