ONLINE USER GUIDE. Club Administrators

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1 1 ONLINE USER GUIDE Club Administrators

2 2 Table of Contents Logging In... 3 Club Administrator Online Membership Account... 4 Club Members Edit Club Information... 8 Renewing Your Club... 9 Practice Insurance Club Event Sanctions Club Event Sanctions View Rosters Club Event Sanctions Requesting Insurance Certificate Submit an Event Sanction Print Club s Membership Cards Register for an Event Submitting a National Verified Roster Submitting a Non-National (Sanctioned) Verified Roster Introduction As a club administrator, you have the ability to control multiple functions of your club through USA Water Polo s online system. You can view your club s members and coaches, register for events, submit event sanctions, verify rosters and do a host of other things. This guide will show you how to access these functions and help you manage your club. If you have any questions on how to navigate the system, please send an to membership@usawaterpolo.org.

3 3 Logging In To login to your club administrator account, please visit the screen shown below is the USAWP homepage. In the upper right-hand corner there is a Member Login button; click that button and it will take you to the login page. You will need your personal USAWP membership ID number and password (if you do not have or do not know your login information, you can request a new password to be sent your address on file [see image below]; if the address on file is incorrect, please membership@usawaterpolo.org). All club admins must have a current USAWP membership. clubadmin

4 Club Administrator Online Membership Account Once logged in, you will notice that there are three new tabs on the left-hand side; Event Rosters, Club Admin Area and Events. Click on the + symbol to expand the menu. 4

5 Club Members Under the Club Admin Area tab, you will be able to view Club Members which includes: All members, Pending (current members who have renewed during the early renewal period), Current, Lapsed and Suspended. You can filter the club s members by choosing the membership status drop down and then press Go. You can export the list of members to an excel or a textdelimited file; member ID, first name, last name, address, , age/birth date, birth date verification, gender, membership type, expiration dates of CPR/First Aid and background screening will export. 5 EXPORT Note: the tabs along the top of the page will direct you to a different area of the club admin account. The tabs Main Info, Team Registrations, Members, Club Membership, Sanctions and Customer Info will help you better manage your club.

6 6 Team Registrations Shows a history of all events that your club is currently registered/rostered for as well as the events that your club has competed in. Team registrations are separated into multiple categories: - National Championships (Junior Olympics) - National Team Events (USA Exhibition) - Regional Tournaments (Qualifier events) - Sanctioned Tournaments (Single club-sponsored events) - Sanctioned Leagues (Club-sponsored league events)

7 Customer Info Shows the club s financial transactions. 7

8 Edit Club Information If you did not get the opportunity to update your club s information page, you can do so through your Club Admin Area. Be sure to include your current and web address so we have the most up to date contact information. Note: Updating the pools on this page will not automatically send a request for a new certificate of insurance; please refer to Requesting a Certificate of Insurance how-to on page 10. 8

9 Renewing Your Club If your club has lapsed, you can renew your club online. Look within the Club Admin Area tab and select the Renew Club Membership option. The system will take you to your renewal page, (images shown below). Once you have confirmed contact information and agreed to the terms you then can pay the clubs fees online. This will make your club current immediately and appear under the Club Search feature on our website. If your personal and club membership have BOTH lapsed, be sure to renew your club first, and then your personal account. Affiliation is required, and you will not have a club to select if you try to renew your personal membership before renewing the club. If the club primary contact or club administrator(s) has changed, the current primary contact can make a change or transfer the club to a new member. If this is the case, please send an to membership@usawaterpolo.org. Note that club memberships are on a calendar year basis and expire on 12/31. Memberships are up for renewal on 11/1. 9

10 10 Requesting a Certificate of Practice Insurance As a current registered club, you receive general liability coverage through USA Water Polo. Many facilities require a certificate of insurance (coi), to show proof of insurance. To request a copy of insurance, look within the Club Admin Area for the Practice Insurance option. The form will auto-populate the club contact information, along with the pools currently listed on your account. In addition, there is space to add delivery addresses and list any additional insured requirements and/or special instructions. If you need an endorsement, you can enter the exact verbiage needed in the additionally insured area. The certificate can be sent by fax, or mail. Once the certificate has been requested it will take between 3-5 business days to process; endorsements may take an additional 24 hours. Please note that our insurance carrier is on the east coast, so it is imperative that requests are made in a timely manner. Practice Insurance for Clubs: All current USAWP club practices are covered with USAWP General Liability Insurance. In order for this policy to be active, all participants (athletes, coaches, referees) must be current USAWP members. Club practice insurance covers participation for 1-2 clubs. NOTE: If more than 2 club teams are participating in scrimmage/event; an event sanction must be completed; see pages Sanctioned Events Insurance: The General Liability Insurance policy that comes with USAWP Club Membership only covers club practices. Any events other than club practices are not covered under your USA Water Polo General Liability Club Insurance. All approved USAWP sanctioned events are covered with USAWP General Liability Insurance. Sanctioned events are defined as more than two teams competing. A scrimmage with two teams is covered under the club practice coverage. In order for this policy to be active, all participants (athletes, coaches, referees) must be current USAWP members, unless approved beforehand. To request an insurance certificate for a sanctioned event, the event sanction must have been previously filed and approved.

11 11 Requesting a Certificate of Practice Insurance (continued) There are three options to receive a COI: - (preferred, fastest option) - Mail - Fax The insurance provider will pull the address, mailing address and fax number from the club information as well as send to any additional entities listed in the information box below. Note all listed will receive ALL certificates. If an insurance certificate needs to be sent to a different contact than the one listed in the club information, then enter the contact information in this box. For a facility/organization requiring additional insured listing, please be sure to include the organization/facility and address in this section. Additional insured refers to an entity being listed as the certificate holder. For a facility/organization that requires an endorsement, be sure to list all information (including any specific wording) in this section. Ex: [CITY] Unified School District, it s employees, officers, volunteers and agents

12 Club Event Sanctions As a club admin, you have the ability to view event sanctions that your club created as well as modify and edit if necessary; although, you cannot change the dates but you can update the pool(s), contact s and phone number, revise and add divisions, and entry deadlines. You can also view the teams who have entered and/or created rosters for the event. 12 After selecting Sanctions from the top menu or Club Event Sanctions from the left menu; be sure to click the EDIT button to view the event and make edits, view rosters, etc. Add/update event description here Adding Divisions ***If you would like to add a division to your event, you will need to contact the national office or events@usawaterpolo.org.

13 Club Event Sanctions (Continued) View/Print Team Rosters You can also view the current registrations and rosters and if needed, a copy of submitted rosters can be printed. To view rosters, select Edit next to the event. From there the event will pop-up. In the event, click the Registrations heading and you will see the below. As the host club, if needed, you can also print a copy of submitted rosters. 13

14 14 Club Event Sanctions (Continued) Adding Pools After your zone chair approves your event sanction, you have the ability to add/remove pools from the event sanction. First, click the Edit button next to the event sanction; select Pool Info. Use the drop-down feature to select a pool from the list keeping in mind, pools may be entered in a variety of ways. Ex: Henry Gunn High School VS Gunn High School If you still cannot find a pool, you can select the Add a Pool option to create a NEW pool into the system. Once you have added the pool, it will now appear in the drop-down menu. When all pools have been chosen then Update Event and request the insurance certificate as shown on page 13.

15 Club Event Sanctions (Continued) Requesting Insurance Certificates A club admin can request a Certificate of Insurance for any APPROVED sanction. You can also add or remove pool sites, add additionally insured information and special instructions. First, select Edit next the event; select the Insurance Info tab toward the middle of the event sanction. Select the delivery method for the COI would like to be received (mail, , fax). Next, add any additional insured information, special instructions, and then press the Request Insurance Certificate to submit your request. A pop-up window will appear letting you know that the request was successfully sent. Please note, during busy times of the year, the insurance may take 3-5 days to receive. 15

16 Submit an Event Sanction Under the Club Admin Area you can create sanction tournaments, camps/clinic, or a league event. Select the correct sanction type; you will be prompted to fill out the name/title of event, start and end date, description (optional), divisions, age as-of date, pools, and certificate of insurance information. After you press Continue, the sanction fee price will be adjusted based on the date entered. See below for the price scale on how it is adjusted: 90+ days from the event= $ day prior to the event= $50 Less than 7 days to the event= $100 After the transaction has been made, an alert will be sent to your zone chair to approve your sanction. You will receive an to alert you if the sanction has been declined, approved, or there is a change request. For questions regarding event sanctions, please sanctions@usawaterpolo.org. For questions regarding approval of an event sanctions, please contact your Zone Chair. 16

17 17 Submit an Event Sanction (continued) When completing an event sanction, be sure to select the appropriate divisions, as it will populate registration and roster options. Divisions can be based off age, grade or both age and grade; this drop down is located under the Divisions section. * Note: Event sanctions are approved by your zone chair. Once an event is processed, an is sent to the zone chair and the event is added to their zone admin account. The event is: approved, denied or sent back for revisions.

18 Print Membership Cards Under the Club Admin Area, you will see a tab for Club Members. Next to the list for each of the athletes there is a picture. Select the individual picture for each athlete, and this will allow you to print off the current club members membership cards. Before every game, referees will ask coaches and athletes to present a form of identification and a temporary membership card is an acceptable form of identification. NOTE: You are able to print off member cards of athletes on a particular roster. View Roster instructions for more details. 18

19 Registering for an Event (National, Regional, Tournament, Conference, Clinics) If your club wants to enter a national, regional, locally sanctioned tournament, conference, coach clinics, US Leagues, etc, you can register online. Under the Events tab select the category which represents the event you would like to enter. 19 Conference Events USAWP General Assembly, JO EXPO College Coach Meet and Greet National Events Junior Olympics, Rock-tober, Masters Nationals, etc. Regional Events JO Qualifiers, Champions Cup Qualifiers, etc. Sanctioned Events Local tournaments, camps, clinics ODP Camps Information regarding the location of ODP tryouts Coach/Ref Clinics Event sites for professional development for coaches and refs Masters Events Events that included a masters division Submit an Event Sanction See pages US Leagues Calendar A calendar view of current US Leagues

20 If the registration is open for the event, you will notice a Register Now button located to the right of the event. Registration deadlines for National events are set by the Conduct of Championships which can be found at under the Resources tab in Rules and Ethics. Registrations deadlines for other non-national events are set by the tournament director (club admin). Note that only club admins associated with their club will be able to register for these events. 20 For National Events: Once you have clicked on the Register Now button, you will be directed to the event division selection. Please note that if you are registering multiple teams into the same event, this process will need to be done separately for each team.

21 Note that you must add a team to register for the event; if you do not have a team name already created, you can select Add a team and create a new team. Once the team name has been created, you will be able to register for the event. 21 To pay for the event, you will have three choices: USAWP Capital One VISA, Mastercard and VISA; contact events@usawaterpolo.org if there is a problem with a payment. Then you will select register

22 Submitting a National Event Verified Roster If you are participating in a National event which includes a Regional tournament, you must have a verified roster that has been submitted through the national roster verification system. Under the event rosters tab, select National Verification for Masters Nationals, US Open of Water Polo, Junior Olympics, Rock-tober Classic and Champions Cup. (For a Regional Qualifier, select Regional Verification. ) Under Active Events you will see the upcoming events that your club is entered into along with the age divisions, roster status and roster verification button. Depending on which stage you are at with your verified roster, it will have one of the following status below: No Roster - roster has not yet been created. Ineligible - roster is incomplete requiring action to verify and submit. Awaiting Submission - roster is verified and eligible for submission. Submitted - verified roster has been sent to tournament director and USAWP. 22 To add a roster or edit a roster, select the button that corresponds with the division under the Roster Verification. In order to add a roster, the club will need to have paid at least 50% of entry fee.

23 According to the Conduct of Championships division parameters (min. age, max. age, age as of date, gender), your club s athletes will populate; select the athletes you wish to roster and press Create Roster. You must select a Coach at the time of roster creation but that can edited at any point after the roster has been created. 23

24 24 During the National Event rostering process, you will be able to add coaches and athletes from your club. For US Opens, Rock-tober and Masters Nationals, you will be able to add non-club staff and athletes to your rosters after you have added your club s affiliated members. However, for Junior Olympics and Champions Cup will not be able to add non-club staff or athletes. Once you have completed your National Event roster, you can either Save and Close or Submit Roster. When you submit your roster, USAWP, the member submitting the roster and any s you provided in the a copy of this roster to: will receive a copy of the roster.

25 25 Submitting a non-national Verified Roster (For Sanctioned Events) Under Event Rosters, select Sanctioned Verification to create a verified roster for current sanctioned events. Click the blue Create Roster button, a new tab will appear. Find the tournament name under the Tournament drop down in which you will be creating a verified roster for, select the division and team (or create a team if needed see page 20 more information). Next, choose the coaches and athletes, then Create Roster.

26 As an option for sanctioned, you can add non-club athletes and non-club staff after you have created your roster. Once the roster has been created, you can either Save and Close or Submit Roster. A copy will be sent to the tournament director and another copy will be sent the club admin. 26