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Club Director

START HERE - FIRST STEPS

The new system will not be officially active until September 1st, but there are some simple on-boarding steps to complete prior to that date. Clubs will begin receiving communications in late May to begin the setup process and transition to the new system. The communications will ask you to "claim" your SportsEngine HQ, which will allow you to get into the system.

Clubs do not need to purchase the Premium SportsEngine HQ. All clubs receive access to the free HQ version and that will be enough to manage your club. The premium version does have more features, but is not required to be purchased.

If you have not received this communication

  •  It's possible you’ve already claimed your free SportsEngine HQ. Please try logging here
  • Search for your organization and claim it here.
  • Contact your region who will troubleshoot with SportsEngine and USA Volleyball to ensure your SportsEngine HQ is properly set up for the 20-21 season
  • NEW 2020-2021 -North Country Region Club Directory Registration - register here


Directing Club Participants to Helpful Resources

LOGIN TO SPORTSENGINE ACCOUNT TO ACCESS LINKS

MEMBERSHIP SEASON IS OPEN
CLICK HERE TO PURCHASE A 2020 FALL MEMBERSHIP
A SPORTSENGINE ACCOUNT IS REQUIRED 

THE SYSTEM WILL DIRECT YOU TO LOGIN TO YOUR ACCOUNT (IF NOT LOGGED IN)

OR SIGN UP FOR AN ACCOUNT

 

To better ensure that our members have a full NCR - USA Volleyball experience without the financial commitment of a full membership, the Fall Membership will be the ONLY MEMBERSHIP OFFERED  by North Country Region for the time being.  It allows parents, club directors, players and officials the full support of the Region while we all assess if and how volleyball is impacted by Covid 19 during the winter and spring. The Fall Membership is a one time USA Volleyball Board approved  membership option that
  • is available September 1
  • can be upgraded to a full membership
  • can be purchased by junior age players and adults
  • will expire December 31, 2020
  • allows access to IMPACT, SafeSport Training, and officiating

LEARN ABOUT THE FALL MEMBERSHIP - CLICK HERE

CLUB DIRECTOR SUPPORT

LOGIN TO SPORTSENGINE ACCOUNT TO ACCESS LINKS

QUICK INFO and HOW TO'S
 SEE THE 2020-2021  MEMBERSHIP OPTIONS HERE

These one page PDF’s are simplified instructions for parents/guardians on the most common functions they will complete within the USAV MMS


CLUB DIRECTOR VIDEO ASSISTANCE

CLUB ADMIN VIDEO MINI-SERIES

This short video series covers an overview of the new system and highlights the largest changes club directors and club administrators should be prepared for. All videos can be watched in order by hitting the play button or you can hit the “playlist” button on the left to select a specific topic.

CLUB ADMIN HELP VIDEOS

These videos are specific to tasks and functions club admins will complete in the USAV MMS. Videos on this page can be viewed in order by hitting the “start watching” button or you can look for a video on a specific topic. These videos are also available from your Club HQ with its correlating help article.

CLUB DIRECTOR MMS DOCS and MANUALS

FREE HQ ADMIN GUIDE

PREMIUM HQ ADMIN GUIDE

Two versions of these documents- one for clubs using free SportsEngine HQ and the other for premium SportsEngine customers. This is available within a club’s HQ.  Note, there is a “last updated” date in the top right hand corner of this manual.

HELP ARTICLES SORTED BY TOPIC

Help articles provide step by step written instructions alongside screenshots or videos of certain tasks.


Learning MMS - Overview


HOW DO I LEARN THE NEW SYSTEM

Once you claim your SportsEngine HQ, you’ll have access to step by step articles and videos on the functionality of this new system.You will need to login to your SportsEngine account in order to view articles and videos. For additional assistance or questions regarding regional policy, please contact any of the Region Staff.


CLUB ADMINISTRATORS

Clubs will have the ability to designate administrators within their SportsEngine HQ to help manage memberships and rosters (similar to the "Club Admin" functionality in Webpoint). All administrators in the USAV MMS must be USAV members, background screened, and SafeSport certified. USAV and REGION NAME will be monitoring compliance with this policy.

North Country Region strongly recommends for your club to grant Organization Administrative access to your club. Instructions on completing this step can be found here.


COMPLETING ELIGIBILITY REQUIREMENTS

All individuals will have an eligibility status. An individual who has met all requirements will appear as eligible. Once a membership is purchased, that individual will receive an eligibility email outlining all requirements they still need to meet and will clearly see in their account that there are remaining requirements to be met.


MEMBER DIRECTORY

The member directory is a free tool your club has access to within SportsEngine HQ. Although the name is tricky, this area isn’t just for individuals with a purchased membership. This area is more like a phone book of individuals that have interacted with your club. If you use any of SportsEngine’s other tools, you may have individuals already in your directory (ex: you use SportsEngine registration tools or a SportsEngine website).

Individuals can be added to your member directory manually by entering information on an individual or through a file upload. Individuals will need to be in your directory before you can complete other tasks like club association.

You can also use the directory to create groups of people and easily message them from the system!

HOW TO - Add Players/Coaches into Club Member Directory

HOW TO - Invite Players/Coaches into Your Club



CLUB SELECTION

When a membership is purchased, a person will not have the option of associating oneself with a club.  The club must send an invitation, and the invitation must be accepted, before a person is associated with a club in the system.  This process must happen before a player or coach can be placed on a roster.  This is different than past seasons.  Previously, a member could pick a club during an initial membership purchase.  There will be policies in place that prevent clubs from sending invitations to players prior to tryout dates.

The individual must be listed within the club’s member directory in order for a club to send this association invitation and the club must follow all region policies and guidelines.

An individual must have a membership before accepting this invitation. If the clubs send an invitation to someone without a current membership, the individual will be directed to purchase a membership before the association will be completed.

HOW TO VIDEO -  Manage Club Invites


AES INTEGRATION

The USAV MMS is integrated with AES. Rosters that are created in the USAV MMS (SportsEngine) can be pulled into AES as a default roster. You can then use that default roster to register for USAV events.

ROSTER CREATION and SUBMISSION VIDEO SERIES




Club Invitations: Member Directory vs Club Commitment


Member Directory Invite

This invite when accepted puts you into a club's member directory.    It allows them to correspond with you through the  SportsEngine system.   It does not however commit you to that club for the season.    

The subject line in these emails will read Invite: Join XYZ Volleyball Club.  In the base of the email it will say Invitation to Participate.   If you accept the invite you will be prompted to sign in or create a user account in SportsEngine if you don’t have one already.  If you choose not to accept simply delete.   

North Country Region recommends only accepting invites from clubs in which you have a genuine interest.    Again this acceptance is not a club commitment however you will need to have accepted this invite for the club to perform the necessary actions to get you officially assigned to their club.

Club Commitment Invitation

This invite will occur if the club you are affiliating with has you purchase your membership directly from the region website.   Accepting this invite will be your online verification of your commitment to the club for the 2020/21 season.  

The subject line in these emails will read Accept Your Invitation from XYZ Volleyball Club !   In the base of the email it will again state its time to accept your invitation from XYZ Volleyball Club and some customized language they may have created.     

IMPORTANT -  A person will have to have accepted the member directory invite (see to the left) in order for the club to send you this invitation.     ONLY ACCEPT ONE CLUB COMMITMENT INVITATION.  


Club Commitment Invitations - Dates


CLUB INVITATION 

COACH AND NON COACHING ROLES

AVAILABLE SEPTEMBER 1

When a membership is purchased, a coach or an adult affiliated with a club will not have the option of associating oneself with a club.  The club must send an invitation, and the invitation must be accepted, before a person is associated with a club in the system.  This process must happen before a player or coach can be placed on a roster.  This is different than past seasons.  Previously, a member could pick a club during an initial membership purchase.  

The individual must be listed within the club’s member directory in order for a club to send this association invitation and the club must follow all region policies and guidelines.

An individual must have a membership before accepting this invitation. If a club sends an invitation to someone without a current membership, the individual will be directed to purchase a membership before the association will be completed.

CLUB INVITATION

JUNIOR AGE PLAYERS AND MANAGERS

AVAILABLE AFTER NOVEMBER 1

When a youth, junior player, or junior manager membership is purchased, a person will not have the option of associating oneself with a club.  The club must send an invitation, and the invitation must be accepted, before a person is associated with a club in the system.  This process must happen before a player or coach can be placed on a roster.  This is different than past seasons.  Previously, a member could pick a club during an initial membership purchase. 

  • On November 1, clubs can send invitations to junior age players
  • Junior players may receive multiple club invitations
  • A member can only be affiliated to one club
  • Once an invitation is accepted, the member is affiliated to the club associated with the membership

The individual must be listed within the club’s member directory in order for a club to send this association invitation and the club must follow all region policies and guidelines.

An individual must have a membership before accepting this invitation. If the clubs send an invitation to someone without a current membership, the individual will be directed to purchase a membership before the association will be completed.


Learning Management System (LMS) Info


Completing Eligibility Requirements

All individuals will have an eligibility status. An individual who has met all requirements will appear as eligible. Once a membership is purchased, that individual will receive an eligibility email outlining all requirements they still need to meet and will clearly see in their account that there are remaining requirements to be met.

SafeSport Training

This is a member benefit included with the Fall Membership and Full Membership.  If you require SafeSport training, the system will send you a link via e-mail to complete the training.  The system will know which training is appropriate for you (Core vs. Refresher) and will automatically load it for you.

A major benefit of this new system will be a greater ability for both clubs and region staff to ensure everybody meets eligibility requirements prior to being put on a roster.

ROLES WHO ARE REQUIRED TO BE CURRENT WITH SAFESPORT TRAINING:

  • Coaches
  • Club Personnel - Non Coach (club director, chaperones, etc..)
  • Team Managers 17 and under
  • Junior Level Players who will turn 18 prior to August 31, 2021

Juniors who are 18, or who will turn 18 during the season, will be able to select a membership that automatically enrolls them in SafeSport.

Background Screen

Background screenings will be a separate purchase, done after your membership purchase is complete.  This is different than past seasons.  You will automatically receive a link via e-mail to purchase a BGS if you need it.  USAV has changed their background screening policy prior to the 2019-2020 season. The cost to members is  - $35 for two years, which includes a supplemental screening prior to the second season included as a part of the initial purchase.

The member owns their background screen information. North Country Region is only informed of the result and never the details.  North Country Region does collect $5 from each screen to offset the cost of administrative support.

Learning Management System

USAV ACADEMY (LMS)

We are still learning more about how the USAV Academy Learning Management System (LMS) will be integrated with the new platform.  North Country Region is also working on implementing new policies and requirements to make this experience less cumbersome on our members.

We do know that USAV will be using a different system for the LMS next season, called Litmos.  The layout and feel of the system will be very different from what we have become accustomed to  with USAV Academy.

USAV is creating new learning modules that are more age appropriate (i.e. 14-and-under would view slightly simpler content compared to 15-and-older athletes).  This is still a work in progress and USAV is hoping to have this completed by the Fall.

In Webpoint, in order to register for coursework, you would need to go into your Webpoint account and "register" for an "event" that would load your coursework into Academy.  In the new system, you will not need to find these separate "events."  The registration process will be much more streamlined.

As the courses become available to preview and access, the Region will create a shareable plan on how to complete requirements. Stay tuned!


USA Volleyball - Communication to Club Directors


MEMBERSHIP PURCHASE OVERVIEW

The process of purchasing memberships will look a little different.  

In order to begin the purchase process, he/she will need to create a free SportsEngine account or login to their existing SportsEngine account (they may have one through other sports organizations that use SportsEngine). 

  1. Membership Direct Link - link is used for members who already  know the membership type that is needed
  2. Quizzard - for members who want more guidance on the specific membership needed 

CHECKOUT

When you get to the checkout page, you will see two “transactions” that equal the total membership price.  One transaction represents the fees going to NCR, and the other represents the fees going to USAV.  This is different than in the past.  Don't be confused.  You'll still be charged the same amount - you're just going to see an itemized breakdown.  You may also see two separate charges (totaling the amount of your membership) on a credit card statement.

Credit card fees will now be charged in the new system.  The fee is approximately 2.95% of the purchase cost.  This is a choice being made by numerous USAV regions, including NCR, to help offset major budget shortfalls experienced during the loss of the 2020 season.  This is different than in the past.  The region has previously covered all these costs.  Going into the 2020-2021 season, it simply isn't possible for these to be covered by many USAV regions. 

After a membership is purchased, you will receive an e-mail outlining the additional steps necessary to become eligible to participate.  This can include a background screening, SafeSport certification, etc.  Your account will also show these steps.

If a family has multiple players, they can all have their membership information in the same master account, using one set of login credentials (called a "family account").  This is different than past seasons.  In the old system, all individuals had to have their own login.  In SE, the primary account holder would be a parent, and each child would have their own profile within that account.

WHAT WE KNOW & INITIAL COMMUNICATIONS

OVERVIEW

On September 1st of 2020, USA Volleyball and North County Region will transition to a new membership management system (MMS) administered by SportsEngine.  We will be moving away from Webpoint and utilize the SportsEngine system. This system will be referred to as the USA Volleyball Member Management System (USAV MMS) and will be used for the 20-21 season beginning on September 1st, 2020.

TECHNOLOGY

All clubs will have access to, and must use, SportsEngine HQ to manage their clubs for North Country Region and USA Volleyball season. There is a free version and a premium (for-cost) version of SportsEngine HQ. The free version is all that is necessary for clubs to use – they do not have to buy the premium version. Webpoint will no longer be in use starting 9/1/20 although view access in Webpoint is still available through October.

CLUB SELECTION

When a membership is purchased, you will not have the option of associating yourself with a club.  The club must send you an invitation, and you must accept it, before you will be associated with a club in the system.  This process must happen before a player or coach can be placed on a roster.  This is different than past seasons.  Previously, you could pick a club during an initial membership purchase.  There will be policies in place that prevent clubs from sending invitations to players prior to tryout dates.

The individual must be listed within the club’s member directory in order for you to send this association invitation and the club must follow all region policies and guidelines.

An individual must have a membership before accepting this invitation. If the clubs send an invitation to someone without a current membership, the individual will be directed to purchase a membership before the association will be completed.

MEMBERSHIP CARDS

Membership cards in the new system will be digital.  You will have the ability to pull up a QR code on your phone, and that code can be scanned to show all of the relevant information about a member. 


DATA MIGRATION FROM WEBPONT TO SPORTSENGINE MMS

While not all data from the Webpoint system will be migrated over to the new SE MMS, the most important pieces of information will be. When purchasing a membership, the system will look to match the name, DOB, and zip code with a membership record from Webpoint and if a match is found, data migration will happen automatically

Please encourage your athletes, coaches and staff to use the same name, DOB and zip code when purchasing a membership in the new system. This is especially important for adults who have current credentials (background screen, SafeSport, IMPACT, etc.) to ensure those migrate into the new system.

North Country Region has a back up of the 2019-2020 NCR-USAV  purchased memberships and club affiliation in a secured location. 



2020-2021 Club Season Information