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CLUB DIRECTORS INFORMATION

WELCOME CLUB DIRECTORS TO THE EXCITING WORLD OF JUNIOR VOLLEYBALL

As the newly elected or "volunteered" Club Director of your Junior Club Program, you may be researching youth sports  management resources to find tips on how to manage a youth sports organization. Or more aptly put...what have you gotten yourself into!  Unless you're retired or independently wealthy, we all have "paying" jobs.  Make no mistake, to be the Club Director of a sports association, of any size, is like having a second job.  You’ll spend many evenings setting up team rosters or reviewing documents for each member, trying to secure venues for practice, entering events or even attending events, to the exclusion of family time. Likewise, you may even have to miss your own children's' sporting events on occasion to tend to Club matters--even if your kids are playing in the same gym! 

Click on the PDF below for a few helpful hints that may make this season a great season for you and everyone involved with your Junior Club Program! The PDF covers such issues as:

> Make sure your family is on board.

> Don’t be afraid to ask questions.

> Don’t forget, your coaches may be volunteers too. 

> You are a Club Director 24/7/365.

Becoming a Club Director of a Junior Club is a rewarding job, particularly for adults who see their roles beyond winning and losing. Youth sports is one of the most important ways adults influence the positive development of youth. 

Thank you for becoming a Delta Region Club Director. We hope this season will be a rewarding experience for you and your members! 

BELOW ARE FORMS AND INFORMATION CLUB DIRECTORS WILL USE THIS SEASON


HOW TO ENTER YOUR TEAMS IN TOURNAMENTS

The 2020 Delta Region Calendar of Events list tournaments scheduled within the region. By clicking on the "Tournament Website" column you will be directed to the tournament site for additional information. For events held outside the Delta Region, go to https://advancedeventsystems.com (AES)-an online site which host events throughout the US. You will find some Delta Region events also use this site. To access the site, the first thing you will want to do is click on “Sign In” located in the right corner. If you have used the site before, login; if not, type in your information and click on “Create” at the bottom of the page.

General Support: If you have issues with the site follow the following steps:

1. When logged into AES, click on the blue “Need Help” tab found at the bottom of the screen. This will open an inline manual that includes support documentation to help customers tackle every day questions.

2. AES customers can reach out to support representatives to receive help by filling out the form found here: https://advancedeventsystems.com/support. Support cases are monitored daily and a representative will contact the individual within 24-48 hours.

ADDITIONAL INFORMATION FOR CLUB DIRECTORS

MEMBERSHIPS: Because the USAV on-line registration system (Webpoint) allows the electronic acceptance of the USAV Waiver & Release of Liability, USAV Participant Code of Conduct, Use Agreement, and Junior Club Personnel Code of Ethics during the electronic  membership registration process, as well as the option for a member to electronically submit the Background Screening Application, it is required that individuals register themselves in the system or submit signed paperwork to the Region (as Region policy may allow).  
 
CLUB CODES: Club Codes are assigned by the Region, unique within each Region, and formatted using five alphanumeric characters.  It is important that the correct Club Code is used throughout the season and within all membership and event registration systems. The team code is listed on the club's main page in Webpoint. If you are uncertain of your Team Code contact the Delta Region office for the information.

TEAM ROSTERS: Before you can enter events, you will need to set up Team Rosters through Webpoint. Directions on how to assign players and staff to the team roster is included in the Club Admin User Manual above. 

TEAM CODES: After you set up your team rosters the system will generate a Team Code for each team. Each digit of the Team Code represents something. For instance: if you set up a team roster of 18s in your club and you have two 18s teams--one of the teams would be ranked #1 in your club and one of the teams would be ranked #2 in your club.

When the system generates a Team Code, the first three digits of the team code tells you the sex and age of the team, for instance FJ8--means they are a team of female juniors age 18. Next comes the five digit Club Code followed by the rank of the team and the region. So, FJ8WAVES1DE= female junior 18s (FJ8)  in club West TN Waves (WAVES), which they are the first 18s team in their club and they are members of the Delta Region (DE). The second 18s team would be FJ8WAVES2DE--notice the only difference is the number 2.

Lets do one more: if a code is FJ6WAVES3DE = female juniors 16s from West TN Waves and they are the number three 16s team in their club, and they are members of the Delta Region. If a Team code begins with CJ6WAVES1DE --this means they are a coed juniors 16s team.

WHY USA VOLLEYBALL IS THE RIGHT CHOICE

When you join the Delta Region, you become a registrant of USA Volleyball (USAV), just like the players who won Olympic Games medals in Rio de Janeiro. Based in Colorado Springs, Colo., USA Volleyball is the National Governing Body (NGB) of the sport, serving the lifetime sport of volleyball at all ages and levels, through its 40 Regions and other affiliated members.

USA VOLLEYBALL DIRECTOR & OFFICERS LIABILITY INSURANCE

USAV Club Directors & Officers Liability Insurance (Not For Profit) Directors and Officers Liability (D&O) insurance is offered on a voluntary basis to all non-profit member clubs meeting the program eligibility requirements. This important coverage is not the same as General Liability as it does not include coverage for bodily injury claims. D&O insurance protects club directors & officers from personal liability associated with their wrongful acts, errors, and omissions in the performance of duties for the Club. Typical D&O claims often allege mismanagement of funds and negligent decisions affecting club members, participants, coaches, officials and others. The policy also provides Employment Practices Liability (EPL) coverage for claims alleging harassment, discrimination or wrongful termination.

CLUBS ARE RESPONSIBLE FOR OFFICIATING AT EVENTS

Each team in the Delta Region is required to have at least two certified referees, one certified scorekeeper, one certified Libero tracker and two certified Line Judges listed on the team roster. Different levels of officiating certification are available through the Delta Region. Please review each certification requirement outlined in the Junior Club Official’s Guidebook  found under the Officials tab.

With the increasing expectation of quality officials for volleyball matches, it is the policy of the Delta Region that certified coaches or certified chaperones of Junior Teams accept the role of primary referee (R1) for their team, when a paid official is not working the set.  Junior Officials may serve as a secondary referee (R2).  We believe that this is the best direction for us to take for the protection of the younger players and the integrity of the game. We expect all Junior Programs to embrace this concept and participate fully as a club.

U.S. CENTER FOR SAFESPORT MINOR ATHLETE ABUSE PREVENTION POLICIES

USA Volleyball is proud to introduce Minor Athlete Abuse Prevention Policies (MAAPP). These policies outline training requirements and limit one-on-one interactions with minor athletes. The policies will be effective June 23. Download MAAPP.

USA Volleyball has adopted the U.S. Center for SafeSport Minor Athlete Abuse Prevention Policies. The U.S. Center for SafeSport (the Center) is committed to building a sport community where participants can work and learn together in an atmosphere free of emotional, physical, and sexual misconduct. Authority: prevention training and policies Federal law authorizes the Center to address the risk of emotional, physical, and sexual abuse of amateur athletes in the U.S. Olympic and Paralympic Movements. See Protecting Young Victims from Sexual Abuse and Safe Sport Authorization Act of 2017. Prevention Training Federal law authorizes the Center to develop training to prevent abuse, including emotional, physical, and sexual abuse, of any amateur athlete.

At a minimum, national governing bodies and paralympic sports organizations must offer and give consistent training related to the prevention of child abuse to: (1) adult members who are in regular contact with amateur athletes who are minors and (2) subject to parental consent, to members who are minors. Prevention Policies Federal law also authorizes the Center to develop policies and procedures for implementation by national governing bodies or paralympic sports organizations to prevent abuse, including emotional, physical, and sexual abuse, of any amateur athlete. As a part of these policies and procedures, national governing bodies and paralympic sports organizations must implement reasonable procedures to limit one-on-one interactions between an amateur athlete who is a minor and an adult (who is not the minor’s legal guardian) at a facility under the jurisdiction of a national governing body or paralympic sports organization without being in an observable and interruptible distance from another adult, except under emergency circumstances. Application and implementation The U.S. Olympic Committee and national governing bodies (collectively, “Covered Organizations/LAOs”) are required to follow these Minor Athlete Abuse Prevention Policies. Covered Organizations/LAOs are responsible for implementing and monitoring compliance with these policies.

A FEW POLICIES LISTED WITHIN MAAPP

The Minor Athlete Abuse Prevention Policies (MAAPP) outline training requirements and limit one-one-one interactions with minor athletes. The policies were effective June 23, 2019. Visit our MAAPP page page to learn more.

Below are a few policies listed in MAAPP . Club Directors are required to read and understand ALL listed policies and educate their memberships and families of the new policies.

A. REQUIRED PREVENTION POLICIES:

Covered Organizations are required to implement the following athlete abuse prevention policies by June 23, 2019:

1. One-on-One Interactions, including meetings and individual training sessions (Covered Organizations/LAOs are required to establish reasonable procedures to limit one-on-one interactions, as set forth in federal law). Outlined below

2. Massages and rubdowns/athletic training modalities. Outlined below

3. Locker rooms and changing areas

4. Social media and electronic communications. Outlined below

5. Local travel. Outlined below

6. Team travel. Outlined below

To satisfy these requirements, USA Volleyball provides these policies. RVAs and USAV member clubs may choose to implement stricter standards.

B. MINOR ATHLETES WHO BECOME ADULT ATHLETES:

With the exception of athletes who are members of the same team, Minor Athletes who reach the age of majority (i.e. 18 years of age) must adhere to the provisions found in the Minor Athlete Abuse Prevention Policies when interacting with minor athletes who are 14 years of age or younger. Minor Athletes who reach the age of majority and then obtain a position of authority that presents a power imbalance, such as becoming a coach or official, must also comply with these prevention policies regardless of the age of the minor athletes with whom they will interact.

REQUIRED POLICIES FOR ONE-ON-ONE INTERACTIONS

Any deviation from this policy requires a Legal Guardian Consent Form. Click Here for the form.

The majority of child sexual abuse is perpetrated in isolated, one-on-one situations. By reducing such interactions between children and adults, programs reduce the risk of child sexual abuse. However, one-on-one time with trusted adults is also healthy and valuable for a child. Policies concerning one-on-one interactions protect children while allowing for these beneficial relationships.

ONE-ON-ONE INTERACTIONS USA Volleyball, RVAs and USAV member clubs will comply with the following one-on-one policy.

A. Mandatory Components

a. Application This policy shall apply to: 1) Adult members at a facility that is either partially or fully under the jurisdiction of a Covered Organization/LAO;

2) Adult members who have regular contact with amateur athletes who are minors;

3) Any adult authorized by a Covered Organization/LAO to have regular contact with or authority over an amateur athlete who is a minor; and

4) Adult staff and board members of a Covered Organization/LAO. (Collectively “Applicable Adult” for the purposes of this policy.)

b. Observable and interruptible

• One-on-one interactions between a minor athlete and an Applicable Adult (who is not the minor’s legal guardian) at a facility partially or fully under the jurisdiction of a Covered Organization/LAO are permitted if they occur at an observable and interruptible distance by another adult.

• One-on-one interactions between minor athletes and an Applicable Adult (who is not the minor’s legal guardian) at a facility partially or fully under the jurisdiction of a Covered Organization/LAO are prohibited, except in the circumstances described in subpart d of this section and under emergency circumstances.

c. Meetings

Meetings between Applicable Adults and minor athletes at a facility partially or fully under the jurisdiction of a Covered Organization/LAO may only occur if another adult is present, except under emergency circumstances. Such meetings must occur where interactions can be easily observed and at an interruptible distance from another adult.

• If a one-on-one meeting takes place in an office at a facility partially or fully under the jurisdiction of a Covered Organization/LAO, the door to the office must remain unlocked and open. If available, it will occur in an office that has windows, with the windows, blinds, and/or curtains remaining open during the meeting.

d. Meetings with mental health care professionals and health care providers If a mental health care professional and/or health care provider meets with minor athletes at a facility partially or fully under the jurisdiction of a Covered Organization/LAO, a closed-door meeting may be permitted to protect patient privacy provided that:

(1) the door remains unlocked;

(2) another adult is present at the facility;

(3) the other adult is advised that a closed-door meeting is occurring; and

(4) written legal guardian consent is obtained in advance by the mental health care professional and/or health care provider, with a copy provided to our organization.

e. Individual training sessions Individual training sessions between Applicable Adults and minor athletes are permitted at a facility partially or fully under the jurisdiction of a Covered Organization/LAO if the training session is observable and interruptible by another adult. It is the responsibility of the Applicable Adult to obtain the written permission of the minor’s legal guardian in advance of the individual training session if the individual training session is not observable and interruptible by another adult. Permission for individual training sessions must be obtained at least every six months. Parents, guardians, and other caretakers must be allowed to observe the training session.

SOCIAL MEDIA & ELECTRONIC COMMUNICATIONS POLICY

Any deviation from this policy requires a Legal Guardian Consent Form. Click Here for the form.

USA Volleyball and Delta Region member clubs will comply with the following social media & electronic communications policy.

A. Mandatory components

a. Application: This policy shall apply to:

1) Adult members who have regular contact with amateur athletes who are minors;

2) Any adult authorized by a Covered Organization/LAO to have regular contact with or authority over an amateur athlete who is a minor; and

3) Adult staff and board members at a Covered Organization/LAOs. (Collectively “Applicable Adult” for the purposes of this policy.)

b. Content All electronic communication originating from Applicable Adults to minor athletes must be professional in nature.

c. Open and transparent

• Absent emergency circumstances, if an Applicable Adult with authority over minor athletes needs to communicate directly with a minor athlete via electronic communications (including social media), another Applicable Adult or the minor athlete’s legal guardian will be copied.

• If a minor athlete communicates to an Applicable Adult (with authority over the minor athlete) privately first, said Applicable Adult should respond to the minor athlete with a copy to another Applicable Adult or the minor athlete’s legal guardian.

• When an Applicable Adult with authority over minor athletes communicates electronically to the entire team, said Applicable Adult will copy another adult.

• Minor athletes may “friend” the organization’s official page.

d. Requests to discontinue Legal guardians may request in writing that their minor athlete not be contacted through any form of electronic communication by the organization or by the Applicable Adults subject to this policy. The Covered Organization/LAO will abide by any such request that their minor athlete not be contacted via electronic communication, absent emergency circumstances.

MASSAGES AND RUBDOWNS/ATHLETIC TRAINING MODALITIES

USA Volleyball and Delta Region member clubs will comply with the following massages and rubdowns/athletic training modalities policy.

A. Mandatory components ~  Application This policy shall apply to:

1) Adult members at a facility that is either partially or fully under the jurisdiction of a Covered Organization/LAO;

2) Adult members who have regular contact with amateur athletes who are minors;

3) Any adult authorized by a Covered Organization/LAO to have regular contact with or authority over an amateur athlete who is a minor; and

4) Adult staff and board members of a Covered Organization/LAO. (Collectively “Applicable Adult” for the purposes of this policy.)

b. Massage or rubdown/athletic training modality: Any massage or rubdown/athletic training modality performed at a facility or a training or competition venue under the jurisdiction of a Covered Organization/LAO must be conducted in an open and interruptible location. Any massage of a minor athlete must be done with at least one other adult present and must never be done with only the minor athlete and the person performing the massage or rubdown/athletic training modality in the room.

LOCAL TRAVEL POLICY

Any deviation from this policy requires a Legal Guardian Consent Form. CLICK HERE for the form.

USA Volleyball and Delta Region member clubs will comply with the following local travel policy.

A. Mandatory Components

1. Covered Organizations/LAOs must include components a and b. Local travel consists of travel to training, practice, and competition that occurs locally and does not include coordinated overnight stay(s).

a. Application: This policy shall apply to:

1) Adult members who have regular contact with amateur athletes who are minors;

2) Any adult authorized by a Covered Organization/LAO to have regular contact with or authority over an amateur athlete who is a minor; and

3) Adult staff and board members at a Covered Organization/LAO. (Collectively “Applicable Adult” for the purposes of this policy.)

b. Transportation: Applicable Adults who are not also acting as a legal guardian, shall not ride in a vehicle alone with an unrelated minor athlete, absent emergency circumstances, and must have at least two minor athletes or another adult at all times, unless otherwise agreed to in writing by the minor athlete’s parent/legal guardian in advance of each local travel.

TEAM TRAVEL POLICY

Any deviation from this policy requires a Legal Guardian Consent Form. CLICK HERE for the form.

USA Volleyball and Delta Region member clubs will comply with the following team travel policy.  

A. Mandatory Components
 1. Covered Organizations must include components a through d. Team travel is travel to a competition or other team activity that the organization plans and supervises. 

a. Application: This policy shall apply to:
1) Adult members who have regular contact with amateur athletes who are minors;
2) Any adult authorized by a Covered Organization to have regular contact with or authority over an amateur athlete who is a minor; and 
3) Adult staff and board members at a Covered Organization
 (Collectively “Applicable Adult” for the purposes of this policy.) 

b. Team/competition travel
When only one Applicable Adult and one minor athlete travel to a competition, the minor athlete must have his/her legal guardian’s written permission in advance and for each competition to travel alone with said Applicable Adult. 

c. Hotel rooms
Applicable Adults shall not share a hotel room or other sleeping arrangement with a minor athlete (unless the Applicable Adult is the legal guardian, sibling, or is otherwise related to the minor athlete). However, a parent/legal guardian may consent to such an
arrangement in advance and in writing. Furthermore, a parent/legal guardian may consent in advance and in writing to the minor athlete sharing a hotel room or other sleeping arrangement with an adult athlete. 

d. Meetings
Meetings shall be conducted consistent with the Covered Organization’s policy for one-on-one interactions (i.e., any such meeting shall be observable and interruptible). 

REGISTRATION REFUNDS MAY BE REQUESTED UNTIL NOVEMBER 30, 2019 BY 5:00 PM CENTRAL TIME

We understand some that attend your tryout may be new to Junior Volleyball and might not be completely sure that this is what they want to do. No worries. If someone decides that Club Volleyball is not for their child, the Delta Region and USA Volleyball will issue a refund of your USA Volleyball membership cost and cancel the membership if he/she decides not to play this season by the deadline date of November 30, 2019 by 5:00 PM Central Time.

Please note: Receiving a refund will cancel the players USA Volleyball Registration including insurance, and will release USA Volleyball and the Delta Region from any claims or liability from the tryout process.

If someone wants to request a refund of the registration cost just CLICK HERE for the form.