Syncing and Managing Officials Between Reftown and USSF

Reftown can now sync license data from USSF. If you have an official on your directory that has been matched to an person on the USSF system, their license data will be updated almost instantly after any change.

For a person to match, a few things must be true:

1. The Last Name they use on USSF must be the same as they use on Reftown.
2. The Email Address they use on USSF must be one of the three entered on Reftown.
3. The Date of Birth on USSF must match the Date of Birth on Reftown.
4. The First Name on USSF must match either the First Name OR Nickname on Reftown.

Some organizations may relax the requirements on how many of these items must match.

Once those match, the records on USSF will be linked to their account in your organization.

To get them to match, you (or the official) can edit their info on Reftown to match USSF. Or, the official can edit their info on USSF to match Reftown.

When the information is edited on Reftown, a match is automatically attempted. When the information is edited on USSF, you will have to force a match attempt from Reftown since Reftown will have no way to know a change has been made.

To see your match status for all officials in your organization..

1. Go to Directories -> Officials
2. Click on Quick Links -> Roster Management -> USSF Data Management (similar to the old page).

You will see something like this:
 

Looking at the 2nd line, you can see:

• 1 person on the list that has not been checked for an ID match.
• 83 people have the things that are needed to do a match, but the information does not match in some way
• 363 people have matching identities but are missing one or more component needed to be assigned games
• 343 people have matching identities and have all necessary items for being assigned.

You can click on the number to see who those people are.
You can click  to force a lookup of the data to see if you can now get a match.

Further, you can see how many officials you have or do not have relative to your Super Org (if you are part of a Super Org). You can also see how many officials currently have assignments but are not fully certified.

Requirements to be Certified:

• Current Referee License
• Current Background Check (not applicable to minors)
• Current Safe Sport (not applicable to minors)

Special note for Washington: Washington does not upload background check or safe sport data to USSF but will not renew an official's referee license without renewing those items. It is assumed that, if a person has a valid Washington Referee license, they also have the other items.

From the officials directory search form, you have options to search for officials base on any part of their license info under "USSF Data".

You can have the license info, in varying degrees of detail, shown on the directory by clicking one of the following buttons in the search form: