1. Southeast Region Greater Jacksonville Pop Warner
Purpose of the team book
Maintain records of the players
Include parental consents and contact information
Head coaches clinic certificates
Include emergency contact information for players
Presentation of team book
Ensure that all forms are dated 2015
Forms should be placed in a three ring binder
Use sheet protectors to separate information
Team books must be present at every:
Team, Association, League and Regional event including games, practices, fund raisers, competitions, etc
Spot checks should be conducted by association and league officials
Team books can be use in an emergency to access:
1. Parent and emergency contact information
2. Insurance information
3. Any allergies that a child has
Team Book Order
League Compliance Officer
Jason Peacock
Updated 2015

2. Team Book Order for Book Check
Page number A=front of the plastic sleeve
Page number B=back of the plastic sleeve
Sleeve 1a. Regional Book Certification
Sleeve 1b. Book Certification Error Form
Sleeve 2. Certified National Roster
Sleeve 3a. Emergency Action Plan
Sleeve 3b. Player Safety Coach
Sleeve 4. First Aid/CPR card(copy)
Sleeve 5a. ID Card
Sleeve 5b. Proof of age (Birth Certificate)
Sleeve 6a. Physical (Dr. Signature)
Sleeve 6b. Physical (Parents Signature)
Sleeve 7. Participant Contract/Parental Consent
Sleeve 8. Scholastic Information
Sleeve 9. Absentee Forms
Sleeve 10. All Certificates
Final Sleeve. Final Skill Progression Sheet/Head Coach Declaration (Cheer Only)
(Football & Cheer participants should be listed in alphabetical order all year)
Participant Order in the Book
ALL participants for football and cheer should be listed in alphabetical order. All Older/Lighter football participants should have a RED tab on their ID Card that say O/L for Older Lighter
National Certified Team Rosters
Certified & signed by League official
 “Do Not Use” roster is not acceptable
Coaches/ Assistant coaches certification
Football Staff
ALL staff (including coach trainees) on the football roster must complete the USA Football Level 1 Coach Certification Course. New coaches take the full USA Football Level 1 Course. Coaches are still required to complete the SE Regional Training. Team Parents are also required to complete the SE Regional Team Parent Training.
Cheer/Dance Staff
ALL staff (including coach trainees and student Demonstrators) on the cheer roster must complete the Youth Cheer & Dance Alliance (YCADA). Coaches are also required to complete the Southeast Region Coaches Clinic.
First Aid and CPR Certification
Include a copy of each card holders certification
Student Demonstrators and Coach Trainees have the same paperwork requirement as all other participants.

3. Regional Book Certification Form
Sleeve #1a
This is to be filled out by the park as a completed checklist before a Pop Warner book check.

4. Sleeve #1b Book Certification Error Form
This form is left blank by the parks and completed by Pop Warner
Pop Warner Book Certification Error Form
Signed by League Compliance Officer
No Exceptions!!!
Sleeve #1b
This form is documented by Pop Warner items that are incorrect during a Pop Warner book check.

5. Sleeve #2 League One Roster This is printed out from League One.
Certified National Roster
Sleeve #2 League One Roster This is printed out from League One.

6. Sleeve #3a This is required to be filled out for every team book
Emergency Action Plan
Sleeve #3a This is required to be filled out for every team book

7. Player Safety Coach Certificate
Sleeve #3b Each park has one trained and certified USA Football Player Safety Coach. The Player Safety Coaches certificated is placed here.

8. CPR Certified Identification Cards
Sleeve #4 There must be a minimum of two adults on each teams roster that are CPR certified. Copies of the CPR certification cards from the certifying company are placed here.

9. Official ID Card
Mail Merge process used to fill this card out Each Park will take participants pictures
Sleeve 5 front, Participant ID card
The color of the ID card should match the color of the division as listed at the top of ID Card (see “card/ink color by division” section)
Current and clear head shot photo attached to card (not older than 2 years (No hats). The picture must be secured to the card.
League stamp should be partially on the card and partially on the picture without covering the child’s face.
Initial weight
Enter weight on “initial weight” line;
This weight must be done in conjunction with the first practice; and
Must be within mandatory cut limits (6 over, 3 under).
DOB
Actual Date of Birth
O/L
It needs to be the O/L stamp in red ink (football only)
Red Tab required to be on the sleeve.
Medical
Y/N (circle one to verify examination of physical form)
Certified Weight and Date
Taken prior to the first regular season game for the League during the Certification days established by the League
Certification weight can ONLY be done by League official
Cheer Certified Date
Date the cheerleader/dancer is certified
Scholastics
Insert actual GPA or circle SE (Scholastic Eligibility) as applicable
Reclassified Date
Not applicable in the Southeast Region
It has to be signed and dated by the League Certification Official
Game Date Certification
Game Date
Date of Game
Weigh Master’s Certification
League or Association Stamp ( Every game every participant)
P - Pass – Certified to participate that day
F – Fail – Failed to certify to participate that day
DNP – Did Not Participate (Absent, Sick, Injured)
Cheer Only – If a cheer participant is at the game but does not participate – stamp the ID Card in the appropriate box and circle DNP
If a cheer participant is absent from the game do NOT stamp the box – simply write ABSENT in the Weight Master’s Certification box.
Sleeve #5a The front of this sleeve must be cut out on the bottom section to allow the card to be stamped without removing the sheet each week. ALL Older Lighters must have a “RED TAB” affixed to the plastic sleeve.
The Association fills out the top two sections with the exception of the ‘Certified Weight & Date’ (for football) and ‘Cheer Certified Insert Date’. The League Official will be responsible for completing these fields when signing the card to certify the participant.
The League adds the ‘certified weight & date’ for football, for Cheer/Dance the League adds the ‘certified date’. The card is then signed by League Official.

10. Between 5a & 5b Waivers/Special information.
All Legal paperwork including:
Examples:
Waivers-(1st)
Name Changes
Guardianship
Adoption papers
Name Changes;
Guardianship paper work;
Court orders; and
Any other relevant documentation.

11. Birth Certificate Original certificate or a certified copy
The stamp verifies comparison with original document to the certified copy.
Stamp in clear area. See arrow examples on PowerPoint. This is verified by a League official. Make sure to check the name of the child & the DOB, not the date filed. A common mistake.
If you have a foreign language birth certificate - you must attach a notarized document translating the vital information into English.
A certified copy of the birth certificate on file bearing the seal of the
issuing office of the state of birth is the best guarantee of reliability
of claimed date of birth and is form of proof most recommended.
Passports are also reliable. Military ID cards are acceptable. Certified
wallet-size certificates issued by a state or commonwealth are
acceptable. Any other alleged “proof of birth date,” including photo
copies of “originals,” are to be accepted only upon the willingness of
the team administration to have its schedule forfeited should fraudulent
application later be determined. PWLS does not mandate retaining
the originals but verifying them.
League
Stamp in clear area
Sleeve #5b
The League Official should stamp in a clear area on the copy which verifies they have compared the original certified document to the copy.
If the birth certificate is in a foreign language, a notarized document translating the vital information into English should be attached.
Tip: When comparing the birth certificate to the ID card and the roster, make sure to check the spelling of the child's name and verify the date of birth was used instead of the date filed as this is a common mistake.

12. If Needed place in Sleeve #5b Foreign Language Birth Certificate Sample Translation Form
If the birth certificate is in a foreign language, a notarized document translating the vital information into English should be attached.

13. Pop Warner Physical Form
All this area needs to be filled out also
Dated Jan 1st 2015 or after
Page 2 front Physical Form
Section II of Medical History (This section must be shown)
Verify the doctors signature in current year on the form from the current year. Stamp by Doctor’s signature. See arrow above. This is verified by a League official.
Only the following can sign a physical- MD’s, DO’s ,PA’s, ARNP’s, CNS’s DC’s(Chiropractor) – RN, Medical Assistants, LPN, CAN, Athletic Trainers, certified/ registered Chiropractor Assistants ARE NOT allowed to sign this form and it will get rejected.
Required Medical follow-up must be accomplished as specified and/or prior to certification.
League
Stamp Here
Doctor Signature
Sleeve #6a
No Whiteout Allowed on the Form.
The League Official should verify the following: the participants name, the physical section is filled out, the Dr. has signed or stamped the form, the Date of Signature is in the current year, the medical profession is on the list of approved degrees (see attached list) and if the Dr. has indicated that follow up is required that there is documentation this has been done. **NOTE: the following professions are not permitted to perform physicals - RN, Medical Assistants (MA), LPN, CAN, Athletic Trainers, Certified or Registered Chiropractor Assistants, Acupuncturists.

14. Medical Insurance filled or initialed if N/A
Pop Warner Physical Back of Form
Medical Insurance filled or initialed if N/A
Sleeve #2 Back- Pop Warner Physical Form- 1st Page
Must be current Physical Fitness & Medical History Form;
Will be found behind page 2 of the physical form in the Team book;
Completed by the parent/legal guardian.
No Whiteout
Parents Signature
Sleeve #6b
The League Official should verify that the parent or legal guardian has signed and dated the form as well as fully completing the medical history information.

15. Parent listed on the birth certificate required to sign this form.
Participant/Parental Consent Form
Parent listed on the birth certificate required to sign this form.
If no parent is available guardianship must be proved for the adult signing this form.
Front of form is 7a
Back of form is 7b
Sleeve 3 Front Page 2 back Participant Contract and Parental Consent
Parent’s or legal guardian’s signature and date is required. This is verified by a league official.
The participants name needs to be filled out. Also the participant needs to sign.
League Stamp Here
Sleeve #7 a & b
The League Official is verifying the following on this form:
The person signing the form is the parent or legal guardian and the form is dated
The participants name is on the form
The participant has signed the form (regardless of how young)

16. Scholastic Information GPA Spreadsheet
Report card is 8b
GPA form is 8a
 Sleeve 4 Front Scholastic information
Participant must submit report card
Final Report Card from previous school year; OR
Tiny Mite form (SE Region form).
Order-
1. GPA calculation sheet
2. course work sheet
3. report card
Sleeve #8a GPA Spreadsheet Sleeve #8b All 4 quarters filled out report card
The names on the GPA Spreadsheet and the report card must match. The report card must include all 4 – 9 week periods or semesters from the previous year.
This sheet can ONLY BE STAMPED by the League Scholastic Coordinator. See above for correct format of stamp.

17. Repeat for each participant
Sleeve 5a. ID Card
Sleeve 5b. Proof of age (Birth Certificate)
Sleeve 6a. Physical (Dr. Signature)
Sleeve 6b. Physical (Parents Signature)
Sleeve 7. Participant Contract/Parental Consent
Sleeve 8. Scholastic Information
Once completed for each participant
continue to the next step

18. Absentee Form
Sleeve #9 if a person is absent they are required to have one of these forms for each absence.

19. All Certificates
Sleeve #10 Any and all coaches certificates for all coaches are required to be in the book.

20. Skill Progression Sheet/Head Coach Declaration (Cheer Only)
Final Sleeve

21. If you have any questions please contact
Greater Jax League Compliance Officer
Jason Peacock