Playbook to Certification Central Texas Pop Warner Working together to get your team certified Suggested Timeline that YOU can adjust! • Communicate out during registration the need for a Birth Certificate, Physical and full year Report Card • Start forming teams the first week of July • Coaches can pick a team mom the second week of July • Have Team Parent Coordinators, League One Coordinators and Little Scholars Coordinators come to CTPW Certification Training Session - TBD • Team Mom communicate document needs to Player Parents • Begin collecting paperwork and reviewing the last week of July; remember Physicals must be returned prior to August 1st prior to the first practice – you may be putting your association at risk! • Complete background checks on all coaches and parents who have contact with the kids prior to August 1st – you may be putting your association at risk! • Week of Certification, have others in your team or your association review your book and compare to the National Pop Warner Verification sheet – If any of these items from here are missing – the book will NOT pass The “Book” must have the following • FROM THE PLAYERS: – – – – • • • • • 2015 Participant Contract & Parent Consent Form (Player Contract) Copy of Government Issued Birth Certificate 2015 Physical Fitness & Medical History Form Full 2014-2015 Scholastic Year Report Card Pop Warner Player Card League One Roster Certification Verification Form Coaches Certification Volunteer Applications 2015 Participant Contract & Player Consent Form • 2015 forms are available in the FORMS section on the CTPW website • All Fields (except for the “Pop Warner Official Use Only” Box must be complete) • Information on here must match the League One Roster, Birth Certificate, and Little Scholars (GPA) • Complete the 2nd Page, the one thing most overlooked is the Participant Name on top. • Make sure the Participant and the Parent/Guardian Signs the Document 2015 Physical Fitness & Medical History Form • • • • • • 2015 forms are available in the FORMS section on the CTPW website All Fields Must be Complete Information on here must match the League One Roster and Birth Certificate If any of the Insurance Numbers are SS#, use just the last 4 digits Under the Section of Participant Medical History – please make sure each one is circled. If any are answered “Yes” – please enter Question # and Explanation The 2nd Page must be completed by the following Medical Professional – MD, DO, DC, PA, NP or APNP – RNs are NOT acceptable in Texas • Form MUST be dated AFTER January 1, 2015 Copy of Government Issued Birth Certificate • Review the original but keep COPIES ONLY • Please ensure that the copy is an exact duplicate of the original Birth Certificate • Foreign Birth Certificates must be translated • Each copy needs to be signed by the President of your association. 2014-2015 Scholastic Report Card • Student Name must be on report card • Must be complete academic year with grades in all 4 grading periods • If not or student has moved, must have all report cards – Unfortunately, this may mean you need to go back to your child’s school to attain report card – This proves Scholastic Fitness Requirement of 2.0/70% per Pop Warner Rules – If requirement is NOT met, the Scholastic Eligibility Form or Home School Eligibility Form must be completed • Participants who are in Kindergarten 2015-2016 will need to supply the form : To Be Determined….stay tuned • Each participant will also need a completed GPA form which must be signed by the Association’s Little Scholars Coordinator – Tiny Mites DO NOT need a GPA form – The updated form with instructions will be uploaded to the CTPW website as soon as we get it from Regionals. League One Roster • Using League One, each squad or team must have a League One Roster to use for Certification – An approved Roster will be needed in September – Head Coaches, Assistant Coaches and Team Parent should all be listed. • There may be no more than 1 Head Coach, 5 Assistant Coaches, 1 Equipment Manager, 1 Trainer and 1 Team Parent on the official roster. • Volunteer Application completed with a completed Background Check is required for each of these people – Information on this Roster must match the documents in the book (Participant Contract, Medical Form, Report Card, Birth Certificate, GPA from Little Scholars and on Participant Contract) Player Card • Each Participant will have their own card • Cardstock Paper from Office Depot: Color TBD • 2015 Player Card Spreadsheet with step by step instructions will be placed on CTPW website after our July Team Parent Coordinator Training Session – Date, Time, Location TBD. • Information on the card must match League One & Book 1 Documents • Headshot should show us the child • AFTER certification, laminate the top half of the Player Card so no changes can be made after certification. Volunteer Applications and Badges • 2015 Volunteer Application will be placed on the CTPW website as soon as it is available. • Each Association is responsible for completing Background Check on all adults who will be on the field for practice and games (typically coaches and team parents) – This may not include MPR, Chains, Photographer. Be SMART, what adult will be alone with the participant? • Badges will be given to those on the official roster Pop Warner Verification Form • All roads lead to this document – 2015 doc will be uploaded to the CTPW website soon • This is what will be used to ‘pass’ your participants and books • All items must be correct so that the player can participate • To breeze through Certification day, please complete this form with the following: – – – – – Circle Football or Cheer Association Name (ie: FPPW) Division of Play Team Name (ie: FPPW JPW Black) Write each participant name in alphabetical order Coaches Certification • Head Coach must complete Head’s Up Training • All coaches must complete training and print out the certificate • The date on the certificate needs to be entered into League One • The certificates must be placed in Book 1 in the order the coaches appear on the League One roster Certification Book Order Team Book • League One Roster • Coaches Certificate for each coach • Volunteer Applications for all who are on the field • Each Player will be separated with a tab • Player Contract (front & back, page protector) • GPA Form & Report Card (one page protector) • Physical (front & back page protector) • Verified Copy of Birth Certificate Game Book • All Player Cards • MPR Forms in game order after they are played • Absentee Forms (used when necessary and placed behind the MPR form for that game) • There will be two binders – The Team Book (Book 1) will contain many of the personal information and must be kept in a very secure place. – The Game Book (Book 2) is what is needed to be brought to each game for weigh-in and roll call 2015 Book order will be given out at the CTPW Team Parent Coordinator Training Session in July – Date, Time Location TBD After Certification, what’s next? You PASSED Found Some Errors Not all my players were here for weigh-in Congratulations! Now get practicing! Come back with corrections Come back with missing players and book Questions? Email Stephanie Draeken at [email protected] or 512-751-8164 Thank you for being part of Central Texas Pop Warner. We are looking forward to a great 2015 season!