Teams in WP, Tournament Listing, Website & Other Info

Club Directors-

-WEBPOINT: teams for the 2011-12 season are now there (team fee unpaid). Like last year, the team names carry over and the teams (players) themselves do not. You can activate/create/inactivate any new teams that you may wish. You cannot change the team name or rank - only I can do that. That's why I suggest not naming your teams "Club XYZ Team Angie" and then Angie doesn't coach that team next year. I will change them for you if you need it, however, I would prefer not to change 200 team names year after year after year. 

Also, as a reminder, when creating teams - the team code is created by the options you pick. For example, a 15-and-under team, you would pick "J5" (18s->J8, etc.). Team Rank is where that team ranks in comparison to other teams of that same age level within your club. Your best 15s team would be team rank 1. Your second would be 2. PLEASE USE THE NUMBERS ONLY. There are only one or two clubs who go through numbers 1-9; you know who you are, you're fine to move onto ranking A and so on. I realize some of you choose equal teams and don't want to rank them one and two. In this case, you're going to have to. Because if you list one as 1 and the other as A, the A will get moved to 2.

- THE WEBSITE WILL BE GOING THROUGH A TRANSITION THIS WEEKEND, SO PLEASE BE PATIENT. I put that in all caps as there are likely to be delays, broken links, etc., as the site rolls over to a new server. We will be having our new website up and running around Nov. 1, but this weekend it will be moving from the old service provider to the new one, so please expect some craziness this weekend. If you still find things broken next week, please then let me know. 

- TOURNAMENT SCHEDULES: Because of our current (old) website, we are unable to update the tournament schedule found here: http://badgerregionvolleyball.org/Junior/AllJuniorTournaments There is an excel document linked on the main page of the website (4th item down in red) that has all of the currently sanctioned tournaments. This will continue to live here and will be updated as tournaments come in. If our new provider can get the old tournament link working in the interim before the new site comes up, I will be sure to let you know. But for now, that's where the tournament schedule is listed for those planning out tournaments already. 

- USAV MEETING: I will be attending USAV meetings next weekend in Denver. Please let me know if there are any topics you would like me to cover or information you would like me to bring back.

-CAP: I'm told that CAP registration (including groups) will be up and running at any time on the USAV website. I keep pestering them so hopefully I'll have news soon. There will be a group discount if you register four or more of your club's coaches at the same time, so please be sure to do that - there will be no retroactive discounts. 

Request for Certificates of Insurance - Sept. 16

Club Directors-

Please find the Request for Certificate of Insurance information form linked here: http://badgerregionvolleyball.org/BVContent/BVContent/juniorclubdirectorforms. It's a fillable fields Word document, so when it asks if you want to open in view-only, click NO. That way you will be able to type your information, save it and email it back to me, saving me from having to read handwriting, especially faxed handwriting. 

Also, as discussed at the Junior Club Director meeting, because of additional information that will be needed in the event of a claim and new procedures that I as a region office will have to follow, I need additional information from ALL OF YOU. This can be sent with the certificate request form, and needs to be completed before you need coverage of a facility (i.e. tryouts). 

EXTREMELY IMPORTANT and NEW for the 2011-2012 Season:  USAV now REQUIRES that the Region have on file specific information on the use of each facility. Please send an excel spreadsheet or word document showing the site name/address, practice dates and times that these facilities will be used. Without this information on file the site will not be covered. Please title your document "(Name of Club) Facility Information For Insurance".  

An acceptable format would be: site name and address, date or date range (i.e. M-Th 5-10pm) beginning Dec. 1, 2011 - May 1, 2012, specific tournament dates, etc. 

Again, the reasoning for this: if a claim comes to the office (which is new this year), I need to be able to look up your club, see that you had a USAV sanctioned event going on on that date, at that time, and that this claim is a legitimate USAV claim.  

Please also email me this information with the subject of "(Name of Club) Insurance Request & Information". And please allow for 7-10 business days for processing, as I'm still the only one in here and there are a lot of you. 

WIAA Clarification on Questions Raised at JCD Meeting - Sept. 28

CDs-

Please see below for clarifications and answers posed to Marcy from the WIAA at the Junior Club Director meeting. As always, these are WIAA rules and Badger Region will not make policy or answer questions other than restate these guidelines, as the punishment and/or student-athlete ineligibility does not come from us but from the WIAA. If you have further questions, please contact Marcy or Wade at the WIAA, first going to your high school AD. 

Jen

---------- Forwarded message ----------
From: Marcy Thurwachter <mthurwachter@wiaawi.org>
Date: Mon, Sep 26, 2011 at 3:02 PM
Subject: FW: Questions for clarification from Badger Region Volleyball meeting
To: Jennifer Armson-Dyer <jarmsondyerbadger@gmail.com>

Please see answers below in RED.  I’ve added a couple that I received following the meeting.  We’ll work on putting something together, probably what I presented at the meeting (not including the WIAA background info but maybe a link to our website).

From: Jennifer Armson-Dyer <jarmsondyer@badgervolleyball.org>
Date: Fri, 16 Sep 2011 15:31:50 -0500
To: Marcy Thurwachter <mthurwachter@wiaawi.org>
Subject: Questions for clarification from Badger Region Volleyball meeting

Hi Marcy-

Thank you again for coming to our meeting on Sunday, I got a lot of good feedback that it was a positive to have you there! Below are the questions that I wrote down for clarification. Also, if possible, if you guys wanted to put together a one-page document that I could post on our website, kind of a "WIAA Items Badger Region Participants Should Know" type cheat-sheet for common questions/misconceptions, I think that would also be helpful. As always, we'd put that any questions should go to you guys, but if we could have something on our website that addresses certain situations (8th grade contact, team makeup, etc.), I think that would be very helpful. And please let me know if there are any ways that we can help you guys out.
Jen

- Regarding team makeup and not resembling the WIAA school team, can you take players from different levels (Freshman, JV, Varsity) and consider that a mixed team?  Once athletes enter senior high they are all considered to have the potential to be on next year’s team (seniors that have completed their four years of eligibility are the exception).  Simply having various levels from the same school does not meet the requirement.
- Regarding team makeup and not resembling the WIAA school team, can you take players from the same school, but who were cut or didn't play, and consider that a mixed team?  Allowed.
- Can a freshman coach, coach an 8th grade team?  Allowed.
- Can a freshman coach, coach older age levels (17s)?   Not allowed.
- Can a family get a "discount" on club dues if a parent works in the concession stand?  Yes if open to everyone.  Do not refer to as “discount”.  Indicate as a fee structure.  Club fees are XYZ if parent works so many hours.
- Can an outside source such as United Way sponsor an athlete and cover club dues?  Not allowed if only certain individuals are sponsored.  Either all athletes are treated exactly the same or this would not be allowed.
- Can a club offer a sibling discount (a family with two or more athletes) - this discount would be open to anyone who had multiple kids playing with the same club?  OK if there is a set fee structure applied and open to all.  Don’t call it a discount but rather indicate cost for 1 child, 2 children, etc.
- Can an athlete get a discount if their parent is a board member (i.e. the family gets reduced fees in the second year the member serves on the board)? Work exchange for reduced fees allowed
-Can athlete get a discount if their parents work in the concession stand?  Work exchange for reduced fees allowed.  Same as above.

- How does the Starlings program work - USA Volleyball has several of these programs around the country. Wouldn't that be considered sponsorship?  As with any fee structure, if a reduced club fee is available it would need to be available to everyone and everyone would have the same reduction.  So if Starlings has a club fee of $20 it needs to be $20 for everyone, not a variable fee dependent on family incomes.

- Point of consideration with regards to the "rule" that says no more than three players from the same school should be on the court at the same time: with specialization in the sport of volleyball becoming more prominent (libero, defensive specialist, middle hitter), the regular rotation of players could be up to eight instead of six, so look to increase the guideline on this rule to four players from the same school on the floor at the same time.   This might be something to consider since very few, if any volleyball team plays the same six players all the way around.  Makes it extremely difficult to manage substitutions.  Would give consideration to this but should not see more than 3 players at all times in every set.
-  Most middle schools seemed to be listed for 7-8th grade, if they don’t specifically list 6th grade does the restrictions apply to 6th graders?  If no, (as I foresee) doesn’t this only affect the 7th graders since the 8th graders are in that void until they enter high school?  If a member middle school does not have 6th graders they would not be subject to the assembly language.    8th graders are not subject to this as they are not next year’s team until them become 9th graders.
2.    What are the penalties for a team/player that are in violation?  Probation.  Possible removal from the WIAA Tournament Series.
3.    If a school determines that they are NOT going to be involved with the WIAA in the following school year, are there any issues with this restriction?
        They would be penalized if reported while they were still a member.  Language and penalties do not apply to non-members.

I have a coach who served as a statistician for one of the high schools this season.  She sat on the bench and kept stats, and was paid by the match.  Similar to someone working the scorebook, but sat on the bench.  Does she qualify as a coach for that team, or not? Provided the statistician was exactly that and did not coach at all (did not attend practices, offered no coaching during matches) I believe that this individual could coach a club team.  Be aware though, that others may question this and you leave the school team open to possible accusations

Update on Medical Release Forms from USAV - Sept. 23

CDs - please see below regarding the medical forms and procedures. I will provide any relevant updates after the Oct. 7-9 meetings in Denver. For now, no change in procedure is necessary, other than being more cognizant of the protection of these required papers. 

Jen

Updated forms here: http://badgerregionvolleyball.org/BVContent/BVContent/JuniorMemberForms

---------- Forwarded message ----------
From: Margie Mara <Margie.Mara@usav.org>
Date: Thu, Sep 22, 2011 at 6:24 PM
Subject: FW: new medical release forms

Attached are copies of the medical release forms (with Notary and without Notary) that have been revised.  These forms have been saved on the public page on the USAV website and the RVAA resource site.  The forms generated through the Webpoint registration system have also been updated.  Please note that both the original and the revised forms are acceptable for use this season.  We apologize for making this change after September 1.

The change to the forms includes the addition of the verbiage highlighted below.

“This must be completed - legibly - and signed in all areas by both the player and his/her parent or guardian.  I understand and agree that this document will be kept in the possession of authorized adult team personnel and that reasonable care will be used to keep this information confidential.  By signing this form the participant affirms having read and agreed to the terms and conditions listed below.”   

Several clubs in Great Lakes Region were concerned about the liability of the coach and/or club director, should these forms be lost or fall into the wrong hands.  There were questions about HIPPA regulations.  Subsequently USA Volleyball had several conversations with the ESIX folks, and the Great Lakes Region leadership conferred with its lawyer.  Key points are listed below.

• A Region is not a "covered entry" under HIPPA therefore the policies don't really apply to this situation.
•  Coaches should have the medical information available for a significant injury that could impact treatment.  The most important medical information might be if the player is a diabetic, a hemophiliac or has Hepatitis B or severe allergy…
• The coaches must take responsibility for the information and take reasonable precautions regarding its confidentiality.
• There is a much better possibility of being named in a lawsuit for not having significant, needed, medical information than there is violating the HIPPA policies.
• All blood issues must be handled appropriately - HIV kit
• Clubs should decide how to best have the information available - papers? jump drive? mobile device such as iPad?  (It is suggested that scanned documents should be password protected.)

On the advice of our risk managers, USA Volleyball has added a parental consent statement to the Medical Release Forms.  That is the change to the form that is highlighted above.  It is critical that the coach or authorized team rep have access to this form in the event of a medical emergency.  All precautions must be taken to keep the information confidential.  There will be further discussion about this topic at the RVA Assembly meeting October 7-9.

You can find more information on HIPPA regulations from the U.S. Dept. of Health and Human services website atwww.hhs.gov/ocr/privacy/.   In the upper left menu, click on Understanding HIPAA Privacy and then Consumers.

In the meantime, please contact me if you have any questions.  Please note that both the original and the revised forms are acceptable for use this season. 

Listing Tryouts On Webpoint - Sept. 22

Below please find the link to the request form to list your tryouts on Webpoint and also some additional information on this process on the second page of the document.


http://badgerregionvolleyball.org/BVContent/BVContent/juniorclubdirectorforms

Boy's Tryout Dates, Emailing Parents, Impact Instructors - Sept. 12

There has been some confusion with the boy's tryout date. Boys 14 & Under may try out the first weekend with the girls, but the commitment date remains the same for all boys. Below is a chart and rationale:

Girls Programs	Boys Programs
1st Opportunity for tryouts to begin: 11/12/11- Saturday	1st Opportunity for tryouts to begin: 11/19/11- Saturday*
1st Commitment date: 11/17/11- Thursday – 9:00 pm	1st Commitment date: 11/23/11 - Wednesday– 9:00 pm
2nd Commitment date: 11/21/11 – Monday – 6:00 pm	2nd Commitment date: 11/28/11 – Monday – 6:00 pm

*Boys 14-and-under programs may follow the girls’ schedule for tryouts.  However, the commitment date remains the same for all boys programs.

The reason for the flucuation in the Boys 14s teams is that some clubs may look to add boys and the younger age levels to grow the sport but do not want to commit to additional rental fees by having to have tryouts the next weekend, with a relatively small number of boys trying out.  On the flip side, you don't want to penalize boys only clubs by having to do tryouts earlier and incur rental fees for a relatively small number of boys.  The policy agreed upon lets club decide where it is most cost effective or best for their program without giving either one edge, hence keeping the commitment date with that of the boys. 

- Update on emailing parents from Webpoint: With regards to the inquiry yesterday on if it would be possible for USAV to set it up where club directors can email the "parent" email in Webpoint, I talked with Susan and she said short answer is no, because the parent isn't the member and legally you, me or USAV doesn't have the right to send communications to them. In order to do this, there would need to be permissions and other records set up and generally it gets very messy. So unfortunately you will need to continue to download the excel document of the group you want to email and pull parent email from that. 

- If anyone is interested (your or one of your coaches) on becoming an Impact instructor, please let me know. There are certain requirements (CAP) but we would like to increase the pool of cadre within the Region, so please encourage coaches who you know are good teachers to consider this, especially the younger ones. 

Registration and Facebook Information - Sept. 1, 2011

Here's the direct link to the Registration website that you can put on your websites: http://badgerregionvolleyball.org/BVContent/BVContent/Registration2011

I've started a Facebook page for the Region: https://www.facebook.com/pages/Badger-Region-Volleyball/144504375636264

Please pass both along, and please "Like" us so that we can "Like" you back and share the information on our page! 

And also hang tight on the Insurance requests. It may be a little different this year and I want to be sure the information I give out is correct.

About This Blog

This blog was created because club directors are very busy people and sometimes they fall behind on emails. This will be a place that all of the emails that are sent to club directors from the Badger Region office will be also be posted to - so if you need to find something, or catch up, this will (hopefully!) be an easy way to do that.