Palmetto Region Club Directors I

Email us concerning the website with any problems or suggestions

Palmetto Region Club Directors Information Page

Membership Dates including deadline on rosters to be remitted

How to register your members

12U Teams Special Rules

Requesting Players and/or Teams to play Down an age group (waivered)

Creating reports from your USAV Database and exporting information

Player movement between clubs and recruiting violations

Club Director To-Do List from Start up through Season

Palmetto Region Handbook

Rules on Players participation in Multiple Club Tryouts

Business Etiquette concerning the promotion of clubs

South Carolina High School League- FAQ concerning Rules Violations

How to create/determine your 11 digit team codes

Rules in relation to clinics, private lessions, or training sessions from August until October- violation of club team offers

Insurance Information and Ins. Certificates

Blank Pool Excel Tournament File v4.2

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Registration Information

Membership Dates:

Memberships are valid only until end of August 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. Coaches may be added after this date.
Get existing players to go on-line & renew their memberships BEFORE TRYOUTS. All players & parents to complete Medical Release form (club keeps form).
Place registered players on individual teams and list on team roster form prior to Dec. 15th (unless region approval for later date). Fines can be imposed if after this date of $100 a team. COACHES MUST BRING 2 COPIES OF USAV ROSTER TO TOURNAMENTS.

In-correct rosters at regional tournaments will result in a $25 fine on 1st offense and $100 fine and sanction on 2nd offense, 3rd offense will result in team being sanctioned from play the remainder of the season.
When you are ready to remit your payment, contact the region and request a submittal report. New for 2009-2010 is credit card payment to provide immediate membership. Membership fees and tournament fees must be remitted on separate checks.

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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:

IF needed, click here for step by step tutorial http://www.amerspec.com/tutorial/asrm.htm

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.

IF you need ADDITIONAL INSURED or need to create a new certificate- click on REQUEST Certificate

If you have had it in the past, it should be under Retrieve Certificate.

Liability Insurance Information

Medical Coverage Information

Coverage for club owners/ Directors

Medical Claim Form

Incident Report of injury or property damage

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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.

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PLAYER MOVEMENT -RECRUITING VIOLATIONS:

The subject arose with questions of a player moving from one club to another AFTER season.

The response from USAV is that a player may move, if it is not a National Qualifier or Nationals. Therefor a player may move to participate in AAU or a regular tournament.

This re-opens the door concerning recruiting violations.

The current region rule requires any player and/or parent ( also prohibits coaches contacting a player) who has interest in moving from one club to another, the contact must go through the club directors only.

For example- no coach, nor can the player/parent discuss movement during the entire season. ( Season= from time of signed paid commitment for one club until July 30th each yr). Discussions/request must be made through the club directors only, by contacting the current club director to notify them of interest in moving. This club director will contact the other club director. Failure to do above would be a recruiting violation. Once the members club director provides written emailed release (copy Region) to requested new club- then a coach or director may talk to that player-parents.

1st offense - $150 fine and club placed on probation.

2nd offense (within 2 yr period of 1st violation) would be $250 fine and coach who makes the violation is sanctioned from coaching for 1 season.

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Business Etiquette concerning the promotion of clubs

It is the requirement of all clubs to use proper business etiquette when promoting their clubs for the purpose of acquiring membership for the upcoming season. In short, you should advertise FACTS of what you offer and provide potential members. Never should you reference another club(s) in a negative context. This will include all types of communication (written material, verbal communications, websites, emails, etc). Promotion of clubs may begin after USAV season ( July 30th) and go up to the signing of a member with any specific club (normally late November or early Dec.) Once a player has signed a contract with a specific club, NO contact or communication may take place without the prior approval of the members club director.

1st offense - $150 fine and club placed on probation.

2nd offense (within 2 yr period of 1st violation) would be $250 fine and coach who makes the violation is sanctioned from coaching for 1 season.

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

Start up and Registration:

Registration Cost : $50 per person $20 for background checks.
Members may begin registering with clubs after Sept 1. NOTE: notify members, if trying out for multiple clubs- choose "undecided" as club.
When registering your players or coaches, clubs must remit ONE check or pay by credit card 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.
TRYOUTS: Clubs may charge a reasonable tryout fee, should be under $50- inform each what this amount is. Players must sign up with Region/USAV via our region site, but clubs will pay the $40 USAV fee to region after you decide on players and teams, and have commitments, by Dec. 15th deadline.
Multiple Club Tryout members: we are requiring players to choose "UNDECIDED" as their club initially, once they decide on a club, they will go back into their USAV record and change this (not the region office). Therefore, you will be unable to see their information until they decide on a club and PLAYER will change their club designation in USAV record.

August-Sept:

Clubs should have their website / publications ready with updated info for coming season.

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 have 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. REQUIRED to be on hand at each tournament.
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. Failure to have rosters complete can result in a $100 fine per team.

FEBRUARY

Toward the end of Feb. Region will send out regional tournament tickets for purchase. These will be ordered via electronic excel file and hotel information will be required to provide with each ticket purchase.

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.

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Palmetto Region Handbook

Palmetto Region Operating Manual

MULTIPLE TRYOUTS : IF you are UNDECIDED of the club you plan to join and plan to attend multiple clubs for tryouts, on the registration make sure you choose UNDECIDED in the club field, you can go back in your record once you decide the club and change from undecided to the club name you chose. It is YOUR responsibility to go back into your record and change your club once you decide. If you plan to tryout with multiple clubs- you are required to notify each club director or face sanctions of tournament participation once the season starts. CLICK HERE for complete details on multiple tryouts.

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South Carolina High School League Rules- FAQ

NEW ruling FOR 2011

School facilities may not be used after school hours during closed season by students of a

school except if they are members of an outside team clearly sponsored by an outside

agency. Coaching outside teams during a closed season is permissible provided the 75%

rule is not violated. (Refer to A-29 for details on the 75% rule.)

1. What is the “3 person” rule and what exactly does it apply to? Is this related to the 75% rule?

This rule is no longer a '3 person' rule...please reference page B-6, e. for new rule. This rule is not related to the 75% rule.

2. When hosting a club tournament and we desire to use a school facility, what exactly is the rule about the coach for that school? If the coach is a non participating coach (they only are there due to the requirement of the facility and doesn’t coach) can they be in the facility? If they can’t, does this apply to any coach related to that school?

If they are the coach to that facility being used, they are only allowed to unlock and lock the doors. They cannot be in the facility during the tournament for any reason. You can however find another person from that school to supervise if there has to be someone there during the day for school purposes.

3. Explain the 75% rule? We think it applies only to returning varsity players (not JV and not seniors). Also, does this rule mean only 4 varsity players can play on ONE team from the same school? Does this also mean that there is no limit to non varsity players?

There can be as many players from the same high school team on a club team as long as that high school coach or any coach in their feeder program is not their coach. If the high school coach (including JV or anyone who has EVER volunteered for that school) is coaching a club team ONLY 4 returning varsity players are allowed to play for that team. Seniors who are out of eligibility are not included in this rule.

5. Can a team from JV or MS play together, as long as they don’t practice in any related facility to their school? Ex: A 10 person MS team stays together during club team, train and play tournaments? Does it matter who coaches them? Can you only use a non related school coach or does it matter?

Yes, MS & JV can play together on an outside team. The MS, JV or high school coach could coach them as long as they abide by the 75% rule and no school facilities or equipment is used.

6. Explain the tryout rule and how this relates to school coaches. What are the restrictions related to the coach and the school facility, if one is used? Does this apply to varsity age players?

High School coaches (JV or volunteer) need to just STAY OUT! If there are more than 4 returning varsity players in the gym at one time during try-outs then they are violating the rule and returning players would lose their eligibility for one year. Anytime a coach is present with more than four returning varsity players and skills are being taught/used....there is a BIG problem.

7. Concerning multi court facilities; is it legal if a school coach stays on their court and does NOT intermix with any other practice where there players are practicing?

This is the same as the 75% rule and #6. If there are more than 4 returning varsity players under one roof then the coach cannot be in that gym.

7a: 2010 [ has this changed or been modified (above).. seems very restrictive now with large facilities?] Nothing has changed concerning # 7.

8. What is involved in having these rules revised? What is the process and who decides?

A member school of the SCHSL must submit a proposal by January 1^st. In March it is voted on by the Legislature Assembly. All schools have 1 vote on each proposal. This vote can be voted on by Principal or AD but only 1 person from each school votes. These changes affect all member schools for all sports!

9. What about using schools equipment? In another facility?

All coaches (V, JV, MS) CANNOT use their own equipment (balls, net, etc.) within the closed season. you can use school facilities and equipment if outside person coaching. this is the only way students from that school can be in there practicing...

10. What defines a volunteer coach?

Any outside coach that does a clinic, teaches skills, or works with a school team in any capacity becomes a volunteer coach- even if for only 10 minutes.

If clinic is held outside of VB season, clinician would not be considered a volunteer coach. this rule would apply whether there was one team or multiple teams.

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Team Code Description

FJ8XXXXX1PM

1st Alpha code: F = Female

2nd Alpha Code: J = Juniors

3rd numerical code: 8 = Age Division (2=12, 3=13,4=14,5=15, 6=16, 7=17, 8=18)

next 5 alpha code: XXXXX = 5 Letter Club Code- contact region for this or click here

9th numerical code: 1 = Team Rank in Your Club within a specific age division (1=1st team in 14s, 2=2nd team in 14s, etc)

10-11th Alpha Code: PM = Palmetto Region

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Rules in relation to clinics, private lessions, or training sessions from August until October- violation of club team offers

The Palmetto VB Association WILL allow clubs or USAV coaches to hold clinics or private instruction, for the purpose of promoting the sport, and/or enhancing the skill level of players and/or groups during school season, from August through October. If during these clinics or lessons, a club representative discusses club team placement, makes an offer to play on a club team, or in any communication indicates the clinics or instructions are in any way connected to tryouts, the club will be fined for the first offense in the amount of $500 and a (1) year suspension to the coach involved.

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Requesting Players and/or Teams to play Down an age group (waivered)

PLAYER
You may request a player(s) to play down in a lower team age bracket, but it is approved on a case by case basis. Eg: If you have a 16s team and have a weak 17 yr old, this player can be "waivered" to play down on the 16s team. We take the club directors word that this player(s) is weak (should be in the lower 1/2 of the team skill/age level). Players must be moved to the team roster by the region, we need the players name, the players uniform #, and the team name you want her moved to.

TEAM
Team may request to move to a lower age bracket for competition in tournaments, when they are in the lower 10% of a age division based on the current region ranking file. For example, if there are 50 teams in 16s, the lowest 5 may request to move down to the 15s age division, provided there is room in future tournaments. You must contact the region for approval and tournament change.

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12U Teams Special Rules - implemented for the purpose to promote the success of volleyball players within this age group or younger

For all 12U teams:

* When playing inside a 12U pool, a "lite" ball will be used, unless both coaches agree to use a regular ball.

* Allow players to step in 3', if needed, on serve.

* Keeping scorebooks will be optional, but required is an adult to flip score chart.