On September 1st of 2020, USAV membership registration system will be moving away from Webpoint and switching to a membership management system (MMS) administered by SportsEngine (SE). This page is being updated with information that you need to know, particularly about major differences between Webpoint and SE MMS. The AZ Region staff has received training on the new system, and clubs should have been contacted over the Summer to get set up.
Clubs began receiving communications in late May to initiate the setup process and transition to the new system. The communications may ask you to "claim" your SportsEngine HQ, which will allow you to get into the system. Remember that 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 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 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.
These one page PDF’s are simplified instructions for parents/guardians on the most common functions they will complete within the USAV MMS
CREATE AN ACCOUNT, LOGGING IN & MY SE OVERVIEW
CREATE AN ACCOUNT & MEMBERSHIP PURCHASE
With the new system coming on board and anticipating many people needing help with the new system we ask that memberships be purchased as described below. A membership can be purchased at anytime after Sept 1st. We just want to give preference to the boys clubs, coaches, officials, tournament directors because their season starts right away.
September 1 - 12, 2020 - Boys Club Directors, Administrators, Coaches and Players
September 12, 2020 - All Adult members (includes coaches, officials, tournament directors, girls club administrators, etc).
September 18, 2020 - Junior Girls Players
ACCESS CLUB ADMIN MINI-SERIES VIDEOS HERE
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.
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.
There are two versions of these documents - one for clubs using free SportsEngine HQ and the other for those that purchased the Premium SportsEngine HQ package. 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 provide step by step written instructions alongside screenshots or videos of certain tasks.
The process of purchasing memberships will look a little different. To start, go to the AZ Region website's Join the Region page.
You will be asked a series of questions to determine what type of membership is right for you. You may also see a direct link to a membership that you need (i.e. Junior Player).
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 the AZ Region, and the other represents the fees going to USAV. This is different than in the past. Don't be confused. You will still be charged the same total amount for the membership type - 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 are absorbed by the AZ Region and USA Volleyball. The fee is approximately 2.95% of the purchase cost. Credit card fees will be non-refundable.
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 MMS, the primary account holder would be a parent, and each child would have their own profile within that account.
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.
The first step to a successful transition to SportsEngine is for clubs to claim their free HQ account.
To do this, please follow this link and type in your club name. We are hoping that all clubs can claim their HQ by the end of July.
You must use the club name as it is listed in Webpoint - for example, do not use AZ Junior Club if it is spelled out in Webpoint as Arizona Junior Club.
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.
Every registered member will be required to complete and turn into their club the AZ Region COVID 19 waiver and release of liability
All adults associated with a junior club must be current in their membership, background screen and SafeSport Training. If the adult is a coach they must also be current in their Coach's Education certification with the AZ Region.
All juniors participating in the AZ Region must submit the following documents to their club before they can participate:
Medical Release and Liability Form
Concussion Acknowledgement Form
COVID 19 Release and Waiver of Liability
A copy of their Birth Certificate or other government issued id to verify date of birth must be submitted or on file from previous season
All clubs will have access to, and must use, SportsEngine HQ to manage their clubs. 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. Please download any data you want from Webpoint before 9/1.
The system is integrated with AES, and USAV is working on technology which allows you to build a roster in SportsEngine and have it automatically transferred over to your AES account as that team’s default roster. (You will still need to upload a roster in AES for each event you register for.) The administrators of the system are working on ways to have SportsEngine also integrate with other event management systems.
Administrators will have the ability to build rosters via a CSV (Excel) upload.
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.
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 and has increased the cost to members - $30 for two years, which includes a supplemental screening prior to the second season (this fee is not paid to the AZ Region, and the AZ Region does not collect any money from background screen charges).
Much of your old data from Webpoint will be migrated over to the new SE MMS. When purchasing a membership, the system will look to match your 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.
The AZ Region will also back up data from Webpoint (such as roster information, team selections, etc) and keep it on file in a secure location.
Webpoint is available until 10/31/2020 should clubs require access to any historical data.
If you require SafeSport training, the system will send you a link via e-mail to complete the training. USAV is working on technology that allows the system to know which training is appropriate for you (Core vs. Refresher) and that 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. This process will be smoother for all involved.
It is our understanding that 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.
We are still learning more about how the USAV Academy Learning Management System (LMS) will be integrated with the new platform. The AZ 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're used to with USAV Academy currently.
USAV is trying to develop 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.
The new MMS will also come with an updated refund policy from both the AZ Region and USA Volleyball. This policy will be posted on our website under the About Us tab - click on "Payments/Refunds".
Because the USAV part of the membership fee now goes directly to USAV at the time of membership purchase that portion of the fee may only be refunded if NO particpation occured under the membership. It takes a separate refund request and must be done through the AZ Region.
No refunds will be issued for a membership purchased in a prior season. Partial refunds may be issued for a current season membership purchased once any participation has taken place. Full refunds may be issued if there was no participation by the member under the membership purchased. Background screen fees are non-refundable.
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!
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 SE MMS must be USAV members, background screened, and SafeSport certified. USAV and the AZ Region will be monitoring compliance with this policy.
Club must also grant the AZ Region Organizational Administration ("Org Admin") access to their club HQ. For instructions on how to do this, click here.