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In this section, you will need to select YES or NO to all answers, apart from 4.2 where you will have the option of uploading a copy of your Club Safeguarding policy.

To upload a cop of this policy you need to click on the Red paper icon highlighted.

In the pop-up box that appears, you then need to change the document type to Supporting document instead of Generated by COMET.

You then need to click the Choose button and upload your Clubs Policy by double clicking on it wherever it is saved on your device.

section 5 - club contact information

input your new password

Clubs

Find or create the coaches record

Once logged onto COMET, begin by clicking the Coaches and Staff button to open the dropdown menu.

Once you have clicked on Coaches and Staff, then click on Search coaches from the dropdown menu.

Finding the coach on the System

If the person has never registered for your club before as a coach, then once on the Search coaches page, you will firstly need to remove the Organisation and your Club name from the Organisation and club boxes highlighted.

By leaving these boxes blank it is now allowing you to search the entire COMET database to find them.

However, you can only find people that are new to your club if you have one of their following details:

  1. Their COMET ID number
  2. Their Surname AND date of birth
  3. Their 6 digit number from the previous FAW registration system.

Once you have input one of these into any of the relevant boxes highlighted, just click Search.

Getting to the person's registration page

If you get the above screenshot saying no data found, then you can proceed to create a new record on COMET.

To do this you just need to click the New Coach button highlighted (1).

If the person does have a record that appears in the search results box, simply click on their name to proceed to the person's registration page (2).

Creating a new record to register a new person

If you are creating a new COMET record, you now need to fill in all mandatory fields highlighted in red, which also includes a photo of the coach and their address which can be added in the contacts tab highlighted.

Selecting/updating the photo

To upload a photo, you can click the Choose button to select a photo if it is saved on your PC/Laptop device.

Alternatively, you can click on the person icon to take a photo if with the person if your device has a webcam/camera device.

Once taken or uploaded, you must always crop the photo by using the scissors icon.

This will ensure the photo sits correctly on the registration form and any team sheets the coach may be added to and will avoid any risk of the form being rejected by the FAW when submitted for approval.

Filling in/updating the address

To fill in the address you need to click on the Contacts tab and then input the postcode into the postcode box.

Once you have done this you simply click on the magnifying glass next to the postcode box.

Once you have clicked the magnifying glass, it will bring up a list of all addresses linked to the postcode and you simply click on the correct address.

It will then populate the address box fully and correctly. All mandatory fields should now have been filled in.

Fill in the person's role and click on Save

After filling in the mandatory fields you would then need to go onto the Active registrations tab and select the role of the person in the Registration type box, as well as the Age group of the team they will be helping with in the Age category box.

Then click Save.

This will begin the registration process and the registration request will move to the first stage - ENTERED.

Registering a person with an existing COMET record

If the person has an existing record, you just need to check that the information on their record is up to date and edit anything that may need updating.

Click on the Edit button highlighted in order to update any information as required.

Once you have checked and updated the mandatory fields, you then need to click the New registration button as per the screenshot.

Fill in the person's role and click on Save

After clicking New registration, as with a coach with a completely new record, you would then need to select the role of the person in the Registration type box, as well as the Age group of the team they will be helping within the Age category box.

Then click Save.

This will begin the registration process and the registration request will move to the first stage - ENTERED.

Inputting the Coaches qualifications

Once at stage ENTERED, you now need to ensure all of the coach's qualifications are added and are up to date.

You do this in the Additional info tab in the Titles section.

Click on the paper icon in the Titles section to add new qualifications

Once on the additional info tab, click on the paper icon highlighted in the Titles section to add any additional qualifications.

If the person is registering in a role that doesn't require qualifications and they don't have any qualifications, simply select 'No Qualification' on the person's page when filling in the mandatory fields or within the Titles section.

Input/update the qualification details

If you do need to add any additional qualifications, after clicking on the paper icon in the Titles section you need to select the qualification and also input the dates of the qualification.

Then click Save.

If the qualification has been obtained outside of Wales you will need to upload proof of this qualification by clicking the Choose Button highlighted and then selecting the proof document from your device.

If you are not sure about the exact dates of an FAW qualification, these can be found on the certificate issued to the coach that they can access through their FAW Coach Education account.

The qualifications will now be added to the person's record

This will add the qualification to the coaches records in the Titles section.

The FAW will input all DBS information

All DBS checks are put on to the COMET system by the FAW Safeguarding team so you do not need to worry about this section.

If a check has been completed with your club via the FAW online DBS system, the Safeguarding team will add this automatically onto COMET.

If a paper DBS application has been submitted, then the coach must send their original green DBS certificate into the Safeguarding team once received, in order for the FAW to complete the process and allow the Safeguarding team to upload the information on to COMET.

Only the Club Safeguarding Officer will be able to see an individuals DBS information on COMET, for all other user roles this section will be blank.

Once you have added any relevant qualifications, you then need to return to the Active registrations page in order to submit the request to the FAW for approval.

Submitting the registration request to the FAW

When the registration is at stage ENTERED, it means that you have begun the process and now need to submit the registration request to the FAW.

At this point the person will have received an email containing the form which they can sign digitally to return to you via email.

Please see our user guide or video on how this can be done.

Alternatively they can also print this out to sign and then scan this back via email, or take a photo of the printed and signed form to return to you via mobile or email.

You can also click the Generate registration form button to get a copy of this form if you needed to print or send via email yourself.

To proceed with the registration you then need to click the Documents button highlighted to upload a copy of this signed form onto COMET.

Uploading the signed form

Once you have clicked the Documents button, you should be taken onto a pop-up box where you will need to ensure the document type is set as Registration form, as highlighted.

Then click the Choose button and this will take you onto your Laptop/PC device where you need to go to where the signed form is saved and then double-click on the form to upload it onto COMET.

The form is now uploaded onto COMET

Once you have double-clicked on the document it should immediately appear in the documents box within the Registration form section.

You have now uploaded this document for the FAW to review.

You now need to exit the documents pop-up box by clicking on the white cross in the top right hand corner, and now proceed to submit the request on the Active registrations tab.

Now click on Edit

Edit is the button used to carry out actions on a registration request, so click this to proceed.

Click on SUBMIT

Once you have clicked Edit, you will either be able to Cancel the request by clicking the CANCEL button, or proceed to submit to the FAW by clicking the SUBMIT button.

Confirm the submission in the pop-up box

Once you have clicked SUBMIT, a pop-up box will appear.
To confirm the submission, just click the SUBMIT button within the pop-up box.

The registration has now been submitted to the FAW for approval

At this point you have done everything you need to.

The FAW will review and check any qualifications submitted, as well as the DBS status for the roles that require it.

If the required qualifications are in place, the application will then be moved to the status PENDING for all roles that require a DBS check, in order for the Safeguarding Team to review the DBS status.

If a DBS is in place and for all other roles, the status will then move to CONFIRMED if all requirements are in place.

The coach will immediately receive a confirmation email containing their registration card and a copy of their personal accident insurance cover when this happens.

If the request is rejected for any reason, it will be returned to the club by the FAW by moving the request back to status ENTERED on COMET.

When this happens, those with the Club Manager, Club Manager (Junior) and Administrator of Coaches user role for the club will receive an email notifying them of this rejection, along with a reason for the rejection, e.g. qualification is no longer in date, please renew.

The club would then need to action this on COMET and re-submit in exactly the same way once the person has the relevant qualification.

You don't need to get a new form, you just need to ensure the qualifications are correctly showing.

First Published

12 June 2020

Last Updated

18 June 2020

Part Of

Clubs

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