Handbook for the 2000-2001 season
Updated Jan. 7, 2001

Michiana Region Volleyball Association
Region of USA Volleyball

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Table of contents

1) Purpose of Michiana Region and USA Volleyball rules
2) Only Michiana Region forms may be used
3) Registration fees
4) Mandatory rules
5) Definitions
6) Junior team commitment
7) For Michigan residents
8) Team and player residency requirements
9) Junior officials requirements
10) Coaches and chaperones
11) Team, club and individual rules applying to all teams
12) Uniform rules
13) Accreditation for coaches
14) USAV CAP program
15) Future Olympians grants from Indiana Sports Corp.
16) Changing teams or clubs
17) Recruiting
18) Recruiting or player movement violations
19) Possible sanctions
20) USAV junior age division definitions for 2000-2001
21) Junior age group waiver procedure
22) Michiana Region registration option for junior clubs
23) Club and team codes for junior Region bid, qualifiers and the junior national championships
24) Rules for junior programs
25) Code of ethics form for junior administrators, coaches, assistant coaches, trainers and chaperones
26) Chaperones required at junior nationals
27) No one-day memberships
28) 2001 Michiana Junior Girls High Performance Team
29) Operating code of USA Volleyball
30) Michiana Region General Operating Code
31) Michiana Region violations and disciplinary actions
32) 2000-2001 Michiana Region sanctioned playing season
33) Michiana Region adult divisions and levels of play
34) How to host a tournament
35) Tournament director rules and guidelines
36) 2001 USAV Rulebook changes
37) Michiana Regional Adult Championships tournament requirements
38) Zonal and national tournament participation by AA/A/BB/B teams
39) 2001 USA Volleyball National (adult) Championships Pre-Tournament Entry Booklet
40) USAV/Michiana Region policy on foreign national participation
41) Policies of the board of directors of Michiana Region
42) Terminology/definition regarding financial items
43) Approval of budgeted, unbudgeted compensation and expense reimbursement
44) Applicable USAV policies
45) Purpose of the Michiana Region Volleyball Association
46) General statement
47) Membership of the board of directors
48) Policy governing the exercises of powers by the board of directors
49) Fiscal year
50) Meetings
51) Article VII (non-profit domestic corporation) Articles of Incorporation
52) Organizational structure
53) Michiana Region board membership and terminology
54) Recommendations for travel-related reimbursements
55) Michiana Region guidelines on ethical conduct and conflict of interest
56) Benefits of becoming a Michiana Region and USAV member
57) Michiana Region documents available
58) Michiana Region membership fees breakdown
59) Requirements for adult teams
60) Sexual harassment
61) Statement of Publication
62) Change of address
63) To get a Handbook
64) Adult tournament officiating
65) Adult Regionals eligibility
66) Due process procedure
67) Secondary sport accident insurance program for all registered individuals
68) Liability insurance
69) Reporting insurance claim incidents
70) Auto use is excluded by the liability insurance program
71) Mandatory forms and their completion
72) Participant waiver/releases and consent forms
73) Volunteers
74) Use of volunteer drivers
75) Incident handling guidelines at the venue
76) Extended Officials Insurance Coverage
77) Physical abuse, sexual abuse and sexual harassment

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1) Purpose of Michiana Region and USA Volleyball rules

Volleyball associations and federations worldwide endeavor to provide equal opportunities and maximum enjoyment for participants and spectators, maintaining the values of fair play and peaceful involvement. USA Volleyball embraces this view, joining with all its global partners to enable pleasurable participation from the broadest base of recreational play, to the highest levels of international competition. Volleyball can enrich the lives of all who play and watch it. It should be fun.

We commit the rules to this end.

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2) Only Michiana Region forms may be used

Team, club and individual registration materials for the 2001 season may be requested from the Region office and are the only forms to be used. All forms can now also be downloaded from the Region website. No other forms will be accepted. Blank forms may be copied for completion by individuals and must be legible and properly signed or they will be returned.

We are required to keep on file all registration forms with original signatures. Therefore, neither a fax nor a photocopied signature is acceptable.

USA Volleyball is in the process of developing an online registration system. They hope to have it ready for the 2002 season. The use of electronic signatures has been taken under advisement by USAV but will not be used this season.

Updated information, including results, team lists, tournaments, officials and IMPACT clinics, is now or soon will be on the website.

The Region office hours are 8 a.m. to 4 p.m. Should there be a problem or something that needs attention after office hours, the Region answering machine is on 24 hours a day. Please leave a message with the reason for your call, a phone number where you can be reached and the best time to reach you. Your call will be returned as soon as possible, but no calls will be returned after 7 p.m.

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3) Registration fees

All fees are annual. Memberships are required before the issuance of officials license, tryouts, practice and tournaments and run from date of registration through October 31, 2001

Team fees
Adult and junior volleyball teams: $30

Individual fees
Adults: $35 through Jan. 31, 2001; $40 after Jan. 31, 2001
Female juniors: $25 through Jan. 31, 2000; $30 after Jan. 31, 2000
Chaperones: $15 through Jan. 31, 2001; $25 after Jan. 31, 2001
Male juniors: Promotional all-season rate of $15. We are offering Michiana Region junior boys programs an individual registration fee of $15 all season to promote boys volleyball in Indiana and Michigan. Coaches, chaperones, etc. will pay their regular respective fees at the time of registration.

Collegiate memberships
For Indiana and Michigan colleges only: $30 per team and $20 per player.
Same benefits as other memberships, including the insurance program, the exception being only one USAV Rulebook and one USAV Guide. Cannot participate in any Region/USAV Regional, Zonal or National Championships unless the team, players, coaches and trainers upgrade to a Regular Membership.

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4) Mandatory rules

USA Volleyball requests the Social Security number and requires the date of birth of all members. The board of directors passed a rule at the April 1992 annual meeting: If any information or signature(s) are missing, the entire team and individual forms will be returned and they are not registered as members!

When registering a team, you pay a team fee for each team, an individual fee for each administrator, player, coach, assistant coach, trainer and chaperone. If a player is replaced for any reason, a $10 insurance fee is retained.

Dates and locations of officials clinics are on the tournament schedule. Junior teams will have a Region-certified second referee and a Region-certified scorekeeper for each team that participates in the Michiana Region Junior Bid and USAV junior national championships. The junior officials certification process will be determined by the Region officials chairs.

NOTE: These are Michiana Region Volleyball Association and USA Volleyball junior officials requirements as we understand them, as of this posting. Watch the Region and USAV websites for future changes.

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5) Definitions

Participant: Any individual, including administrators, involved in volleyball activities in the Michiana Region.

Adult team: Team with adult members. Junior players may play on adult teams, maximum of 15 players per team.

Junior team: Must consist of all junior members, with a maximum of 15 players per team. Age requirements are in the junior team information. Junior teams may play in adult tournaments. Girls play only girls teams, and boys only play boys teams.

Coaches, assistant coaches, trainers and other individuals involved in active participation with a USAV/Michiana Region volleyball team shall be classed as an adult member and the proper fees paid.

Chaperone: Any individual who assists a team in any manner, such as a parent-driver, equipment carrier or ball chaser.

Collegiate: Must be a full-time student and a member of the varsity or club program of the college that they attend.

Foreign athletes: See section elsewhere in Handbook.

Michiana Region registered members must belong to a team before they are allowed to participate in any sanctioned tournament. Categories such as independent, freelance, etc., do not exist and are not allowed to compete.

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6) Junior team commitment

Once an individual has become a registered member of and competed in a sanctioned tournament for a team, that individual is considered to be on that team for the entire season, even if that team disbands. That person cannot be picked up by another team to participate in any junior qualifier or the junior national championship.

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7) For Michigan residents

For the 2000-2001 volleyball season, the state of Michigan will be acting separately from the State of Indiana in hopes of soon becoming an official Sub-Region of Michiana Region Volleyball Association. If they are a successful Sub-Region, after one year, Michigan will become a full USAV Region. They have assumed all duties regarding questions of eligibility, officiating licenses, registration of members, sanctioning of events, any and all other activities involved in running a volleyball region in the Lower Peninsula of Michigan. Discipline of all participants will be handled as published in the 2001 Michiana Region Handbook. Each temporary Michigan Board member listed below will be responsible to the Michiana Region Board member in their respective area of responsibility.

Special Michiana Region membership fees for Michigan junior volleyball players:
Regardless of the date of registration, dues listed for before January 31, 2001 will be used for Michigan junior players.
All Michigan adult members shall use the dues in effect at the time of registration.

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8) Team and player residency requirements

A team or club representative must be a resident of Indiana or the Lower Peninsula of Michigan. A minimum of two-thirds of the individuals participating on the team must be residents of Indiana or the Lower Peninsula of Michigan.

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9) Junior officials requirements

Any team intending to enter the Region Junior Bid tournament or the YJOVBC is required to have a Michiana Region-certified second referee and a Michiana Region-certified scorekeeper. These officials must be junior registered individuals and are to be the officials working the team assigned matches in this position. It is highly recommended that each team have more than one Region-certified second referee and scorekeeper. As with all officials in this Region, annual recertification is required on some cases as prescribed by our head officials. Certification clinics can be set up through the referee and scorekeeper chairs. Their addresses, phone numbers and e-mail information are on the Region website. A minimum of 20 to 25 people in attendance is necessary for a club to host such a clinic. Several clubs would be allowed to combine in hosting such a clinic. Our junior officials clinics will include Region certification for both these officials.

NOTE: The YJOVD passed a rule that the team coach must be present at the court during all of his or her team's assigned officiating duties.

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10) Coaches and chaperones

There will be at least one (1) coach for each junior team in your program, and we highly recommend one (1) chaperone for each junior volleyball team in your program if you plan overnight stays. Chaperones are required for Region bid tournaments, junior qualifiers and the junior national championship. The chaperone will not be a coach and should be the same sex as the participants on the team and a minimum of 21 years of age.

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11) Team, club and individual rules applying to all teams

When players form a volleyball club in Michiana Region, each participant and team must be registered members of this Region and notify the Region office two (2) weeks prior to a tourney where they intend to use players from a club team. If there is more than one (1) team within that club, each team must be registered and the proper number of team fees paid. There is a maximum of three (3) teams allowed to belong to the same club. A team may only belong to one (1) club. There can be an interchange of players between teams of the same club. A high level/division player can never compete in a lower level of competition, such as AA down to A, A down to BB, etc. An example of an adult player interchange would be a BB level player moving up to an A level team if the higher-level team cannot field the mandatory six players on the court. This must be done with the advance permission of the tournament director, and this individual must be on the playing roster for that tournament. Interchange of club players at the same level, for example Team BB 1 to Team BB 2, is legal, provided the change is made on the tournament entry roster form.

At the junior level, the age and possibly grade-level rules determine where an individual must compete. Junior players can play up in a higher age division but can never play down in a lower age division.

If there is a written complaint filed as a result of a tournament director allowing a higher-level player to compete with a lower-level team in a division lower than that player's known level of competition, that player, the team he/she competed with and the tournament director of that tournament are automatically suspended for (1) one month. Further infractions of the same nature could result in a year or longer ban from sanctioned competition. We hope that tournament directors and the players themselves will police this to prevent it from happening.

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12) Uniform rules

All teams competing in Michiana Region sanctioned tournaments will have matching shirts and shorts as described in the USA Volleyball Rulebook. Teams intending to compete in sanctioned tournaments in other USAV Regions must be aware of and abide by the uniform rules of that Region. Likewise, teams from other Regions competing here must abide by our rules. Teams should be aware that teams are not allowed to use the logo or terminology of USA Volleyball or USA Olympics on their sweatsuits or uniforms.

Players' jerseys must be number 1 to 99. The number must be placed in the center of the back. For the front it is required that the top of the number be no more than 12.5 cm (5") down from the shoulder seam and that the medial edge of the number be no more than 7.5 cm (3") from the mid-line of the jersey. Numbers must be placed to be clearly visible at all times, be of a different and contrasting color to the jerseys, with a minimum height of 10 cm (4") on the front and 15 cm (6") on the back.

Each uniform jersey must use the same color and number height for all team members. The stripe forming the number shall have a minimum width of two cm (3/4").

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13) Accreditation for coaches

Every person who is designated as a junior volleyball head coach and intends to have their team compete in the Michiana Region Junior Volleyball Bid Tournament, a Junior Volleyball "Qualifying Tournament" or the USAV Junior Volleyball Championships, shall at minimum have completed one (1) of the following courses:

It is recommended that all junior coaches be IMPACT-certified, and it is highly recommended that each team have two IMPACT-certified coaches.

Michiana Region has clinicians to teach the IMPACT program who have had extensive training at the USAV headquarters in Colorado Springs, Colo., to teach this course. It is available to groups of coaches who not only want to coach at the USJNVBC but also build their programs in a manner that has been approved by USAV and the USA Coaching Accreditation Program. It covers all basic areas of coaching volleyball athletes, such as basic drills and skills, motor skill development, creating your own drills, ethics and safety, to just name a few of the subjects covered. There is a $35 charge to cover the travel expenses of the clinician, reproduction of the IMPACT Manual that each attendee receives and other volleyball-related materials available at the time of the clinic. The course can last between two to four hours, so plan accordingly. The list below contains our clinicians to contact to set up IMPACT clinics. We require a minimum of 10 people to set up such clinics. Any changes to these requirements will be posted on the Region website.

IMPACT clinicians:

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14) USAV CAP program

USA Coaching Accreditation Program offers courses designed to develop yourself professionally to better provide for your athletes at their competitive level. These are held several times a year at various locations throughout the United States. Further information can be obtained from the USAV offices at 719-228-6800. See the USAV website for clinic updates.

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15) Future Olympians grants from Indiana Sports Corp.

Amateur athletes from Indiana can apply to the Indiana Sports Corp. for the Future Olympians Grant Program. Future Olympians was created to benefit Hoosier athletes who have demonstrated the potential or proven ability to compete at the Olympic or Paralympic level. Grants are awarded through this program to help defray the costs of training, living expenses, equipment and travel to competitive events. Check their website at www.indianasportscorp.com/.

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16) Changing teams or clubs

Players may not change teams to a club outside their present program after being registered with a team or club and having participated in a sanctioned tournament, without a written request for transfer. It must contain detailed reasons for the request and be sent to the Regional Commissioner, and it must be accompanied by a written release from the former team's representative. There are very few instances when a change of teams or clubs will be allowed.

A player who quits a team during the competitive season, Nov. 1 through Oct. 31, must receive a written release from the representative of the present program before he/she is allowed to request a transfer. The intent of this rule is for the participant to honor the commitment they made to the team or club they participated with originally. (Re-edited by the Junior Council, September 1999.)

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17) Recruiting

Recruiting is permitted after the USA Volleyball Open Championships for adults.

Junior participants may only be recruited if they had not participated with a club in the Michiana Region the previous season. Once an individual has completed and signed the official membership forms and competed in a sanctioned tournament, that individual may not be recruited by another team or club during that season or the following season. This includes the time after the USA Junior National Championships through the beginning of the following season.

When an individual is approached to try out for a team or club program by its director or any other staff member of that club, it is considered recruiting. A club staff member is defined as any person receiving compensation for services provided to the club and/or a person in a position by signature to be a representative of that club. An individual may be recruited by more than one team/club to try out only during the above-described time period and only if they had not been a member of another club during the previous season.

In the situation where an individual is requested to try out for more than one team/club, the player should properly complete and sign all the required Michiana Region membership forms and pay the Region dues to that team or club director. At the second, or subsequent, tryout the Michiana Region membership forms must again be properly completed. This is to ensure the participant has the secondary sport accident medical coverage during that tryout. After the individual decides which team or club program on which they will be participating during the upcoming season, they should not be actively recruited. If information is requested by the player, their parents or guardian and it does not relate to any promises of future considerations or inducements to leave their present club, it may be given orally or in writing.

It is not construed as active recruiting if a team or club representative is approached by an individual or the parent or guardian after that person has had a try out with one program. It is further allowable for a club to mail information about their club to a former member of another club provided that it is a general mailing going to all applicable prospects for that club and does not contain any messages of a personal nature.

The Region dues collected during any tryout will be collected by that team or club director. Any team or club dues that are collected during the tryout(s), or the period following, may be kept by the team/club with which the individual will be participating. Should a player decide to participate with another program, the team or club dues collected during this period will be returned to the individual. A nominal tryout fee may be retained.

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18) Recruiting or player movement violations

Any decision regarding player movement or recruiting violations is based on the Michiana Region Player Movement and Recruiting Policies and the facts as presented by the parties involved. The alleged violations will be handled by the Junior Administrative Council, hereafter referred to as the Junior Council, and written documentation will be sent to all members of that group, with a copy to the Regional Commissioner. The burden of proving the allegation is the responsibility of the accuser. Remember that after investigation has been made of the facts as presented by all parties involved, if an accusation is found to have been intentionally misrepresented or found to be totally false, the accuser will be subject to possible Region sanctions.

  1. If a recruiting or player movement violation is alleged to have happened, the director of the club should contact the director of the club accused of the violation. If resolution between the two clubs is achieved according to Michiana Region rules and policies, the director reporting the violation should write a report of the incident, have both directors sign the letter and mail it to all members of the Junior Council and a copy to the Regional Commissioner.
  2. If the accusation is not resolved, both club directors should submit a detailed written report of the alleged violation to the Junior Council. The Council will screen the alleged complaint for possible player movement or recruiting violations and resolve the allegation as soon as possible. If this is not acceptable to the parties involved, the written allegations, along with a written statement as to why the decision was not acceptable, will be forwarded to Region Commissioner.
  3. The Region Commissioner will send copies of the written allegations and refusal statement to the Executive Committee for review of the allegations, and a decision will be rendered based on the facts presented.
  4. If this decision is still not acceptable to the parties involved, a written reason must be sent to the Region Commissioner at once. The Region Due Process Procedure will then apply and that decision will be final.

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19) Possible sanctions

Possible Sanctions range from: a written warning, monetary fines to be established by the Junior Council and/or the Team and Player Eligibility Committee, loss of eligibility for any individual involved with a program and including club directors, team penalties, public acknowledgment of the violation, possible individual, team or club suspensions or other possible sanctions as the committee deems appropriate.

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20) USAV junior age division definitions for 2000-2001

Adopted by the Board of Directors, for implementation in the 2000-2001 season and to continue through the next quadrennium, that the age group definitions shall read as follows:

The following age groups shall be in effect for players other than college students who, regardless of age, are not eligible to compete in sanctioned junior events, unless amended by action as specified in Article X, E 2, a (3) of this Operating Code. Players need not be currently enrolled in high school except as noted below:

Regionally waived boys teams in the 14-and-under age group will be allowed to participate at the USA Junior Olympic Volleyball Championships using the following age/grade definition:

Check the tournament entry booklets for the USA Junior Olympic Volleyball Boys' and Girls' Championship events for complete eligibility rules for the 2001 Championships. The age definition will also be posted to the Junior section of the USAV website at www.usavolleyball.org.

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21) Junior age group waiver procedure

The intent of the age group waiver is to aid development of individuals who will otherwise be unable to reasonably participate. It is not to allow an advanced or accomplished player to remain with a given team or age group if there are similar opportunities available at their prescribed age group.

If a parent/guardian wishes to apply for an age group waiver for their son/daughter, all the required information and the original of this form must accompany the individual membership and team form at the time of membership application. Therefore, it is a requirement that the club director distribute and collect this completed form from the parent/guardian before sending the individual and team forms to this office.

Please note: These waivers may only be granted for tournaments not having a direct bearing on the Junior National Championships (JNC). That would include the National Qualifiers, the JNC, the Regional Open and Club Championships.

For all junior age groups except 8th grade boys wishing to remain in the 14s division, the following procedure will be followed.

The parent or guardian will complete (please print) and sign the information below.

  1. Full Name of parent/guardian
  2. Full name of junior applicant
  3. Address
  4. Team/Club Name
  5. Age group requested
  6. Reason for request
  7. Signature (of parent/guardian)

This request must also include:

  1. A copy of the player's birth certificate
  2. The tentative competition schedule.

The coach may add a note to this request.

If the Commissioner allows the waiver, an electronic message will be sent to the club director, who will advise the parent/guardian and player of the decision. Copies of the decision must be forwarded by the club director to the tournament director(s) listed on their schedule and/or the Commissioners of the Regions in which these tournaments take place.

Only two waivered players will be allowed per team.

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22) Michiana Region registration option for junior clubs

Every season, there are new registration forms from USA Volleyball that we must use. You may register your individual participants and teams as in the past or use the following option.

Michiana Region can send you a formatted computer disk loaded with several database files, and you should be able to use one of them. We will also send you the USAV file layout to explain the files to be used. There is a field for a special code name and number that you must assign for any team that intends to compete in the Region Junior Bid tournament, a Junior Qualifier or the USAV YJOVB Championship tournaments. The file layout explains this special field entry.

None of the field names or sizes may be altered in any way, and do not send us any information not requested on the disk! You may add any fields you want after completing the existing fields, but do not send this to the Region office on the disk.

It is now a Region rule that you assign no more than 15 players per team and that the team has a special name identifying its status in your program. You still must send the required and properly completed forms for all participants in your program, along with your check to the Region office, before any numbers are issued.

It is the duty of the team or club representative to make sure all the required information is legible and on the forms as well as the disk. A disk with your membership numbers will be sent to you after everything is completed.

In exchange for this work on the part of your program, you may deduct $1 per member when sending in your membership fees. If required information is missing, you will be charged back an additional $1 per mistake. No membership numbers will be issued until all the required information is in the Region office.

If you are interested in registering by computer disk, please contact the Region office ASAP so you can be sent the materials needed.

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23) Club and team codes for junior Region bid, qualifiers and the junior national championships

For every junior team intending to compete in the Region Bid Tournaments, any USAV Junior Qualifier or the JOV National Championships, a special team number must be assigned for each team. It is the responsibility of the club director to properly classify the teams in your club. This information must be sent to the Region office along with the original registration forms.

The code is assigned as follows. We will use Kaepa/Circle City 18-1 as an example. The code is FJ8CCITY1MI, where F=Female, J=Junior, 8=18-and-under age group, CCITY=5 digit club/team code, 1=rank of team within that age group of the club and MI=Michiana Region.

Note: Once this code is assigned, it must remain as that team's code throughout the season, regardless of whether the team name changes during the season, the team's personnel changes, or the rank of the team within the age group of the club changes. If you have any questions on this junior team and club numbering, contact Dave Saenz, junior representative for the Michiana Region, 517-524-8213; [email protected] (e-mail).

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24) Rules for junior programs

Team and club registration packets are available from the Region office. They are the only forms to be used for the 2000-2001 volleyball season, and no other forms will be accepted. Blank forms may be copied for completion by individual members. As we are required to retain the forms with original signatures, we will not accept faxes or photocopies.

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25) Code of ethics form for junior administrators, coaches, assistant coaches, trainers and chaperones

This form is included in the registration packet sent to every program director. It is the duty and requirement of the program director and head coach to make sure the code of ethics is followed by all administrators, coaches, assistant coaches, trainers, chaperones and parents or any other individual taking an active role in Junior Olympic Volleyball programs in the Michiana Region. All Junior Olympic Volleyball coaches in your organization must read, sign and return this code to the Michiana Region Registrar before their registration is accepted or they are not eligible to participate in any Michiana RVA/ Junior Olympic Volleyball program. It is your obligation to copy and distribute this form to all the above-mentioned individuals who signed the original forms, which are on file in the Region Office.

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26) Chaperones required at junior nationals

Teams intending to compete in the USAV YJOVNC must be aware of the chaperone rule for this championship event. USAV Director of Junior Championship Events Mike Chandler has stated that all entries to this championship event must include a registered chaperone or the entry will not be accepted. Further information can be obtained from Mike Chandler at 719-637-8300 (phone) or [email protected] (e-mail).

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27) No one-day memberships

At the August 20, 2000 Junior Administrative Council meeting, there was a unanimous decision that there will be no one-day or one-event membership offered during the 2000-2001 Michiana Region season.

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28) 2001 Michiana Junior Girls High Performance Team

Watch the Region website for details about this new junior girls program. Tryout dates, costs and tentative competitions will be announced by the end of the year.

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29) Operating code of USA Volleyball

The USAV Guide contains the Operating Code of our associations. We recommend all members read this section of the USAV Guide. Three very important statements are contained in this code, and we highly recommend our members read at least these three important policies. These are:

As the Michiana Region is a member of USA Volleyball, which is the National Governing Body of volleyball, the above statements and policies also apply to the participants and membership of the Michiana Region.

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30) Michiana Region General Operating Code

USA Volleyball and Michiana Region accept the ruling(s) of a local, state or federal judicial system and therefore will not address such a complaint within our structure. Any infraction that could result in disciplinary action against a participant will be done in writing, the exception being infractions resulting from the USAV/Michiana Region Rules of the Game.

The following USAV/Michiana Region policies and forms contain their own rules of conduct, infractions, disciplinary policies and penalties:

The following Michiana Region General Operating rules and policies do not contain specified disciplinary policies and penalties:

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31) Michiana Region violations and disciplinary actions

All major complaints, accusations and allegations, violation(s) and disciplinary action(s) that may involve a suspension or expulsion from membership in Michiana Region or USA Volleyball must be handled in writing. Minor infractions, violations or disciplinary actions that do not carry a penalty of suspension or expulsion from membership in Michiana Region or USA Volleyball may be handled by phone. Copies of any such letters will also be mailed to the Region Commissioner.

  1. Disciplinary actions resulting from infractions that do not contain their own penalties will be handled by the Team and Player Eligibility Committee (see printed Board of Directors list). In addition, other individuals may be asked for interpretations, such as a tournament director, the head referee or head scorer for matters pertaining to their area of expertise. This committee will screen the alleged complaint and issue a decision within no more than seven (7) days after the proper receipt of the complaint delivered to the Chair of the Team and Player Eligibility Committee either by electronic mail or U.S. Postal Service delivery. The initial notification of the decision will be made verbally, either in person or by phone, with hard copy of the decision to follow.
  2. If this decision is not acceptable to the individual(s) involved in that specific action, a letter stating the reason(s) for not accepting a disciplinary action, along with a copy of the original allegation(s), must be sent to the Region Commissioner.
  3. The Region Commissioner will send copies of the written allegations and refusal statement to the Executive Committee for review of the allegations, and a decision will be rendered based on the facts presented.
  4. If this decision is still not acceptable to the parties involved, a written reason must be sent to the Region Commissioner at once. The Region Due Process Procedure will then apply and that decision will be final. The Adjudication and Due Process procedures as described in the Michiana Region Handbook and the USAV Guide are accepted as the working process for the Michiana Region Executive Committee. Other Adjudication and Due Process rules may have to be used if the above procedure conflicts with Indiana or Michigan law(s).

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32) 2000-2001 Michiana Region sanctioned playing season

In order to sanction all tournaments for the coming season, we ask that all participants register as early as possible. You will not have to register as a team until after Dec. 31, 2000. This allows tournament hosts to sanction a tournament for the liability and individual sport accident insurance and also allow players to participate on different teams and in different levels of competition before actually becoming a registered team. This is the same as a "friendship season". The official USAV/Michiana Region sanctioned season begins Nov. 1 and ends Oct. 31 each year.

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33) Michiana Region adult divisions and levels of play

The levels of play will be AA, A, BB, B and C. The highest level of competition shall be AA. The Team and Player Eligibility Committee retains the right to place a team in a level of competition in Michiana Region. Changes would only be made after consultation of the committee and the representative of the team in question.

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34) How to host a tournament

Before applying for a tournament sanctioning, you must be a registered USAV/Michiana Region regular member. When you wish to hold a sanctioned Michiana Region volleyball tournament, you must apply at least 30 days in advance to the Region Tournament Director for the "Official Sanctioned Tournament Application Packet" that contains all information necessary to host a sanctioned tournament. A $25 tournament application fee that must accompany your request.

If all required paperwork is completed and returned within the stated time frame, the application fee will be returned. Failure to complete all paperwork within the stated time frame will result in forfeiture of the fee.

You should indicate the date you want, the location of the tourney and the level of the competition. If there is another sanctioned tournament at that level, on the same day, the application will be denied. If the date is open, you will receive a tournament packet with suggestions, a Certificate of Liability Insurance and suggested schedules for holding your tournament.

For information, contact:
Dan Mullins
Michiana Region Tournament Director
434 S. Orchard Road Salem, IN, 47167
812-883-1845 (phone/fax)
[email protected] (e-mail)

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35) Tournament director rules and guidelines

All tournament directors must set their entry deadline date a minimum of 10 days before the scheduled event. No entries should be accepted after that date. Tournament Directors will not accept entry forms without USAV/Michiana Region membership numbers! Entry forms with "applied for", "waiting on numbers" or "will bring numbers along to the tournament" must be returned at once and not accepted as entries into a tournament.

The director of any Michiana Region sanctioned tournament now has the authority to register and will accept up to a maximum of three individual registrations per team, per tourney, provided that the individual registration form is complete and the fee is paid at the time of the request. The tournament director will not supply any registration forms. This applies only to individuals and does not give the authority to register new teams.

The team (a minimum of six registered players) must be registered seven days before the event in which they wish to participate. The tourney director will then be required to mail, within two business days after the tournament, those registration forms and moneys which were collected to the Region office. Failure to forward those items within the two-day period will result in the tournament being ruled invalid, and the Region office recommending that the director be suspended from further hosting of sanctioned events.

Any team wishing to drop out of a tourney they have entered may do so without penalty if they make this decision before the entry deadline and advise the tourney director. If a team wishes to drop after the entry deadline date, no entry refund is required by the tournament director. The tourney director may return the entry fee if it poses no particular problem for him/her.

Failure of a team to complete all assigned officiating duties at a tournament is an automatic forfeit of the $100 officials deposit. In addition, further penalties will be administered by the Team and Player Eligibility Committee after consultation with the Head Referee, Head Scorer and Region Tournament Chairs.

Failure to return the proper Sanctioned Tournament Reports and the proper sanctioning fees within 10 days of the tournaments completion will result in forfeiture of the $25 tourney application fee and 30 days suspension for the host team from Michiana Region sanctioned tournament play.

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36) 2001 USAV Rulebook changes

USAV and Michiana Region mandatory rule starting with the 2001 season. Net poles and officials stands will be padded for all sanctioned tryouts, scrimmages, camps, clinics and tournaments. If this requirement is not met, the Region tournament sanction is automatically withdrawn and our insurance does not apply.

The Rules of the Game Commission approved the change/waiver request of the ROD and YJOVD for the 2001 USAV Indoor Championship Events. A waiver has been granted from existing Rule 11.3 the Libero player, to be 12 substitutions with unlimited individual entry. This rule change will now be used in all Michiana RVA sanctioned tournaments.

The net service rule has also been adopted for play this season. This rule allows continuation of play if a served ball touches the net and then crosses the net to the opponents' playing area within the crossing space.

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37) Michiana Regional Adult Championships tournament requirements

Any team that intends to compete in any division of the Michiana Regional Adult Championships will either host or co-host at least one (1) sanctioned tournament during the current playing season. Teams may be subject to an additional extra fee for the Regional Championships for not abiding by this rule.

Any team planning to compete in the Michiana Regional Adult Championships must play in at least three (3) Michiana Region sanctioned tournaments at the same level they will compete in at this tournament, during the current season. A team and individual players planning on competing in the Michiana Regional Adult Championships, in addition to the above, must be registered with Michiana Region at least 40 days prior to the Regional Championships.

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38) Zonal and national tournament participation by AA/A/BB/B teams

If a team and players intend to compete in any USAV Zonal or the USA Volleyball Championships, the team and players must have played in at least three (3) Michiana Region sanctioned tournaments during the current season before the Regional Championships. The team and players must also compete in the Regional Adult Championship Tournament in the same division in which they intend to compete at the National Championship level.

The Region will reimburse a team for part of the entry fee paid. This reimbursement feature only applies in a division where there is a minimum of three teams competing for that position in the Regional Championships. If the first-place team in a given division cannot attend the USAV Zonal or the USA Volleyball Championships in their division of competition, the second-place team will be eligible to represent the Region. If the second-place team can't go, the third-place team is eligible. No team will receive more than the actual team entry fee. The maximum amount payable for all National Championship entry fees is $4,200.

The Michiana Region will reimburse a team for the entry fee (determined each year) into the Central Zone Championship Tournament for the Region representative team in each division contested. The team(s) representing the Michiana Region in the Central Zone Championships will be our Regional Champion in the divisions being contested that season.

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39) 2001 USA Volleyball National (adult) Championships Pre-Tournament Entry Booklet

It will not be available until at least December 2000. Changes and additions have to be approved by the USAV Executive Committee that meets Dec 6, 2000. Some divisions may be allowed/required to register directly on-line through a computer. Any conglomerate team must still use the paper entry procedure. This booklet will also be available for downloading from the USAV website.

At this time we are not sure when the Junior Pre-Tournament Booklet will be available on the USAV website for downloading, as it also has to be edited and some changes made.

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40) USAV/Michiana Region policy on foreign national participation

Check the USAV website for special restrictions applying to junior foreign national player participation in any USAV junior championship related tournament.

Definition: "Foreign National" as used means a non-United States citizen by birth or naturalization.

  1. For NGB (National Governing Body) programs in which athletes represent the United States (e.g. National Team, Junior National Team, etc.): A foreign national is not eligible to participate. A naturalized citizen may participate on the condition that he/she has never represented their country of origin in international competition or he/she has been granted a written release from the FIVB-recognized volleyball federation of his/her country of origin.
  2. For NGB/USOC Programs intended to directly develop athletes to represent the United States in international competition (e.g. World University Games): A foreign national is not eligible to participate. A naturalized citizen may participate on the condition that he/she has never represented their country of origin in international competition or he/she has been granted a written release from the FIVB-recognized volleyball federation of his/her country of origin.
  3. For NGB competitions (e.g. National Championships): A resident foreign national individual (residing legally in the United States) may participate if he/she is a duly registered member of a Regional Volleyball Association. A non-resident foreign national individual may participate if he/she has been granted a written release from the FIVB-recognized volleyball federation of origin and is a duly registered member of a Regional Volleyball Association.
  4. For NGB competitions (e.g. National Championships): A foreign nationals' team may participate if it duly applies for and is accepted by the National Championships Division in compliance with its regulations (this team cannot be representing its country in an official capacity) and the federation of origin grants its written permission. Foreign athlete insurance will be provided by the NGB and the expense debited to the event at cost and should be recovered by passing along the cost to the foreign team as a tack-on to its entry fee (coordinate with the National Administrative Office).
  5. For Regional Volleyball Association (RVA) competitions, it is required that each foreign national individual (or foreign national individual members of a team) have in their possession, and previously on file with the RVA, the following documents:
    a) Driver's license or comparable document with photo identification, and
    b) Proof of 24-hour health insurance, valid for coverage in the United States.
    Additionally, for junior age competitions, each foreign national individual (or foreign national individual members of a team) should also have in their possession and previously on file with the RVA:
    c) Copy of birth certificate.
    d) Proof of age/grade in the form of a letter from their educational institution.
    e) USA Volleyball's "Consent for Medical Treatment and Release" form, signed by the athlete's parent or legal guardian.
    A resident foreign national individual (residing legally in the United States may participate if he/she is a duly registered member of a Regional Volleyball Association and is in compliance with specific RVA regulations.
    A non-resident foreign national individual who has competed in a national level program for their country (i.e., Youth, Junior or Senior National Team, or other "elite" team that has represented that country in international competition) or is currently registered with his/her national federation may participate if he/she has been granted a written release from the FIVB-recognized federation of origin and is a duly registered member of a Regional Volleyball Association.
  6. For Regional Volleyball Association competitions, a foreign nationals' team meeting the above documentation requirements may participate if it duly registers and is accepted by the Regional Volleyball Association in compliance with its regulations (this team cannot be representing its country in an official capacity).

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41) Policies of the board of directors of Michiana Region

The Michiana Region Board of Directors, (hereinafter "Board"), may adopt policy governing the actions and compensation of Michiana Region volunteers. All policies adopted by the Board shall become a part of the Administrative Manual.

The policies set forth in the Administrative Manual shall pertain only to the operational practices of the "Lay" portion of the corporation known as The Michiana Region Volleyball Association, Inc. (hereinafter "The Region"). The policies approved by the Board shall apply to all structures and substructures of the Region. The approved policies shall be issued to the membership as guidelines for administration at the local level.

The Policy Committee shall receive and present to the Board recommendations for revision of current policy or for the addition of new policy terms. "Policy Manual Review" shall become a permanent item on the Board's annual meeting agenda.

Service as an Officer, Director or Specific Appointed Position shall be considered the highest priority within The Region responsibilities and shall pre-empt participation in all other Region activities and events. Meetings of the Board shall take priority over all other Region events. Responsibilities which are vocational in nature shall be deemed as having a legitimate conflict.

"Attendance" shall be defined as being present at all Board sessions consistent with advance notification. To verify attendance, roll shall be taken each time the Board reconvenes. Inability to conform to this requirement because of vocational conflict and/or personal emergencies shall be referred to the Executive Committee.

The Executive Committee shall be authorized to review and determine which absences shall be considered "excused" in conformity with approved policy and current practices of the Region and/or if prior non-notification of an absence was justified by extraordinary circumstances.

The following guidelines shall be utilized in determining whether a Director may be removed for non-attendance at Board Meetings:

  1. Two consecutive absences from meetings without advance notification to the President or Secretary that he/she cannot attend, whether or not a new term of office as a Director is being assumed.
  2. Three total absences during three consecutive years. Each candidate for election to the Board shall sign a statement acknowledging awareness of a Director's responsibilities (Policies of the Board) and the USA Volleyball Code of Conduct. The circulation of this statement shall be the responsibility of the Secretary. Minutes of all the official meetings shall be distributed to all Directors of the Board within 75 days.

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42) Terminology/definition regarding financial items

The positions of President/Commissioner/Treasurer (all one individual by Michiana Region By-Laws) and Registrar are the only two paid positions in the Michiana Region. This was established by the Board of Directors at the April 1992 and April 1993 annual meetings.

The Region shall not compensate other officers, directors, delegates or other members of structures or substructures for performance of duties directly related to their position(s) within the Region beyond documented expenses consistent with its fiscal policies.

All of the above-named may receive honoraria or other compensation for assignments not related, nor in conflict with their position(s) as an officer, director, delegate or member of a structure or substructure consistent with the current approved fiscal policies of the Michiana Region. Furthermore, these responsibilities shall not be self-designated.

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43) Approval of budgeted, unbudgeted compensation and expense reimbursement

All compensation not supported by the current budget may be approved by the following schedule:

  1. The Executive Committee shall have sole authority in budgeting the annual compensation of any paid position as defined in the Articles of Incorporation and/or By-laws.
  2. The President shall have a contingency fund of up to $5,000 (five thousand dollars), with the approval of the Executive Committee of the Board of Directors, and may use sole discretion to recommend an expenditure up to $1,000 (one thousand dollars) per request.
  3. The Executive Committee shall be required to approve all amounts in excess of those which the President may approve, and shall not exceed the authority granted by the Board.

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44) Applicable USAV policies

Michiana Region Volleyball Association Inc., the representative of USA Volleyball for the states of Indiana and Michigan, accepts and respects the following procedures as written and described in the USA Volleyball Guide. (As the page and article numbers referenced will change from year to year, the subjects below are as written in the 1994 USVBA Guide.)

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45) Purpose of the Michiana Region Volleyball Association

(As established by the bylaws)

The purpose for which this corporation is organized is to foster international, national, regional and local amateur volleyball competition. In furtherance of this main purpose, the following sub-purposes are set forth.

  1. To teach the sport of volleyball to children and adults by holding clinics conducted by qualified instructors in schools, playgrounds and parks;
  2. To provide practice volleyball sessions, classroom lectures, seminars and panel discussions through which selected trainees may be schooled in competitive coaching, playing, officiating and scouting techniques;
  3. To foster and conduct area, regional, state and national amateur volleyball competitions;
  4. To act as the official representative of USA Volleyball within an area designated as (Region 10) Michiana Region;
  5. To select and train suitable candidates in the techniques of volleyball in national and international competition and thereby improve the caliber of candidates representing the United States in Olympic, Pan American and World Games competitions;
  6. To foster and conduct amateur volleyball programs between the United States and foreign nations for the exchange and training of suitable candidates in the techniques and practices of volleyball in countries other than their own.

In order to carry out the purposes of this corporation, the corporation shall have the power to receive and hold money or other property, tangible or intangible, real or personal, for any of the purposes of the corporation, from whatever source derived. The corporation shall also have the power to borrow money and to hold mortgage or pledge real or personal property as security therefor; to use, borrow, or expend the funds and property of the corporation and do all things necessary or convenient to carry out the powers expressly granted.

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46) General statement

The Board of Directors, in furtherance of the specific and primary purpose of this nonprofit corporation as expressed in its Articles of Incorporation, may perform such acts as are necessary or convenient to exercise the powers of this nonprofit stated in its Articles of Incorporation, and generally may do or perform, or cause to be done or perform any act which the corporation lawfully may do or perform in the furtherance of its is specific and primary purposes as stated in its Articles of Incorporation.

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47) Membership of the board of directors

Membership on the Board of Directors shall be open to registered members who are interested in furthering the purposes of this corporation as expressed in Article III of the By-Laws. Members of the Board of Directors shall be elected by a majority vote of the then existing Board of Directors at the Annual Meeting of the Corporation or any special meeting called for that purpose. Members are elected to the Board of Directors for a term of four (4) years. Any Director may be removed from the Board by a two-thirds vote of the Directors present and voting at any special or annual meeting.

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48) Policy governing the exercises of powers by the board of directors

It shall be the policy of this corporation to budget and disburse each year substantially all of its ordinary net income in the furtherance of its primary and specific purposes as stated in its Articles of Incorporation.

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49) Fiscal year

The fiscal year of this corporation shall begin on January 1 and end on December 31.

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50) Meetings

The Board of Directors will hold their annual meeting the night before and in the same town as the Regional Adult Championship tournament each year. Annual reports shall be received and such other business shall be transacted as may properly be brought before the meeting.

There will be a fall semi-annual meeting of the Board of Directors each season. Date and location will be established each year.

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51) Article VII (non-profit domestic corporation) Articles of Incorporation

All the property of this corporation and accumulations thereof shall be held and administered exclusively to effectuate the purposes set forth herein. In the event of dissolution, all assets, real and personal, shall be distributed to such other organizations as are qualified as tax exempt under Section 501(c)(3) of the 1954 Internal Revenue Code as amended, or the corresponding future United States Internal Revenue Law.

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52) Organizational structure

Standing Committees: These committees are legislated by a governing document of the Region and continually operate, from year to year as authorized by the document, with a specific mission. These committee functions are mandated and specific (e.g. Membership, Finance, Eligibility and Policy Committees, etc.)

Special Committees and/or Special Committees of the Board: These committees are organized for a specific mission and may be long-term or short-term in nature. These committees may continue to operate at the pleasure of the supervising officer. These committees automatically terminate with a change of the supervising officer who is authorized to continue the committee by specific action.

Ad Hoc Committees: These committees shall be formed for specific purposes, targeted to a mission and with specific timelines designated. These committees shall be terminated upon completion of their assignment. Should it become evident that the ultimate mission of the committee is more substantive and long-term than originally commissioned, the committee status shall be reassessed and upgraded to either a Special Committee or Standing Committee. An Ad Hoc Committee shall automatically be terminated with a change of administration unless specifically exempt by vote of the Board of Directors.

Committee membership: All special and standing committees shall be composed of persons registered as regular members of the Michiana Region. Committees shall number no more than five, including the chairperson, unless mandated by the Region governing documents, the Board of Directors, USAV or United States Olympic Committee requirements or appropriate special interest representation.

Expenses for committees: Expense for committee reimbursement is subject to the currently approved budget and only if funds are available. Preparation and monitoring of these budget items shall be assigned to the appropriate authority as defined by the By-Laws of Michiana Region (the Treasurer). In absence of such designation, the authority shall be designated by the President.

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53) Michiana Region board membership and terminology

Membership of the board of directors: Membership on the Board of Directors shall be open to all legally registered members of the Region. Members of the Board of Directors shall be elected by a majority vote of the then existing Board of Directors at the Annual Meeting of the Corporation or any special meeting called for that purpose.

Board makeup: The Board of Directors shall consist of seven (7) elected positions: President, Vice President, Secretary, Treasurer, Registrar, one male Player Representative and one female Player Representative.

Quorum: One-third of the members of the Board of Directors shall constitute a quorum for the transaction of business. No Director may vote by proxy.

President: The individual either elected or appointed to the position and shall be a director of this corporation. The individual is the principal executive office of the corporation and, subject to the control of the Board of Directors, shall in general supervise and control all of the business and affairs of this corporation. He/she shall, when present, preside over all meetings of the Board. The individual shall appoint the chair of all standing and special committees from the then members of the Board or other interested individuals.

Vice President: The individual either elected or appointed to the position and shall be a director of this corporation. In the absence of the President or in the event of his death, inability or refusal to act, the Vice-President shall perform all duties of the President. The Vice-President shall perform other such duties as from time to time may be assigned by the President or the Board.

Secretary: The individual either elected or appointed to the position and shall be a director of this corporation. The Secretary shall: Keep the minutes of all Board meetings, special meetings, see that notices are issued as provided by the By-Laws or as required by law, be custodian of the corporate records. In general perform all duties incident to the office of Secretary and perform other such duties as from time to time may be assigned by the President or the Board.

Treasurer: The individual either elected or appointed to the position and shall be a director of this corporation. The Treasurer shall: Have charge, custody and be responsible for all funds and securities of the corporation and in general perform all duties incident to the office of Treasurer and perform other such duties as from time to time may be assigned by the President or the Board.

Registrar: The individual either elected or appointed to the position and shall be a director of this corporation. The Registrar shall: Be responsible for registering individual participants as members in the USAV/Michiana Region using the materials and guidelines established by USAV. The individual shall have full authority to accept or reject membership applications. Shall be responsible for establishing procedures for the registering of individuals, issuance of membership numbers and cards and perform other such duties as from time to time may be assigned by the President or the Board.

Player representative(s): These individuals (1 male and 1 female), either elected or appointed, shall come from the highest level of competition within the Region. They will have the responsibility of replying to questions regarding volleyball competition, levels of competition, membership and general Region policy information. These two individuals are also the Michiana Region representatives to the USAV Player Representative Committee. They will respond in a timely manner to any communications received from that division USA Volleyball.

Commissioner (a.k.a. the Executive Director): (In Michiana Region, this individual is also the President unless another individual if appointed such duties.) General supervision of services of the Region. File all local, state and Federal legal forms and taxes. File necessary reports (membership, tournaments, financial, etc.,) as required by the USAV National Office. Attend all local, regional and national meetings as requested, or required, by USA Volleyball.

Executive committee: The elected members of this corporation. The Executive Committee shall have and exercise such control of the affairs and business of the corporation as may be directed to it from time to time by the By-Laws or by the laws of the States of IN and MI or specific rule and/or regulations of USA Volleyball.

Director: The individual either elected or appointed by the President and approved by the Board of Directors to supervise and administer a major Division of the Region.

Committee chair: The individual appointed by the President and approved by the Board of Directors to supervise and administer a major Division of the Region.

Non-voting Associated Board of Directors: An individual appointed by the President to fulfill a specific duty and/or position of authority.

Vacancies in an Elected Office: If there is a vacancy in the office of the President, the Vice President shall assume the office of President and shall hold such office until the next regular meeting of the Board, at which time the Board will elect a new President. If there is a vacancy in any other elected office, the Board shall elect a replacement at the next regular meeting of the Board.

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54) Recommendations for travel-related reimbursements

Reimbursable expenses shall be allowed for specific individuals as approved by the Board of Directors. Receipts are to be submitted with reimbursement requests.

The expenses of the President/Commissioner, or an individual appointed to replace that individual, will be paid to attend local, state, regional and national meetings that specifically relate to volleyball and/or the operations of the Region, as passed by the Board of Directors in September 1982.

The expenses of a specific committee or division, director or chair of a division, or other approved expense that is directly related approved Region volleyball activities, shall be submitted to the Treasurer for reimbursement or denial of payment.

Travel expenses shall be reimbursed under the following conditions:

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55) Michiana Region guidelines on ethical conduct and conflict of interest

These are the Michiana Region guidelines on ethical conduct and conflict of interest for elected individuals, directors and employed and volunteer staff.

Terms and definitions

Degrees of conflict

A direct or immediate conflict is one that arises when a person can directly influence their gain, financial or otherwise, from an any volleyball activity within the jurisdiction of the Region, by their presence in a position of authority within the Region, either a Board member, paid or volunteer staff. Such position must have direct or immediate influence on said activity. Examples of this include, but are not limited to the following:

A potential or indirect conflict occurs when a person performs, or has Region authorized responsibility for, more than one area of concern, and those areas overlap in terms of authority, responsibility or duty. Also, such conflict occurs as a direct conflict above, except that the influence is an indirect manner, rather than a direct manner. Such conflict could occur during execution of those duties, and may include either (or any of) Board, paid or volunteer staff duties. Examples of potential or indirect conflict include, but are not limited to the following:

Actions to be taken by the Board to remedy conflicts

Simple examples

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56) Benefits of becoming a Michiana Region and USAV member

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57) Michiana Region documents available

The following Michiana Region internal reports are available to our members upon written request to the office of the Commissioner:

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58) Michiana Region membership fees breakdown

Approximately 49 percent goes to the USAV national office to run their organization. This goes toward internal expenses for the office, tours and travel, volleyball mailings and magazines for our members. Regional, national and international meetings, clinics and general USAV National Office operating expense.

Approximately another 29 percent goes to USAV to buy USAV Rule Books and Guides, printed materials and supplies for the Region office and other divisions within our Region.

Approximately 22 percent stays in the Region.This subsidizes general operating costs of the Region office. It includes such items as, telephone bills, taxes, and office equipment purchases and maintenance agreements, handbook publication and other mailings. Travel expenses for various people are also covered when the expense is not paid by another division of the Region or a division of the USAV National structure. Region travel expenses have now increased because we are now sending up to three people to YJOVD meetings and some of our JAC members are now on YJOVD National committees, which requires them to attend several meetings each season. There are also the Region Board of Directors, adult and junior player division, scheduling and the Junior Advisory Committee meeting expenses. Also the adult and junior Regional Events and the new High Performance junior girls program. Over $6,000 paid in entry fees for the Central Zone and national entry fees for teams representing Michiana Region.

We pay the expenses for our new Junior Administrative Council who now handles all junior volleyball in the Region. Some activities included under the Junior Council are the formation of an Inner City Volleyball Programs, expanded junior volleyball tournaments and our new Junior High Performance program and future expansion of junior volleyball during the summer for sand and grass.

The Region has incurred over $6,500 in expenses in the last four to five years in an attempt to help the state of Michigan develop as a self-supporting entity, meaning a USAV Region by itself. They hope to make a formal application to become a provisional USAV Regional Volleyball Association soon.

Also, expanded junior referee and scorer clinics, tourney director scheduling and their respective meeting, printing and mailing costs.

Michiana Region membership fees rank in the lower 25 percent of the 39 USAV Regions dues structure, and we again ranked sixth in the country in members and services offered.

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59) Requirements for adult teams

Team Representatives receive a registration packet containing all the individual player and team registration forms, requirements and tournament schedule. Included in this Handbook are a list of the Board of Directors, Region policies and rules.

Each adult team is required to have at least one (1) certified referee and at least one (1) competent scorer. That individual will have the latest rule changes and should pass this information to the other players on the team. The certified referee will be the first referee for each game your team officiates at sanctioned tournaments. Each adult team will send a separate $100 officials deposit check with their team entry form to the tournament director where they are going to participate. If a team does not have these licensed officials or fails to complete their assigned officiating duties at any sanctioned tournament, the deposit check is forfeited and will be used to pay officials for those matches.

Schedule changes are mailed to each team representative as needed by the Region Tournament Director. In addition, tournament updates, clinics and other updated information can be checked on the Region website.

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60) Sexual harassment

Although the Federal statutes pertaining to harassment are specifically targeted at "for profit" business organizations, there may be a significant impact on "non-profit" organizations as well. USA Volleyball, its Regional Associations and clubs should take all reasonable and necessary steps to minimize the threat of harassment within the overall Association.

An employer must provide a work environment that is free of discrimination. This means a workplace that is free of harassment, whether it is intentional or unintentional. Employees and applicants for employment must be free of harassment of the basis of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex or age. Harassment in the workplace is illegal, no matter what its form; even innocently intended remarks or uninvited touching may be seen as harassment. The employer may become liable if he/she knows or even should have known of conduct considered harassment and failed to take immediate and appropriate corrective action. This applies not only to employers, but also to labor organizations, employment agencies, apprenticeship programs or any of their agents or supervisors. Employers are required to have a program in place to prevent harassment and discrimination from occurring. Exempted are religious organizations or corporations not organized for private profit.

Harassment includes, among other things, verbal, physical or visual harassment. Sexual harassment includes conditioning a promotion or benefits on sexual favors. Although other provisions of the Fair Employment and Housing Act apply only to employers with five or more employees, the harassment provisions apply to all employers who regularly employ one or more persons.

However, where the employee establishes that the violation was willful, the employer becomes liable for damages and compensatory and punitive damages. Regardless of whether the employee proves intent, the employer will be liable for court costs and reasonable attorney's fees if a violation is proved. If an individual supervisor failed to take action to warn the harassing party and failed to report the incident, the supervisor may be individually liable.

The Federal Equal Employment Opportunity Commission (EEOC) has issued some guidelines that declare sexual harassment to be a form of sex discrimination in violation of Title VII. They are:

  1. "Unwelcome" conduct. The commission considers "unwelcome" conduct which the victim did not solicit or incite and which the victim regarded as undesirable or offensive. The commission will look at whether the victim's conduct was consistent with the assertion that the sexual conduct was unwelcome.
  2. Evaluating evidence of harassment. While not a necessary element of a claim, whether the charging party made a contemporaneous complaint or protest will be looked at carefully by the commission when evaluating evidence of sexual harassment.
  3. "Hostile" environment. A "reasonable person" standard will be used in determining whether a hostile environment existed and no violation is likely to be found "if the challenged conduct would not substantially affect the work environment of a reasonable person."
  4. Employer liability. The employer will always be held responsible for acts of "quid pro quo" sexual harassment. In hostile environment cases, the commission will examine carefully whether the employer has in place an appropriate and effective complaint procedure designed to encourage victims to come forward, and if so, whether the victim used it.
  5. Remedies. If it finds that the "harassment has been eliminated, all victims made whole and preventive measure instituted," the commission normally will administratively close the charge on the basis the employer took prompt remedial action. Harassment because of sex, race, color, religion or national origin is a violation of the Civil Rights Act of 1964.

The EEOC has published guidelines on harassment because of sex, which can be summarized as follows. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when:

  1. Submission to such conduct is made a condition of employment; or
  2. Submission to or rejection of such conduct is used as the basis for employment decisions; or
  3. Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive working environment.

In addition to the publication of a policy outlining corporate non-discrimination policy, employers need to specify the executive to whom complaints of harassment or any other form of discrimination may be directed. If in effect, an employer needs a policy and a mechanism to enforce the policy equitably.

Because the threshold of offense varies between and among individuals, and because avoidance of harassment is so important in the workplace, there needs to be some focus on the issue by supervision and management. Following dos and don'ts for your consideration.

The employer is held strictly liable for harassment of an applicant or employee through the employee's supervisors or agents. The employer also can be held liable for harassment if one employee harasses another employee and if the employer fails to have a policy about the harassment and fails to take corrective action. If the employer, supervisor or agent turns his or her back on the situation, it does not relieve the employer of responsibility or liability. Therefore, the employer, supervisor or agent should take immediate corrective action at the highest level. This could include speaking to the involved employees (complainant, accused and witnesses), and/or taking immediate disciplinary action. It would be wise to establish an ongoing program to eliminate harassment in the workplace.

When an incident occurs involving harassment — sexual, racial or otherwise — the employer should:

  1. Document the event.
  2. Treat it confidentially.
  3. Treat it seriously.
  4. Have management treat the situation as far up the chain of command as possible. Incidents involving serious violations that appear to be deliberate or inexcusable may be subject to punitive damages.

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61) Statement of publication

This handbook is a free annual publication of the Michiana Region Volleyball Association, Inc., for its members. Anyone may request a copy of this Handbook by phoning (219) 262-9211 and leaving your name and address.

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62) Change of address

Please notify the Michiana Region office when you move. We will need your full name, address and membership number. No matter what you tell the local post office, bulk mail is not forwarded!

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63) To get a Handbook

The 2001 Handbook is maintained in this online format. It can be easily printed out as well.

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64) Adult tournament officiating

During Michiana Region Sanctioned adult tournaments, the first (up) official must be a USAV licensed official in all pool play and play-off matches. (Resolution passed by the Michiana Region board of directors and open meeting, effective starting with the 1998 season.)

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65) Adult Regionals eligibility

To be eligible to play in the adult Michiana Regional Championships, an individual player must have played in at least three Michiana Region sanctioned tournaments that season with the team he or she is entered into the Regional Championships with and (based on the Regional entry roster) at the same level at which that team is entered for the Championship. In turn, the team, in order to compete at the Michiana Regional Championships, must have competed in three Michiana Region sanctioned tournaments at the level at which they entered the Regional. (Resolution passed by the Michiana Region board of directors and open meeting, effective starting with the 1998 season.)

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66) Due process procedure

The following Due Process for Disciplinary Action is in effect regarding suspension of participants in any Michiana Region Volleyball Association, Inc. (Michiana Region) of USA Volleyball (USAV) volleyball activities. This applies to all volleyball-related activities not covered by the USAV Playing Rules. The Rules of Play contain their own rules, procedures and penalties for infractions of the published volleyball playing and participation rules for all participants.

The Code of Conduct as published by USAV and the Michiana Region is a form that all participants must sign before becoming members of our association. It contains its own Due Process procedure as established by USAV.

The USAV/Michiana Region Policies and Sanctions for Substance Abuse, as published in the 2000 USAV Guide and other publications, also contains its own rules and the Due Process as established by that association.

The USAV/Michiana Region Junior Volleyball Coaches and Chaperones Code of Ethics form is sent to all junior volleyball club directors and/or team coaches. This form requires every individual who intends to become involved in Michiana Region junior volleyball activities to read the information, and to sign and return this form to the Michiana Region office.

When you become a registered member of the Michiana Region, you are required to read and sign the Individual Membership Application, the Waiver and Release of Liability and the Participant Code of Conduct forms. A copy of the Code of Conduct is included with each application to be retained by the person(s) signing said forms. In doing so, you admit to having read and understood what is stated. If the individual is a minor at the time of reading and signing the forms (under the age of 18 at the time of registration), the parent/guardian must also have read and signed the forms.

To the extent that USA Volleyball Due Process procedures are inapplicable to a given matter, the following Due Process procedures shall apply:

  1. The participant will be given sufficient written notice specifying the violation or violations and the proposed penalty suspension period.
  2. The participant will be given a reasonable time period between receipt of the notice of violation and the appellate hearing (reference appeals process in the Bylaws and Operating Code of USAV/Michiana Region) within which to prepare a defense.
  3. The participant shall have the opportunity to be assisted in the presentation of his/her case at the hearing, including the involvement of legal counsel, if desired and arranged for by the participant.
  4. The hearing shall be structured in such a way that the judging body has an opportunity to be presented with both sides of the controversy. The hearing shall include direct testimony, written or verbal, by those directly involved. The participant will be given the opportunity to cross-examine or rebut the testimony of all witnesses. Both parties will be given a list of all witnesses/testifiers and will have the opportunity to examine and cross-examine their statements.
  5. The participant may be given a verbal committee decision. He/she will also be provided with a written decision by certified mail, within a reasonable amount of time, specifying the reasons for the decision, which shall be based solely on the information presented at the hearing.
  6. The participant will also be notified of the appeals procedure in writing.

If, in the judgment of responsible Michiana Region/USAV authorities, a substance abuse or behavioral violation occurs which warrants immediate revocation of participatory rights, such revocation will occur and be communicated to the individual verbally by the proper Region authority, and also in writing by certified mail. Such communication will contain a statement of the alleged incident and the proposed subsequent suspension period.

The Tournament Director, the Officials Chair(s), Tournament Protest Committee, or other person(s) in authority at the site of an implied improper action, must file a written report of any incident that could result in Michiana Region Disciplinary Action, no matter how inconsequential it may seem at the time of the incident. This must be sent to the Regional Commissioner, the individual involved in the incident, and to all members of the Michiana Team and Player Eligibility Committee within five (5) working days from the time of the occurrence and by registered/certified mail. The notification will contain the date, time and details of the incident resulting in the proposed disciplinary action, including the reason for the disciplinary action and proposed time of suspension. It will include names, addresses and telephone numbers of the involved participants, tournament authorities and witnesses to this specific incident.

Within five (5) working days of the receipt of this notice, the Regional Commissioner, or his appointee, shall notify the participant named in the proposed complaint of improper action, the person(s) filing the complaint and witnesses, of the proposed date, time and location for a hearing regarding further disciplinary action against the individual(s).

Within five (5) days after the receipt of the registered mail written notice from the Regional Commissioner, or his representative, the participant named in the complaint will notify the Commissioners' office by registered mail, of his/her:

  1. Acceptance of the proposed disciplinary action and proposed suspension of volleyball activities.
  2. Rebuttal of facts of the incident and therefore request for a hearing.
  3. Hearing requested but date not acceptable due to the following: (Give reason or reasons).
  4. Request for new date, time and/or location of proposed delayed hearing: (Give proposed date, time and/or location).

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67) Secondary sport accident insurance program for all registered individuals

When an individual becomes a registered member of the Region, they are automatically covered under this insurance program for the present volleyball season.

Who is covered: All registered participants, athletes, coaches, officials, chaperones and managers of USAV/Michiana Region participating in activities sponsored and supervised by USAV/Michiana Region.

What is covered: Injuries that occur during practices and competitions sanctioned or sponsored, and supervised by USAV/Michiana Region or their appointed personnel, such as a tourney host/director. Coverage is provided, to the limits of the policy, for medical/dental expenses and death/dismemberment as a result of a qualifying injury. Direct travel, as a group, to and from sanctioned events is provided all registered members.

Sickness is not covered.

Re-injury is considered a pre-existing condition.

Potentially chronic injuries, such as dislocating shoulders, will be examined carefully.

All benefits are payable on an excess basis. This means claims should be submitted to primary coverage first (your personal policy, an employer group policy, a parent's policy under which you are named). Proof of payment should be submitted when you file a claim with USAV.

Benefits: (Excess Coverage: See above)

Deductible: If you have other medical insurance, a $250 deductible will be applied to any submitted claim. If you do not have any other medical insurance, a $1,000 deductible will be applied.

Claim procedures: Any claim must be reported and filed with the insurance carrier within 60 days of the accident.

Claim forms: Can be obtained at the Region office. Forms mailed within 24 hours of the request for forms.

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68) Liability insurance

This insurance program includes a liability insurance policy in the amount of $2,000,000. This covers the USAV, the Michiana Region, your volleyball club, program and tourney volunteers and the facility used for sanctioned tryouts, practice and tournaments. When all the required fees and mandatory paper work are completed properly, each club director will receive a copy of the Liability Insurance Certificate for his or her use.

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69) Reporting insurance claim incidents

If an incident occurs, make sure you write down the exact date, time and location where the accident happened. If there is an injury, obtain immediate medical assistance, either an on-site trainer or EMT, or call for medical help at once. Obtain immediate written statements from all persons involved, including the person giving medical treatment, officials, coaches and disinterested witnesses, if any. Get the written Incident Report to the Michiana Region Commissioner as soon as possible. If there is a serious incident, phone or fax the Region office with preliminary data at once and follow up with the required written reports.

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70) Auto use is excluded by the liability insurance program

Members must be aware that there is no coverage for the operation or use of any automobile by this insurance program. Check with your own personal auto insurance carrier to see if your personal auto insurance covers you in case of an accident while using your vehicle in your volleyball activities.

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71) Mandatory forms and their completion

Numerous people have asked the reason for the mandatory paperwork that requires signatures for membership in the USAV/Michiana Region. The forms are drawn up with specific wording and terms by USAV, their legal representatives and the USAV insurance carriers. In addition to a membership application, the Individual Membership form is also an application for the insurance that is included in your fees.

These forms are: the individual membership, waiver/release, participant's code of conduct, Junior Olympic Volleyball Coaches and Chaperones Code of Ethics forms.

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72) Participant waiver/releases and consent forms

Waiver/releases and consent forms, properly prepared and obtained, are worth the paper on which they are written. They do indicate that to participate is a conscious, voluntary decision. They have been successful under particular conditions in obtaining summary judgments for the defense. They are typically required as a condition of sport liability insurance coverage.

An explanation: A waiver/release obtains an acknowledgment that participation involves risk of injury, even catastrophic injury, and that the participant accepts that risk. By signing, participants "waive" their right to sue should an injury occur, and thereby "release" the sponsor and its agents from liability for any such injury that should occur. A parent or guardian must do so as well if the participant is a minor. The minor must also sign as well as the parent/guardian to show an agreement of shared responsibility.

A consent form obtains an acknowledgment and acceptance (again by parent or guardian as well if a minor) of whatever expectations and prerogatives are stated by the sponsor as terms and conditions for participating, such as emergency medical treatment, drug testing, transportation provided by the sponsor, and compliance with the laws of the community. Either, both, or neither of these forms may be appropriate in a given context, depending on the following implications for use.

  1. Participants must be allowed to read and be required to sign all forms before given the privilege of participation. This may be done once annually as a condition of annual membership and access to the sponsor's programs, or as a condition of entering a given activity. Signed forms must be kept "forever".
  2. "Participants" also include any non-employee official or volunteer who agrees to assist in the conduct of the program in a pre-planned capacity, or who is allowed to enter a restricted area.
  3. The forms must be readable and understandable to the participant and meet certain case law expectations. Properly drafted, the release can extend to ordinary negligence.
  4. Waiver/releases and consent forms are not substitutes for good loss-control procedures and participant accident insurance.

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73) Volunteers

Organizations that utilize volunteers for the conduct of their programs have resources that rarely can be equaled by a comparable staff of employees. Volunteers are the heartbeat of many American sport or recreation programs because their dedication, their enthusiasm, and their budget-saving involvement in tandem enable more programs to reach more participants than could otherwise be possible. Volunteers can be administrative concerns as well. Whether a volunteer must be treated as an employee or independent contractor is a matter to be determined locally. However, as representatives of the sponsoring organization for the program being offered, their actions or non-actions can cause problems for which the organization will be held responsible. For that reason, every volunteer should be:

These expectations are normal and best addressed at the outset of the volunteer's involvement with the organization. Also normal is a system for volunteer feedback to the management of the organization as to concerns and suggestions for improvements in their program and the role of the volunteer.

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74) Use of volunteer drivers

Organizations that own or lease vehicles for business purposes are accustomed to auto or business liability insurance coverage for injuries caused by their employee or contracted drivers and also to conventional loss-control measures to minimize those occurrences. Organizations that rely on volunteer drivers, e.g., for transporting VIPs and running errands, are just as subject to claims of responsibility for vehicle-related injuries, and loss-control measures are just important under these conditions. Among them:

First, ask your broker or insurance agent to examine whether your insurance is appropriate for all authorized use of vehicles for the business of your organization. "Authorized" means any use that lies within your purposes, policies and procedures. Then, assign one person to oversee the development, awareness, and implementation of the organization's policies and procedures for pre-screened volunteer drivers, such as:

  1. Establish minimum age and driving experience criteria and obtain a photocopy of each volunteer's driver's license. Those who use their own car must provide proof of liability insurance. Have each driver sign a consent form that attests they will maintain a valid driver's license, will observe the rules of the road at all times, will not loan the vehicle to others, and will permit the organization to run a MVR (Motor Vehicle Record) check on them. MVRs must be processed prior to any driving assignment. Have a pre-existing policy against use of a driver with recent bad records, yet apply it as discreetly as possible on behalf of the volunteer.
  2. Instruct all drivers as to procedures to follow should an accident occur, including the organization contact. Put/keep a kit of written instructions, forms, etc., in each glove compartment.
  3. Maintain a checkout/checkin (dispatcher) system that restricts vehicle use to authorized drivers, known purposes, and understood endpoints. If volunteers are to use vans or small trucks with which they are unfamiliar, provide reasonable instruction on backing, turning corners, transporting people, etc.
  4. If the business at hand is relevant, seek help from local law enforcement agencies for procedures to follow should terrorist action or other catastrophe be experienced by drivers.

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75) Incident handling guidelines at the venue

When a patron at or around the venue goes down with an injury — and whether attention is given by an usher, nurse, EMT or other assigned personnel — both the injured person and the situation need to be evaluated and stabilized, whether it is until the ambulance arrives and takes over, until the person can be taken to the first aid room for care and observation, or until the person refuses care and/or elects to resume activity without further attention. Regardless of which scenario and which personnel, there are do's and don'ts while attending to the injured person's needs. Among them are:

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76) Extended Officials Insurance Coverage

Our present insurance coverage is in force for certified Officials working at a sanctioned volleyball event. It is now available while officiating any volleyball activity they are involved in. For an Annual fee of $8.25, Michiana RVA/USA Volleyball certified Officials can protect themselves against claims of negligence by players or spectators and from personal injury resulting from an accident while officiating. Keep in mind this special insurance extension only applies while officiating volleyball events and not officiating any other sporting event. No special form is necessary, just mark the proper box on the individual registration form and include the extra $8.25 when registering with the Region office.

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77) Physical abuse, sexual abuse and sexual harassment

It is the policy of Michiana Region Volleyball Association Inc. that there shall be no physical abuse, sexual abuse nor sexual harassment of any participant involved in our sanctioned programs, including, but not necessarily limited to, sanctioned tryouts, practices, camps, clinics and tournaments, by an employee, appointed chairs and coordinators, officials, tournament directors, volunteers or independent contractors. Any such action of this nature will not be tolerated by Michiana Region and can result in severe sanctions and penalties. Any such action(s) that involve a minor may involve police and legal action by Michiana Region.

Physical Abuse means physical contact with a participant that intentionally causes the participant to sustain bodily harm or personal injury. Physical abuse also includes physical contact with or intimidation of a participant that intentionally creates a threat of bodily harm or personal injury. Physical abuse does not include physical contact that is reasonably designed to coach, teach or demonstrate a volleyball skill. Permitted physical conduct may include, but is not necessarily limited to, hitting volleyballs at a participant, in a reasonable manner, in a practice mode, demonstrating various volleyball skills, communicating with or directing participants during the course of tryouts, camps, clinics, practice or games, by touching them in a non-threatening, non-sexual manner.

Sexual Abuse of a participant occurs when one individual touches another for the purpose of causing the sexual arousal or gratification of either the person doing the touching or the recipient of such an advance. Neither consent of a participant to the sexual contact, mistake as to the participant's age, nor the fact that the sexual contact did not take place at a sanctioned volleyball event are defenses to a complaint of sexual abuse.

Sexual Harassment of an individual includes among other things, but is not necessarily limited to, verbal, physical or visual harassment. See the article in this Handbook that explains sexual harassment.

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