2006 Registration Information

It's FINALLY here! The Carolina Region will be fully utilizing USA Volleyball's online registration this season. We were a beta-test Region for the system last season, but by the time they got it operational enough to use our packets had already gone out and the majority of members had already submitted their paper forms. We ended up typing in most of the information into the system ourselves so we could test it for USAV. This season we're hoping everyone will use the system to renew their membership or join for the first time! We're giving a $5 discount for registering online (that's in addition to the Early Bird deadline). So, if everyone registers online by their Early Bird Deadline (ALL adults - November 1; all Junior members - December 1) their membership fee will be $30. After the Early Bird deadline, everyone's online member fee is $35. We will still accept the paper membership form, but the membership fee will be $40 for adults and Juniors ($35 if in by appropriate Early Bird deadline). Reminder, meeting the appropriate deadlines means we have RECEIVED your payment AND signed waiver/code of conduct in the office by the deadline (just putting your info in the online system by deadline DOES NOT meet the deadline as we cannot clear individuals until we receive signed waivers and payment).

TEAMS:
With the use of the Online system, we have moved to an individual-based registration procedure. This means the club/team rep no longer has to collect all the membership forms and submit with one check. Thus, all individual members may submit their signed waivers and check directly to the Office whenever they want to register (they do not need to know which team they are playing with to register - we can update that info later - see below)! We know that some clubs may still want to collect all their paperwork from their players anyway. That is still fine, but no longer required. If clubs/teams wish, players may go into the online system and register/renew and give their signed waivers to their club/team rep. The club/team rep can then send in to the Region as before (one check only requested if sending in as group). Since individuals will be registering on their own for the most part, we needed a way for club/team reps to notify the Region of their team roster. So, we have created a new Team Registration and Roster Form for both adults and juniors. Here's some kep points about these forms:

• The top part of the form identifies the teamname, clubname, team gender, playing division requesting, team rep name, and team rep contact info.
• The online system incorporates the CLUB as the top level of groupings for organizations. So, when we put into the system all teams will be part of a CLUB, even if they are only one team. If you do not put a CLUB name on your Team Registration form we will make the Club name the same as the Team name in the online system. When we receive a team registration form, we will create the CLUB in the system (unless it is an existing club from previous season), and then create the team in the system (unless it is an existing team from previous season). Clubs and teams can use the same names from previous seasons. This is encouraged as it will allow clubs to view their history easily.
• New for 2005/2006 the top part of the form and team fee payment is all that is needed to get your team registered!! A club/team rep may fill out a form for each team and submit with the appropropriate team fee to register the team. If everyone does this by their appropriate Early Bird deadline, we'll be able to better predict the number of teams in each division and start scheduling tournaments earlier (that's the goal at least!).
• Club Administrator - this season, we can designate a Club Administrator for each club in the system who will have more capabilities: (a) view all members in their club; (b) email all members in their club; (c) create teams and place players on teams (once and then they are frozen - only Region office can change after that); and (d) view and print tournament entry forms and rosters for all teams in the club (this is the only way tournament entry forms will be distributed this season!). So, the Club Administrator can initially set teams OR the teams can still send in a Completed Team Registration form once the roster is set and the Region Office will add everyone to the team's roster.
• The Club Administrator function will not be turned on for the new season until November 1, 2005 (as that is when official membership season begins). We provided a list of Club Reps from last season to USAV to initially get them added. New clubs should send an email to the Region Office with the name of who their club administrator will be (all club administrators must be registered and in the system in order to be able to perform the functions listed).
• Team Reps - new this season, each team must have a UNIQUE team rep. The system will not allow one person to be associated as a team rep for more that one team. However, teams do not have to register a person just to be team rep. A coach, assistant coach, chaperone, or player could be named as the team rep. The team rep is just the person that the Region contacts if we have an issue come up with the team or where we send correspondence.

INDIVIDUALS:

• To begin the online registration process, go to our Registration start page.
• The goal is that all members will go ahead and register as early in the process as possible (we anticipate opening up the system for the next season's renewals/registration on September 1 of each year). Thus, all players can be confirmed registered earlier and the registration process will be mostly complete by the time tryouts begin (juniors). This way, junior clubs can sanction their tryouts easier (since all participants must be members). Members can carry their member verification email (see below) to the tryouts to prove their registration and reduce one step in the old normal tryout procedures.
• If you were a member either in 2003/2004 or 2004/2005, you should be in the system already. If you do not know your login information (it's emailed to you when you're put in the system), there is a link you can follow to search for it. Once you have your login information and are logged in, you can click the renew online box . You may choose your club affiliation now or choose UNDECIDED if you do not know (don't worry, the Region will be able to add you to a club once you've selected one so you don't have to wait until you decide on your team to join). The system will calculate your dues automatically (you can also choose to donate to USAV and CR High Performance Programs and officials can choose an extended officials insurance-for coverage while working non-USAV events). When you submit your application, you will need to print the waiver/code of conduct, sign it in all spots (juniors must have a parent/guardian sign also) and mail in with payment to Region Office. We must have original signatures on file, so if you fax please send the original within 7 days.
• Junior members - do NOT send in the Medical Release form to Region office. That form goes to your Coach to carry at all events in case of accident. The Carolina Region does not need this form (exception: if you make an HP team, we will ask you to fill one out for our HP coaches).
• Coaches - the 2006 Coaches Code of Ethics is still a required form. Please include this form with your waiver and payment. Also, the Background Screen procedure is all online this season. Adults that check they will be affiliated with a Junior team will be asked additional questions pertaining to the Background Screen process and then directed to print the Background Screen release and send with $16 payment to Region Office. When we verify receipt of the release, the information will go automatically to our vendor to perform the check. They will update the results in the member record. The Screen is good for two seasons, so the system will not proceed with coaches that were screened last season (everyone can login to their record to see when their screen expires).
• Officials - a signed Independent Contractor Form is required each season. You can download one from the Officials section of website.
• Once you submit your application, you should receive an email at the email you provided in your record confirming your application. This email will have your login information and password. Keep it in a safe place.
• When we receive your signed waiver and payment, we will clear you in the system. You will receive a second email confirming your membership. This email may be printed and carried with you for proof of membership to all your tryouts and sanctioned events. NOTE: We will not be issuing membership cards this season. The online system is being designed so that member cards are not needed anymore (i.e. members can print their own verification anytime and National events will have access to internet to check everyone's eligibility).
• NOTE: Since the system is opened up for renewals around September 1 of each year but the normal membership year doesn't end until Oct 31, there will be some overlap in the system. If you renew in this time period and log in to your account, the system will still show your current (2004/2005) membership information. It will show a Oct 31, 2005 expiration date and your 2004/2005 club affiliation. On November 1, 2005 the system will reset and show you as current for 2005/2006 and show whatever club affiliation you chose at registration.

PAPER FORMS:

• As mentioned above, we will still accept paper forms for those without internet access.
• Individuals can download a member form in .pdf format and type in their information. See the Forms section of web site to download.
• Please note the common errors with the paper Registration Forms:
  • Member Forms not signed on Back in appropriate places. In addition, Juniors must sign the form and their parent/guardian must sign the form (on back)
  • Missing birthdate or birthdate incorrect. Year of birth is often listed as current year (05 or 06).
  • Juniors - Coaches' Code of Ethics not submitted for all coaches.
  • Juniors - Background Screen forms not submitted for all adults (team rep, club rep, coaches, chaperones, trainers, etc) wanting to affiliate with the junior team. The Background Screen is good for two seasons, so if you were screened last year, you will not need to undergo a screen this season.
  • Copies or Faxed copies of member form is submitted. Our insurance company requires original signatures (in pen) on file in the office.
  • Membership forms completed in Pencil. Please use an ink pen when completing any forms to be submitted.
  • Juniors - reps send in Medical Release forms to Office. These forms are to be kept by the club and carried by the coaches to all competitions and practices. The Region does not need a copy of them.