Information on Submitting ID to confirm a players age

Information on how to issue a Notice of Approach prior to a Transfer  click here…

Useful Links to Contacts  and Resources on The FA and other Websites

Important Registration Info

Information on Player Registration, including submitting ID

Registration Secretary

Danielle Bivens:  danielle@cwyl.uk | 07724 852358

FA Club Portal

All players are registered through the FA Club Portal  click here…

Important Registration Notes

The following points will help you in the Registration Process:

  • Photos are required for ALL players to this league and renewed every 3 years.
  • Minimum squads must be registered 10 days before the season starts.
  • Boys & Girls can play together at all age groups in our League.
  • Incorrectly completed registrations will be returned to you unregistered, for your further attention.

GDPR Privacy Statement

All Player ID is registered through Jotform. For our GDPR privacy statement  click here…

DBS needs to be renewed every 3 years.

If the Club waives the Notice of Approach, then the player can be submitted on to the  FA Club Portal for transfer.

For information on Approaching Players for Transfer,  click here for FA Rule C2

Notice of approaches must go into the Club holding the players registration prior to talking to the player using the new system.

If the Club does not waive the Notice of Approach then the player will have to wait 10 days before you can submit the player on the  FA Club Portal.

Once the Notice of Approach is submitted, the Club requesting the transfer will receive an invoice which must be paid.

Failure to follow the procedure will result in a delay to transfer a player.

click for Step-by-Step Guide to Submitting a Notice of Approach

If a player is cancelled from their previous team then they must wait 7 days before they can register for a new team and this must be completed on the  FA Club Portal.

The Football Association (FA) requires that all children under the age of 16 must be registered by a parent or legal guardian via the online FA system, which links the child’s profile directly to the parent’s Football Association Number (FAN).

Key Rules & Age Requirements

  • Minimum Age: Children must have attained the age of 6 to participate in organized club matches. A child turning 6 during the season can register and play as soon as they hit their birthday.
  • Age Group Determinations: A child’s age group is strictly determined by their age on midnight on August 31st of that playing season.
  • Playing Up vs. Playing Down:
  • Children are permitted to play up one age group maximum (e.g., an Under-9 player can play in an Under-10 league).
  • Children cannot play down an age group unless they have received official medical or mental health dispensations from the FA.
  • No youth player under 15 can play in a match where another player is older or younger by 2 years or more .
  • Multiple Registrations: In grassroots football, youth players can only register for one team per age group within a single league, but they may register for different teams in different leagues, subject to daily playing time limitations.
  • For details of the Age Groups children can play at by school year click on Read more below


Minimum squad sizes are as follows:

  • Under 7 – 3 players
  • Under 8 & 9 – 5 players
  • Under 10 to 13 – 7 players
  • Under 12 to 13 – 9 players
  • Under 14 to 18 – 11 players

Maximum squad sizes are as follows:

  • Under 7 – 9 players
  • Under 8 & 9 – 10 players
  • Under 10 to 13 – 14 players
  • Under 14 to 15 – 16 players
  • Under 16 to 18 – 20 players

Maximum Matchday squad sizes are as follows:

  • Under 7 – 9 players
  • Under 8 & 9 – 10 players
  • Under 10 to 13 – 14 players
  • Under 14 to 15 – 16 players
  • Under 16 to 18 – 16 players


Player ID Uploads

To Upload Player ID to a secure server for our Registration Team to check, please complete the form, which will be sent to you by our Registration Secretary, Danielle Bivens, on request.

All ID uploaded will be securely stored and deleted once it has been checked. If not manually deleted, all uploaded documents are auto-deleted after 30 days.

To assist us in collecting this data we use a specialist piece of software called JOTFORM

Acceptable Proof of Age Documents

Leagues follow a strict hierarchy when auditing player data to combat age fraud:

  • Primary Document: An original or photocopied birth certificate is the preferred standard across grassroots football.
  • Secondary Document: If a birth certificate is unavailable, leagues are explicitly required to accept a photocopy of a passport or any official document issued by a Government Agency stating the child’s date of birth.
  • International Clearance: For any foreign national or child over 10 who has previously registered with a club abroad, providing the player’s passport is mandatory alongside parental identification to gain clearance.

Data Privacy & Compliance IMPORTANT

The League DOES NOT permanently store these sensitive documents.

In accordance with FA data policy and GDPR regulations, once a League Official views the ID Document held in Jotform to confirm the age on the FA Player Portal, the uploaded file or physical copy WILL be securely deleted or returned immediately.

For our GDPR privacy statement  click here…

Information on Jotform

  • We use Jotform, details found at  jotform.com
  • This provider was found after researching various solutions to ensure the Children’s ID was kept secure.
  • Full details of the GDPR compliance can be found here…
  • Our data is securely stored by Jotform in a GDPR data centre in Germany.

Information on League Policy

  • The FA verification process requires Clubs to check a box to say they have seen the ID.
  • The League under the governance of The Football Association (FA) mandates age verification for player registration, under the FA rules and regulations and they mandate that the League verify players ID for the purpose of age verification. They are our governing body.
  • Leagues are strictly required to verify a player’s identity and date of birth to ensure compliance with age-group limits, safeguarding policies, and to prevent ineligible players from competing.
  • We have previously taken the word of the registering club to verify ages are correct. 
  • We would have preferred to keep it in the Club’s hands, but as a few Clubs were incorrectly verifying players ID this did not work as players were playing in the wrong age groups.
  • Players playing in the wrong age group, not only breaches League Rules, but is also a Safeguarding concerns. The League was therefore compelled to find a solution to combat this.
  • We spoke with other Leagues throughout the county as they too collect ID for age verification purposes and arrived at Jotform as the most secure solution.

ID Processing Procedures

  • The ID information submitted to Jotform can be viewed by the League Registration Secretary, League Chairman, and the League IT Officer ONLY. All of these committee members have up-to-date DBS checks.
  • The Clubs submit their registrations through the FA Club Portal.
  • The League then looks at the ID submitted to Jotform to verify the players name and date of birth are correct on the registration submitted to the FA Portal.
  • If they are correct we confirm the Registration and DELETE the player ID submitted to Jotform immediately.
  • If they are not correct we reject the registration and ask the clubs to correct the registration to match the ID. In these cases, the ID is retained until the registration is corrected.
  • If for any reason, the Club withdraws a registration we DELETE the player ID submitted to Jotform immediately.
  • For our full GDPR Privacy Statement click here…


Useful Registration Resources

You may find some of these links useful when Registering Players

This is a shortcut to the FA Club Portal, where your Players are Registered

Click for information of our League’s Child Welfare Policy

Click for our League Rules. See Rule 18 for info on Qualification of Players