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Getting started, follow these steps to get your club ready!
 

  1. Tournament & Club Director Meetings
    • MANDANTORY attendance by at least 1 club representative | In person, October 2, 2022 in Spokane, WA | Location TBA
      • Tournament Director's | 9:00am-10:00am
      • MAIN Club Director's Meeting | 10:00am-3:00pm
      • Awards Luncheon | 12:00pm-1:00pm | Provided by ERVA
      • NEW Club Director's Meeting | 3:00pm-4:00pm
        • Tutorials on admin systems, Q & A etc. 
        • Returning Club Director's are welcome to attend
           
  2. Submit a Club Activation Form & Club Director Code of Conduct. 

2022-2023 Club Activation Form

Submit this form EVERY season to activate your club.


2. Register/renew your USAV Requirements to be a Club Director, additional requirements may apply to be a coach on top of the requirements listed below.

IMPORTANT: REGISTER ON OR AFTER AUGUST 1, 2022 FOR 2022-2023 SEASON MEMBERSHIP

  • Minimum membership required for Club Director is Adult with Safety Requirements if you are NOT coaching OR ERVA Coach Membership if you plan to coach.
     
  • Background Screen MUST be current
     
  • SafeSport Certification MUST be current
     
  • Additional USAV & ERVA waivers

 

ALL requirements will be listed in your SportsEngine account upon registration based on your role. Complete ALL the requirements listed in your account to be eligible for your role.


3. Submit Tryout Form

  • Clubs may hold open tryouts, positional tryouts or makeup tryouts if needed.
  • Tryouts are NOT required, if you have a team you may activate the club 
  • ERVA will approve submitted tryouts and post on ERVA website. Approved tryouts will be covered by USAV/ERVA insurance as long as other requirements have been met
  • Tryouts must abide by ERVA tryouts policies/guidelines. See Participant's Handbook & Offer & Acceptance Agreement.

2022-2023 Tryout Form

Submit this form to the Region Office to receive approval for your tryouts and post on the ERVA website (if desired)


4. Submit Tournament Request Form, if you are interested in hosting an event during the Junior Club season.

  • See Tournament Resources page for more info on hosting: CLICK HERE

Tournament Request Form

Submit this form to request to host an indoor tournament during the Junior Club Season.


5. View the Junior Tournament Calendar to plan which events you will sign up for on Tournament Sign Up day. * subject to change, check often*

Approved events will be listed on the ERVA website & AES once event directors submit their sanction forms.

ERVA Junior Event Calendar

Season club hosted and region hosted events, meetings and important dates for Junior Club Teams. * Subject to change and information added frequently, check back often for updates*


6. Access REQUIRED club management systems

  • SportsEngine HQ | Member management & event rosters
  • Advanced Event Systems (AES) | ERVA Region/Club Tournament registration, www.advacedeventsystems.com

7. Submit Team Registration Form & Pay Fees

  • Any tournament playing team in or out of Region must submit the Registration Form & Fees each season. 
     
  • Scrimmage or youth teams do not need to submit fees.

Team Registration Form

Activate and pay for your team fees for the season. | REQUIRED for all tournament playing team

OFFICIALS DIVISION

8. Submit Ref/Score Request Form 

For clubs wanting to host an in person ref/score clinic

9. Rule Book Request

  • 2021-2022 is a new rule book season. EVERY Coach& Full Adult Member ($60 membership) may receive a rule book
     
  • Tournament Directors may request additional rule books for their site managers.
     
  • Rule books will be mailed by the Region Office once received from USAV.

NEW CLUBS: Accessing YOUR SportsEngine HQ

Once you activate your club using the form above within 24-48 hours your club will be approved and given access to the USA Volleyball portion of the SE HQ. 

You will use your SE login to access the club HQ by clicking on MY ORGANIZATIONS once logged in. 

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.

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. Access will be allowed once all eligibility requirements are met within the system. 

To add Club Administrators to your HQ site follow the training videos regarding Assigning Roles.

HOW DO I LEARN THIS 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.  As we move through the season training material will be provided to help guide you through the current point in the season.

If you would like to view training material ahead of time you will need to login to your SportsEngine account in order to view articles and videos.  Use the link provided below to access the training materials.

SportsEngine MMS Training Material

The SportsEngine MMS is where you will conduct your club administration duties such as club member management, building rosters, sending eligibility reminders etc.

Advanced Event Systems (AES)

 

ERVA uses AES for event management & tournament registration for any of the club hosted or ERVA hosted events.  You will need access to this system to sign up for events on ERVA Tournament sign up day.

Other events outside of ERVA may use different tournament management software, make sure you check with the tournament website to see how you register for their specific event. 

AES INTEGRATION

The USAV MMS is integrated with AES, our tournament management system.  You will use your SportsEngine login to also access the AES system. 

NOTE: A team can only be removed or edited if it has not been registered to an event for the current season.
  1. Sign in to the AES dashboard. 
  2. On the top of the screen, click Management > Clubs
  3. In the list, find and click the desired Club Name.
  4. On the left navigation under Club Details, click on the Teams tab. 
  5. Click on the desired team name to edit individually, or edit directly on the team list (only if not registered).

What is 'Rank'?
If you have more than one team in a given age division, then rank equals the strength of the team within that division for your club.  For example, if you have two 16 & Under teams, Rank "1" would be the better team within that age division.  If you have only one team in a given age division the rank is ALWAYS "1".

SE INTEGRATION

Located under Club Info.

SportsEngine Integration. Connect your HQ to pull in eligible members and pair team rosters.  

USAV Import. You will need to use the Add Governing Season Integration in addition to the SportsEngine Integration.

Pair Teams. Go to your team list to select eligible teams from your HQ after integration.

Tournament Sign-Up Day is in December each season, check the ERVA Calendar for exact date. This is when you will register your teams to participate in any Sanctioned Tournaments during the 2 season. 

You will use your SportsEngine account login to access/create an AES account. Prior to Tournament Sign-Up Day, you will need to register with Advanced Event Systems (AES). 


ERVA Event Sanctioning & USAV Insurance Coverage
 

As a Region of USA Volleyball, ERVA is able to extend member benefits to our Member Clubs. 

ERVA offers event sanctioning for Junior programming such as practices, camps/clinics, leagues, tournaments and MORE!

Here's a few:

  1. Evidence of Coverage Insurance for your event facility.
  2. Individual Sports Accident Coverage for participants during all ERVA/USAV sanctioned events 
  3. Prizes and Giveaways, not all events qualify. Inquire with Region Office!
  4. Promotion of your tournament, league, or event through our website and social media channels

Visit out Event Sanctioning & USAV Insurance Coverage page to LEARN MORE!

Event Sanctioning

Learn MORE about sanctioning your events, requesting insurance certificates etc.



ERVA Club Partners


Baden Sports


Richard Scott

Baden Division Manager

Phone: 253-883-5172

Gear Up Sports


Olvia Moody

Account Representative

Phone: 971-340-9886


Additional Resources


Club Director Forms Google Drive Access

This Google Drive provides access to club administrative forms, templates, tutorials and MORE all in one place. Material added throughout the season as needed.


Age Waiver Application

*PLEASE NOTE THE FOLLOWING APPLIES TO THE ERVA AGE WAIVERS*

The Evergreen Region Executive Board has the ability to grant waivers for players who need to play in a younger age group or on a girls team for developmental purposes, or who because of their geographical location have limited opportunities to participate. WAIVERS WILL BE GRANTED ON A LIMITED BASIS BY THE ERVA EXECUTIVE BOARD. 

Waivers are only valid within the Evergreen Region. Teams with an age waivered player who travels outside the Region must notify the tournament director and seek approval for the player to participate.

Guidelines for the waivers include but not limited to the following:
  • Number of age waivers will be limited to two (2) per team. More than 2 per team may be requested to the Executive Board for approval.
  • Clubs with more than one team in an age level, the region will not grant a waiver for the top team unless requested and approved by the Executive Board.
  • Players receiving a waiver shall not make an impact on that team. This means they should fall in the average or below average skill level on that team.
  • Waiver approval may be revoked due to false or misleading application.
  • Age waivers will be processed after the age groups FINAL commitment date. Therefore, the player will need to tryout at age level & waivered level BEFORE applying for a waiver. (in applicable geographical areas).
  • Exceptional circumstances may be considered by the Executive Board

Age Waiver Application

Club administrators fill out this application to request an age/gender waiver for players.

INTRODUCING THE USAV UNIFORM REQUIREMENTS & REMINDERS MODULE

This presentation, built through collaboration with the USAV Officials Commission and regional leadership, provides the most current information and examples of pitfalls to avoid. It will assist teams and vendors design uniforms that are legal for USAV play and we strongly urge all clubs and teams to review this short presentation before purchasing uniforms! A wise investment of 10 minutes.

CHECK IT OUT!

UNIFORM JERSEY APPROVAL SUBMISSION 

The Rules Advisory Commission and Regions have developed a plan to help teams ensure they have legal uniforms for the 2018-2019 season. Teams may use this website to have uniforms reviewed prior to ordering if they are unsure of the uniform design, number contrast, or Libero uniform contrast. This process will assist officials, clubs, players, and fans online and in the gyms identify players on the court.

If a team has a question on a current uniform, they can seek assistance from the USAV Rules Interpreter. If a uniform is not compliant, USAV will work with the teams to find a solution that will be in effect for all Bid, Qualifier, and National Events. Regions may make their own decisions for in-region events. Please help us help you avoid any issues with your uniforms this season!

UNIFORM JERSEY APPROVAL SUBMISSION FORM

Develop a Club Handbook that reflects your vision and policies. Each ERVA club is required to have a club handbook. 

 Step-by-step through the process and procedures of starting a Junior Volleyball Club with the Evergreen Region of USA Volleyball.