Assigning Officials
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Assigning an Official
If you have chosen not to allow Officials to assign themselves to games, Officials will have to be assigned by an Administrator with rights to Assign Officials. For more information on how to create Administration Passwords and Rights, click here.

There are two ways that Officials can be assigned to a game by an Administrator:

  1. When using the New Game form in the Admin area of your site. At the bottom of the form will be a list of ALL members of the Officials team, simply check the box next to their name to assign them to a game. For members have been assigned to multiple positions on the Officials team (i.e. Center Ref and Line Judge) select from the drop down next to their name to assign them. Assigning Officials using this method does not take your rules into account.
  2. When signed in as an Admin, go to the Master Schedule selection located on your home page. In the Officials (Ofl) column of each game type that a rule has been created for, you will see a color-coded button with either a number and a letter or the word Assigned. The colors are as follows:
    • Red - means that no assignments have been made to this particular game. For example a Red button with "3R" in it means that the rule called for 3 Referees and none have been assigned to the game as of yet.
    • Yellow - means that assignments have been made but the quantity specified in your rule has not been reached. For example, a yellow button with "2R" means that two Referees are still needed to meet the quantity requirement specified in the rule.
    • Green - means that the quantity requirements for the rule have been met and the button will have the word "Assigned" within it.

When one of the buttons is clicked, on the resulting "Assign Officials" page, Administrator can assign members of the Officials team who fit the criteria of the rule. The "Assign Officials" form will contain ALL members with the position specified in the rule. Administrators simply place a check in the box next to an Officials name to assign them to that game. Officials with conflicting game assignments or conflicting availability issues (as per the Availability Form they fill out) will have a "Not Available" note and their checkboxes will not be enabled. Driving times are also taken into consideration when determining an Official's availability for a game. A minimum of 15 minutes (plus 3 minutes per mile) is allowed to get from one facility to another. If the facilities are listed separately in the system but are at the same address (i.e. ABC Field 1 and ABC Field 2), the system will not figure any drive time. It is very important to have your facilities set up accurately for use with this feature. For more information about setting up facilities, click here.

Administrators will be able force an assignment by selecting the "Override Rules Below" checkbox. This will allow an Administrator to select any member from the list, regardless of how the system has figured their availability. Administrators can also choose to have assigned members notified immediately upon submission of their assignment. Officials will always be notified, at minimum, 24 hours prior to their assignment, assuming the assignment has been made 24 hours prior to the game.

Officials' Login and Availability
Once a rule has been created, members of the Officials team can specify times when they are available to work games. By doing this, a large amount of scheduling conflicts can be eliminated. In order to do this, they will have to log into the officials area using their email address and password. If they have previously used the online registration tool to register either themselves or a child, they can use the same password they established in that section. If they have forgotten that password or if they have never been issued a password (they have never had to register or because they are a minor) and are in your database and assigned to the officials team, they may enter only their email address and the system will send them a password. The email address entered MUST match the email address currently in your database. Officials can also log in on the Master Schedule by clicking the icon at the top of the page.

Once logged in, Officials will be presented with the "General Availability" form. On this form, members can select days and times that they are available to officiate games. If no selections have been made, the system will assume that all times are available. When logged in, Officials will also be able to create a schedule for all games they are assigned to as well as view pertinent information such as bulletins and documents.

Self Assignment
If you have chosen to allow Officials to assign themselves, they must do so on the Master Schedule page. Here are the steps that they need to follow:

  1. Sign in to the Officials Area or the Master Schedule (click the icon) with your email address and password. If you have forgotten your password or have never signed in before, enter only your email address and the system, will email the password to the address, provided the address given matches the address of an assigned member of the Officials team.
  2. Once signed in, make sure that you fill out the General Availability form. This lets schedulers know when you are available to work. If no selections are made, it is assumed that you are available at all times.
  3. Go to the Master Schedule page (located on your homepage). Any open assignment that you qualify for will have a drop-down selection in the Officials ("Ofl") column
  4. Select the game you wish to assign yourself to and select "Assign" from the drop down list. If you wish to un-assign yourself from a previously assigned game, select "Not Assigned".

Note: Administrators that have chosen to allow Officials to assign themselves to games may want to copy and paste the above steps into an email to send to all officials in their organization.

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