Palmetto Region Club Directors I

Palmetto Region Club Directors Information Page

Registration Information

Membership Dates:

Memberships are valid only until October 31 each year. If you have NOT renewed your membership and paid, you are not covered by insurance after that date.

How to register your club members:

Complete On-line Registration of Club Director & Coaches before Oct. 15th each season and remit money to region office.
Get existing players to go on-line & renew their memberships BEFORE TRYOUTS, then either use the electronic signature option or print the waiver & release of liability. All players & parents to complete Medical Release form (club keeps form).
Place registered players on individual teams and list on team roster form.
When you are ready to remit your payment, contact the region and request a submittal report.

Tournament Host Information

If using floor tape on gym floors, read this- no insurance coverage unless you use proper tape.

Insurance Information

How to obtain Insurance Certificates:

1) Go to this website: http://www.amerspec.com/
2) click log in- upper right hand corner: User name is : USAVPM PW: sco234a
3) You will be asked to choose one of the following: a) Request a certificate new certificate or b) Retrieve one created last year.
TO RETRIEVE : just following directions. On the search page, put your club name and it will pull up all requested certificates from last year.
FOR NEW: Following online instructions. If a named insured- you will need facility name and address.

Liability Insurance Information

Medical Coverage Information

Coverage for club owners/ Directors

Medical Claim Form

Incident Report of injury or property damage

Re: Creating reports from your USAV Database and exporting information

FYI: There are several ways to create a report of unpaid members and also get all the information on your members.

EXPORT: Best method to get all the data on your members ( if you know how to use Excel).

1) Log in to your USAV file:

2) Click on Club Mgmt on left side tab

3) Then choose My club on drop down list

4) At top, click on Club Members tab

5) In middle- click on unpaid memberships ( if they are unpaid so far) ( current members provides all of the previous season up until 10/31 each yr)

After 10/31 only paid members will show up under current.

6) mid page, click on the tab to left side that says EXPORT with the MS Excel green X symbol. This will download all the data in the file on each member into excel- where you can sort, filter, etc

2nd Method: just click on the membership tabs ( current, pending, unpaid) in order to view all the members under each tab.

Palmetto Club Direction Information
This page will continue to be updated- check back.

Start up and Registration:

Registration Cost for 2009: $40 per person $20 for background checks. Click here to see who is expiring 2008.
When registering your players or coaches, clubs must remit ONE check for member fees only ( can't be mixed with tournament entry fees). .
Must also remit a report that shows any members you are paying for is actually listed under your club as pending.
NEW clubs or directors need to contact the region to get information and explanation of the USAV database.

October:

Club Directors and/or person who handles the club registration needs to register and pay by Oct. 1. Confirm you can sign on and view your club information connected to your record.
Inform all your members who plan to tryout with your club they need to register with region PRIOR to tryouts.
Members may be added later as they join, but clubs should have the majority of your coaches and players registered before tryouts begin.

November:

Club Directors should get all coaches who you know will coach registered and paid, and back ground checks if needed by Nov. 1.
Once tryouts are completed, directors need to start immediately working on USAV rosters.
Nov 15th the tournament entry Registration will open for region teams. Entries remitted must accompany payments, if spots are to be secured.
Begin planning the training of players/coaches for official certification.

December:

By December 15th, rosters should be completed on the USAV database. Players may be added, or moved as new players join at later dates, but teams should be 95% set. Exceptions can be made, request to region.

March:

By March 15th, teams who plan to seek a USAV national bid at Regionals must have the following completed:

Entry into the national registration system for nationals: www.advancedeventsystems.com
Roster corrected on USAV database with all players, coaches, AND chaperones on the roster. ( note that any players, coaches, or chaperones that may attend must be paid and needed background checks done)
Directors and/or coaches must review all needed entry requirements.
Bring entry form, with check payable to USAV for entry fee, along with any other needed entry requirements to regionals and remit to tournament desk prior to play. Teams who win the division will have registration remitted Monday following regionals to USAV for entries.