ASSA COACH AND SWIMMER REGISTRATION PROCEDURE

Overview

As per ASSA rules, all swimmers and coaches participating in practices and/or swim meets must be registered with ASSA.

Before starting, ensure you have the website login and password for your club. The password is emailed to the club Registrar through the annual club start-up process in March of each year.  If you have misplaced your password, you can retrieve it through the following link: Retrieve your database administration password here.

The following is a summary of what is required after you have received your password:

1. Gather the ASSA registration information from each swim team member, coaches and swimmers.
2. Confirm or update your swim club's information in the ASSA website's Club Administration Area.
3. Register your Coaches
4. Register your swimmers
5. Generate a registration spreadsheet and invoice from the ASSA website's Club Administration Area.
6. Mail in your payment (cheque) with the accompanying hard copy of your invoice to the ASSA Office.

Registration fees for the 2012 season are:

• Coach Registration: $10.00
• Swimmer Registration: $30.50

Detailed Procedures

1. Gather the ASSA registration information from each swim team member: coaches and swimmers.

The required registration information for coaches includes:

• First name
• Last name
• Birth date
• Gender
• Address
• City
• Province
• Postal Code
• NCCP number (CC#)
• Email address
• Phone number
• If they are coaching Para-Swimmers
• Position (Head Coach, Assistant Coach or Swimming Teacher)

The required registration information for swimmers includes:

• Last name
• Legal first name
• Preferred first name
• Middle initial
• Birth date
• Gender
• Swimmer Classification* (Age Group, Masters, Para or Exhibition)
• Para swimmer categories (for para swimmers only)
• Contact first name
• Contact last name
• Contact address
• Contact phone number
• Contact email address

*not sure what each swimmer classification is? Check out the ASSA Rules and Regulations for more details on who is eligible for which classification.

In addition to submitting this information to ASSA each swimmer must complete a FOIP Form. These forms are to keep on file by your club. In the event that 'Part B' is completed by the swimmer/parent, please submit an electronic COPY (fax or email) of the completed FOIP form to ASSA.

2. Confirm or update your swim club's information in the ASSA website's Club Administration Area.

Go to the Club Admin Area
Select your team and click "Club Administration" (password required).

A. Check and update your club registrar information

• Click 'Update Registrar Info"
• Confirm/update information
• Click "Update Me"

• Click 'Edit Club Contact Info"
• Confirm/update information
• Click "Submit"

• Click 'Edit Club Director Info"
• Confirm/update information
• Click "Submit Director Information"

3. Register your Coaches

Go to: Club Admin Area
Select your team and click "Club Administration" (password required).
 

• Click "Register Coaches"

A. Identify Returning coaches:

• Click "set as ACTIVE" for all returning coaches.
• Leave NCC/SNC/CSCTA indicator as 'No' unless your coach has already paid his/her Coaching registration fees.  If they have paid, Click "Set to PRE-PAID".
• Ensure active coaches have "Active" Status.

One by one, select all your coaches and confirm or update their information:

• Select a coach from the drop down menu.
• Click "Edit Coach".
• Correct any errors and fill in all required fields.
• Click "Submit".
• Repeat process with all other coaches.

• Click "Add Coach".
• Fill in all the required areas.
• Click "Submit".

4. Register your swimmers

Go to: Club Admin Area
Select your team and click "Club Administration" (password required).

• Click "Register Swimmers"

• Click "Identify Returning Swimmers".
• Uncheck all non-returning swimmers.
• Ensure Active swimmers are checked.
• Click "Submit".
• You should see a summary of your active swimmers. Note any errors (spelling, missing address, etc.).
• Click "Continue" to continue.

One by one, select all your swimmers and update their information.

• Select a swimmer from the drop down menu.
• Click "Edit Swimmer".
• Correct any errors and fill in all required fields.
• Click "Submit".
• Repeat process with all other swimmers.

• Click "Add New Swimmer".
• Fill in all the required areas.
• Click "Submit".

If you are transferring a swimmer from another club, click the "Initiate/Cancel Transfer Swimmer" and follow the instructions.  The club you are transferring from and the ASSA Registrar will have to approve the transfer before it is complete.

Note: Newly added swimmers will automatically show up as "Active".

5. Generate invoices from the ASSA  website's Club Administration Area.

The Club Administration Area page will indicate whether there are invoices ready to be generated.  If there are, click the "PREPARE SWIMMER INVOICE" and/or "PREPARE COACH INVOICE" and follow the instructions to create an invoice.  The ASSA web site will send you, by email, an invoice detailing your club's fees owed. 

6. Generate a registration spreadsheet from the ASSA  website's Club Administration Area.

The registration spreadsheet can be generated in an Excel or AppleWorks compatible format. Proceed as follows:

Go to the Club Admin Area

• Select your club and click "Club Administration".
• Click "Register Swimmers".
• You should now be in the Register Swimmers Menu
• Scroll down and click "DOWNLOAD SPREADSHEET" 
• You will be transferred to a page that displays the spreadsheet.
• Click "Continue" to go to a new page where you can complete the download.
• Click "Download" and the registration spreadsheet will be downloaded directy to your computer.

7. Mail in your payment (cheque) and a hard copy of your invoice to the ASSA Office.

Please remember to include the following:

• A printout of the Invoice that was e-mailed to you.
• Payment for the amount invoiced; make cheque payable to: Swim Alberta

Mail to:

Alberta Summer Swimming Association
C/O Swim Alberta
11759 Groat Road
Edmonton, AB
T5M 3K6

Questions? Contact us