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Activating & Forming Clubs
Pre-season Information
General Club Information
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Introduction
• Club Director Meeting for the 2016-17 Season will be on 9/25 at 1PM at
CR Kennedy HS you should attend if possible.
If Unable to attend:
▫ There will be PowerPoints on the website www.iavbreg.org to view needed
information.
▫ Some of the PowerPoints will be required and will have questions to verify
that you viewed them.
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Step One – Complete Club Activation Form
• Complete the online Club Activation form by clicking on the link on the Club
Directors page from the Juniors’ page of our website
https://docs.google.com/forms/d/1VxpJrSM8lnQDasmx7iDbXt2OT5ITEIdqD_9QtZxQqrw/viewform
• If you are forming or combining clubs a unique name approved by the region
must be selected. The club 5 digit code must be assigned by the region office.
• The Information will be posted to the Iowa Region website.
• Clubs will need to have a Current director before they can be added to the
USAV Membership site drop down list.
▫ Current means, 2016-17 Full member, cleared USAV Background Screening,
signed Junior Personnel Code of Conduct and SafeSport training completed.
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When to Activate
• Clubs may be activated or reactivated at any time during the season. To have your
name on the Drop Down Club Selection list activate before having members register
with your club.
• Returning 15-16 clubs need to complete their club activation form by
September 30th or their club will be inactivated and will not have access to their
club member information.
• Any out of region club wishing to become an Iowa club must receive permission
from their Regional Commissioner.
• Club not Activating for the 2016-17 season contact Carol so that we do not have to
keep contacting you.
• Contact Carol Anderson at [email protected] or 515-727-1860
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Club Directors must be Current
• The following requirements for the Club Director must be completed BEFORE
your club can become current for the 2016-17 Season.
1. Current 2016-17 Full member with a fee of $50.
2. Have a Signed Junior Personnel Code of Conduct signed during registration.
3. Background Screening must be current through Oct. 31, 2017. (Cleared)
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Background screening are good for 2 years, if yours it not current it will cost $18.
4. The SafeSport training course is required. (This is a One time course required by
the USOC and USAV.) http://iavbreg.org.previewyoursite.com//safesport.html
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Club Director’s & Administrators Current By
• All Club Directors and Administrators should be through all the
registration and requirements to be current by Oct 28th.
• USAV background screening if needed should be submitted by Oct 15th.
• If you let your membership and requirements lapse you will lose access
to your club members until all is completed.
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Clubs, Mega Club and Affiliated Clubs
1. One-Team Club. These clubs may NOT borrow players from any other
club or team.
2. Multi-Team Club program. Used by school or groups that have several
teams either in the same or different age groups. Advantages
▫ The teams can share a practice facility, coaches, and share players for
tournament teams.
(Note you can only play or coach on 1 team per tournament.)
▫ It allows players within the club to progress to a higher classification as
their skills improve.
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Mega, Affiliated and Mega-Affiliated Clubs
 Note a club cannot affiliate with clubs from other regions.
When clubs band together they may do so in 3 ways.
• Mega Club- needs to fill out 1 club activation form
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Allows players to play on their local school team and on Elite teams.
All teams must have the same 5 digit club code in their team code.
The clubs joining are called “main club” and “sub clubs”.
• Affiliated Clubs-
▫ Club Activation form completed by each Affiliated club with affiliated nomenclature in their name.
▫ Allows teams to “borrow” players for Iowa region non-qualifying events only.
▫ These clubs will be associated with the “main” club with an identifier in their name. Examples “QC” at the
start of their name.
• Mega- Affiliated Clubs – Examples- QC Iowa Rockets and QC Platform Elite
▫ Club Activation form filled out by each Mega club & includes the Affiliated club nomenclature.
Each of these club can borrow players for in region events because of the QC.
▫ Each of these club also have “sub clubs” that have the same 5 digit club code so that they can borrow players from
these sub clubs for Qualifying events.
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Club Area Field on Activation Form
Areas are used to help players looking for clubs
The Metro Areas are:
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Ames Metro
Cedar Rapids/Iowa City Metro
Cedar Falls/Waterloo Metro
Council Bluffs/ SW Iowa Metro
Des Moines Metro
Dubuque Metro
Durant & Muscatine
Quad Cities Metro
Sterling Area
The District Areas are:
• North Central -ex: Clear Lake, Lake Mills.
• North East -ex: Charles City, Fayette, West Union
• North West -ex: Sheldon, Osage, Sioux City
• South Central -ex: Pella, Oskaloosa
• South East - ex: Burlington, Ft Madison
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Team from Last Season inactivated Sept 30th
• All Teams from the 2015-16 club season will be inactivated.
1. This prevents teams from having ineligible age or grade players on the
team.
2. Starting November 2nd the teams can be rebuilt after the Region
Office has verified names and codes.
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DO NOT make new teams without contacting the Region Office.
Old teams from the same age group can be repurposed to save having a
list of inactive teams cluttering you club list.
3. Junior Club Team Reporting Form link. http://www.iavbreg.org/forms_cd.html
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Other Forms the Club Should Submit
• Insurance Request forms to cover Clubs and facilities
▫ The insurance certificates for last year’s clubs and facilities were emailed
out the 1st week of September.
▫ If you need name changes or other facilities insured, fill out the Insurance
Request form. https://docs.google.com/forms/d/1dsz4pJo-QjnilRRnOZG5Yvlv8xvZ0RlqYLjov6XqiVU/viewform
• Tryout Forms https://docs.google.com/forms/d/1MOqYtDRjiUKTjhvD41UJ0xFZT1idb34_YcYK_5tHT00/viewform
▫ Clubs need to fill out a Tryout form so the tryouts are sanctioned for
insurance purposes. If it is Open tryout or closed tryout (invitation only)
indicate on the form.
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Other Forms the Club Could Submit
All needed forms will be found on the Forms page- Club Directors
http://www.iavbreg.org/forms_cd.html
• Tournament Sanction Forms
• Waiver forms for Grade or Gender Teams
▫ Submit this form with player’s names and uniform numbers so they may be
added as players to a Grade team because of age or gender.
• League Only team rosters
▫ Submit this form with league only player’s names and uniform numbers so
they may be added as players to a League team.
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Memberships Fees
Complete List of Membership Fees http://www.iavbreg.org/ESW/Files/Iowa_16-17_Region_Membership_Fees.pdf
Tryouts Options
• $15 Oct/Nov Tryout membership $15- use this from 10/5-11/23/2016 for
5 tryout dates only ($15 applies on upgrade to full membership)
• $10 One Day membership- for a single day of tryouts ($10 applies on upgrade to full membership)
Full Season Options- no refunds if used for tryouts.
• $30 Boys membership Junior Boys 9-18u.
• $50 Full Junior Girls (12-18U) membership –playing on Tournament teams
• $35 Junior Girls (12-18U) League membership- league only with no tournament play.
($35 applies on upgrade to full membership)
• $50 Full membership- Coaches, Club Director, Club Administrators and Team Reps
• $30 Other membership- Parent, Chaperone (25 or older), Officials with teams, Paid officials, Tournament
and Site Directors
• $30 Girls 11U and younger- (must still be 11 or younger on August 31, 2017)
• Free Boys and Girls 8 years old and younger- (must still be 8 or younger on August 31, 2017)
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Junior Age Definitions
Age Chart: http://iavbreg.org.previewyoursite.com/ESW/Files/Juniors-age-definitions_15-16.pdf
• Iowa Age Level team all players must remain the age listed for the division up
through August 31, 2017. (14u=14 years old on Aug 31, 2017)
▫ No waivers will be given to teams competing in events that qualify a team for
National Competition.
▫ (No boys allowed on age level teams.)
• Iowa Grade Level teams may have waivers for players that do not meet the
age requirement so long as they are in the appropriate grade.
• Boys may be waivered on to a girl’s grade level team only for teams
8th grade / 14u & younger teams.
• Male Only – Players who were born on or after September 1, 2001 who
neither have completed nor are in a grade higher than 8th grade during the
current academic year are eligible to play in the 14 & Under division.
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General Individual Registration Information
• All your club participants need to be current before participating in any
activity (tryout, practice, etc.).
• All participants need to register themselves online. Have them bring their
Membership Card or email Registration Confirmation for proof of completion.
Check to see that they selected your club.
▫ This included Players, Club Directors, Team Representatives, Coaches,
Chaperones, Referees, Scorers and Tourney/Site Directors.
• If unable to complete online. Paper forms and fees should be collected by
the club and submitted in one batch with a check for the batch. Submit
collected forms within 24- 48 hours. The region office will have to enter so it
may take a few days for them to appear in your club.
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General Individual Registration Information
• Adult’s working with junior programs cannot do a one day membership the
day of the event since they need to clear the background screening prior to
participating.
▫ (Only exception would be if they can show proof they have a current USAV
background screening, complete a paper copy of the membership form,
completed a paper Junior Club Personnel Code of Ethics and have completed the
SafeSport certification in a past season.
• A current adult member is not eligible to work with a junior programs events
without a current cleared USAV background screening.
▫ Background screening do not start until the fees are paid.
▫ Screenings can take one to two weeks to process.
▫ Background screenings are good for two seasons.
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Club Member Registration Help
• If you don’t find members listed in your club- It helps if you give them the
complete Club Name not the team name.
▫ Check their confirmation to see if they chose your club or undecided.
▫ If they have not renewed yet they may be in the club lapsed list.
▫ If you checked their confirmations and they chose the wrong club contact the
region office.
▫ Registrar, Carol Anderson - [email protected] or call 515-727-1860.
• Medical Release form should be turned into the club.
▫ Required for juniors and recommended for team staff to submit this form.
▫ Have these at all practices and events.
▫ Players may also want to keep a copy in their own gym bag, in case they are
carpooling.
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Electronic Signatures on Registrations
• It is Required that adult members register themselves and that a parent/guardian registers a junior player.
▫ It is required so that the membership waiver acceptance is legally binding.
▫ The individual completing the registration for a junior player is representing that he/she has legal capacity and authority to
act for and on behalf of the minor.
• Coaches and Club Directors registering their players make the registration INVALID. If using a computer Lab:
▫ Have Laptops or computer lab to help parents register at practices.
(You MUST LOG OUT of one membership before starting a new membership.)
▫ Make sure to start each registration from the Iowa Region Website so that memberships do not get intermixed.
• When using the Online Signature the Adult applicant or Parent/Guardian of the junior applicant needs
▫ The last 4 digits of their Social Security # or their Driver’s License or State ID number.
• To activate the Electronic Signatures
▫ registrants need to open and close the links to the membership forms and then click the acceptance boxes to complete the
registration process.
▫ Waiver & Release of Liability, Code of Conduct and Junior Club Personnel Code of Ethics (when required).
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Sanctioned Junior League Members
• League Players may use the League Only, No Tournaments membership fee
($35), staff must use the $50 Full Membership.
• League only players are not eligible to participate in any tournament play.
• Team names need to have ‘League’ or ‘League Only’ added to the end of
their name.
• Players must/will be placed on teams by the Region office. A League Only
Team Waiver Form must be submitted including Names and Uniform
numbers.
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Coach Requirements
1.
IMPACT -Before Being Place on a Roster: (Coaches Only need this course once but a review is helpful.)
▫ All coaches (junior asst. coaches) also need to be
IMPACT Part A certified in year 1 before being placed on a roster for in region events.
▫ All coaches (junior asst. coaches) will need
IMPACT Part B by year 2 or in the first year if they are playing out of region, at Qualifiers or National events.
2.
SafeSport certification is needed for all coaches before interacting with junior athletes. (Coaches Only need
this course once
3.
USA Volleyball Junior Club Personnel Code of Ethics. Once the adult indicates they will be working with a
junior club, officiating or directing at junior events, the form will populate in the electronic acceptance area
for reading and signature.
▫ If an adult member chooses to work with junior programs at a later date they will find a link to their form in
their membership.
4.
A USAV Background Screening is need for an adult (18 years old) when they are associated with a junior
program or working junior events. The Screening must be passed and is good for 2 years. During the
registration process this form will appear if you indicated you are working with junior programing.
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Junior Age Assistant Coach Requirements
1.
IMPACT -Before Being Place on a Roster:
(Coaches Only need this course once but a review is helpful.)
▫ All coaches (junior asst. coaches also) need to be IMPACT Part A certified in year 1 before being placed on a roster for in
region events.
▫ They will need IMPACT Part B by year 2 or in the first year if they are playing out of region, at Qualifiers or National
events.
2.
SafeSport certification is needed for all coaches before interacting with junior athletes.
(Coaches Only need this course once)
3.
Read & Sign USA Volleyball Junior Club Personnel Code of Ethics. Junior age assistant coaches will need to
complete and submit a hard copy of the Personnel Code of Ethics
▫ The form must signed by the junior aged coach as well as their parent/guardian
▫ http://www.iavbreg.org/ESW/Files/Iowa_16-17_JCP_Code_of_Ethics_Form.pdf
▫ Submit to the Region Office 8170 Hickman Road Ste. 5, Clive, IA 50325. or FAX 515-727-1861
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A USAV Background Screening will be needed if/when a Junior Aged Assistant Coach becomes 18 years old.
The junior will be able to go on line and complete the form in their USAV membership area.
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Club Helper/Chaperon Requirements
• All Chaperones must be 25 years of age or older.
• USOC is requiring SafeSport certification for all adults working with junior clubs.
(Only need this course once but a review is helpful.)
• Read & Sign the USA Volleyball Junior Club Personnel Code of Ethics. Once the adult
indicates they will be working with a junior club, officiating or directing at junior events, the
form will populate in the electronic acceptance area for reading and signature.
▫ If an adult member chooses to work with junior programs at a later date they will find a link to
their form in their membership.
• A USAV Background Screening is need for an adult (18 years old) when they are associated
with a junior program or working junior events. The Screening must be passed and is good
for 2 years. During the registration process this form will appear if you indicated you are
working with junior programing.
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Coaches, Junior Coaches & Team Staff Training
• Course Requirements for Club Directors
▫ Risk Management- Required to view the PowerPoint this season.
▫ SafeSport- one time only
• Course Requirements for all Coaches & Junior Assistant Coaches
▫ Risk Management- Review of the PowerPoint is recommended.
▫ IMPACT- one time only
▫ SafeSport- one time only
• Course Requirements for Team Staff
Team Representative, Referee, Scorer, Chaperone, Administrator and Court & Drill Helpers
▫ Risk Management- Review of the PowerPoint is recommended
▫ SafeSport- one time only