Welcome club directors and club administrators to the 2020-21 club volleyball season through the Oklahoma Region. If you have questions about anything pertaining to purchasing a membership through SportsEngine, email the Oklahoma Region office at registrar@okrva.com.
MEMBERSHIP PURCHASES
The process of purchasing memberships will look a little different. To start, go the Oklahoma Region website and click on the blue “Membership” link.
In order to begin the purchase process, you will need to create a free SportsEngine account or login to their existing SportsEngine account (you may have one through other sports organizations that use SportsEngine). Click here for an overview of this process.
You will be asked a series of questions to determine what type of membership is right for you. 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 Badger Region, and the other represents the fees going to USAV. This is different than in the past. You’ll still be charged the same amount – 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.
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.
CLUB SELECTION
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. 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.
There will be policies in place that prevent clubs from sending invitations to players prior to tryout dates.
BACKGROUND SCREENS
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 – $31.50 for two years, which includes a supplemental screening prior to the second season (this cost is not paid to Oklahoma Region).
DATA MIGRATION
Much of your old data from Webpoint will be migrated over to the new SportsEngine MMS. When purchasing a membership, the system will look to match your name, date of birth, and zip code with a membership record from Webpoint and if a match is found, data migration will happen automatically.
The Oklahoma Region will also back up data from Webpoint (such as roster information, team selections, etc.) and keep it on file in a secure location.
TECHNOLOGY / AES INTEGRATION
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 Sept. 1, 2020.
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.
SAFESPORT TRAINING
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. Junior athletes who are 18, or who will turn 18 during the season, will be able to select a membership that automatically enrolls them automatically in SafeSport.
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.
USAV ACADEMY (LMS)
We are still learning more about how the USAV Academy Learning Management System (LMS) will be integrated with the new platform. Oklahoma Region is also working on implementing new policies and requirements to make this experience less cumbersome on our members.
We do know that 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.
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 SE must be USAV members, background screened, and SafeSport certified. USAV and PSR will be monitoring compliance with this policy.
MEMBER DIRECTORY
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
OTHER QUICK LINKS FOR CLUBS AND CLUB ADMINISTRATION
- Club Administrator Guide — Free HQ version (PDF)
- Club Administrator Guide — Premium HQ version (PDF)
OTHER QUICK LINKS:
- Create Account & Overview of My SportsEngine (PDF)
- Sports Engine Account Creation (PDF)
- Create Account & Purchase Membership — Option One (PDF)
- Create Account & Purchase Membership — Option Two (PDF)
- Purchase Membership From Region (Written Steps)
- Purchase Membership from Region (Visual Only)
Please use the videos below to help guide you based on who you are and your needs for navigating the new SportsEngine member management system. Have questions? Email registrar@okrva.com.
