Registrar

Registrar

Term Length: 2 Years

Purpose

The Registrar is responsible for managing all aspects of player registration, roster integrity, eligibility tracking, and seasonal enrollment for The Relics. This role serves as the central coordinator of player data and ensures that each season begins with accurate, complete information. The Registrar works closely with the Commissioner, Assistant Commissioner, and especially the Division Chairs to organize drafts, form balanced teams, maintain up-to-date rosters, and support a smooth start to every season. The Registrar plays a vital role in ensuring fairness, organization, and clarity in league operations.

Key Responsibilities

Player Registration Management

• Plan, coordinate, and oversee the annual player registration process, including online forms, paper registrations (if applicable), and communication of deadlines.
• Collect all required information from players, including contact details, emergency contact information, division preference/eligibility, and any necessary waivers.
• Track incoming registrations and maintain an accurate, up-to-date master list of all registered players.
• Provide regular registration status updates to the Commissioner and Board.

Fee Collection & Coordination

• Work closely with the Treasurer & Webmaster to ensure player fees are recorded, tracked, and reconciled.
• Coordinate on resolving missing or partial payments and maintaining accurate lists of paid, unpaid, or refunded players.
• Assist in clarifying payment processes and communicating with players when needed.

Eligibility, Placement & Draft Preparation

• Verify player eligibility according to league age requirements, division guidelines, and by-laws.
• Prepare all necessary pre-draft materials, including player lists, player histories, evaluations (if applicable), and division assignments.
• Work with Division Chairs to coordinate draft sessions, ensuring fairness and clear communication.
• Assist in the creation of balanced teams and resolve roster questions or conflicts as they arise.

Roster Maintenance & Season Updates

• Maintain current rosters for all teams in both the Gold and Silver divisions.
• Process mid-season roster moves, replacements, or adjustments as approved by the Board or Division Chairs.
• Update and distribute rosters to managers, Division Chairs, the Commissioner, the Webmaster, and any committees that require them (public relations, events, etc.).
• Ensure rosters used for scheduling, score reporting, and communication are accurate.

Communication & Member Support

• Serve as a primary point of contact for registration-related questions, roster inquiries, or eligibility clarifications.
• Provide clear, timely communication to members regarding registration deadlines, draft details, season start dates, and any changes affecting player placement.
• Work with the Public Relations Chairman to help publish season start announcements or reminders as needed.

Data Accuracy, Records & Compliance

• Maintain securely stored, organized records of all player data, including waivers, emergency contacts, and other required documentation.
• Ensure that registration and roster processes comply with league by-laws, policies, and confidentiality expectations.
• Provide registration statistics, enrollment trends, and season summaries to the Board and membership as needed.

Support of League Operations

• Collaborate with the Scheduler, Division Chairs, and event committees to provide accurate player lists for scheduling, communication, and league activities.
• Assist the Commissioner and Board in assessing division sizes, team counts, and any adjustments needed for league growth or contraction.
• Support preseason, tryouts, and orientation meetings by attending and taking an active role in coordination.

Desired Skills & Qualifications

• Strong organizational skills and attention to detail.
• Comfortable managing spreadsheets, online registration tools, or simple data-management systems.
• Good communication skills and a friendly, supportive approach when dealing with member questions.
• Ability to work collaboratively with multiple Board members and committees.
• Dependable and responsive, particularly during the high-volume preseason period.
• Ability to maintain confidentiality and handle personal data responsibly.

Time Commitment

• Heavy involvement during preseason (registration, drafts, roster formation).
• Moderate involvement at the start of the season (finalizing rosters, addressing placement issues).
• Light-to-moderate involvement during the season (roster maintenance, handling new or replacement players).
• Attend Board meetings as required and provide updates during key operational phases.

Reporting & Accountability

• Reports directly to the Board and works closely with the Treasurer and the Division Chairs.
• Responsible for maintaining accurate and complete player registration records.
• Ensures all roster and eligibility decisions align with league by-laws and Board-approved guidelines.
• Provides periodic updates and end-of-season reports to the Board.

Why This Role Matters

A well-organized registration and roster process is the foundation of a successful season. The Registrar ensures that every player is properly documented, placed on a team fairly, and welcomed into the league with clear communication. By maintaining accuracy, transparency, and efficiency, the Registrar helps The Relics operate smoothly and ensures that players enjoy a positive and well-managed experience.