The September Transition Challenge

Every September, youth football resets. Players who were under-10s become under-11s. Squads are reorganised. New players join, existing players leave for school teams or rival academies, and coaches take on new groups. For the academy administrator, September is a period of intense activity where registration errors, missed forms, and affiliation delays can create problems that persist for the entire season.

The scale of the challenge depends on your academy size. A small academy with fifty players might manage the transition in a few evenings of administrative work. An academy with two hundred players across twelve age groups needs a structured process that starts in June and runs through to October. Either way, the principles are the same: plan early, communicate clearly, and use systems that reduce manual data entry.

FA Affiliation and the Whole Game System

Annual Affiliation

Every football club or academy that enters teams into affiliated competitions must be affiliated with their County FA. Affiliation is renewed annually, typically between May and August, and costs vary by county but are usually £40 to £80 per club plus an additional fee per team entered into leagues. Your County FA will send affiliation reminders, but do not rely on these arriving promptly. Set your own calendar reminder for May and begin the process early.

Affiliation requires up-to-date details for your club secretary, welfare officer, and all team managers and coaches. It also requires confirmation that your safeguarding policy is current, that your welfare officer has completed the FA Safeguarding Children workshop, and that all coaches hold valid DBS checks and appropriate coaching qualifications.

Whole Game System Registration

The FA Whole Game System (WGS) is the national database for grassroots football. Every player who participates in affiliated competition must be registered on WGS. This is the step that catches many academies out, because it requires individual registration for every player in every team, with correct date of birth, parent or guardian details, and photographic evidence for match-day verification.

The registration window for most leagues opens in July and closes shortly before the season starts in September. Late registrations are possible but may incur a fee and delay the player's eligibility. The most efficient approach is to collect all registration data during your summer re-enrolment process and submit WGS registrations in a single batch rather than drip-feeding them individually.

Player Transfers and Dual Registration

If a player is transferring from another club, you need to process an FA transfer through WGS. The outgoing club must release the player before you can register them. For younger age groups (under-7 to under-11 in many counties), dual registration may be permitted, allowing a player to be registered with two clubs simultaneously. Check your County FA's specific rules on dual registration, as they vary.

Whole Game System registration is not optional for affiliated football. If a player is not registered and takes the field in a league or cup match, your team risks forfeiting the result and may face a County FA disciplinary charge.

Medical and Consent Forms

What You Must Collect

For every player, you need a current set of forms that cover medical information, emergency contacts, photographic consent, and transport consent. These are not nice-to-haves. They are legal and insurance requirements that protect the child, the parent, and your academy.

The minimum information you should hold for each player includes:

Emergency contact details: At least two contacts with working phone numbers
Medical conditions: Asthma, allergies (especially anaphylaxis), epilepsy, diabetes, and any other condition that could affect participation or require emergency treatment
Medication: Details of any medication the child takes, whether they carry it to sessions (such as an inhaler or EpiPen), and where it is stored during training
GP details: Name and surgery address of the child's registered doctor
Consent for emergency treatment: Written consent for a coach to authorise emergency medical treatment if the parent cannot be reached
Photographic consent: Explicit consent for the use of photographs and video for coaching purposes, social media, and the academy website. Some parents will consent to coaching video but not social media, so provide granular options
Transport consent: Consent for the child to travel to away fixtures in vehicles driven by coaches or other parents

Annual Renewal

Medical and consent forms must be renewed annually. A form signed in September 2024 is not reliably current in September 2025 because contact numbers change, medical conditions develop, and family circumstances evolve. Build form renewal into your September re-enrolment process so that no player can be registered for the new season without a current set of forms.

AMES provides digital forms that parents complete through the parent portal. When a form is due for renewal, the system prompts the parent to review and resubmit. This eliminates the paper-chase of printing, distributing, collecting, and filing physical forms for every player.

Managing the Age Group Transition

Communication Timeline

The transition process should start well before the season ends. Here is a practical timeline:

June: Notify parents of their child's age group for next season. Confirm which coaches will lead each group. Open re-enrolment.
July: Close re-enrolment window. Identify spaces in each group for new players. Begin Whole Game System registration for confirmed players.
August: Send kit requirements for the new age group. Finalise session schedules and venue bookings. Run trial sessions for new joiners.
September: First sessions of the new season. Chase any outstanding forms. Complete WGS registration for late joiners.

Handling Leavers

Not every player will re-enrol. Some will move to school teams, some to rival academies, and some will stop playing football entirely. Identify leavers early so you can plan squad sizes accurately and open spaces for new players. A simple re-enrolment confirmation form with a deadline of mid-July gives you six weeks to fill any gaps before the season starts.

When a player leaves, archive their records rather than deleting them. You may need to process an FA transfer, and their medical information should be retained for a reasonable period in case of any safeguarding concerns that emerge later.

Key Takeaways

Start the September transition process in June with parent communications and re-enrolment
Renew FA affiliation early and ensure all coaches and welfare officers have current qualifications and DBS checks
Register all players on the Whole Game System before the season starts to avoid eligibility issues
Collect medical, emergency contact, photographic consent, and transport consent forms annually
Use digital forms to eliminate paper-chasing and ensure no player starts without a complete record
Archive leaver records rather than deleting them for safeguarding and transfer purposes
Plan squad sizes based on confirmed re-enrolments and open spaces for new players by mid-July