Byga Eligibility Framework and Best Practices Document

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Here are the main points of this document:

• Overview of Byga Eligibility Framework: This framework helps clubs manage player eligibility by tracking documents, registrations, initial fees, and failed installment payments, making status visible to admins, team staff, and families.
• Eligibility Gating Options in Data Collectors (Section 1.1):
  • Data collectors gather player info, documents, and waivers.
  • They can be designated as "required for eligibility," marking players ineligible until completed (e.g., medical waiver).
  • "Need Info" collectors do not impact eligibility but send reminders.
  • Pass/Fail conditions can be set, indicating whether responses met criteria (e.g., health questionnaires).
  • Status is checked hourly, and reminders are sent twice weekly.
  • Standard collectors apply to rostered players; event-triggered collectors can include guests.
• Eligibility in Team Invite Registration (Section 1.2):
  • Players are registered after initial payment.
  • Missed installment payments can lead to ineligibility, with automated reminders to users and daily reports to club admins.
  • Offline payments keep a player unregistered until recorded.
• Admin View of All Eligibility Issues in Club Settings (Section 1.3):
  • Notifications Tab: General Club Settings allow enabling/disabling club-wide automatic notifications for coaches/managers about ineligible players before games (game day notification) and practices (practice week notification).
  • Player Ineligibility Report: An automated report sent to DOCs and Registrars on Mondays (for practices) and Thursdays (for games) detailing ineligible players.
  • Module-Specific Dashboards: Detailed views are available in the Data Collector Summary Tab (per-team progress, Eligible/Not eligible/Need info players) and the Registration Summary Dashboard (Player Eligibility Warnings for payment/info issues).
• Eligibility Activations (Section 2):
  • Unregistered Status (2.1): Unregistered players are typically not added to league rosters or allowed to participate in games. Roster visibility helps team staff enforce this.
  • Ineligibility due to Data Collection (2.2): Once registered, data collectors can be used for more complex forms/documents. Making these eligibility-gating provides visibility to team staff, who can enforce policies (e.g., no practice/game until docs are complete).
  • Ineligible Due to Failed Payments (2.3): Primary reason for ineligibility. Players can be marked ineligible from the Team Invite Registration dashboard for overdue payments.
  • Ineligible Due to Other Reasons (2.4): Players can be manually marked ineligible from their profile for club policy violations or injury.
  • Eligibility Impact on Invoice (2.5): A player's eligibility status does not affect their invoice (contractual agreement). Changes to the invoice or installment plans must be made independently.
• Best Practices with the Eligibility Framework (Section 3):
  • Describes a typical workflow for managing failed payments: initial auto-reminders, club contact for unresponsive families, discretion in editing installment dates, marking unresponsive players ineligible, email notifications to team staff and families, and eventually removing players with persistently unresponsive families from rosters.
  • Emphasizes that clubs vary in their tolerance and enforcement timelines, but generally aim to clear issues before the next installment.
• Permissions and Settings (Section 4):
  • Team Context Permissions: "View team roster" and "View team reg status" are standard for team staff.
  • Player Context Permissions: "Update Eligibility" (view, update, add notes) and "View Eligibility" (view only).
  • Miscellaneous: "Receive Ineligibility report" email permission.
  • Club Settings: "Club ineligibility report" sends a per-team summary of ineligible players with upcoming activities to selected admin groups.