Club Directors' Meeting at Nike Campus Oct. 14, 2012

1. CEVA Club Directors’
Meeting
October 14th, 2012
Tiger Woods Center
Bay Hill Hall

2. Partner Presentations
Sports Authority
Tricia Miller
CEVA Discount Weekend Dec. 8th & 9th
20% Off, No limit on items.

3. Partner Presentations
Referee Photo Inc.
Rick O’Connor

4. Partner Presentations
Aries Apparel
Diana Mardsen
Laurie Bailey

5. Partner Presentations

6. Partner Presentations
NIKE
Scott Zanon
Marketing Director Team Sports
LIDS
Maria Carlini
Team Sports Volleyball Specialist

7. Welcome
CEVA Staff:
 Breen Goodwin, Executive Director
 Joe Boken, Operations Director
 Mike Benkoski, Membership & Communications
Manager

8. Welcome
CEVA Board of Directors
 Members of CEVA BOD
 Role/Expectation of CEVA BOD
Junior Girls’ Committee
 Members of CEVA Jr. Girls’ Committee
 Role/Expectation of CEVA Jr. Girls’ Committee

9. Welcome
CEVA Region of USA Volleyball
 Role of CEVA Office
 Role of CEVA Club Directors/Admins
 Working Together
CEVA Staff is here to serve the Club Directors, players
and parents. We are growing the game together.

10. Hotels and Travel
 Patrick Higgins & Mike Chandler
 Approach to Sports Housing
 Budget Saving Strategy (Stay-to-save)
 Benefits to staying at official CEVA hotels
 Our Approach to enhancing the experience
 Question and Answer

11. Documents
Please review the documents in your folder.
 Junior Girls’ Handbook (not included)
 List of all other season documents
 All available on the CEVA website.

12. Membership & Registration
Fees and Sanctions
 Please refer to attached Document
 Power League Entry $600
 CEVA President’s Day $450
 CEVA Friendship $65
 Regionals
 2-Day $300
 1-Day $175

13. Membership & Registration
2012 – 2013 Season Tryouts Dates
 Saturday, November 3rd – 12’s/14’s
 Saturday, November 17th – 16’s/18’s
 Tryout Information Form (form included): Please submit
ASAP whether you are having tryouts or NOT.
CONFLICTS: Saturday, November 3rd
 CYO Competition – plan accordingly
 State Playoff Competition – plan accordingly

14. Membership & Registration
Getting Players & Coaches Registered BEFORE Tryouts
 ALL adults must be registered and completed background
screening prior to tryouts.
 All Webpoint registrations will now be processed via credit
card and are nonrefundable.
 Players have the choice of two membership options for
tryouts
 Membership Deposit: $10 (good for 5 days of tryouts)
 Full Junior Girls membership: $55

15. Membership & Registration
Paperwork to collect at Tryouts
 Player Membership Card (or registration confirmation)
 Check Membership Dates
 Check Level of Play
 Medical Release Form
 Concussion Form

16. Membership & Registration
Player Membership Card
 Important:
 Name
 Membership Dates
 Level of Play, LOP

17. Membership & Registration
Unregistered Players
 Computer or Laptop ideal
 Hardcopy member form is last resort
 Parent/Guardian Signature required 3 places
 Forms must be sent to CEVA Office by Monday 9am after
tryouts.
 CEVA will collect membership payment from players.
 Medical Release Form
 Concussion Form
 All Documents on our website.

18. Membership & Registration
CEVA Commitment Policy
 Full policy in Junior Girls’ Handbook
 This policy was put in place to better serve players and
their families. We are following the best practice policies
of many other USA Volleyball Regions.
 Clubs are encouraged to work together in scheduling
tryouts.
 All clubs are strongly encouraged to use the CEVA
Commitment Letter.
 In the event a player commits to more than one club, the
CEVA office can only take action based on writing, not
hearsay.

19. Membership & Registration
Upgrade Membership after Players Commit to your club
 Players who registered for a Membership Deposit must
upgrade their membership in Webpoint BEFORE
participating in any practice, competition or fundraiser.
 Players who choose “UNDECIDED” for a club may log
back into Webpoint and choose your club after signing
the CEVA Letter of Commitment.

20. Questions?
 Write down questions
 Fill out form
 Answer at the end or via email

21. Webpoint
Basics
 Club Directors/Administrators will build their own teams
in Webpoint this season.
 Club Directors/Administrators need to register by
October 31st to keep their Admin access
 Club Admin Handbook for Webpoint is available on
documents tab of website
 Rosters will be locked again on April 1st – all
adjustments need to be made prior to this date.

22. Webpoint
Roster Requirements
 Coaches
 CEVA Membership (includes all signed waivers)
 IMPACT Certification
 Cleared background screening ($18 via Webpoint)
 There is no longer a baseline fingerprint requirement
 Referee and Scorer
 Take the clinic (either online or in person) and take the quiz(s)
via volleyballreftraining.com
 Concussion Training
 Complete online video and submit signed paperwork to club
director

23. Webpoint
Roster Requirements
 Players
 CEVA Membership (includes all signed waivers)
 Scorer Certification
 Take the clinic (either online or in person) and take the quiz(s)
via volleyballreftraining.com
 Each team should have at least 3 certified scorers
 Concussion Training (Submit signed paperwork to club director)
 Medical Release Form (Submit signed paperwork to club director)
 Uniforms
 All players need appropriate uniform numbers listed on the
Webpoint roster

24. Ref/Score Training
 Refer to Junior Girls’ Handbook Section 8.6 for specific
requirements.
 Volleyballreftraining.com
 All certifications done online
 Additional training online (all positions of work team)
 Club hosted clinics still available for training.

25. Uniforms
Uniform Requirements (Rule 4.3)
 Numbers must be contrasting colors (4.3.3.1) centered and be no
smaller than 4” on front and 6” on back (mainly for 12U)
 Contrasting color examples.
 It is recommended that the numbers are 6” on front and 8” on back
(Rule 4.3.3.2)
Libero Uniform Requirements: (Rule 19.2)
 Must contrast in color with that of predominate colors of jerseys of
other team members. Libero uniform may be different design, but
must be numbered like the rest of the team members.
 No combinations such as navy/black, purple/black, dark green/black,
navy/maroon, white/light yellow.

26. Uniforms
2014 Libero Uniform Requirements:
 The Libero or her/his teammates must wear a solid color
jersey. The solid color jersey must clearly contrast from the
predominant color(s) of the teammates' jersey. Predominant
colors are those that appear on approximately half of the body of
the uniform jersey.
 To be considered solid colored:
 Sleeves must be same color as the body of the jersey.
 Piping/trim must be the same color as the body of jersey.
 Lettering and collars can be different color than the body of jersey.
 Numbers must be a contrasting color and meet all other
specifications in Rule 4.3.3 and associated USAV regulations.

27. Webpoint
Club Management
Susan Barkley
Senior Manager, Region Services

28. Club Management
 My Club
 My Teams
 Search Members
 List Membership Cards
 Team Form Search
 Team Assignment

30. My Club
Main Info, Club Members, Teams

31. Who is in my Club?

32. Current, Lapsed,
Unpaid, Pending
 Thanks to CEVA policies, only need to look at
Current Members, not Unpaid members!
 Lapsed Members include those who have a lapsed
membership and have not renewed membership (in
any club) since that membership.
 Why is someone missing?
 They haven’t registered yet (check the CEVA
Current Members listing), OR
 They haven’t selected your club (or any club).

33. My Teams
 Click the “+New Team” button to add a new Team.

34. Create a New Team
 Give careful consideration to Team names.
(They cannot easily be changed!)
 Requirements:
 Include the Club name,
 Include the Age Division, and
 Include the Team Rank.
(There are lots of teams out there called “17s”!)
 Recommendation: Use a Team name that does NOT
need to be changed each season.
(For example, don’t use the name of the coach.)

35.  Complete the information in the various fields.
 The Team Code will generate based on the
information you provide.
 The Team Rank options provided will be only those
still available. (If you are creating multiple teams in
an age group, only one can be ranked 1, etc.)

36.  Click on the particular Team link to change the
Status from Active to Inactive if the Club no longer
offers that specific Team. (This will help avoid
assigning members to rosters incorrectly.)

37.  Other than changing the Team Status from Active to
Inactive (or from Inactive to Active), you can’t
change much – so take your time, please, when
creating your Teams!

38. Team Assignment
 Team Assignment provides a batch process to
make multiple team assignments from one screen.
This option allows assignment of Club members
who have not yet been assigned to a team.
 Individual rosters may also be edited directly, which
allows adults to be assigned to multiple rosters (as
well as adding a member, removing a member,
changing a member’s role, changing a jersey
number).

39. Team Assignment – Batch Process

41. Roster Verifications

42.  Roster assignment verifications are enforced by the
system, so you can’t add someone who isn’t qualified
to be on a roster.
 Examples: An adult without background screening on
a junior roster, a girl on a boys’ roster, or a player who
is too old for the team level of play.
 Specific information is provided at the top of the
screen for roster assignments that were not
processed.
 Those who were assigned no longer display on the
list for the Team Assignment process.
 If you need to assign an adult to more than one roster,
you need to go directly to the roster for any additional
assignments.

43. Edit a Team Roster (Add or Edit)
 On the Players tab of the team, click the “+Add Club
Member to Team” button to add a member.

44.  Click the Edit button to change the roster assignment of an
existing team member.
 Change the name, position, or number, then click the
Update Team Member button to save the change.
 Or click the Delete Team Member button to remove that
member from the roster.

45. List Membership Cards
 A current member may print his/her own card by
selecting the Print Membership Card menu option
 A Club Administrator may print membership cards for
current members in the Club
 Select a Team
 Club

46. List Membership Cards -
Member
 Select the Print Membership Card from the menu
on the left.

47.  Current information displays – membership
information, background screening, officials’
certifications, coaching certification. If something
updates in the record, print the card with updated
information.

48.  Or the member may find the membership card at
the end of the Membership Confirmation. (Click
the icon to the left of the membership that looks
like a little piece of paper.)

49. List Membership Cards – Club Admin
 Select Club Mgmt – List Membership Cards from
the menu.

50.  Two options: (1) Select a Team to display cards for
that team only; or (2) Leave Team Selection as
“Select One” to display cards for all current club
members.

51.  Printing by Team will show only those on that roster,
printing three cards on a page.

52.  Printing all membership cards will display all current
members in the club, printing three cards on a page.

53. Search Members
 Use as many or as few search filters as
appropriate for the results you need.
 May want to identify those in the club with
Background Screening, or IMPACT certifications,
members with a certain level of play, all junior
girls, or all junior boys, or adult members, etc.

55.  The results may be exported to a Text or Excel file.
 From the results screen, a group email can be sent to all
or selected individuals.

56. Officials Search

57. Team Form Search
 Basic Search
 Team Rosters
 The results from these screens will include only those
members assigned to active rosters.

58. Team Form Search – Basic Search
 Search is based on roster assignments.

59.  Very helpful for Club directory or event program,
since the export file contains Team information, not
just membership information.
 Also helpful to email to selected Teams.

60. Team Form Search – Team Rosters
 Select by Team or narrow down the results by
using the search filters, or simply click the Search
Rosters button for all rosters.

61.  Rosters may also be pulled directly from the Team
information, and any adult on a roster may view and
print that roster.

62. Webpoint Registration
 Thank you for the opportunity to present this
information.
 Good luck with your season!

63. Webpoint
Building a Team in Webpoint
 Make an appointment with Mike for late
November/early December.
 We are happy to run you through building a team and
you should be good to go for the rest of your club!!!
 Send Mike your list of issues via email and we can help
you work through any missing players or other
challenges you may have.

64. Age Waivers
Updated Age Waiver Policy – READ POLICY IN HANDBOOK
 Age Waivers will ONLY be considered for development or
geographical needs
 Age Waiver forms must be completed in total and submitted
by the club director
HIGHLIGHTS:
 No more than 2 per team
 No age waivers provided for top teams within a club with more
than one team in an age group
 Only birthdays in July or August considered
 Players being considered for age waivers should NOT be
impact players

65. Registration Paperwork
Streamlined Paperwork
 Complete the Club Coversheet
 (Team Coversheets are no longer required!!!)
 Club Coversheet is due December 5th

66. Questions?
 Write down your questions
 Fill out form
 Answers after or via email

67. Rental Courts
CEVA Owned Rental Courts
 18 portable indoor volleyball courts
 6 portable outdoor volleyball courts

68. Facilities
Facility Rules
 Easy rule of thumb --- WATER ONLY in the gym.
 There are few facilities who allow food and drink
anywhere in the building or courts.
 Teams will be given warning and penalized for breaking
the Food & Drink Policy (review 8.4 of Handbook)

69. Parents & Spectators
Parent & Spectator Code of Conduct
 Parent and Spectator Code of Conduct form is included in
your documents packet (and online).
 Educate your parents!
 Post in your practice facilities
 Concussion videos links on CEVA website
 www.safesport.org
 Bullying, hazing, harassment
 Recognize, Reduce, Respond

70. Insurance
Incident/Injury Reports
 All coaches should carry a few copies with them
 When to fill out the form…
 Athlete or coach gets injured at a CEVA/USAV sanctioned
practice, tournament or fundraiser
 Incident/Injury Report comes to the office
 Medical Claim form goes to the parent

71. Insurance
Certificate of Insurance Request
 Fill out the insurance request form found under Documents
 Go over this form with your facility to make sure we can
meet their needs.
 Certificate Holder: the location’s info
 Fill out the Attention to section
 List the contact of the facility’s email on the form
 RVA is for the office signature (please don’t sign this)
 Process time: 5-7 days

72. Jr. Girls’ Committee Topics
 12’s Step in Rule: “CEVA Region allows players to take
one step into the court to serve – standing on or behind
the end line.”
 Recruiting Policy
 Responding to inquires for basic information
 Private lessons
 Impact on Outdoor programming

73. CEVA Specific Rules
Different Regions have different rules
 Boys on a girls’ team
 Age Waivers
 Uniforms
 Scorekeeping/Ref requirements
 If you’re playing out of region and have questions,
contact the office

74. College Showcase
 Junior Committee responsible for showcase
 Last weekend in January
 Location TBD.

75. CEVA/USAV Logo
CEVA/USA Volleyball Member Club Logo

76. CEVA Boys’ Program

77. The past
 2011 Saw first all boys team compete in CEVA
 Began boys tournaments to increase awareness and
participation
 CEVA office ran the tournaments, coaching, and
administration of these teams
 CEVA established a dedicated boys volleyball
committee

78. The Present
 Currently have 8 boys tournaments scheduled from
Jan-May as well as President’s Day tournament
 Seattle (Alan Chinn) possible 20 teams this season
from commitments from Club Directors
 Fall league with consistent teams
 More boys every tournament

79. The Future
 Take the lead and create the opportunity
 Ability to funnel interested boys to your program
 No longer turn kids away at the door

80. CEVA Boys’ Program
Fall Tournaments: Winter and Spring Dates:
October 20th in Salem January 19th and 26th
October 28th in Longview February 9th and 23rd
April 14th and 27th
May 4th and 19th

81. Tournaments
 $60 per team
 Don’t need a full team to participate
 More information can be found on the CEVA website

82. PASSING THOUGHTS
 Easy to dismiss 1 or 2 boys – but at what cost to our
sport and our community?
 As leaders in our community how can WE make this
happen?
 Basketball cuts are coming, can we find a place for
these athletes?
 The desire and market is there: Seaside/Seattle
 More boys and new blood every tournament
 Maybe he has a sister?

83. Questions?
Write down questions
Fill out form
Answers after or via emails

84. Tournaments
CEVA Friendship Tournaments
 Saturday, December 15th
 18’s AM
 16’s PM
 Sunday, December 16th
 14’s AM
 12’s PM
 Registration for tourney
 Online Registration
 Deadline Nov. 30th

85. Tournaments
CEVA Power League
 Application Procedure
 Online Registration deadline: December 3rd
 Seeding Updates
 Challenge Date Dec. 11
 Qualifier Format Updates
 Crossovers have been updated
 Skipping Power League
 Penalties

86. Power League Registration
CEVA Power League

87. Tournaments
Presidents’ Day Weekend
Application Procedure
 Online Registration
 Deadline: Dec. 3rd
 Feb. 16th to 18th
 Girls: 12U, 14U, 16U, 18U
 Boys: 18U, 14U
 2013 in Eugene

88. Tournaments
Presidents’ Day Weekend Registration

89. Tournaments
CEVA Regional Championships
 Application Procedure
 Online Registration
 Deadline: Feb. 4
 April 20th and 21st
 Corvallis & Albany

90. Tournaments
CEVA Regional Championships Registration

91. Tournaments
USAV Girls’ Junior National Championships
 All teams interested in attending the USAV Girls’ Junior
National Championships must submit all associated
paperwork to the CEVA office by 5pm the Monday prior
to the CEVA Regional Championships.
 Refer to Girls Junior Handbook Section 8.9

92. Tournaments
USAV Girls’ Junior National Championships
 New Patriot Division
 Team Limit per age group
 Registration process
 What happens if you qualify for a bid division?
 How the waitlist works
 Hotel situation

93. Tournaments
Club Hosted Tournaments
 Tournament Sanction Form
 Tournaments Directors must now be members and
background screening per USAV Policy
 Send your Tournament Directors to our training on
Saturday, December 1st
 Insurance

94. Fun Stuff
Spirit Contest
 Team of the Month
 Prizes, feature on Blog
 Facebook
 @CEVAVB on Twitter
 Instagram: CEVAVB
 region@columbiaempirevolleyball.com

95. Contact Procedure
 CEVA Office to Club Directors/Administrators
 Club Directors/Administrators to Coaches
 Coaches to Parents/Players
 Works in reverse as well

96. Contact Information
 503-644-7468 (office line)
 503-389-0305 (urgent line)
 Breen: breen@columbiaempirevolleyball.com
 Joe: joeb@columbiaempirevolleyball.com
 Mike: mike@columbiaempirevolleyball.com
 www.columbiaempirevolleyball.com

97. Important Deadlines
 Club Admin Renewal Oct. 31st
 CEVA Friendship Entry Nov. 30th
 Power League Entry Dec. 3rd
 CEVA Presidents’ Day Entry Dec. 3rd
 Club Coversheet Dec. 5th
 Regionals Entry Feb. 4th
 Roster Freeze April 1st

98. CEVA
Thank you all for attending!
Questions?