Return to the Hoosier Region home page

 

 

Statement of purpose:

Vision.

Mission.

Goals.

General membership information:

Benefits of becoming a Hoosier Region and USAV member.

Annual.

Team, club and individual rules applying to all teams.

Uniform rules.

Hoosier Region age falsification policy.

USA Volleyball age falsification policy.

Hoosier Region membership fees breakdown.

Change of address.

Hoosier Region Different Membership Definitions.

Volunteers.

USA Volleyball Guide.

Policy on alcohol at sanctioned events.

Registration:

Welcome.

Registration overview.

Background screening forms.

Individual membership form.

Code of ethics 

Medical history and release form.

Forms for internal use by junior teams and clubs.

Registration fees.

Club/team code (team number) is mandatory for every Region of USAV team.

No one-day or one-event memberships.

Team and player residency requirements.

No non-registered participants.

Adults

Hoosier Region adult divisions and levels of play.

Revision: Team/club rules for the Hoosier Region adult division:

Time period.

New adult team/club rules.

Requirements for adult teams.

Hoosier Regional Adult Championships tournament requirements.

Adult team zonal and national tournament participation and reimbursement:

Adult region championships funds apportionment.

Adult national 11-digit club/team code.

Juniors

Age definitions.

Junior club commitment.

Transfer of already-registered junior players.

Age group waivers no longer offered.

Background screening policy.

Background screening procedure .

Background screening for non-U.S. citizens.

Junior coaches and chaperones requirements.

Chaperones required at junior nationals.

Junior officiating requirements.

Education and accreditation for coaches.

USAV Coaching Accreditation Program (CAP).

Usage of "Junior Olympic" terminology.

Tournament sanctioning and hosting:

How to host a tournament.

Tournament director rules and guidelines.

Procedures for foreign team participation in regionally sanctioned tournaments.

Officiating:

General officiating information:

Extended insurance coverage for USAV-certified officials.

Becoming certified as a referee.

Becoming  certified as a scorekeeper:

Provisional scorekeeper.

Regional scorekeeper.

Special region certification for junior players.

Insurance:

Secondary sport accident insurance program for all registered individuals.

Liability insurance.

Auto use is excluded by the liability insurance program.

Reporting insurance claim incidents.

Occurrence reporting.

Incident handling guidelines at the venue.

Policies:

Operating code of USA Volleyball.

Hoosier Region general operating code.

Hoosier Region violations and disciplinary actions.

Physical abuse, sexual abuse and sexual harassment.

Region governance:

General statement.

Policies of the board of directors of Hoosier Region.

Terminology/definitions regarding financial items.

Approval of budgeted, unbudgeted compensation and expense reimbursement.            

Board of directors – membership requirements.

Meetings.

Organizational structure.

Article VII (non-profit Domestic Corporation) Articles of Incorporation.

Adult advisory council.

Hoosier Region board members, associates and terminology.

Recommendations for travel-related reimbursements.

Hoosier Region guidelines on ethical conduct and conflict of interest.

Hoosier Region documents available.

Due process procedure.

 

Statement of purpose

Vision

The vision of the Hoosier Region Volleyball Association (hereinafter referred to as the Region) is to be the leader in amateur volleyball for the state of Indiana.

Mission

The Region is the governing body for the sport of Region sanctioned amateur volleyball in the state of Indiana. The Region is incorporated as a Federal and State Not-For-Profit legal entity and as such is a member of the Regional Volleyball Associations (RVAs) division of the United States Volleyball Association (hereinafter known as USA Volleyball or USAV). All is being consistent with the bylaws of USAV.

The Corporation shall have the responsibility to:

  • Attain excellence in the sport of volleyball.
  • Credential teams, players, administrators and officials for all region-sanctioned amateur volleyball competitions.
  • Promote and develop, through its members, the sport of volleyball.
  • Establish standards for the region.
  • Conduct region-sanctioned events, tournaments, championships and other amateur competitions.
  • Ensure compliance with USAV, USOC, federation and collegiate policies and procedures to maintain recognition as the Regional Volleyball Association for amateur volleyball in the state of Indiana.

Goals

The Corporation shall have the following goals:

  • Sport Growth: to achieve full participation in volleyball at all levels and in all areas of the Region;
  • Sport Enhancement: to improve support services necessary for the quality and conduct of programs to ensure recognition as the authority and expert for amateur volleyball;
  • Geographical Representation: to have influential positions on all local, regional and national boards and commissions;
  • Recognition: to receive consistent recognition of volleyball coaches, officials and athletes as top national and excellent performers;
  • Administration: to develop and maintain a structure which will effectively and efficiently assist in achieving the vision and mission of the Region; and
  • Finances: to develop, implement and maintain a financial plan to achieve the vision and mission of the Region.

The Region is committed to and works toward opportunity for all to participate. It is an advocate for anyone endeavoring to assure universal access to opportunities at all levels of the game.

The Region will diligently:

  • Work toward provision of ample opportunity, quality opportunity and equality of access for every resident of this diverse nation.
  • Act to expand opportunity for under-represented groups and aggressively recruit participation from those groups.
  • Make its daily decisions concerning resources, players, coaches, officials, administrators, and employees on the basis of individual merit and excellence of performance regardless of age, class, ancestry, color, national origin, race, religious creed, disability or handicap, gender, or sexual orientation.
  • Exercise its corporate will to encourage other amateur volleyball organizations to act in accordance with the foregoing principles.

 

General Membership Information

Benefits of Becoming a Registered Member of the Hoosier Region of USA Volleyball

Each member receives the USA Volleyball magazine, published by USAV four times a year. The Hoosier Region handbook is published annually on the Region website and edited and revised as needed.

Announcements of local and regional tournament schedules, referee and scorer licensing clinics, player tryouts for various regional, national and international competitions, coaching clinics and accreditation programs, and 2009-10 USA National Team Tours in our Region will be posted on our website.

IMPACT coaching certification is required for all Junior volleyball coaches. For more information, contact one of our IMPACT Clinicians about hosting or attending a clinic. Their information is posted in the Region handbook in the Education and Accreditation for Coaches section on our website.

Announcements of CAP (Coaching Accreditation Program) for those desiring higher skill and knowledge above the IMPACT level courses. The USA Volleyball website at www.usavolleyball.org has a section containing CAP information.

One Domestic Competition Regulations book  (DCR)is supplied to every registered adult member, except chaperones, and each junior volleyball team adult regular registered member. Each adult who attends a clinic and pays for an official's license receives a DCR  unless that person receives a DCR for their membership payment. DCR’s are issued on a two year cycle.

A membership registration card may be printed out by you or your club representative. This allows you the right to participate in well run, high quality volleyball events in USAV Region Sanctioned tournaments, in a safe playing facility, anywhere in the United States. An opportunity to compete against individuals of your own playing capabilities.

An opportunity to interact with the local, regional, and national governing bodies of volleyball that form USA Volleyball and also individuals from our USA National and Olympic Volleyball programs.

Official Clinics: The Region offers referee and scorer clinics at different locations during the season. (See club and team requirements article.)

Insurance (See Insurance section of handbook for complete details): Excess Medical Sports Accident Insurance for each registered member. A $1 million Liability Insurance Certificate will be sent to each program/club director after they have completed all required paperwork and paid the proper fees, if requested.

Annual Hoosier Region Sanctioned Playing Season

The official USAV/Hoosier Region sanctioned season begins September 1 and ends August 31 each year.

In order to sanction all tournaments for the coming season, we ask that all participants register as early as possible. Each individual player must be a registered member of a club. This allows tournament hosts to sanction a tournament for the liability and individual sport accident insurance and also allows players to participate on different teams and in different levels of competition before actually becoming a registered team.

Team, Club and Individual Rules Applying to All Teams

When players intend to form a volleyball club in Hoosier Region, each participant and team must be registered members of this region. The region office must be notified a minimum of six (6) days prior to a tourney if they are forming a club and plan to use players from the teams within that 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 A, BB down to B, or F-16 down to F-15.

A lower-level/division player can compete in a higher level of competition, such as a BB level player moving up to an A level team, or F-15 up to F-16. The 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 division but can never play down in a lower division.

If there is a written complaint filed as a result of a tournament director knowingly 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.

USAV Junior Olympic rule - Once a female junior player has participated in a USA/JOVC Qualifying Event, she may not participate in another JOVC Qualifying or Championship Event with a different club unless a waiver is granted by the region(s) involved and approved by the USA Volleyball Junior Assembly Arbitrator

Hoosier Region and USAV Junior Olympic rule - In addition to the above rule, all adults participating with junior registered teams must be aware of and abide by the conditions stated in both the Code of Conduct and the Administrators, Coaches, Trainers and Chaperones Code of Ethics.

Uniform Rules

The USA Volleyball DCR has the exact description and requirements for uniforms and numbering. If you do not have a copy, it can be viewed on the USAV website at http://www.usavolleyball.org/.

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 Hoosier Region rules. Teams should be aware that teams are not allowed to use the logo or terminology of USA Volleyball or USA Olympics on their sweat suits or uniforms.

See the USA Volleyball DCR for the uniform requirement of the Libero player(s).

Hoosier Region Age Falsification Policy

(As adopted and mandated By USA Volleyball and Hoosier Region Board of Directors.)

For all Hoosier Region Volleyball Association (a.k.a. Hoosier Region) sanctioned events, any person who alters any document that certifies the age of a participant, or falsifies any statement which lists the age of a participant, will be sanctioned as follows:

Any team representative, coach, program director or responsible adult found to be party to such action shall:

  1. Be immediately suspended from registration with the Hoosier Region of USA Volleyball and barred from further participation in the event; and
  2. May be barred from participation in any Hoosier Region events in any capacity, for a minimum of two (2) years; and
  3. May have a minimum probation of one additional year, to run consecutively to the suspension.

A junior player who knowingly plays in a lower age classification than he or she is actually eligible for, or an adult player who knowingly plays in a higher age classification than he or she is actually eligible for shall:

  1. Be immediately suspended from registration with the Hoosier Region and barred from further participation in the event;
  2. May be barred from participation in any Hoosier Region events in any capacity, for a minimum of two (2) years; and
  3. May have a minimum probation of one additional year, to run consecutively to the suspension.

When discovered and confirmed during an event and after consultation with the tournament or event director and the parties involved, these penalties shall be the required minimum penalty imposed by tournament or event director. The tournament or event director may recommend a more severe penalty.

The tournament or event director shall file a report of any age violation with the Region's Eligibility Committee with its recommendation. The Eligibility Committee will confer on their recommendation and advise the individual(s) involved of their decision by registered mail, return receipt requested.

If the individual(s) does/do not agree with the decision of the committees, a grievance may be filed using the Region due process procedure, as described in the Region handbook, which is located on the Region website.

USA Volleyball Age Falsification Policy

(Adopted by USA Volleyball board of directors, Jan. 19, 2002.)

For all USA Volleyball corporate events, any person who alters any document that certifies the age of a participant, or falsifies any statement which lists the age of a participant, will be sanctioned as follows:

Any team representative, coach, program director or responsible adult found to be party to such action shall:

  1. Be immediately suspended from registration with USA Volleyball and barred from further participation in the event; and
  2. Be barred from participation in any USAV corporate events in any capacity, for a minimum of two (2) years; and
  3. Have a minimum probation of one additional year, to run consecutively to the suspension.

A junior player who knowingly plays in a lower age classification than he or she is actually eligible for, or an adult player who knowingly plays in a higher age classification than he or she is actually eligible for shall:

  1. Be immediately suspended from registration with USA Volleyball and barred from further participation in the event;
  2. Be barred from participation in any USAV corporate events in any capacity, for a minimum of two (2) years; and
  3. Have a minimum probation of one additional year, to run consecutively to the suspension.

When discovered and confirmed during an event, these penalties shall be the required minimum penalty imposed by the event arbitrator or the Event Ethics and Eligibility Appeals Committee.

The event arbitrator or the Event Ethics and Eligibility Appeals Committee may recommend a more severe penalty. The event arbitrator or the Event Ethics and Eligibility Appeals Committee shall file a report of any age violation with the Corporation's Ethics and Eligibility Committee and with the registering member organization with its recommendation.

Hoosier Region Membership Fees Breakdown

Approximately thirty-five percent of every registered individual membership fee goes to the USAV National office to help run their organization and pay for our insurance supplied by USA Volleyball. A portion also goes toward expenses for the USA National and Olympic Teams, their training facilities, tours and travel, volleyball mailings and magazine for our members; also, regional, national and international meetings, clinics and general USAV National Office operating expense.

The Region also uses a portion of the membership and team fees to purchase the USAV DCR, printed materials and supplies for the Region office and other divisions within our Region.

The remainder stays in the Region. This subsidizes general operating costs of the entire Region as well as the Region office. It includes such items as, telephone bills, taxes, office equipment purchases and maintenance agreements for various division chairs, high speed internet costs, website maintenance and all mailings. Travel expenses for division chairs and others 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 increased due to some of our Region leadership are now on USAV Junior Assembly National committees and they are required to attend several meetings each season. There are also the Region Board of Directors, adult and junior player division, scheduling and the Adult and Junior Advisory Council meeting expenses and the Adult Championships and Junior Bid and Regional Events. Each season, the Region pays a portion of entry fees for Hoosier Region adult teams participating in the Central Zone Championships and the US Open Championships.

We pay the expenses for our Junior Administrative Council meetings that now handles all junior volleyball in the Region. Some activities included under the Junior Council are the editing and revision of various Region policies and expansion of junior volleyball all year long.

Also, referee and scorekeeper clinician clinics, as well as the actual referee and scorekeeper clinics, tourney director scheduling and their respective meeting, printing and mailing costs are additional expenses.

Change of Address

Please notify the Hoosier Region office when you move. We will need your full name, address and membership number and email address.

Hoosier Region Different Membership Definitions

Participant: Any individual registered with the Hoosier Region, including administrators, involved in sanctioned volleyball activities.

Administrator: A registered individual who does not fall into one of the categories listed below. Said individual has access to all records and/or financial information of a club.

Club: A group of registered participants all registered under one common name. There may be one or more teams in a club.

Team: A group of players comprised of a minimum of six registered individuals of the same gender with the exception of co-ed teams that participate at the same level of play. There is a limit of 15 players allowed on each Hoosier Region team tournament roster.

Adult Team and Players: Individuals registered as an adult player with an adult team. Registered junior players may play on adult team.

Junior Team and Players: Individuals registered as junior players. The team must consist of all junior members who meet the correct age requirements as posted annually by USA Volleyball. Only girls are allowed to play on girl’s teams and only boys are allowed to play on boy’s teams.

Coach: A registered adult who is involved in the teaching of volleyball. A coach cannot be a chaperone on a team roster where they are listed as a coach.

Chaperone: A registered adult, age 25 or older, other than a coach who assists a team in any manner, such as a driver, equipment carrier or ball chaser.

Trainer: A registered individual not classified above but who is involved in active participation with a USA Volleyball/Hoosier Region team. 

Junior Boys Teams Competing with Junior Girls Teams

This rule is for sanctioned Hoosier Region events. If a team plays out of Region the rule may be different or non-existent.

Boys 10 & under teams may compete with Girls 10 & over.

Boys 12 & under teams may compete with Girls 12 & over

Boys 13 & under teams may compete with Girls 13 & over

Boys 14 & under teams may compete with Girls 15 & over

If a Boys team has entered a Hoosier Region event, the tournament director shall notify all teams registered in that division that a Boys team will be competing in the tournament.

The tournament director has the right to deny a boys team if it will affect attendance of girls teams in the division.

Boys teams cannot enter the Hoosier Region Girls Championships or Girls Bid Tournament.

 

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:

  • Trained for the function(s) assigned to them until they can skillfully accomplish those tasks with minimal supervision.
  • Oriented as to the policies, rules, and regulations which they must observe and help others observe during the course of their involvement, especially those related to emergency care of the injured and emergency evacuation of the premises.
  • Supervised and coordinated as warranted to ensure their proper relationship to others and their tasks during the course of their involvement.
  • Required to understand and agree by signature to the terms and conditions of their involvement including, if assigned to duty within any "restricted area" of participants, a waiver-release form required of any participant.
  • Agreeable to being checked for past moving-vehicle violations and accidents if considered for functions that involve the driving of an automobile on organizational business.
  • Should be a Hoosier Region registered member of your club, team and/or organization. If they are not a registered member none of our insurance coverage applies to or for that individual. This will also put your insurance coverage in jeopardy.

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.

USA Volleyball Guide

The Guide contains the list of the present corporate and division officers and directors, member organizations of USAV; the USAV National Office staff, their positions and area of responsibility; corporate and other related documents of the organization. The annually revised Guide is available on the USAV website (http://www.usavolleyball.org/) for downloading, viewing and printout if desire.

 

Policy on Alcohol at Sanctioned Events

Hoosier Region of USA Volleyball prohibits the consumption of alcoholic beverages on or near courtside by any participant listed on the roster (e.g., players, coaches, assistant coaches, team representatives, managers, and trainers) during competition and work assignments. Consumption of alcoholic beverages on or near courtside during competition or work assignments could result in disciplinary action such as a warning, deduction of point(s), participant disqualification, game or match forfeiture, team disqualification, or other such sanction.

Registration

Welcome

Thank you for your interest in joining the Hoosier Region of USA Volleyball. We are looking forward to another great season of fun-filled competition. No matter your level of play or interest, the Hoosier Region has events and programs to match. From young to old, from grass roots to elite national play, the Hoosier Region Volleyball Association has something for you.

Thank you for your interest in joining the Hoosier Region of USA Volleyball. We are looking forward to another great season of fun-filled competition. No matter your level of play or interest, the Hoosier Region has events and programs to match. From young to old, from grass roots to elite national play, the Hoosier Region Volleyball Association has something for you.

Registration Overview

  Key items to remember when registering

  • The Region office hours are 8 a.m. to noon and 2 to 4 p.m., Elkhart time (Eastern Time). If the region phone is not personally answered, the answering machine is on 24 hours a day. Should there be a problem or something that needs attention after hours, 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.

  • Each club should send one payment check, made out to Hoosier Region, for the players, staff and team registration fees, and background screening fees. Each check must be accompanied by an itemized list of what the check covers.

ATTENTION!!!

Hoosier Region Registration

Procedure Changes!!!

The procedure for registering as a member to play volleyball in the Hoosier Region has changed. This year all members will register directly with the Region! The on-line database system will allow Authorization to Use Submitted Information, this is the same thing as using electronic signatures.

 

USA Volleyball Online Registration System

New Members (never registered in any region of USA Volleyball) Go To:

 https://webpoint.usavolleyball.org/wp/memberships/join.asp?mbr_ChapterID=25963

 

Members Previously Registered in Hoosier Region

https://webpoint.usavolleyball.org/wp15/IntraLock/Login.asp

If a member was previously registered in another region, they should first contact the Hoosier Region to assign them to the Hoosier Region prior to renewing their membership.

After logging in please follow the Online Instruction Screens closely paying particular attention to the required information. Make sure to check the different drop-down boxes that in future screens will guide you through the remaining registration process and any possible additional requirements.

Every person desiring to be a Registered Member of Hoosier Region must complete the 2010 Individual Membership Application, which includes the Code of Conduct, using the USA Volleyball On-Line Registration System.

The only way to use the Authorization to Use Submitted Information (this actually amounts to the same thing as using an electronic signature) is to have each Individual enter their information. For junior players under the age of 18 this will require a parent/guardian to insert information such as that described in the following sentence. The system requires certain entries such as social security or driver’s license number, that indentifies the person doing the data entry and accepts that person in the system.

Adults:

Print this Membership Confirmation and Waiver and Release form. If you are an adult player only, mail or hand the completed above described form and membership fee to your intended Adult Club Director. If you are or intend to become an official, you may hand or send this form with your appropriate fees to the Region Officials Chair. If you are an adult that is affiliated with a junior club, you should give your application form(s) and fee to your Junior Club Director who will submit it to the Region office.

The Region Office will verify all the entered information and if all is correct; your registration number will be granted and forwarded to you and your Club Director.

Junior Players:

You must register online as an individual junior player. If you have not yet actually joined a club, you can enter ‘Undecided’ instead of a club name. Once you have joined a club you can log back into your record in the system and enter the name of the club you have joined. During the registration process, there will be several online screens that appear that will have certain boxes that must be checked in order to complete the process for your particular type of membership application.

The junior player that is under the age of 18 and their parent/guardian must read, complete and print out the entire Application and Code of Conduct forms or the application will be rejected. Only then will you receive an email confirmation that you have completed the Individual Membership Application. You must also complete the Junior Player Medical History and Release form. Print out these two forms and take them to all tryouts along with your membership fee. We do suggest you take along several checks just in case that club requests separate checks for the membership, tryout and club fees, if any.

Each individual will use the online registration system. If you do not have Internet access at home, schools and libraries around the state offer free Internet access.

  Key items to remember when registering

  • The Region office hours are 8 a.m. to noon and 2 to 4 p.m., Elkhart time (Eastern Time). If the region phone is not personally answered, the answering machine is on 24 hours a day. Should there be a problem or something that needs attention after hours, 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.
  • Each club should send one payment check, made out to Hoosier Region, for the players, staff and team registration fees, and background screening fees. Each check must be accompanied by an itemized list of what the check covers.

Team Information form

This form is only to be used to send the information for a team to the Region Office along with one check for payment. If you are sending a form for more than one team, please combine the total payment for all teams in one check.

For all clubs, this form must contain the 11-digit club/team code that is in you online club registration for every team you register online.

The team name must remain the same and be used on all forms for the entire season.

The maximum number of players on a team is 15.

If you do not send the required information form, you must send either a computer printout or a list with the data contained on the team form before the registrations can be completed.

It is the duty of the team or club representative to make sure all the required information is properly completed on the team information form.

 

2010 Hoosier Region Team INFORMATION Form.doc

 

Background Screening

Background screening requirements must be met for all adult individuals intending to participate in any manner with a junior volleyball program before an individual membership number will be issued for that person.

No other kind or form of background screening is acceptable, according to the rules passed by the Regional Operations Division of USA Volleyball. The fee for background screening is $17.50

Registration numbers cannot be issued until the individual has been cleared by the screening company. Once an individual has passed this required screening, it is good for two seasons.

Full details on the background screening policy and the background screening process are available in the Juniors section of this handbook.

Individual Membership Information

USA Volleyball requires the date of birth of all members. Any individual 18 years of age or older who will be participating in a Junior volleyball program must provide a social security number in order to be background screened.

Only the 2009-10 Hoosier Region online forms may be used.

  • Junior club participants: Complete the online individual membership form and return it to your club director to be forwarded to the region office along with the other required forms and fees.
  • Adult players: Complete the online individual membership form and give it to your team representative, who will return it to the Region office along with the individual and team fees and the team form.
  • Individuals who are not players or associated with a junior club, such as those who intend to become an official: Complete the online individual membership form and send it to the Region office along with the correct individual membership fee. Fees may also be submitted at officials’ clinics with a copy of the online registration form.
  • Individuals who will be coaching with one group, such as a junior volleyball club, and playing with an adult volleyball team: – Please note this information on the online individual membership form under “Team information”. Only one registration fee is required for all participation, but your name should be listed on the junior team form and indicate if you have previously paid a membership fee this season.

Code of Ethics

  • Starting 2010 – Code of Ethics is an online form including the electronic signature feature.
  • It is the duty and requirement of the club 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 Hoosier Region.
  • There must be at least one coach for each junior team in your program. All coaches must be adults (minimum of 18 years of age) and at least 2 years older than the individuals they are coaching.
  • Chaperones are required for the Hoosier Region Junior Championships, Junior Qualifiers and the Junior Olympic National Championships. We highly recommend at least one chaperone for each junior volleyball team if you plan overnight stays.
  • The chaperone will not be a coach and must be a minimum of 25 years of age. If that team is involved in an overnight stay, the chaperone should be the same sex as the participants on the team.

Medical History and Release Form

For junior players - This form is to be completed and signed before the individual’s first tryout or practice. A copy of this form must be carried with the coach for all practice, training and competition.

For clubs and coaches - Keep this form. Do not send it to the region office.

Full name of this form is “  2010 USA youth and Junior Olympic Volleyball player medical history and release form”.

Forms for Internal Use by Junior Teams and Clubs

These three USAV forms are to be retained by the club director. Do not send these with your required membership forms.

  • Chaperone responsibilities form - Explains the expectations and duties of a registered chaperone.
  • Volunteer consent form - Explains the expectations and limitations of doing volunteer work.
  • Volunteer waiver and release form - For volunteers 18 years of age or older. Covers the possible hazards and problems of doing volunteer work and includes a “Medical authorization” section in case of injury.

Registration Fees

All fees are annual. Memberships are required before the issuance of official's license, tryouts, practice and tournaments and run from date of registration through August 31 each season.

Team fees

When registering a team, you pay a team fee for each team, plus an individual fee for each administrator, player, coach, assistant coach, trainer or chaperone.

  • Adult and junior teams: $20.

Individual fees

  • Adult: $40.
  • Junior female: $30.
  • Junior male: $15.00 We are offering Hoosier Region junior boys programs a special incentive to promote boys volleyball in Indiana. Coaches, chaperones, etc. will pay their regular respective fees for the coming season.

Club/team Code (team number) is Mandatory for All USAV Teams

(Referred to as the 11-digit club/team code.)

Every team that intends to compete in any Hoosier Region or USA Volleyball tournament must have a team code.

When registering online, this code will be generated automatically.

Team codes are generated using the following system

The example team number is:
FJ8AEGIS1HO

F

=

Female.

J

=

Junior.

8

=

18-and-under age group.

AEGIS

=

5-character club code

1

=

Rank of team within that age group in the club.

HO

=

Hoosier Region

It is the responsibility of the team representative or club director to correctly rank within each age group the teams in your club.

Important: Once this code is assigned, it must remain as that team code throughout the season, regardless of whether the team name changes during the season, the team personnel changes, or the rank of the team within the age group of the club changes.

If you have any questions on this issue, contact the Hoosier Region office.

No One-Day or One-Event Memberships

The Hoosier Region does not offer one-day or one-event memberships.

Team and Player Residency Requirements

An adult team representative may be a resident of Indiana or the Pioneer Region of USA Volleyball. A junior club representative must be a resident of Indiana.

No Non-Registered Participants

It has been brought to our attention that more and more Hoosier Region junior volleyball clubs are now based out of either a volleyball or multi-sport facility. We must caution that with the exception of tryouts for Hoosier Region registered teams and players (who must have all the required membership forms completed and fees paid prior to participation by any individual involved), there cannot be tryouts, practices or tournaments that also include any non-registered participants. If an injury or serious accident should occur while this is going on, it will result in the delay and possible denial of payment regarding any and all insurance claims filed through our insurance program.

Hoosier 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 register or compete.

Adults

Hoosier Region Adult Divisions and Levels of Play

The levels of play will be A, BB and B. Other levels may be offered at the Region’s discretion. The Registered Member Eligibility Committee retains the right to place a team in a level of competition in the Hoosier Region. Changes would be made only after consultation of the committee and the representative of the team in question.

Team/Club Rules for the Hoosier Region Adult Division

Team rosters will be frozen 30 days prior to our Adult Regional, and only players on a team's roster may compete in the regional.

Clubs will have their team codes assigned from information entered online.

Requirements for Adult Teams

Each adult team is required to have at least one Region-certified referee and at least one competent scorekeeper. Those individuals 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 its team entry form-roster to the tournament director for each event entered. 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. A $100 officials deposit is required before that team can compete in another Hoosier Region sanctioned tournament.

Hoosier Regional Adult Championships Tournament Requirements

Any team that intends to compete in any division of the Hoosier 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 fee for the Regional Championships for not abiding by this rule.

To be eligible to play in the adult Hoosier Regional Championships, an individual player must have played in at least two Hoosier Region sanctioned tournaments that season.

Adult Team Zonal and National Tournament Participation and Reimbursement

If a team and players intend to compete in any USAV Zonal or Open Championships, its players must have played in at least two (2) Hoosier 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 Zonal or Open Championships level.

Adult region championships funds apportionment

2009-10 Funds available - The total amount of funds available for reimbursement of paid entry fees to the 2010 U.S. Open Championships (USOC) is $5,000.

Eligibility - USA Volleyball has advised us that we will receive only one guaranteed bid in each of the club divisions of the USOC. The club division is made up of region teams that participate at the AA, A, BB, and B levels of competition.

In order to be eligible for reimbursement for the US Open, a team must have entered the HRVA Regional Championships. In addition, at least half of the US Open team roster must have also been entered in the HRVA Regional Championships. The team must have sent in their fully completed USOC entry form and fee to the Region office by the required date. That date will be published when available from USA Volleyball; generally we receive it in the early spring. A team must have sent in their fully completed Adult Regional entry form and fee to the listed tournament director by the required entry closing date. No team will receive more than the Nationals entry fee.

A team participating in our Adult Regional Championships that has not entered the USOC is not eligible for any of the funds provided here.

Disbursement process - Every Hoosier team entered in the USOC shall have paid that entry fee. Add all these entry fees together, and we will call it the Entry Fee Total. Take the budgeted amount (e.g. $5,000), and divide it by Entry Fee Total to get what we will call the Entry Fee Ratio.

The amount reimbursed to a team is equal to the entry fee for that team, multiplied by the Entry Fee Ratio.

For example:

  • Teams 1, 2,3,4,5 are club teams at the USOC, and paid $900 entry fee.
  • Teams 6,7,8,9 are specialty teams and paid $400 entry fee.

Entry Fee Total = (5 x $900) + (4 x $400) = $6,100

Entry Fee Ratio = $5,000 / $6,100 = 0.8196

  • Teams 1-5 would be reimbursed 0.8196 x $900 = $737.70
  • Teams 6-9 would be reimbursed 0.8196 x $400 = $327.87

If by chance there is not a division offered or the entire Adult Regional Event is not held, we will use the old Commissioner's Cup point system to determine the automatic bid. That system is based on team performance and participation throughout the season.

USA VOLLEYBALL JUNIOR OLYMPIC AGE DEFINITION
For use during the 2009-2010 Season

Once a player participates in a club or varsity program for any university, college, community  college, or junior college, he/she is ineligible to play in any regional or national JOVC qualifying  and championship events.

18 and Under Division:

Players who were born on or after September 1, 1991

or

Players who were born on or after September 1, 1990 and a high school student in the twelfth (12th) grade or below during some part of the current academic year

17 and Under Division:

Players who were born on or after September 1, 1992

16 and Under Division:

Players who were born on or after September 1, 1993

15 and Under Division:

Players who were born on or after September 1, 1994

14 and Under Division:

Players who were born on or after September 1, 1995

13 and Under Division:

Players who were born on or after September 1, 1996

12 and Under Division:

Players who were born on or after September 1, 1997

Boys 14 and Under Division:

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:

Players who were born on or after September 1, 1995

or

Players who were born on or after September 1, 1994 (15 years or younger) who shall neither have completed nor are in a grade higher than the eighth grade (8th) grade during the current academic year. (This exception is based on the net height difference of 7’4 1/8” to 7’ 11 5/8” between the 14 and Under Division to the 15 and Under Division.)

Note: These age definitions are used by domestic club programs and are NOT the same as the age definitions for the International and Domestic High Performance programs for 2010.

The classification cut-off date of the September 1 was reviewed by the USAV Youth/Junior Olympic Volleyball Division (YJOVD) prior to the USAV 2008 Annual Meetings and research justified the continuation of the cut-off date of September 1. Additional information can be found on the USA Volleyball Website.


USA VOLLEYBALL JUNIOR OLYMPIC AGE DEFINITION
For use during the 2009-2010 Season

To determine the correct age division, please find the Month of Birth in the left column and then the year of birth in the same row. The heading of the column matching the Year of Birth is the correct age bracket.

 

18 & Under1

18 &
Under

17 &
Under

16 & Under

15 & Under2

14 & Under

13 & Under

12 & Under

11 & Under

10 & Under

Sept

1990

1991

1992

1993

1994

1995

1996

1997

1998

1999

Oct

1990

1991

1992

1993

1994

1995

1996

1997

1998

1999

Nov

1990

1991

1992

1993

1994

1995

1996

1997

1998

1999

Dec

1990

1991

1992

1993

1994

1995

1996

1997

1998

1999

Jan

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

Feb

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

Mar

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

Apr

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

May

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

June

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

July

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

Aug

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

1 Player who was born on or after September 1, 1990 and is a high school student during some part of the current academic year

2 Male Only - Player who was born on or after September 1, 1994 (15 years or younger) who shall neither have completed nor are in a grade higher than the eighth grade (8th) grade during the current academic year are eligible to play in the 14 & Under division.

 

 

Junior Club Commitment

Once an individual has become a registered member of and competed in a sanctioned tournament for a club, that individual is considered to be on that club for the entire season, even if that club disbands.

Junior Boys Competing with Junior Girls

This rule is for sanctioned Hoosier Region events. If a team plays out of Region the rule may be different or non-existent.

 

Boys 10 & under may compete with Girls 10 & over.

 

Boys 12 & under may compete with Girls 12 & over

 

Boys 13 & under may compete with Girls 13 & over

 

Boys 14 & under may compete with Girls 15 & over

 

If a Boys team has entered a Hoosier Region event, the tournament director shall notify all teams registered in that division that a Boys team will be competing in the tournament.

 

The tournament director has the right to deny a boys team if it will affect attendance of girls teams in the division. Boys teams cannot enter the Hoosier Region Girls Championships or Girls Bid Tournament.

 

Transfer of Already-registered Junior Players

Hoosier Region Registered Player Transfer Request Rule and Procedure.

 

After a player has registered with a club and requests to transfer to another club there are certain requirements that must be met. Until all these requirements are completed, the player in question is not to be allowed to participate with a different club in any manner. If the player in question has participated in a sanctioned tournament and a complaint is filed the request for transfer will be denied. In a situation such as this and if the transfer is still requested, then a special exception to this USA Volleyball rule must be made directly with the Chairperson of the USA Volleyball Junior Assembly.

 

The requirements listed below must be sent to the Region Transfer Chair and copied to all committee members

Region Player Transfer Committee

Chair: Ken Harris email address: [email protected]

Bob Michael email address [email protected]
              Rod Rodriguez email address: [email protected]

 

1.         The parent/guardian of the player in question must send a letter or email to the Region Player Transfer Committee Chair that a transfer is being requested.

2. The parent/guardian of the player in question is responsible for requesting a letter or email from the original club director that they are in agreement with such a transfer and they release that player. This letter or email must be sent to the Region Player Transfer Committee Chair

3. The parent/guardian of the player in question is responsible for requesting a letter or email from the director of the club to which they are transferring confirming that the player is accepted. This letter or email must be sent to the Region Player Transfer Committee Chair

When the Region office is notified by the chair of this committee that all requirements have been met, the transfer will be made. Electronic notification will be sent to the player and the new club.

If the region verifies that a player release was granted, be advised that the release does not necessarily allow the player to compete in USAV National Events for juniors.

Age Group Waivers No Longer Offered

The Hoosier Region does not offer age group waivers.

Background Screening Policy

It is the policy of the Regional Volleyball Associations (RVAs) that any entity intending to hire or use registered individuals in any sanctioned junior volleyball events and/or activities will accept and abide by this background screening policy.

Any individual 18 years of age or older who intends to register, affiliate and/or participate with a junior volleyball club or team in an RVA will be screened:

  • Club directors.
  • Club administrators.
  • Team representatives.
  • Coaches.
  • Chaperones.
  • Trainers.

Each RVA may also choose to require other members of their organization (such as officials or tournament directors) to submit to and pass a background screen in order to affiliate with their organization. Additionally, the entity will enforce the penalties resulting from a negative background screening report. Failure to do so is grounds for automatic suspension of membership privileges to participate in RVA/USAV sanctioned junior events and/or activities.

All disqualified individuals have the right to dispute the findings of the background screening directly with the RVA’s approved background screen vendor. The RVAs of USAV will not register, or allow to be registered, any individual who refuses to consent to a background screen if he/she intends to affiliate and/or participate with a junior club or team in the RVA.

Junior members are any members who fit the age definition as published by USA Volleyball each season.

A background screen will not be required for those individuals who will be classified only as junior players or those individuals not registered, affiliated and/or participating with a junior volleyball club or team in an RVA.

All screens will be good for two membership seasons (maximum of 26 months). Anyone who fails a background screen cannot reapply for another screen until the following season. The RVAs retain the right to require additional background screens at any time.

A complete list of those individuals who have cleared a background screening are on our website.

There is a $17.50 per person fee for each background screening submitted.

2009-10 PROCEDURES FOR THE PROCESSING OF REGIONAL VOLLEYBALL ASSOCIATION BACKGROUND SCREENING APPLICATIONS

As per the Background Screening Policy adopted by the Regional Operations Division of USA Volleyball in May 2003 and last amended in May 2008, background screening is mandatory for all Regional Volleyball Associations.

Effective for the 2009-10 Season, there are two ways for individuals in regions not using the USAV on-line registration system and one way for individuals from on-line regions to submit the background screening application information to SSCI.

Online Registrants only:

We are using the USAV on-line registration system, so the applicant can enter the information on-line (as a part of the registration process) and acknowledge the application electronically, via process approved by the insurance company. The background screening company will receive the application information via secured electronic transfer directly from the USAV on-line registration system. When the screening is complete, the screening company will indicate in the system the result (clear or failed) with the date.

If an applicant is disqualified, the screening company will contact the Region to get the contact information for the club and will proceed with notification. A notice of automatic disqualification will be sent by the screening company to the hiring or using entity.

A notice of automatic disqualification, the complete profile, a copy of the “Summary of Your Rights under the Fair Credit Reporting Act” (FCRA), and notification that the person is prohibited from participating in RVA/USAV sanctioned junior activities or events will be provided by SSCI directly to all automatically disqualified individuals.

Non-US Citizens Screening:

A separate process is in place for Non-Citizens. Please contact the Region Office for this separate process and forms. Falsification of information on any membership application or the consent/release form is grounds for membership revocation or denial of membership.

Individuals that are automatically disqualified must wait one season before reapplying for affiliation and/or participation with a junior club or team.

ENFORCEMENT: It is the responsibility of the entity hiring or using those individuals who are disqualified to make sure the individual does not participate in RVA/USAV sanctioned junior events and/or activities.

PENALTY: Failure of an entity to request background screening or enforce disqualification is cause for suspension of all members of the offending entity until background screening and enforcement requirements are met.

 

Junior Coaches and Chaperones Tournament Requirements

There will be at least one 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 our Region Junior Championship tournaments, Junior Qualifiers and the Junior Olympic National Championships. The chaperone will not be a coach and if overnight stay is involved should be the same sex as the participants on the team and a minimum of 25 years of age.

Chaperones Required at Junior National Events

Teams intending to compete in the USAV JONC 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).

Junior Officiating Requirements

The official must be an adult or junior registered individual and is to be the official working the team assigned matches in this position. It is highly suggested that each team have more than one Region-certified official for each position. As with all officials in this Region, recertification is required as prescribed by our head official.

A coach of the officiating team must be present at the court during all of the team’s assigned officiating duties (USAV rule). This rule also applies to Region-sanctioned junior tournaments where junior officials are used.

The following rule applies to any team intending to compete in the Hoosier Region Junior Bid or Regional Championship tournaments:

Each team must have at least one Region-certified R2 (second referee) and at least one Region-certified junior scorekeeper. These individuals are the only people allowed to perform those duties when fulfilling their team's officiating obligations at these events. A higher-level official's certification is acceptable.

The Region offers Hoosier Region Junior R2 Certification and Hoosier Region Junior Scorekeeper Certification. These certifications will be for a term of two years unless there are significant rule interpretations or changes that warrant a re-certification. This information will be on the Region website.

Junior officiating requirements for USAV national events will be posted on the USA Volleyball website in the pre-tournament booklets when they become available. It is the responsibility of club and team representatives to familiarize themselves with and abide by those rules.

Certification clinics can be set up through the Hoosier Region Referee and Scorekeeper chairs. Their contact information is 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 can combine to host such a clinic.

Education and Accreditation for Coaches

Every Person Who Intends to be a Junior Volleyball Coach Shall at Minimum Have Completed One (1) of the Following Courses:

  • USAV IMPACT (Increased Mastery and Professional Application of Coaching Theory);
  • CAP (Coaches Accreditation Program) Level I;
  • ACEP (American Coaching Effectiveness Program) Level I.

It is required that all junior coaches be IMPACT certified and highly recommended that each team have two (2) IMPACT certified coaches.

The Hoosier 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 now a requirement by USA Volleyball that all individuals who intend to be a junior volleyball coach will at minimum have completed an IMPACT course.  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 $40.00 per person 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. Exact change or a check will be appreciated. The course will last a minimum of 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.

Angela Bourne, Angola, IN. (260) 316-1111

email: [email protected]

 

Rob Moore, Atwood, IN

email: [email protected]

 

Randy Obermeyer, Batesville, IN

email: [email protected]


Because there is now a mandatory rule that all junior coaches must be IMPACT certified to participate in any Region sanctioned activity, brand new junior coaches must satisfy this rule.

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 Education link in the website at http://usavolleyball.org for clinic updates and Webinar online IMPACT Clinic dates and information.

Usage of "Junior Olympic" Terminology

In checking volleyball club links on the Hoosier Region website, we have found the following specific wording is being used: "US Junior Olympic," "US Junior Olympic Teams" and the term "JOs."

USA Volleyball (USAV) and the US Olympic Committee (USOC) strictly prohibit such use unless it is part of the description for a USAV Junior Olympic Qualifier or a national event.

The terms as shown above can only be used when there has been a written request to and approval received from USAV and the USOC. This is a longstanding USOC and USAV policy, and the continued illegal and improper use of these terms without prior permission can lead to possible severe sanctions.

Tournament sanctioning and hosting

How to Host a Tournament

Before applying for a tournament sanctioning, you must be a registered USAV/Hoosier Region regular member. When you wish to hold a sanctioned Hoosier 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 must accompany your request.

If all required paper work is completed and returned within the stated period, 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

Hoosier Region Tournament Director

434 S. Orchard Road, Salem, IN, 47167

Phone and fax: 812-883-1845

email: [email protected]

 

Event Sanctioning and Insurance Coverage Clarification

1. Events operated by the USA Volleyball (“USAV”) are de facto sanctioned events and covered by USAV’s insurance policy on the condition that all participants are registered with USAV or a Region of USAV.

 

2. Events operated by a Region of USAV are de facto sanctioned events and covered by USAV’s insurance policy on the condition that all participants are registered with USAV or a Region of USAV and that USAV does not withhold approval of the event.

 

3. Events operated by a team or club registered and in good standing with a Region of USAV and upon the approval of the Region are sanctioned events and covered by USAV’s insurance policy on the condition that all participants are registered with USAV or a Region of USAV and that USAV does not withhold approval of the event.

 

4. Events operated by entities or organizations other than USAV itself, a Region of USAV or a team or club registered with and in good standing with a Region of USAV are considered “third party events”. In order for such third party to obtain a USAV sanction for its event it must:

 

a. Obtain the approval of BOTH USAV and the USAV Region in which the event takes place, which is not automatically granted even if the other required conditions are met;

b. Ensure that all participants are registered and in good standing with USAV or a Region of USAV;

c. Provide proof (through a valid certificate) of General Liability Insurance in an amount acceptable to USAV provided by an admitted insurance carrier with an A.M. Best rating of A or higher for the entity or organization that is operating the event and naming USAV and the region as an additional insured under the policy.

 

 

Hoosier Region Sanctioned Event Junior Club Membership Requirement

 

Any club that has been granted the privilege to host a Hooser Region Sanctioned Event must have the majority of their club members fully registered with Hoosier Region at least 30 days before the entry closing date of their first scheduled Sanctioned Event. For the purpose of this rule, the term “the majority of their club members” shall mean at least 80 percent of all the adults and junior individuals that are participating in volleyball in any manner within that club.

 

Penalty

 

If the above requirement has not been confirmed by the Region Office by the entry closing date of the first scheduled Sanction Event for that club:

1. The Sanction is automatically withdrawn and is void.

2. All other Sanctioned Events for that season are withdrawn and is void.

3. The club, club director and tournament director of the junior club charged with running that Event are suspended and prohibited from hosting any Hoosier Region Sanctioned Events for one year after the date of the Event where the violation occurred.

 

Any club or individual that is suspended for cause has the right of appeal as described in the Region Handbook on our website.

 

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/Hoosier Region membership numbers and the 11-digit club/team code! 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. Tournament directors can protect themselves from last-minute team dropouts if all the above is complied with and depositing all entry fee checks at the close of the entry acceptance deadline.

The team (a minimum of six registered players) must be registered seven days prior to the event in which they wish to participate.

The director of an adult Hoosier Region sanctioned tournament 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 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 official's deposit. In addition, further penalties will be discussed and administered by the Registered Member Eligibility Committee, head referee, head scorekeeper and region tournament chair.

Failure to return the proper sanctioned tournament reports and the proper sanctioning fees within 10 days of the tournament's completion will result in forfeiture of the $25 tourney application fee and 30 days suspension for the host team from Hoosier Region sanctioned tournament play.

Procedures for Foreign Team Participation in Regionally Sanctioned Tournaments

In accordance with the USA Volleyball Policy on Foreign National Participation, these procedures are to be followed when foreign teams enter regionally sanctioned tournaments.

1. The coach or team rep for each foreign national team must have in his/her possession and make a legible copy available to the tournament director for each rostered member of the team:

a. Government-issued photo Identification

b. Verification of registration with the team’s national volleyball federation.

c. A completed copy of the Foreign Team Tournament Registration form, including the USAV Code of Conduct and Waiver and Release of Liability (2 pages).

2. Additionally, the coach or team rep of junior-age teams must also have in his/her possession and make a legible copy available to the tournament director for each participant under 18 years of age:

a. Copy of birth certificate.

b. USA Volleyball’s “Consent for Medical Treatment & Release” form signed by the participant’s parent or legal guardian.

3. Foreign athlete insurance will be provided by USA Volleyball at a cost of $100 per team for the first tournament and $10 per person for additions to the original roster for subsequent tournaments during the season.

a. A waiver of the foreign athlete insurance fee will be granted to Canadian teams whose members can all provide written proof of 24-hour health coverage valid in the United States.

1) Canadian team members must have written proof of coverage in their possession and make a legible copy available to the tournament director.

b. Foreign teams must submit $100, the Team Summary Form and the Foreign Team Tournament Registration Forms for all rostered members of the team prior to participation in the first tournament of the season.

1) The foreign team coach or team rep will keep a copy of the summary form and all individual forms.

2) The tournament director/region will forward to the National Administrative Office Events Department the insurance payment and original copy of all of the forms.

c. Foreign teams entering subsequent tournaments in the same season are required to submit copies of the individual registration forms and proof of payment of the original $100 team insurance fee.

Additions to the original roster will be charged at $10 per person. The additional participants must also submit the Foreign Team Tournament Registration Form.

1) Verification of payment of the initial team insurance fee by the tournament director/region can be done through the National Administrative Office Events Department.

2) The tournament director/region will forward to the National Administrative Office Events Department additional fees and a copy of all of the forms.

4. Pre-tournament: Provide to foreign teams who inquire about entry into your tournaments the following documents in addition to your tournament entry requirements:

a. Foreign Team Tournament Registration form including the Code of Conduct and Waiver and Release of Liability (needed for each rostered member of the team) – 2 pages.

b. Summary of Coverage (except for Canadian teams who have been waivered from the insurance fee requirement).

c. For junior-age teams, USA Volleyball’s Consent for Medical Treatment and Release Form.

5. Post-tournament: Send to the National Administrative Office Events Department:

a. $100 insurance team fees and/or $10 additional participant fees.

b. Copies of all individual Foreign Team Tournament Registration Forms including the Code of Conduct and Waiver and Release of Liability (2 pages).

c. Team Summary Form.

Note: Contact the region office for the required forms before accepting any foreign teams into a Hoosier Region sanctioned event.

Officiating

Becoming a certified Hoosier Region/USAV official has many benefits, including improving your knowledge of the game and helping out when your team is called on to officiate. Being a good official is a key component of being a better volleyball player!

General Officiating Information

Extended insurance coverage for USA Volleyball certified officials

The USA Volleyball insurance program provides protection to USA Volleyball certified officials while officiating "approved or sanctioned" events as part of the regional annual membership fee. 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 non-sanctioned USA Volleyball activities for an additional charge. USA Volleyball certified officials subscribing to this extension of insurance coverage can now have excellent insurance coverage for any volleyball officiating activity in which they are involved. Please keep in mind that coverage is afforded for volleyball officiating only and would not extend to basketball, soccer or any other sport. Members of PAVO already have coverage that includes officiating at any volleyball event (excluding back-yard volleyball events and/or bar events).

For an additional $6.85, the General Liability and Excess Medical coverage previously described is provided to RVA members who are USA Volleyball certified officials for all volleyball officiating activities during the current membership year.

To obtain this coverage, mark the proper box on the individual membership application and include the fee when sending in your membership forms.

Becoming Certified As a Referee

To become a certified Hoosier Region/USAV referee, you must:

  1. Join the Hoosier Region Volleyball Association.
  2. Attend an officials clinic.
  3. Be rated on your officiating as both an R1 and R2.

You can now take the officiating test online at www.yankee.org/usavref/usavtest/. The password for our region is in the officials section on our website.

  1. New officials should take the 'C' test.
  2. Regional or higher officials should take the 'A' test.
  3. Provisional officials who want to move up to regional should take the 'A' test.

For more information, contact Terry Sweasy, referee chair, at 812-579-5442 (phone) or by email at mailto:[email protected]

Becoming Certified As a Scorekeeper

Provisional scorekeeper

To become a certified Hoosier Region/USAV Provisional scorekeeper, you must:

1.    Join the Hoosier Region Volleyball Association.

2.    Attend a clinic annually covering techniques and procedures of scorekeeping for USA Volleyball.

3.    Complete Scorekeeping Test B, corrected to 100%

4.    Score one match and submit the score sheet to the Hoosier Region scorekeeping chair.

5.    Complete above requirements before the Hoosier Region Juniors Regional Championships.

The following additional rules apply to provisional scorekeepers:

  • Provisional certification expires at the end of the current season.
  • A Provisional scorekeeper must be certified in this capacity for one year prior to applying for Regional certification.
  • A Provisional scorekeeper shall automatically carry Junior scorekeeper certification.

Regional scorekeeper

To become certified or recertified as a Regional scorekeeper, a candidate must:

  1. Join the Hoosier Region Volleyball Association.
  2. Attend a clinic annually covering techniques and procedures of scorekeeping for USA Volleyball.
  3. Complete Scorekeeping Test A, corrected to 100%.
  4. Score two matches and submit the score sheets to the Hoosier Region scorekeeping chair.
  5. Complete above requirements before the Hoosier Region Juniors Regional Championships.

Special Region Certification for Junior Players

The Hoosier Region offers a special region certification for junior players. This is a Region certification only; it will be accepted at Hoosier Region events but not at events in other regions. This certification is good for two years.

Below are links to rating sheets for both Junior R2 certification and Junior Scorekeeping.

We suggest that at least two players from each team in your club be certified. Once the players who are to be certified have received appropriate training, they can take a copy of the rating sheet with them to their next tournament. When it is time for their team to officiate, they can give the rating sheet to the official working that match. That official will then rate them during the match they are working. We will be instructing officials during our region officiating clinics that they are to take the time to rate the junior player.

After the rating has taken place, the official will give the form back to the player. The club director or the coach then needs to send the rating sheet to Terry Sweasy. Please send several at a time. A master list will be kept of all junior players who have been certified.

For this to work, club directors must commit to training players on the proper techniques for R2 officiating and the correct way to keep score. We have developed a presentation (on CD) covering line judging, R2, and scorekeeping that can be purchased for $10. The CD can be used by you to train your players. Contact either Terry Sweasy or Rod Rodriguez to purchase the CD.

You can also hire a certified official to come in and train your players. This would be a contract between you and the official. Neither the Hoosier Region nor the referee and scorekeeper chairs will be involved in this process.

Officiating is a part of the game for junior players. Club directors and coaches must ensure that players are committed to doing a good job when they are required to assist in officiating a match.

Insurance

USA VOLLEYBALL

Secondary Sport Accident – Summary of Coverage for 2009-2010 Season.

All Domestic Team Participants Competing in Sanctioned USA Volleyball Events

 

Insurer: National Union Fire Insurance Company of PA

Claims Administrator: American Specialty

 

What is covered?

Accidental injury that occurs while participating in USA Volleyball sanctioned events.

 

Who is covered?

All members registered with USA Volleyball including but not limited to athletes, coaches, trainers, volunteers, committee members, and officials while functioning on behalf of or while participating in a sanctioned event.

 

What are the benefits?

Excess Accident Medical – $25,000 maximum per injury

Coverage will consider the usual and customary expense for medically necessary care received at a hospital or provided by a licensed practitioner.

Accidental Death & Dismemberment - $10,000 principal sum

Coverage will consider $10,000 for the accidental loss of life and $2,500, $5,000 or $10,000 (depending on loss type) for covered incidents resulting in accidental dismemberment. Loss must occur within 100 days after the date of accident.

 

Is there a deductible?

Yes. The deductible for USA Volleyball’s accident medical coverage is $250 for participants with primary health insurance. This means that the injured person must pay the first $250 of the medical bill. If primary health insurance is not carried, the deductible is $1,000.

 

Does the policy have any restrictions?

For coverage to apply, the injury must be reported immediately to an official.

The policy provides coverage against loss in excess of coverage provided under other valid and collectible medical insurance.

See policy for specific exclusions.

Claims must be filed within 90 days of treatment.

 

What is not covered?

Illness or Sickness

Re-injury and/or Pre-Existing Conditions

Injuries caused by wear and tear of overuse, such as tendonitis, bursitis or stress fractures

Injuries occurring elsewhere than the premises designated for competition

Suicide or Attempted Suicide

Fighting, unless as an innocent victim

Hernias, in any form

Non-prescription drugs

Expenses incurred outside the United States

 

This is only a general summary of coverage and is not intended to attempt to describe all of the plan provisions. Actual coverages are detailed in the policy and are subject to the conditions contained therein.

Liability Insurance

This insurance program includes a liability insurance policy in the amount of $1,000,000. This covers the USAV, the Hoosier Region, registered members of your volleyball club, tourney volunteers and the facility used for sanctioned tryouts, practice and tournaments. When all the required fees and mandatory paperwork are completed properly, each club director will receive a copy of the Liability Insurance Certificate for his or her use if requested.

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.

Reporting Insurance Claim Incidents

Tournament directors are responsible for completing and mailing the incident form for the current season. They are also responsible for following all incident reporting procedures, including advising the injured party of appropriate next steps.

All sanctioned tournament directors receive this form in case of an incident. 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 insurance carrier as soon as possible, with a copy to the Hoosier Region Commissioner. If there is a serious incident, telephone or fax the Region office with preliminary data at once and follow up with the required written reports.

Occurrence Reporting

A "claim" is an occurrence that may lead to a request for payment to the injured person for 1) reimbursement of medical bills, lost wages, or other direct out-of-pocket expenses resulting from the injury, and/or 2) the wrong that the insured did to the person by enabling the injury to occur.

A "loss" is the dollar value of a claim, both as payment to the injured person and as expenses in investigating and defending the claim. While the claim is "open" (action on the claim is not concluded), whether a request for payment is received or not, the potential loss is set as a "reserve", a confidential estimate of what the loss will be when the case is closed. Obviously, the goal of the insured is to minimize occurrences through good loss control. The insured's goal should also be to control losses through good occurrence reporting. Many insureds fear that good reporting will increase premiums because their reserves will be increased. Not so. A high percentage of claims are closed without payment. In addition, if the information received by the insurer's claims experts is evaluated as having no basis for a request, the occurrence is not given the status of a claim but filed as an "incident".

Further, 1) the insurer is more apt to increase premiums if a number of claims are experienced that had not been reported by the insured, 2) a claims manager is more apt to increase a reserve when information about an occurrence is sketchy, and 3) the insured's attorney is more apt to defend well against unwarranted claims if relevant information was provided at the time of the occurrence while observations and memories are fresh. The insured need not be a claims manager or attorney to keep losses minimized. All that is needed is trust in your insurer and a system for:

  • Prompt awareness and proper handling of injurious occurrences that are experienced (employees, first aid station);
  • Prompt investigation of your own with photos and statements from witnesses to make sure the circumstances are described accurately;
  • Prompt correction of any hazardous situation found, and;
  • Prompt use of the insurer's preferred procedures and report form to share information.

For example, if the person slipped and fell, it may be due to footwear more than the surface. Accurate documentation is much easier to obtain at the time than later.

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:

  • Don't accept or even suggest fault for the incident.
  • Don't make any promises about anything.
  • Don't make payment or say his/her medical bills will be paid.
  • Don't give any information about your insurance coverage.
  • Don't recommend any medical facility unless told to do so.
  • Don't reflect an attitude of boredom or nuisance or impatience.
  • Don't argue or patronizingly agree with any disagreeable statement by the injured person.
  • Don't leave the person unattended until transferred to health or security personnel in the pre-authorized manner or released at their own request.
  • Don't fail to observe and record any significant circumstance.
  • Don't hesitate to correct any hazardous situation (e.g., wet spot) as soon as reasonable after attending to the person.
  • Do give respect and appropriate attention to the stricken person.
  • Do assist within the local system of obtaining and recording the relevant information about the incident on the Report Form being used for this facility/program.
  • Do contact security or other designated personnel so than an investigation and warranted controls/remediation can be launched without unnecessary delay.
  • Do ask the person what he/she believes happened and record such in his/her own words if at all possible.
  • Do note in the report if observable circumstances differ from, or reflect in any way on, what the person is claiming.
  • Do note in the report if the person is noticeably upset or actually complaining about the cause of his/her accident.
  • Do give respect to any complaint. If warranted, offer to "check with the insurer" and get back to them "after talking with a knowledgeable person".

Policies

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:

  • USA Volleyball Substance Abuse Policy.
  • USA Volleyball Drug Program.
  • USA Volleyball Ethics & Eligibility Violations Adjudication Flow Chart.

As the Hoosier 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 Hoosier Region.

Hoosier Region General Operating Code

USA Volleyball and Hoosier 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/Hoosier Region Rules of the Game.

The following USAV/Hoosier Region policies and online forms contain their own rules of conduct, infractions, disciplinary policies and penalties: the USAV DCR, USAV Participant Code of Conduct, USAV Substance Abuse Policy and the USAV Drug Program.

The Hoosier Region has adopted the Indiana High School Athletic Association (IHSAA) rules and regulations for administrators, coaches and players for our Junior Division. If you are in violation of a rule or policy of either of these associations, you are also in violation of Hoosier Region rules. We will abide by their disciplinary policies and resulting actions.

Hoosier 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 Hoosier 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 Hoosier Region or USA Volleyball may be handled by telephone.

1. All major complaints, accusations and allegations, violation(s) and disciplinary action(s) that do not contain their own penalties will be handled by the Registered Members Eligibility Committee (see printed Board of Directors list). In addition, other individuals may be asked for interpretations, such as but not limited to 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 Registered Members 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 telephone, with hard copy of the decision to follow. Copies of any such letters must also be mailed to the Region Commissioner.

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 Hoosier Region Handbook and the USAV Guide are accepted as the working process for the Hoosier Region Executive Committee. Other Adjudication and Due Process rules may have to be used if the above procedure conflicts with Indiana law(s).

Physical Abuse, Sexual Abuse and Sexual Harassment

It is the policy of Hoosier 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 Hoosier Region and can result in severe sanctions and penalties. Any such action(s) that involve a minor may involve police and legal action by Hoosier 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.

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:

  • "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.
  • 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.
  • "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."
  • 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.
  • 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:

A) Submission to such conduct is made a condition of employment; or

B) Submission to or rejection of such conduct is used as the basis for employment decisions; or

C) 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.

  • Do write and distribute a clear statement of the company's position on harassment of employees and visitors to the workplace.
  • Do set a good example as a member of management.
  • Do take any complaints seriously, even if your initial judgment is that the complaint is trivial or unwarranted
  • Do investigate complaints and take corrective action.
  • Don't use your management position to request personal favors of any kind.
  • Don't wait for a complaint if you personally observe something that is likely to be offensive.

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:

  • Document the event.
  • Treat it confidentially.
  • Treat it seriously.
  • 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.

Region Governance

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.

Policies of the Board of Directors of Hoosier Region

The Hoosier Region Board of Directors, (hereinafter "Board"), may adopt policy governing the actions and compensation of Hoosier Region volunteers.

The policies set forth shall pertain only to the operational practices of the "Lay" portion of the corporation known as The Hoosier 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.

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 is comprised of the Elected Board members and 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.

Terminology/Definitions Regarding Financial Items

The positions of President/Commissioner/Treasurer (all one individual by Hoosier Region Bylaws) and Registrar are the only two paid positions in the Hoosier 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. The two exceptions are the Commissioner and Registrar positions.

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 Hoosier Region. Furthermore, these responsibilities shall not be self-designated.

Wages: By definition are not available to "Lay" personnel.

Contract labor: Monetary compensation, in unit measure, for specified services. The individual shall not be considered an employee of the Region, and the individual is responsible for tax withholding and FICA payments.

Honoraria: Lump sum compensation, which may possibly be paid in installments, for specific service(s) rendered. The individual would not be considered an employee of the Region, and the individual is responsible for tax withholding and FICA payments.

Expense reimbursement: Direct compensation of actual expenses incurred, based on the submittal of required documentation in keeping with adopted fiscal procedures. Expense reports will not be honored if sent in more than 60 days after the event for which an expense payment is being requested. Any Region issued check that has not been cashed in 60 days will be voided and not re-issued.

These remunerations shall be related to an approved budget item or specifically approved by the appropriate authority. Expense reimbursement is not subject to tax withholding or FICA deductions.

Approval of budgeted, Unbudgeted Compensation and Expense Reimbursement

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

A) 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 Bylaws.

B.)  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. 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.

Board of Directors – Membership Requirements

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 the Hoosier Region Statement of Purpose. Officers 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. Officers 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.

Meetings

The Board of Directors will meet at the time and site of the Regional Adult Championships 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 an additional meeting each year held in the fall and in conjunction with the tournament scheduling and junior advisory council meetings.

Organizational Structure

Standing Committee: The Registered Member Eligibility Committee is a committee legislated by this Handbook and continually operates from year to year as authorized by this document.  

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 Hoosier 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 (the Treasurer) as defined by the Handbook of Hoosier Region. In absence of such designation, the authority shall be designated by the President.

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.

Adult Advisory Council

The Adult Advisory Council (AAC) will be made of the registered adult members in attendance at a Region Board meeting. Those individuals may establish and suggest adult policies to be implemented for that volleyball division. The Executive Committee (EC) will generally accept the decisions made by the AAC as long as they adhere to the general operational principles of the Region and do not adversely affect another division of Hoosier Region or the rules, regulations and policies of USA Volleyball. The EC retains the right to amend or refuse any change that is improperly worded or could possibly cause a problem in our operations.

Hoosier Region Board Members, Associates 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. The new Board of Directors, after being elected in the spring meetings, will take office and assume duties as of the fall meetings of an election year

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

  • 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. The Corporate President is also the Region Treasurer and Commissioner as voted upon and approved by the Executive Committee.
  • 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.
  • Commissioner (a.k.a. the Executive Director): (In the Hoosier 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.
  • 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.
  • 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/Hoosier 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 Hoosier Region representatives to the USAV Player Representative Committee. They will respond in a timely manner to any communications received from that division of USA Volleyball.
  • Director at large: This individual, either elected or appointed, shall be a director of this corporation.

Non-voting Associate Board of Directors: These individuals are appointed by the President to fulfill a specific duty and/or position of authority.

  • 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.
  • Associate appointed player representatives: These individuals are appointed by the region board, one per adult level of play (A, BB, B, etc.) and division (men’s and women’s). They will have the responsibility of replying to questions regarding volleyball competition, levels of competition, membership and general region policy information. They will respond in a timely manner to any communications received from their respective divisions within the Hoosier Region. (Note: The associate appointed player representative positions are separate from the two elected player representative positions on the region board.)

Terminology:

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

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:

Auto Mileage: Be reimbursed for actual mileage to and from a Region volleyball activity as approved by the Commissioner. Reimbursement will not be higher than the then existing IRS approved maximum allowed rate. Toll fees, parking fees and such related expenses should be submitted to the Treasurer for possible reimbursement.

Other Transportation: Prior approval required from the Region office! USA Volleyball has contracted the USA Volleyball Travel Service, Colorado Springs, Colorado to research and offer the lowest airfare and car rentals for volleyball related meetings and activities.

Food and Lodging: Only for approved reimbursable volleyball activities as determined by the Commissioner. If is highly suggested that prior approval of hotel/motel expenses be checked with the Region office. Food shall be reimbursed as based on the following maximums: Breakfast $10, lunch $15, dinner $25. Receipts required.

Hoosier Region guidelines on ethical conduct and conflict of interest

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

Terms and definitions

Director: Is one who serves on the Hoosier Region Board of Directors, either being elected or appointed.

Employed Staff: Are those individuals whom the Region has hired in a paid position, whether full or part-time, regardless of salary, capacity or job description. The person responsible for the daily operation of the Region is the Commissioner, a.k.a. the Executive Director. This person is a not a member of the Board of Directors.

Volunteer-Appointed Individuals: Are those individuals appointed to a specific position by the Board or the Commissioner, to serve the Region, whose duties are performed without compensation, monetary or otherwise.

Degrees of conflict

A direct or immediate conflict is one that arises when a person can directly influence their gain, financial or otherwise, from 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 club director, engaged in the sponsorship of a Region sanctioned tournament, whose club makes a profit from such sponsorship, also engaged in a position of direct control on tournament scheduling or facility recruitment, e.g., a Region Tournament Coordinator. Such control is not limited to immediate line(s) of responsibility; i.e. the Commissioner who is also a club director as above is in conflict.

* An individual, corporation or other entity, involved and benefiting from a contract with the Region for goods or services, who is also in a position of power regarding the contracting for such goods or services (e.g. the Facilities Chair, Tournament Coordinator, Awards Chair, etc.).

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:

* A Director, who is also a staff member, either paid or volunteer. The potential for conflict is lesser, but not eliminated, if the staff member is a volunteer.

* A Director, who is also a member of an entity (e.g. a club, business, etc.,) that may indirectly benefit from that Director's influence on Region policies and procedures. Such conflict is not to be considered valid on individual Region registered players as such (i.e. a player may also be a Director) but becomes valid if that player also has a position of authority for a recognizable entity (e.g. a club director, facility contractor, etc.).

Actions to be taken by the Board to remedy conflicts

For cases of direct or immediate conflict, the Board shall not entertain any appeal or cast binding votes regarding such conflict. Such conflict is to be regarded as an inviolate breach of these guidelines, and under no circumstances is to be overridden, appealed, or otherwise challenged. No Director or staff member, regardless of compensation, shall engage in behavior, which results in direct or immediate conflict of interest. If such person's behavior is discovered to have caused direct or immediate conflict, that person shall be immediately removed from any and all positions of authority within the Region. If a Director, that person will be removed from the Board for the remainder of their term of office; if a staff member, that person will be immediately discharged by the Board. The person shall become barred from becoming a Director or staff member for a period of time that the Board determines fair and just to all parties involved, but not less than one calendar year from the date of the discovery of conflict. The Board may also direct the Commissioner to pursue other deterrents, such as (but not limited to) USA Volleyball and/or Hoosier Region membership restrictions, including expulsion.

For cases of potential or indirect conflict, the Board shall review the circumstances of the conflict at the next possibility, e.g. the first Board meeting immediately following the discovery of conflict. If the Board finds sufficient grounds for conflict, the conflict shall not be allowed, and the person removed from any and all positions of authority within the Region that cause or compound such conflict. However, the Board may allow the conflict to occur, by a 2/3-majority vote of the Directors. If a Director is involved in the conflict, that Director shall not participate in such vote. For a board of seven (7) Directors, therefore, four (4) or more Directors must vote to allow the conflict; otherwise, the conflict shall not be allowed. This policy is written bearing in mind that many people within the Hoosier Region have multiple areas of expertise. Where potential conflict may arise, the Board, at their discretion, may provide for such cases by this extraordinary means, as long as general and widespread interest of the groups affected by the conflict is best served by allowing the potential conflict within the Region administration.

Simple examples

* A Director is under consideration for a paid staff position. This would be a potential conflict. In effect, the person would have indirect authority over themselves, since the Board authorizes moneys to be paid for the staff responsibility. If the Commissioner is convinced that the person is the best possible candidate for the position, the Board may allow funding for the position only by a 2/3 majority vote, as described in section 3. Failing that vote, the Board would direct the Commissioner to select another candidate, or withdraw the funding for that position.

a) A Director is under consideration for a volunteer staff position. This would be considered a potential conflict, similar to the case above. The lack of compensation is a mitigating, but not completely eliminating factor.

b) A Director is also a club director, i.e. one who has financial, operational, or otherwise controlling responsibility for a volleyball club, regardless of division. This would be a potential conflict, and situations could easily arise where it would be a direct conflict. A club director should probably refrain from ever becoming a Director.

c) A Director is also a team representative. This could, in certain situations, become a potential conflict. However, since operations are controlled by the Commissioner and not the Board, such conflicts should be rare.

d) A Director is also a player. This is not a conflict. Directors should be encouraged to become or remain registered players. This provides superior perspective.

e) A staff member employed or volunteer, is also a club director. If that staff member is in a position to influence or otherwise control operations affecting that club, it is a direct conflict. Club directors are encouraged to handoff club responsibilities while serving as a staff member.

f) Staff members (as opposed to Directors) are in situations as in d) and e) above. The same guidelines apply.

Hoosier Region Documents Available

The following Hoosier Region internal reports are available to our members upon written request to the office of the Commissioner: Board of Director and Open Meeting Minutes, includes Treasurer's Financial Report- please specify year of meeting. Articles of Incorporation and/or By Laws.

Due Process Procedure

The following Due Process for Disciplinary Action is in effect regarding suspension of participants in any Hoosier Region Volleyball Association, Inc. (Hoosier Region) of USA Volleyball (USAV) volleyball activities. This applies to all volleyball-related activities not covered by the USA Volleyball DCR. The DCR contains its 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 Hoosier Region is an online form that all participants must sign electronically before becoming members of our association. It contains its own Due Process procedure as established by USAV.

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

The Code of Ethics online form is required by every individual who intends to become involved in Hoosier Region junior volleyball activities.

When you become a registered member of the Hoosier Region, you are required to read and electronically 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 and is 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 electronically 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 Region Handbook and Operating Code of USAV/Hoosier 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 Hoosier 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 Hoosier 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 Hoosier Region Registered Member 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:

a. Acceptance of the proposed disciplinary action and proposed suspension of volleyball activities.

b. Rebuttal of facts of the incident and therefore request for a hearing.

c. Hearing requested but date not acceptable due to the following reason(s):

1.

2.

d. Request for new date, time and/or location of proposed delayed hearing:

1.

2.

3.

 

Forms