1. Contact the family and help them determine what document(s) they need to give you. The family needs to go to this link (or you can do it for them): http://www.ussoccer.com/about/federation-services/intl-clearance. It will tell them what document(s)/form(s) they need, and it includes a chart that has links to those documents and forms.
2. When you receive the document(s) or form(s) from the family, send them to me in a pdf file. I will send them to the State to contact the federation. The State doesn't want these documents sent directly to them by team managers because it would be too unruly and confusing. The state knows the club registrar (me).