Arbiter Referee Assignments Officials

                                                                                                                      

When you purchase an ArbiterSports license the order forms we receive are used to create each association's initial sports, levels, and positions. However, you can create additional sports, levels or positions at any time. Whenever you create a new sport, new levels and positions must also be entered for that sport.

Adding and Editing Sports

Adding and Editing Levels to New and Existing Sports

Adding and Editing Positions

 

Adding and Editing Sports

1.     Click the ASSIGNING tab then click the SPORTS/LEVELS sub-tab.

2.     Click the green plus sign.

3.     Type in the name of the new sport.

4.     Select the Generic Sport associated with your sport from the drop-down menu.

5.     Decide whether or not officials should be shared with other sports on the same day; check or leave this field blank as appropriate.

6.    Click on the green plus sign to insert a position name into the list for this sport. Insert as many position names as necessary.  If three officials are sent to a soccer game and it doesn't matter what you designate as the official's position, then a single referee [Ref] position would be added here and selected three times within the level of play itself.  If a referee needs distinct status from an alternate referee, then the referee [Ref]should be added and two alternates [AR] should also be added.  The AR position may then be added twice when setting up the positions for that level of play.  If, however, each of the alternates have distinct roles and qualifications, then each official designation needs to be ranked and listed separately as 'Ref',  'AR 1', and 'AR 2' position names--or some designation that is clear and distinct for each position.  Also note that inserting the position names from the sport screen does not automatically add the positions to the games.  It just allows the listed position designations to appear on a drop-down menu selection so that they can be added to each given level of play that uses that combination of officials.

To the right of the “Name” column you will see five other columns. “In Rotation” lets you rotate the position along with the other positions on a game (see this article for clarification). “Skip Count” makes it so the position does not count towards an official’s game count. “Observer” makes the position an Observer position, which allows officials to be assigned to a game as an Observer. This also enables the last two options, “Visible to Official” and “Visible to Contact.” You can choose to make an Observer position either visible or invisible to officials and/or contacts when they are viewing their schedule.

Click on the blue disk icon to save the position name. Use the up and down arrows on the far right to place the position names in the desired order. Once you are finished click Save.

7.     To edit an existing sport click on the pencil . Make the necessary changes to the record and click 'Save' to save changes. 

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Adding and Editing Levels to New and Existing Sports

1.     From the sports screen click the number that appears in the “Levels” column.

2.     Click on the green plus sign .

3.     Type the level name into the Name field.

4.     Fill the Game Minutes field with the approximate time length of a game at this level in minutes. This value is used to determine when an official can again be used after officiating a game at this level and to prevent site double-booking.

5.     Fill the Max Distance field with the maximum amount of miles any official is allowed to travel at this level.

6.     Fill the Max Games field with the maximum number of games any official is allowed to officiate for at this level.

7.     Fill the Days/Game field with the number of days that an official must wait to receive another game. A '0' (zero) will allow the official to have games on consecutive days or multiple games on the same day.

8.     Fill the Days/HTeam field with the number of days an official must wait to officiate for a home team they have already officiated for.

9.     Fill the Days/VTeam field with the number of days an official must wait to officiate for a visiting team they have already officiated for.

10.Fill the Days/Partner field with the number of days an official must wait to officiate with an official they have already officiated with.

11.Fill the Speed field with the speed (in MPH) an official can be expected to travel at when traveling to a game. This is used to determine the time it takes to travel between games.

12.Fill the Arrive Early field with the amount of time (in minutes) an official is expected to show up before a game starts.

13.In the Auto Assigning Priority section choose Rank, Sport, or Level. This is only necessary if you run Auto Assign from the games page. What you select here will determine how the officials will be assigned during the Auto Assign process. Rank sets the auto assigning routine to select the top ranked availableofficial for each position for games at this level. Use Rank to ensure the best ranked officials will get games at this level. This is the suggested and default method. Sport sets the auto assigning routine to select the available officials with the fewest number of assignments for that sport. Select this option to ensure officials get an equal number of assignments on the sport. Level is similar to Sport but instead of using the number of games on the sport the auto assign will assign the official with the fewest number of assignments at that level. Selecting Sport or Level makes balancing the number of assignments for each official more important than the official's rank.

14.The Auto Assigning Order section determines which days of the week will receive priority. This is only necessary if you run Auto Assign from the games page. Lower numbers give higher priority. The same priority number can be used for multiple days of the week.

15.The Forward/Backward section is only used when the auto assign is run from the games page. Clicking Forward will assign the games beginning with the first game (based on date) and working through the list chronologically. Backward assigns the games beginning with the last game (based on date) and works its way backwards. Backward is most useful when a tournament occurs at the end of a season and you would like the tournament games assigned first.

16.Carpool – The carpool feature is designed in a manner that once an official has been assigned to a game, their partner(s) will either be close enough to the official that they may carpool or close enough to the playing site that the travel distance is inconsequential. Therefore, no more than one car should need to drive to the playing site. This option is not yet functional online.

17.The Crew Assign feature determines whether the computer assigns officials individually or by fixed crews (crews must be set up).

18.Allow Repeats – Normally when a game has the same two teams playing as a previous game in the season an official who worked the previous will not be available to the new game. When the Allow Repeats box is checked officials will be allowed to officiate two games where the same two teams are playing.

19.Use the drop-down menus to setup any high-school-specific settings.

20.If applicable, fill out the information in the Will-call Tickets section.

21.Click Save once you are finished.

Levels are not listed alphabetically but in the order in which they were entered. Use the up and down arrows to order the levels in a fashion most suitable for you. 

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Adding and Editing Positions

1.     Click the number in the “Positions” column. The number tells how many positions are listed for the level.

2.     Click on the green plus sign .

3.     Select the desired position name for this position from the Name field pull-down menu. Only the position names entered for the current sport will be available. Adding additional position names can only be done from the Sports screen.

4.     The Default check box determines whether or not the current position is automatically added to each game at this level. If the Default field is checked the current position will be added to all new games at the current level (this field does not work retroactively; changing a position to a default position will not add the position to already entered games). If a position is used less than half the time it should probably not be set as a default position. Instead it must be added manually to each game where it is needed. An example of this would be a soccer league that usually assigns one referee and one linesman, but sometimes sends a second linesman. Both the referee and first linesman positions should be set as defaults and the second linesman position should not. The second linesman would be manually added to each game needing three officials.

5.     The Self Assign check box will allow games using this position to be seen by officials when officials use Self Assign. Note: The permission “Self Assign Games” for officials must be set for the self assign position to work. 

6.     Checking the Paid by Bill-To box denotes that the official working this position will be paid by the bill-to (school or league), not the referee association. This option must be checked for contacts to print vouchers for officials or to see SSN's for officials.

7.     Check the Pay Travel box to denote that officials working this position should be paid travel based on the travel method set for this level.

8.     Sequence has to do with auto assigning. Positions at top levels of play should be given a low sequence. The lowest sequence number will be assigned first by the auto assign routine. Duplicate sequence numbers are allowed.

9.     Set the range of officials' rankings that are appropriate for this position. Range can have a low of 100 and a high of 999.

10.Direction also has to do with auto assigning. When the Ascending box is selected, the auto assign routine will begin looking for officials for this position at the low end of the rank range (i.e.100s first, then 200s, etc.). When Descending is selected the auto assign routine will begin looking for officials for this position at the high end of the rank range (i.e. 900s first, then 800s, etc.). The Descending option is primarily used to make sure less experienced officials get first shot at the position.

11.The Points field holds the amount of points an official should receive when completing a contest at this position. It is used by associations who rank officials based on total number of points.

12.The Games/Day field holds the maximum number of games any one official can be assigned to this position per day. Change this number as you see fit.

13.The Games/Week field holds the maximum number of games any one official can be assigned to this position per week. Change this number as you see fit.

14.The Games/Season field holds the maximum number of games any one official can be assigned to this position per season. A season is all the games in the system.Change this number as you see fit.

 

If you make changes to an existing position, the Change Related Slots Record screen will be displayed.

1.     By default the All Slots box will be checked. If you remove the check mark from the All Slots box the Game Date Range fields will now allow you to enter in dates.

2.     Select a date range to which the changes should be applied by clicking the calendar icon.

3.     Check the boxes for any other items that need to be changed for this position.

4.     Once the date range is correct click Update. All games that contain the current position and fall within the selected date range will be updated to reflect your changes.

 

Follow the same method to add all necessary positions for each level. If you plan to ever send more than the usual amount of officials, the additional positions must be inserted here.

 

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Adding an official

1. Sign into an ArbiterSports admin account.

2. Click the main Users tab then the Officials sub tab.

3. Click the in the upper left corner.

4. Enter the official's first and last name and email address. The middle name and suffix are optional. Click Next to proceed.

5. You can enter the official's address and other personal information however all these fields are optional. Click Next to proceed.

6. The official's details and assigning options are also optional.  Click Next to proceed.

7. Click Finish.

 

*If a user belongs to two or more ArbiterSports groups only they can update their personal information.  Don't forget to setup the permissions and ranks.

 

Deleting an official

Before you can delete an official you must first delete their evaluations, payroll records and game schedule.

1. Sign into an ArbiterSports admin account.

2. Click the main Users tab then the Officials sub tab.

3. Click the to the left of the official's name.

 

Create and save a filter

1. Go to ArbiterSports.com and sign in.

2. Click Switch Views > Admin.

3. Click Users > Officials.

4. Click Create.

5. Name the filter, select filtering options and click Save.

To edit a filter click View.

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Locked vs Dynamic filters:

Dynamic filter status means that the filter of officials will automatically update as officials settings match the targeted criteria for the filter itself.  These could also be termed as 'Open' filter.

 

Locked filter status indicates that the filter itself is closed and saved as it is or was when it was intitially saved.  Locked status is required to make the filter accessible and useable in other sections of ArbiterSports [Events page, Games and Assignments page, etc.].

 

You can see the status of the filter to the far right of its name on the Official roster page or you can edit any existing filter and the Locked or Dynamic status will appear in red letters under the filter name.

 

Delete a filter

1. Go to ArbiterSports.com and sign in.

2. Click Switch Views > Admin.

3. Click Users > Officials.

4. Select the filter and click Delete.

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View an individual's schedule

1. Go to ArbiterSports.com and sign in.

2. Click Switch Views > Admin.

3. Click Users > Officials.

4. Click the link in the games column.

If all games have been accepted the games link is green, if there are pending, published or notified games the link is red.

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Quick Access

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Utilities

Rank - add / adjust position ranks

Send Welcome - send welcome email to all users in current filter

Email - create and send custom email to all users in current filer

Custom Fields - add / adjust custom fields

Publish Games - publish all games in current filter

Remove Welcome - removes all from current filter

Mass Update

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Reports

Roster - Select the fields to include (the Social Security Number field is only available here by making a request to ArbiterSports), then click Print Preview.  Please also note that additional fields for inclusion come available if you select the 'Merge Style' box at the bottom of the page.

Schedules - You can create a separate schedule for each official by selecting a date range for games to be included and clicking print. To print all games (not just accepted assignments) the Print All Status box must be checked. If you are printing schedules for officials that don’t have an email address, an accept/decline box next to each game as well as a preferred return-by date can be included by clicking the appropriate fields. If you are only printing for officials without email be sure to filter the officials to only those without email before you print the schedules.

Availability - The availability report will show which officials are available for certain days. This report can be helpful if you will be away from your computer but need to know which officials are available to fill turnbacks. Begin by selecting the position for which you need to know an official’s availability. In most cases it is not necessary to create a separate report for each position. If an official is available for one position they are usually available for the others unless the officials are not ranked for all positions. Next, choose which officials should show on the report. If All is selected, any officials that may not be entirely open will be listed on the report with their conflicts (games that day, blocks that day, etc.). You may also choose whether or not to include inactive officials. Checking the Sort By Name box will list the officials alphabetically; otherwise, the report is sorted by the officials’ ranks. Lastly, choose the dates for which you are seeking officials’ availabilities and click Print Preview. Because each day selected will create at least one page and because officials' availabilities change frequently, we do not recommended that you select a date range including more than 7 days.

Game Counts - The game count report displays the number of games for each official and further breaks the totals down by level. Begin by highlighting the appropriate officials on the left-hand side (or click the Select All button). Select a date range for games to be totaled and then highlight the levels you want to be included in the report. Then click Print Preview.

Turnback - The turnback report shows you how many officials turned back an assignment, showed up late to a game, or didn’t show up at all. Simply choose a date range and export format, then click Print Preview.

Ranking - The Officials Ranking Report will show you how an official is ranked in certain sports at certain positions. You can select up to 5 positions to be shown on the report. If you have the Include All Officials box checked, all of the officials in your group will appear on the report, even if they are not ranked for the positions you’ve selected. Choose the export format and click Print Preview.

Declined Games

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Evaluations

See Evaluations.

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