NEW MEMBER CHECKLIST
Everything we collect when an association joins NCYSA, and who is responsible for each piece.
When a new association joins NCYSA, this is what we gather so they are set up properly from day one. Most new clubs are volunteer-run and still getting organized, so expect a few pieces to arrive over the following weeks.
What We Collect
Club Identity
- Full club name as it should appear publicly
- NCYSA number
- NCYSA abbreviation
- Year established
- EIN — for Jane / registration records
Location & Contact
- Physical address — used to place the club’s map pin
- Phone number
- Main contact email — confirm it is a club address, not personal, where possible
- Website URL
Key People
- President — name and email
- Head Registrar — name and email, plus training status
- Risk Management / Abuse Prevention Liaison — name and email
- Registration Liaison assigned — NCYSA staff member
Brand Assets
- Logo — highest resolution available, PNG with transparent background preferred
- Social media handles — Facebook, Instagram, X, TikTok, whichever they use
System Setup
- Unlocked in PlayMetrics
- Added to the Member Association List
- Added to Find My Club — needs name, address, website, email, logo
Who Sends What
Registration confirms the club record
Club name, NCYSA number, abbreviation, EIN, address, phone, and key contacts. Confirms the club is unlocked in PlayMetrics.
The club sends brand assets
Logo file and social handles. If the club does not have a website or logo yet, make a note and check back. It is common early on and worth a friendly follow up.
Website is updated
Club added to Find My Club with its pin, logo, website, and contact email. Confirm the pin lands on the club’s actual city.
Welcome the club
Once the logo is in hand, we can announce them on social. Tag their handles so their own community sees it.