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2011/2012 IREVA ONLINE REGISTRATION –
CLUB DIRECTORS / TEAM REPS
Club Director / Team Rep Checklist
- New this season: All Club Directors, Team Reps, Club Admins, and TDs (Juniors and Adults) must attend a Mandatory Annual Administrative Meeting in order to qualify for access to their club or team registration information or the tournament approval process.
- Club Directors and Team Reps must coordinate among themselves with regard to who is responsible for which teams and the corresponding assignment of club admin access to the registration system, etc.
- Verify prospective members have applied (view Confirmation print-out or check in WEBPOINT).
- Fill out and submit three [3] forms to the Assistant Registrar:
- Club Application form [club team names, contact info],
- Transmittal form [$ computation], and
- Registration List Forms [members list].
- Collect money and write a single check made out to IREVA for the total amount due for registrations
- Verify members have [or have applied for] background screening as necessary.
- Send a check 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.
- Junior Club Directors must have Medical Releases on hand at all times.
- Prior to Tournaments, it is YOUR responsibility to ensure members are:
- Current members in your club
- Cleared for Background Screening and IMPACT-certification as required
- Assigned (or Associated) with your club
- assigned to a team and therefore on the team’s WEBPOINT roster
- if associated with your club, contact the Registrar for placement on a WEBPOINT roster
- In possession of their printed Membership Card
Club Admins
- A Club can have multiple Club Admins using the registration system.
- However, in order for any Club Admin to be assigned, the Assistant Registrar needs to be notified and they must be an ACTIVE MEMBER - meaning all requirements for their role current/completed (i.e., background screening- if needed, waiver signature page, fees, and any other paper work required)
Special Cases – The registration system limits a certain number of affiliations and admin rights for members. Those who are any combination of Junior Club Directors and/or adult players and/or Regional Officers must contact the Registrar to address their specific situations and needs within WEBPOINT.
Hints on use of on-line system by Club Director / Team Reps
[as of 2011-2012 subject to revision based on continuing system updates and enhancements]:
- Adding club director / team rep / club admin rights is a manual process. The club director [or designated club admin] should register first, so that the Registrar can create the club if necessary, associate the club director / club admin with the club, and access can be set up in the system. Club Admin rights expire 10/31 each year with membership, so it is advantageous to register before that deadline.
- The club director / team rep can use the system to help manage their club paperwork [review status of application / membership, set up teams, etc.]. See CLUB ADMIN MANUAL 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 by the Club Director / Team Rep thru submission of a Club Application to the Assistant Registrar and to a team by a club admin to finalize their membership in a club. A player cannot be on an official roster and participate in a tournament as "undecided".
- A club admin must set up teams in the system, which will establish team numbers (codes).
- Previous year approved team names can be used, or newly approved ones created.
- Previous year team 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.
- Tournament results are tracked and reported using team codes and names approved in WEBPOINT.
- 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.
- A club admin can move players between teams, and can export member info for the team or club, so that contact info lists can be created off-line.
- A club admin can email 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.
- One event registrations must be used for participation of non-members in any IREVA-sanctioned activities.
- This is not allowed for Adults affiliated with a junior club or activity who can not provide proof of a current USAV background screening.
- Upgrades are not allowed on site at any event.
- A club admin should contact the 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 or Team Reps:
- Membership - everyone involved in any of our activities MUST be a member for insurance reasons.
- If a Junior 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 for a Club Director is to apply, and submit the appropriate fees to the Assistant Registrar. Once a club in WEBPOINT is established, set up for admin access to WEBPOINT is activated for the club director and any registered designees. Membership is approved by the Registrar once $$ is in hand and appropriate information is checked off on-line. As the remainders of members apply, they can select the club so that once the club director / team rep submits the necessary paperwork and fees, the Assistant Registrar can get on –line to process the appropriate registrations already showing in the system.
- Required Event Sanctioning - once there is a Club Director with membership and a club, applications can be made for practice sanctions, providing insurance coverage for any activities. There is no additional cost - it is part of the membership benefits. Any gathering involving physical activity [tryouts, practices, fundraisers, etc] must be covered and all participants must be members. Most schools require a copy of the insurance certificate with them as "additional named insured".
- Uniforms - you will need uniforms for sanctioned tournaments per USAV rules. USAV rules are available on the USAV website and we have printed copies of the rulebooks to be made available at officiating clinics.
- Need more help? – Contact the Adults Director, the Juniors Director, the Registrar or other BODs [see CONTACT INFO page on IREVA website] as appropriate – they will be more than happy to assist.
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SITE DESIGN BY VIGCRAFT ARTS; COPYRIGHT © 2006 VIGCRAFT ARTS, INC.
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