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2009/2010 IREVA ONLINE REGISTRATION
CLUB DIRECTORS / TEAM REPS
Club Director / Team Rep Checklist
- Club Directors and Team Reps must coordinate among themselves on roles, responsibilities, club & team names, club admin access to the system, etc.
- Verify Members have applied (View Confirmation Print Out)
- Fill out Club Application, Registration Transmittal and Registration List Forms as needed
- Collect money and write a single check made out to IREVA for the total amount due for registrations
- Verify members have background screening.
- Send in money and forms to the Assistant Registrar
- Assistant Registrar will process within 14 calendar days after receipt of complete and correct information.
Note: It is highly recommended that when the Club Director receives the application confirmation from the player that they also request a signed print out of the Code of Conduct for their own records.
- Prior to Tournaments, it is YOUR responsibility to ensure members are:
- Active as members
- Cleared for Background Screening
- Assigned or Associated with your club, assigned to a team and therefore on the teams WEBPOINT roster
- In possession of printed Membership Cards
Club/Team Admins (are the same thing)
- A Club can have multiple Club Admins using the registration system. However, in order for Club Admin to be assigned, the Registrar needs to be notified and they must be an ACTIVE MEMBER - meaning we need the background check completed if needed, waiver signature page, fees, and any other paper work required.
Special Cases The system limits affiliations and admin rights for members. For example, those who are a combination of JO Club Directors and/or adult players and/or Regional Officers must contact the Registrar to address their specific situations.
Hints on use of on-line system by Club Director / Club Reps
[as of 09/10 - subject to revision based on continuing system updates and enhancements]:
- Adding club director / team rep admin rights is a manual process. The club rep should register first, so that the Registrar can create the club, associate the club rep with the club, and access can be set up in the system. Admin rights expire 10/31 each year with membership, so it is advantageous to register before that deadline.
- The club rep can use the system to help manage their club paperwork [review status of application/membership, set up teams, etc.]. See Club Admin Manual below for more info.
- Data entry must be completed by the individual applying and the electronic signature MUST be entered by legal parent/guardian if under age.
- Members who applied as "undecided" must be assigned to a club and team to finalize their membership in a club. A player can not be on a roster and participate in a tournament as "undecided".
- The club rep must set up teams in the system, which will establish team numbers (codes). Previous year team names can be used, or new ones created. Previous year teams names not being used must be flagged as inactive. Team names and numbers in the system are required for tournament entries, and WEBPOINT rosters must be provided at IREVA tournaments. Club director and team rep contact information should be provided and updated on the club main page and team main page as necessary, or important messages may be missed.
- The club rep can export member info for the team or club, so that custom rosters can be created off-line.
- The club rep can do emailing to their club within the system with no limits on the outgoing list; however, some email systems may be set up to screen such messages as spam or junk mail.
- Tryout or one-day registration must be used for participation of non-members in any IREVA-sanctioned activities. Upgrades are now allowed see forms. Contact the appropriate Assistant Registrar with any questions or unusual situations.
- The club rep should contact the appropriate Assistant Registrar for any questions or issues of a non-routine nature, e.g., out-of-region players and teams, foreign players and teams, player / coach situations, etc.
Hints for new clubs and new Club Directors
- Membership - everyone involved in any of our activities MUST be a member for insurance reasons. If a Juniors club, all adults associated with the club must have background checks through USAV. See registration pages on the IREVA website. The preferred method for member registration is on-line via the USAV system [WEBPOINT]. There is a link in the instructions.
- Club Director - the first step is for a Club Director to apply, and then notify the appropriate assistant registrar so that she can set up a club in WEBPOINT and set up access to WEBPOINT for the club director and any designees. Membership is approved by the registrar when she has $$ in hand. Then when the remainder of the members apply, they can select your club to be associated with, and the club director / club admin can send in forms and $$.
- Sanctions - once there is a Club Director with membership and a club, application can be made for a practice sanction, providing insurance coverage for any activities. There is no cost - it is part of the membership benefits. You don't need insurance for a meeting at your house, but anything involving physical activity [tryouts and practices] must be covered and all participants must be members. Most schools require a copy of the insurance certificate with them as "additional named insureds".
- Uniforms - you will need uniforms for tournaments per USAV rules. USAV rules are available on the USAV website, and we have printed copies of the rulebooks to be made available.
- Need more help? Contact the Adults Director, the Juniors Director, the Registrars or other officers [see CONTACT INFO page] as appropriate they will be more than happy to assist.
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