Attention!

Please read the section on COVID-19 in coaches corner. A great deal of it pertains to Enrollment at this time and things have changed!

Registration and Enrollment

It is important that clubs keep their enrollments up to date. Unregistered athletes or volunteers may void insurance if there is an accident. An athlete must be registered to take part in any qualifying tournament, and volunteers must be registered to receive credit for their Years of Service.

Special Olympics Membership Portal

As of the Spring of 2018 Special Olympics Canada has replaced the old ( ActiveSOC ) database with the Special Olympics Membership Portal. This portal is designed to allow all registered athletes and volunteers to maintain their own profiles directly, and to apply to enroll in programs through an online interface. As of June 2019 the portal is the only available path to create a new registration or enrollment.

ALL SOO IDs were changed during the transfer from the old database to this new database.

Please note there are a lot of ways you can get confused by this portal, if you are experiencing problems please contact our Community Data Admin, [an error occurred while processing this directive], ([an error occurred while processing this directive]), for assistence.

With this change there are some changes in terminology:

Registration with Special Olympics

Initial Registration with Special Olympics Ontario (SOO), which result in a new Contact ID (SOO number) being assigned. This only happens once.

Registration with the portal now occers at the same time.

Registration with the Portal

A member who is already registered with SOO, but not the portal will need to go through a separate registration. To do this you will enter your First Name, Last Name, date of birth, and email address as it is stored in the database. Register with the portal.

Enrollment

Enrollment refers to joining a club as an athlete or as a volunteer. Note that all new enrollments are then subject to the approval before being finallized.

In the past when an individual was enrolled in a club they stayed a member of that club until removed. As of August 31, 2019 this is longer be true. On that date all current sessions expired. Going forward for each season a new session will have to be created and enrollments submitted for all athletes and volunters. Your community data admin is able to help with this by creating the new session and adding each clubs Head Coach and Manager.

Participant

This is what the portal calls an Athlete.

Enrollment Approval

As noted above, new enrollments must be approved before they become final. There are currently four levels of approval. Note that things may change as this new platform developes.

Chapter ( Provincial )

If this is the first enrollment after an athlete or volunteer registers with SOO the enrollment will need provincial approval in order to prevent duplicate records for one person. In the case of new volunteers there are additional requirements to be fulfilled.

Regional

May be required if an athlete is joining a club outside of their home community.

Community

If the enrollment is for somebody who has never been associated with a club approval must be done by the community Data Admin.

Club

In October 2019 it became possible for a club's Head Coach or Manager to approve enrollments for former members.

Important Note: At this time your data admin has no way of knowing if an enrollment CAN be approved at the club level. For enrollments that a club cannot approve your data admin needs to hear from the club that the enrollment SHOULD be approved.