Club Director Information

Team Codes are now up for teams with active rosters 1/22/2013

The answers to all your questions concerning setting up teams, rosters, etc are here in the Club Directors Manual Please print a copy and refer to it as necessary.

The tournament entry process is a shopping cart type webpage where you can select and pay for the tournaments you wish each of your teams to enter.

The following must be completed each year whether you are the director of a new or returning club.

Creating a new club or updating an existing club's information.

Whether a team is referred to as “independent” or if a team is a part of a larger club, in the organization of USA Volleyball the "team" still belongs to a club. Even though the club may only have one team, a club must be established for that team. Setting up a club is a very easy process and there are no fees required.

The following information must be sent via email to Registrar@suncountryvb.org

- Club Name (Your club name should include your city name)
- Mailing Address
- City, State, Zip
-Club Director/Administrator Name (Club Director/team representative/coach could be the same person, This person will be responsible for making sure members are registered as well as creating teams and rosters)
- Contact phone number(s)
- Email address (A personal email address is strongly suggested as many company, government and school email servers send correspondence from USAV and Webpoint to junk email folders and become unavailable to the individual)

When the registrar receives this information, it will be manually entered into the USAV Webpoint online registration system and the club will be listed as a club choice when the individuals in the club begin their USAV registration. The registrar will respond to the email when the club information has been recorded on the USA website. After you receive the email confirming that your club has been entered into the online registration system, the club director should go to the registration page, follow the appropriate link and complete the registration process. Upon completion of registration, please email the registrar so online administrative access can be granted to the club director.

Updating club contact information for current clubs

Each year the acting club director must verify their club's contact information, submit any changes, or verify that last year's information is still current. Club director's access to the club information online is not automatic. It must be enabled by the registrar.

New and returning club directors

The first person in your club to register or renew their registration and submit background screening information should be you, the club director. USAV screenings are good for two years and if the screening is due for renewal the system will ask for a re-submission during the application process.

Your coaches should be right behind you in the application process so adequate time for background screenings if needed can be completed before they begin their coaching duties. This includes any coach who participates in pre-season tryouts.

Junior Program Registration for Adults and Players

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New for 2010-2011 (CONTINUING FOR THE 2012-2013 SEASON)

Beginning with the 2010-2011 season, rosters printed from the Webpoint registration system will be required for all teams at all SURVA sanctioned events.

In an effort to streamline the application and payment process, memberships will be paid for by the applicant at the time of application and processed immediately. VISA and Mastercard will be the only valid means of payment for memberships beginning this year. This means if a team needs to add a player at the last minute, you will be able to have that player submit their application and payment and within a matter of minutes, have an immediate legal membership and the player can be added to the team roster and printed for presentation at a tournament.

This new step forward will require communication from you to your prospective members. It is suggested that a computer be made available at organizational meetings so your members may get their memberships processed as soon as possible. The registration section of this website contains information that will assist your prospective members with the application and payment process.

Please do not request login information for your prospective club members. It is expressly forbidden by USAV and SURVA to provide this information to anyone other than the individual to which the information pertains.

One very important aspect of the submitted online membership information is the email address of our members. It is imperative that if at all possible a PERSONAL EMAIL ADDRESS rather than a company or school address be in the online information. The reason this is so important is that many company and school automatically send emails such as those from the Webpoint system or from SURVA to junk mail or SPAM folders and important information that needs to be sent to our membership never gets to the addressee. This is especially important when our members need to retrieve login information in order to access their online records. Also, in order to be able to communicate important information to our members we need an open line of communication.

It is also of utmost importance that your coaches and other adult staff members get their memberships processed even before your players in order for any necessary background screenings to have time to be processed before practices and tournament play begins. As stated before, rosters printed from the Webpoint system will be required at every SURVA sanctioned tournament beginning this year. That being said, adults needing background screening updates or first time applicants need to have their information submitted and paid for at least two weeks before your first tournament to give the screening company time to process the information and clear the name so it can be added to the team roster.

Players can be added to rosters by the club administrator at any time after the membership is processed online. Adult members can be added only when their background screenings have cleared or are already current. Neither the region nor the club receives notification when screenings clear. The only way to know for sure is when the name can be added to the team roster.

The Forms Page has been updated for the 2011-2012 Season.

Club Directors please remember that creating a team or teams within a club is the responsibility of the club, not the registrar. Club Admin Manual

If you are a returning club director, when you login and go to your "teams" tab, you will see teams there that were listed last year and maybe even the year before. My suggestion is to open each team's "main information" tab and make the old team(s) Inactive. This will allow you to add new teams or new team names for the current year.This will aso allow you to give your teams the correct rank within your club when you have more than one team in a particular age group.

Here is the same information as in the above paragraph stated differently.

If your club is not a new club, when you open the list of teams after you access your club, you will see all the teams that have been in your club in the past. The first step you should take is to open each team's page, and make the old team inactive. This will allow you to add a new team name in a particular age group and maintain their level in the club, i.e. 13-1, 13-2 etc. Returning one team clubs must add a new team within the new age group the team will represent.

Club Director's Handbook