Supplemental Instructions for Electronic Rosters

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Electronic rosters (eRosters) must be created in PDF format. This requires PDF file creation software, of which Adobe Acrobat is the best known (and most expensive) package. There are also shareware and freeware programs available (for example, see http://www.pdf995.com/ or http://www.cutepdf.com/). When you install your PDF file creation software, it creates a new printer driver on your system. To create a PDF file, you use your regular registration software program and print your roster in the usual manner. The only difference is that you select the PDF printer rather than the real printer connected to your computer. (In Microsoft Windows, go to File à Print to change your printer selection). Then, instead of printing a paper copy, an exact image of the page is stored in a PDF file. You will be asked to name the file (see below) and select a directory on your hard drive to store it in.

After a PDF file is created, you can use the free Adobe Reader program (available at http://www.adobe.com/) to view and print the file.

You can use your current roster format. The only new requirement is that the registrar’s name must be printed under the “Town Registrar’s Certification”, in lieu of a handwritten signature.

FILE NAMING RULES

Each roster must be stored in a separate file. It is extremely important that you use the following file-naming convention exactly as shown:

G14-2E-23-0307

  • G (or B) for girls or boys
  • Age group (use 9, not 09, for u9). Note that there is no "u".
  • Hyphen
  • Division and section
  • Hyphen
  • BAYS id# (this is the 1 to 4 digit number shown in the placement charts; no leading zeros)
  • Hyphen
  • Month (two digits) and day (two digits); this must match the roster date shown on the roster.

Strict adherence to the file-naming convention will allow us to identify and keep track of hundreds of rosters. If you don't follow this convention, we reserve the right to return the roster unprocessed and ask you to fix it.

SUBMITTING eROSTERS TO BAYS

eRosters are submitted to BAYS via email. Multiple eRoster files can be attached to a single email message. In the body of the message, include the name and title of the Club official submitting the rosters. eRosters will only be accepted from appropriate Club officials (registrar, president, travel director, etc.), not from individual coaches.

For all fall teams, and for non-MTOC-eligible teams in the spring, the eRoster should be emailed directly to the appropriate BAYS division director.

For MTOC-eligible teams in the spring, email the roster to the BAYS registrar at registrar@bays.org. The registrar will stamp the roster electronically and return it to you via email. The registrar will also forward a copy to the appropriate division director, so it is not necessary for you to do so. During the season, rosters submitted to the registrar by Monday of any given week will definitely be processed and returned in time for the following weekend's games. Later submissions during the week might be processed, but don't count on it.

USING eROSTERS IN GAMES

After your eRoster submission is completed, it can be printed on paper (using the free Adobe Reader software) and sent to the coach for game use. Or you can simply email the roster to the coach and let him or her print it out.

Note that the printed eRoster must still be signed by the coach for game use. The town registrar’s signature is not required on the game roster because his/her name is printed on the roster.