The RMR is currently working to update each of these important tools for you to fulfill 2021-2022 compliance. The documents are organized by section as well (newest closer to top, older docs lower on page). Dates do appear in most document titles, for clarity.
In some cases, you can work from the '21 versions of various publications that interest you. (This appear lower on the page, but are deleted as we replace them with 22 versions)
Of course, feel free to call with any specific questions that you may have... or even to point out any documents that we might be missing or have mis-placed!
Thanks, The RMR
These documents are now out-of-date but may be of use to you until we have completed the '22 versions of each
Docs related to the 2019-20 season have been archived. Contact us if you need a copy for some reason!
Recently, Daniel Becker at USAV was kind enough to offer a presentation "SportsEngine Setup, for Club Directors."
We've recorded the presentation and include it here for your review.
On September 1st of 2020, USA Volleyball and Rocky Mountain Region will transition to a new membership management system (MMS) administered by SportsEngine. 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.
All clubs will have access to, and must use, SportsEngine HQ to manage their clubs for the Rocky Mountain 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.
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
If you receive a communication from SportsEngine or USAV, and you aren't sure if it's a legitimate message, please forward it to our office and we can advise you further.
HOW DO I LEARN THIS 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 us at email@example.com or firstname.lastname@example.org.
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 Rocky will be monitoring compliance with this policy.
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!
ACCOUNT CREATION & MEMBERSHIP PURCHASE
Individuals will need to purchase a membership from the region website. 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). Click https://sportsengine-docs.s3.amazonaws.com/USAV/Parents/USAV+Parent+-+Simplified+-+Create+account%2C+purchase+membership%2C+myse.pdf for an overview of this process!
SportsEngine allows for family accounts, so the account holder should be an adult and children can each have their own profile in the family account. This means one login per family!
Clubs are also able to purchase membership on behalf of their staff and coaches within the system.
CLUB SELECTION IMPORTANT
When a membership is purchased, an individual member will not have the option of associating themselves with a club. Instead, the club must send an association invitation to the individual who must accept. 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.
Check out this video for an overview of what this process looks like for club administrators.
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.
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.
Rocky Mountain Region will also back up data from Webpoint (such as roster information, team selections, etc) and keep it on file in a secure location. Regions will have a process to retrieve credentials manually if needed.
The process of purchasing memberships will look a lot different. To start, go to RMR’s website and click on the "Membership" link.
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 REGION NAME, and the other represents the fees going to USA Volleyball. 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 will also see two separate charges (totaling the amount of your membership) on a credit card statement.
After a membership is purchased, you will receive an email 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.
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.
Background screenings will be a separate purchase, completed after your membership purchase. By hitting the link “complete screening” from the email or account, you will be directed to complete the background screening. Background screening costs increased in 2020 and is now $30 for two years which includes a supplemental screening prior to the second season. Please note this cost is not paid to Rocky Mountain Region and Rocky Mountain Region does not collect any money from background screen charges.
By hitting the link “complete Safesport” from the email or account, you will be directed to complete Safesport training. The system will automatically load the correct course (SafeSport Core vs. Refresher)
Juniors who are 18, or who will turn 18 during the season, will be able to select a membership with SafeSport training as a requirement. They will receive the link to complete SafeSport in their eligibility email or access it from their account.
USA Volleyball will be utilizing a new learning management system (LMS). Users will access the LMS through their SportsEngine account to complete necessary coursework (ex: junior officials or scorekeeper training). The registration process for completing this coursework is streamlined for ease of use.
There are 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.