2004 Michiana Region Handbook

Michiana Region Volleyball Association Inc.
Region of USA Volleyball

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Updated February 2, 2004

Table of contents

  1. Statement of purpose
  2. Only Michiana Region forms may be used
  3. Mandatory forms and their completion
  4. Participant waiver/releases and consent forms
  5. Volunteers
  6. Benefits of becoming a Michiana Region and USAV member
  7. Michiana Region membership fees breakdown
  8. Change of address
  9. Registration fees
  10. Michiana Region summer sand and grass special membership
  11. Extended insurance coverage for USAV-certified officials
  12. Definitions
  13. No one-day or one-event memberships
  14. Mandatory rules
  15. Team and player residency requirements
  16. 2002-03 Michiana Region sanctioned playing season
  17. Team, club and individual rules applying to all teams
  18. Uniform rules
  19. Michiana Region age falsification policy
  20. USA Volleyball age falsification policy
  21. Michiana Region adult divisions and levels of play
  22. Requirements for adult teams
  23. Michiana Regional Adult Championships tournament requirements
  24. Adult team zonal and national tournament participation rules
  25. Adult national 11-digit team code
  26. For Michigan residents
  27. Michiana Region registrations for junior clubs
  28. Code of ethics form for junior administrators, coaches, assistant coaches, trainers and chaperones
  29. New forms for junior team and club use
  30. Junior team commitment
    30a. Transfer of already-registered junior players (clarification)
  31. Age group waivers no longer offered
  32. USA Volleyball Junior Olympic Volleyball age definitions
  33. Junior coaches and chaperones requirements
  34. Chaperones required at junior nationals
  35. Junior officiating requirements
  36. Club and team codes for junior nationals and qualifiers
  37. Education and accreditation for coaches
  38. USAV Coaching Accreditation Program (CAP)
  39. USAV policy on alcohol at junior events
  40. How to host a tournament
  41. Tournament director rules and guidelines
  42. Procedures for foreign team participation in regionally sanctioned tournaments, 2003-04 season
  43. Operating code of USA Volleyball
  44. Michiana Region general operating code
  45. Michiana Region violations and disciplinary actions
  46. Policies of the board of directors of Michiana Region
  47. Terminology/definitions regarding financial items
  48. Approval of budgeted, unbudgeted compensation and expense reimbursement
  49. Purpose of the Michiana Region Volleyball Association
  50. General statement
  51. Membership of the board of directors
  52. Policy governing the exercise of powers by the board of directors
  53. Fiscal year
  54. Meetings
  55. Article VII (non-profit domestic corporation) Articles of Incorporation
  56. Organizational structure
  57. Junior advisory council
  58. Adult advisory council
  59. Michiana Region board membership and terminology
  60. Recommendations for travel-related reimbursements
  61. Michiana Region guidelines on ethical conduct and conflict of interest
  62. Michiana Region documents available
  63. Due process procedure
  64. Secondary sport accident insurance program for all registered individuals
  65. Liability insurance
  66. Auto use is excluded by the liability insurance program
  67. Reporting insurance claim incidents
  68. Occurrence reporting
  69. Incident handling guidelines at the venue
  70. Child abuse and youth sports programs
  71. Physical abuse, sexual abuse and sexual harassment
  72. My son wants to play volleyball
  73. Sexual harassment
  74. USA Volleyball Guide
  75. Usage of "Junior Olympic" terminology
  76. No non-registered participants

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1) Statement of purpose

Vision
The vision of the Michiana Region Volleyball Association (hereinafter referred to as the Region) is to be acknowledged as the leader in amateur volleyball for the States of Indiana and the Lower Peninsula of Michigan (hereinafter known as Michigan Division of Michiana Region).

Mission
The Region is the governing body for the sport of region sanctioned amateur volleyball in the States of Indiana and Michigan. The Region is incorporated as a legal entity and as such is a member and "subsidiary" 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:

  1. Attain excellence in the sport of volleyball.
  2. Credential teams, players, administrators and officials for all Region sanctioned amateur volleyball competitions.
  3. Promote and develop, through its members, the sport of volleyball.
  4. Establish standards for the Region.
  5. Conduct Region sanctioned events, tournaments, championships and other amateur competitions.
  6. Ensure compliance with USAV, USOC, Federation and collegiate policies and procedures to maintain recognition as the Regional Volleyball Association for amateur volleyball in the states of Indiana and Michigan.

Goals
The Corporation shall have the following goals:

  1. Sport Growth: to achieve full participation in volleyball at all levels and in all geographical areas;
  2. 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;
  3. Geographical Representation: to have influential positions on all local, regional and national boards and commissions;
  4. Recognition: to receive consistent recognition of volleyball coaches and athletes as top national and excellent performers;
  5. Administration: to develop and maintain a structure which will effectively and efficiently assist in achieving the vision and mission of the Region; and
  6. Finances: to develop, implement and maintain a financial plan to achieve the vision and mission of the Region.

This we believe
The Michiana Region Volleyball Association is the geographical governing body for the sport of amateur volleyball in the States of Indiana and southern peninsula of Michigan and is recognized by the United States Volleyball Association. The vision of the Region is to be acknowledged as the area leader in amateur volleyball. In order to accomplish this mission, the following goals are to be achieved:

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

Thus, the Region will diligently:

The Region believes that volleyball has so many positive things to offer those who participate. First, and most important, whether one is a gifted athlete or a recreational player, volleyball is fun! It is a lifetime sport enjoyed by players from 8 to 80. Participation in volleyball is not only good exercise, but also involves team cooperation and spirit. We are committed to introducing our sport to all of America.

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2) Only Michiana Region 2004 registration forms are to be used

The registration forms that must be used for the 2003-2004 volleyball season are on our Region website. Individual members should copy the forms for completion. We are required to retain the forms with original signatures; we will not accept faxes or photocopies. Send only one payment check for the player and team registrations. If the forms are not legible and properly signed they will be returned, no registration numbers will be issued and an additional fee will be a charged.

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

The Region office hours are 8 a.m. to 4 p.m. Monday through Friday. Should there be a problem or something that needs attention after office hours, the Region answering machine is on 24 hours a day. Please leave a message with the reason for your call, a telephone number where you can be reached and the best time to reach you. Your call will be returned as soon as possible, but no calls will be returned after 6 p.m. Email is a much faster and more economical way to obtain information. See our email address in this Handbook.

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3) Mandatory forms and their completion

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

These forms are: Individual Membership, Waiver/Release, Participant's Code of Conduct, Junior Olympic Volleyball Coaches and Chaperones Code of Ethics forms.

4) Participant waiver/releases and consent forms

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

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

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

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

5) Volunteers

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

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

6) Benefits of becoming a Michiana Region and USAV member

7) Michiana Region membership fees breakdown

A portion of every 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 Teams, their training facilities, tours and travel, volleyball mailings and magazines for our members. Regional, national and international meetings and clinics and general USAV National Office operating expense.

The Region also uses a portion of the membership and team fees to purchase the USAV Rule Books, 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 Indiana and Michigan Division Region offices. It includes such items as, telephone bills, taxes, office equipment purchases and maintenance agreements, high speed ISP costs and all mailings. Travel expenses for various people are also covered when the expense is not paid by another division of the Region or a division of the USAV National structure. Region travel expenses have increased due to some of our JAC members are now on YJOVD 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 Junior Advisory Committee meeting expenses and the adult and junior Bid and Regional Events. Approximately $5,000 paid in entry fees for the Central Zone and USA Open National entry fees for teams representing Michiana Region.

We pay the expenses for our Junior Administrative Council who 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.

The Region has incurred over $8,500 in expenses in the last five or six years in an attempt to help the Lower Peninsula of the State of Michigan develop as a self-supporting entity, meaning a USAV Region by itself. It appears that our Michigan Division will be making their formal application for a new and separate Region at the May 2004 USAV Annual Meetings to be held in Atlanta.

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

Michiana Region is ranked sixth in the country in members and services offered.

8) Change of address

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

9) 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 October 31, 2004.

Team fees
Individual fees

10) Michiana Region Summer Sand and Grass Special Membership

Outdoor sand and grass tournament directors will have the individual registration forms at the site for completion and fee payment. Sign-ups are conducted the day of the event unless otherwise published. All participants must be registered members for the event to be sanctioned and our insurance to apply. Membership runs from the date of sign-up until October 31st each season. Check the Region website for sanctioned sand and grass events in Michiana Region.

11) 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 of November 1, 2003 through October 31, 2004.

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

12) Definitions

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

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.

ADULT TEAM: Team with adult members however junior players may play on adult teams with a maximum of 15 players per team.

JUNIOR TEAM: Must consist of all junior members with a minimum of six and maximum of 15 players per team. Age requirements are in the junior team information. Junior teams may play in adult tournaments. Girls only play girl's teams and boys only play boy's teams.

COACHES, assistant coaches trainers, etc., and other individuals that are involved in active participation with a USA Volleyball/Michiana Region volleyball team shall be classed as an adult member and the proper fees paid.

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

COLLEGIATE: Must be a full time student and a member of the varsity or club program of the college that they attend. Individual collegiate membership is only allowed when an entire collegiate team registers.

FOREIGN ATHLETES: See Region Handbook.

OUTDOOR: For outdoor sand and grass tournaments. Membership starts the date of sign-up through October 31st each season.

13) No One-Day or One-Event Memberships

The Board of Directors and Junior Administrative Council voted unanimously that there will be no one-day or one-event membership offered by Michiana Region.

14) Mandatory Rules

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

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

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

15) Team and Player Residency Requirements

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

16) 2003-2004 Michiana Region Sanctioned Playing Season

In order to sanction all tournaments for the coming season, we ask that all participants register as early as possible. You will not have to register as a team until after Dec. 31, 2003 however each individual player must be a registered member. This allows tournament hosts to sanction a tournament for the liability and individual sport accident insurance and also allow players to participate on different teams and in different levels of competition before actually becoming a registered team. This is the same as a "friendship season". The official USAV/Michiana Region sanctioned season begins Nov. 1 and ends Oct. 31 each year.

17) Team, Club and Individual Rules Applying to All Teams

When players intend to form a volleyball club in Michiana Region each participant and team must be registered members of this Region. The Region office must be notified a minimum of 6 days prior to a tourney if they are forming a club and plan to use players from the teams within that club. There is a maximum of three (3) teams allowed to belong to the same club. A team may only belong to one (1) club. There can be an interchange of players between teams of the same club. A high level/division player can never compete in a lower level of competition, such as AA down to A, A down to BB, etc. An example of an adult player interchange would be a BB level player moving up to an A level team if the higher-level team cannot field the mandatory six players on the court. This must be done with the advance permission of the tournament director, and this individual must be on the playing roster for that tournament. Interchange of club players at the same level, for example Team BB 1 to Team BB 2, is legal, provided the change is made on the tournament entry roster form.

At the junior level, the age and possibly grade-level rules determine where an individual must compete. Junior players can play up in a higher 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 YOUTH/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 YJOVD ARBITRATOR.

MICHIANA REGION AND USAV YOUTH/JUNIOR OLYMPIC RULE
IN ADDITION TO THE ABOVE RULE ALL ADULTS PARTICIPATING WITH YOUTH OR JUNIOR REGISTERED TEAMS MUST BE AWARE OF AND ABIDE BY THE CONDITIONS STATED IN BOTH THE CODE OF CONDUCT AND THE ADIMISTRATORS, COACHES, TRAINERS AND CHAPERONES CODE OF ETHICS.

18) Uniform Rules

The USA Volleyball Rule Book has the exact description and requirements for uniforms and numbering. If you do not have a copy yet it can be looked at on the USAV website at 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 our rules. Teams should be aware that teams are not allowed to use the logo or terminology of USA Volleyball or USA Olympics on their sweat suits or uniforms.

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

19) Michiana Region Age Falsification Policy

(Adopted and Mandated By USA Volleyball Board of Directors, January 19, 2002)

For all Michiana Region Volleyball Association (aka Michiana 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 Michiana Region USA Volleyball and barred from further participation in the event; and
  2. May be barred from participation in any Michiana 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 is a waivered age group player, 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 Michiana Region and barred from further participation in the event;
  2. May be barred from participation in any Michiana 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, Event Arbitrator or an Event Ethics and Eligibility Appeals Committee.

The Tournament or Event Director, Event Arbitrator or the Event Ethics and Eligibility Appeals Committee may recommend a more severe penalty.

The Tournament or Event Director, Event Arbitrator or the Event Ethics and Eligibility Appeals Committee shall file a report of any age violation with the Region's Team and Player Eligibility Committee with its' recommendation. The Team and Player 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.

20) USA Volleyball Age Falsification Policy

(Adopted By USA Volleyball Board of Directors, January 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.

21) Michiana Region Adult Divisions and Levels of Play

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

22) Requirements for Adult Teams

Individual adults participating with an adult team will use the direct online registration system; full instructions are on our website.

Each adult team is required to have at least one (1) certified referee and at least one (1) competent scorer. That individual will have the latest rule changes and should pass this information to the other players on the team. The certified referee will be the first referee for each game your team officiates at sanctioned tournaments. Each adult team will send a separate $100 officials deposit check with their team entry form-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 Michiana RVA sanctioned tournament.

23) Michiana Regional Adult Championships Tournament Requirements

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

To be eligible to play in the adult Michiana Regional Championships, an individual player must have played in at least two Michiana Region sanctioned tournaments that season with the team he/she is entered into the Regional Championships with and (based on the Regional entry roster) at the same level at which that team is entered for the Championship. In turn, the team, in order to compete at the Michiana Regional Championships, must have competed in three Michiana Region sanctioned tournaments at the level at which they entered the Regional.

A team and individual players planning on competing in the Michiana Regional Adult Championships, in addition to the above, must be registered with Michiana Region at least 40 days prior to the Regional Championships.

24) Adult Team Zonal and National Tournament Participation Rules

If a team and players intend to compete in any USAV Zonal or National Championship, the team must have played in at least three (3) Michiana Region sanctioned tournaments and its players must have played in at least two (2) Michiana Region sanctioned tournaments during the current season before the Regional Championships. The team and players must also compete in the Regional Adult Championship Tournament in the same division in which they intend to compete at the Zonal or National Championship level.

The Region will reimburse a team for part of their paid entry fee for the USA Open Championships. This reimbursement feature only applies in a division where there is a minimum of three teams competing for that position in the Regional Championships. If the first-place team in a given division cannot attend the USAV Zonal or National Championship in their division of competition, the second-place team will be eligible to represent the Region. If the second-place team cannot go, the third-place team is eligible. No team will receive more than the actual team entry fee. The maximum amount payable for all National Championship entry fees is $4,500.00. If there are 6 Region Championships contested the reimbursement for the USAV National Championships will be as follows:

Six 1st seeded teams will each receive 2/3rds of the total allocated amount or a maximum of $500.00.

Six 2nd seeded teams will each receive 1/3rd of the total allocated amount or a maximum of $250.00. There will be no other reimbursement of entry fees into this event.

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

NOTE: Adult teams intending to participate in the USA Open Championships in Atlanta will be required to use the USAV online tournament registration system for that event.

25) Adult National 11-digit Club/Team Code

Every adult team registered in Michiana RVA is now required to have a unique national club and team code identifier. This will allow tracking information for seeding purposes. For adults the Region Office will create this number for each team.

26) For Residents of the Lower Peninsula of Michigan

For the 2003-2004 volleyball season, the State of Michigan will be acting in conjunction with the State of Indiana in all USA Volleyball and Michiana Region rules and regulations. The Michigan Division hopes to become an official USA Volleyball Region next May in Atlanta. Discipline of all participants will be handled as published in the 2004 Michiana Region Handbook. Each Michigan Division Board member listed below will be responsible to the Michiana Region Board member in their respective area of responsibility.

President/Commissioner
Sante Perrelli, 227 Oakhill Ave, E. Lansing, MI, 48823
571-351-8778 (home); [email protected] (email)

First Vice President
Mary Jo Hardy, 1661 Birchwood Drive, Okemos, MI, 48864
517-483-1232 (work); 517-349-1669 (home); 517-483-9839 (work fax)
[email protected] (e-mail)

Secretary/Treasurer
Dan Kitchel, 1710 Stirling Ave., Lansing, MI, 48910-1316
517-372-2204 (home)
[email protected] (e-mail)

27) Michiana Region Registrations for Junior Clubs

Each season there are new registration forms from USA Volleyball that we must use. All of the 2003-2004 new registration forms are on our website. It is now imperative that you assign no more than 12 to 15 players per team and that the team has a special name identifying its status in your program. After completing registration, you still must send the required and properly completed forms for all participants in your program, along with your check to the Region office, before any numbers are issued. It is the duty of the team or club representative to make sure all the required information is properly completed on the forms.

28) Code of Ethics Form for Junior Administrators, Coaches, Assistant Coaches, Trainers and Chaperones

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

29) New Forms for Junior Team and Club Use

There are now 3 forms on the Region website that we highly encourage junior teams and clubs to use. The wording in each form is self-explanatory.

The 2004 Chaperone Responsibilities form that you should have every chaperone read, sign, and retain the original in your files. It explains the expectations and duties of a registered chaperone.

The 2004 Volunteer Consent Form explains the expectations and limitations of doing volunteer work. You should have all of your volunteers read and sign the form and retain the original in your files.

The 2004 USA Volleyball Waiver and Release from Liability for volunteers 18 years and older. This form covers the possible hazards and problems of doing volunteer work and includes a Medical Authorization section in case of injury. All of your volunteers should read and sign the form and you should retain the original in your files.

30) Junior team commitment

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

30a) Transfer of already-registered junior players (clarification)

(Disregard all previous information on player transfers)

If it is agreed to by the team/clubs involved and there is a legitimate reason for a transfer request coming from a parent/guardian or the player if they are at least 18 years of age, a transfer may be made. There must be a written or electronic request to the present club with the reason for the transfer, naming the new club the participant wishes to join. If granted by the present club, notify the parent/guardian, player, the new club and the Region Office that the transfer has been granted. If the transfer is granted there must be a new Individual Membership Application filed with the Region Office for the new club, but no additional membership fee. The matter of the membership fee already paid to the Region is for the involved clubs to work out.

See also:

Handbook Item 17, "Team, Club and Individual Rules Applying to All Teams," which states the USA Volleyball and Michiana Region rule for any player who has participated in any USA/JOVC Qualifying Event.

Handbook Item 30, "Junior Team Commitment," which states our policy on transfers.

31) Age group waivers no longer offered

Michiana Region will no longer be offering any age group waivers. While this may cause some teams and clubs problems this season with all age groups now being offered it is no longer needed.

32) USA Volleyball Junior Olympic Volleyball age definitions

The Age Definition Policy was most recently revised by the USA Volleyball Board of Directors on January 19, 2002

USA VOLLEYBALL JUNIOR OLYMPIC AGE DEFINITION
For use during the 2003-2004 Season

For eligibility purposes, a player who has just completed a grade in the spring of 2004 will be considered in that grade just completed. Players need not be currently enrolled in high school except as noted below.

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, 1985
or
Players who were born on or after September 1, 1984 and a high school student during some part of the current academic year

17 and Under Division:
Players who were born on or after September 1, 1986

16 and Under Division:
Players who were born on or after September 1, 1987

15 and Under Division:
Players who were born on or after September 1, 1988

14 and Under Division:
Players who were born on or after September 1, 1989

13 and Under Division:
Players who were born on or after September 1, 1990

12 and Under Division:
Players who were born on or after September 1, 1991

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, 1989
or
Players who were born on or after September 1, 1988 (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 2004.

33) Junior Coaches and Chaperones Requirements

There will be at least one (1) coach for each junior team in your program, and we highly recommend one (1) chaperone for each junior volleyball team in your program if you plan overnight stays. Chaperones are required for our Region Junior Championship tournaments, junior qualifiers and the junior national championship. 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 21 years of age.

34) Chaperones Required at junior nationals

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

35) 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 officials. Certification clinics can be set up through the referee and scorekeeper chairs. Their addresses, telephone numbers and e-mail information are on the website. A minimum of 20 to 25 people in attendance is necessary for a club to host such a clinic. Several clubs would be allowed to combine in hosting such a clinic. Our junior officials' clinics will include 2nd referee and junior scorekeeper Region certifications. The USAV/YJOVD passed a rule that the team coach must be present at the court during all their teams assigned officiating duties. This rule also applies to Region sanctioned junior tournaments where junior officials are used.

At the August 19, 2001 Junior Advisory Council and Club Directors meeting the following rule was passed for any team intending to compete in the Michiana Region Junior Bid or Regional Championship tournaments.

Each team must have at least (1) one Region certified R2 (second referee) and at least (1) one Region certified junior SK (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.

Head Referee Terry Sweasy, Head Scorer Dan Kitchel and Assistant Scorekeeper Chair for Indiana Rod Rodriguez are putting together a new and easier process for these certifications. These certifications will be for a term of (2) 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 each club and team representative to familiarize themselves with and abide by those rules.

36) Club and Team Codes for Junior Nationals and Qualifiers

For every junior team that registers in Michiana Region will have a special club and team identifier for each team. It is the responsibility of the junior club director to properly classify the teams in your club. This information must be sent to the Region office along with the original registration forms.

The code is assigned as follows. We will use Kaepa/Circle City 18-1 as an example. The code is FJ8CCITY1MI, where F=Female, J=junior, 8=18-and-under age group, CCITY=5 letter club code that must remain the same for all teams in that club, 1=rank of team within that age group of the club and MI=Michiana Region.

Note: Once this code is assigned, it must remain as that team's code throughout the season, regardless of whether the team name changes during the season, the team's personnel changes, or the rank of the team within the age group of the club changes. If you have any questions on this junior team and club numbering, contact the Region Office.

37) Education and Accreditation for Coaches

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

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

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

The list below contains our clinicians to contact to set up IMPACT clinics. We require a minimum of 10 people to set up such clinics.

38) 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.

39) USAV Policy on Alcohol at Junior Events

WHEREAS, USA Volleyball (USAV), is the National Governing Body for the sport of volleyball in the United States of America, as authorized by the U.S. Olympic Committee consistent with the Amateur Sports Act of 1978, and

WHEREAS, it is a purpose of USAV to conduct national championships and open competitions, and also to establish standards for Group D Member Organizations (Regional Volleyball Associations), and

WHEREAS, it is deemed inappropriate to conduct activities for participants registered as Junior Olympic Volleyball athletes, and others deemed minors by State and National Statutes in locations distributing alcoholic beverages,

BE IT RESOLVED that the USAV Executive Committee establish policy concerning the prohibition of alcohol: That the sale and/or distribution of alcoholic beverages at a site conducting Junior Olympic Volleyball activities be strictly controlled in accordance with the local, state, and national laws, and that the coaches be charged with maintaining the ethical responsibility for standards regarding alcohol consumption.

AND BE IT FURTHER RESOLVED that this resolution be formally stated as USAV policy for all events in this category, and included in its policy statements in the USAV Administrative Manual.

40) How to Host a Tournament

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

If all required 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
Michiana Region Tournament Director
434 S. Orchard Road
Salem, IN, 47167
812-883-1845 (phone/fax)
[email protected] (e-mail)

41) Tournament Director Rules and Guidelines

All tournament directors must set their entry deadline date a minimum of 10 days before the scheduled event. No entries should be accepted after that date. Tournament Directors will not accept entry forms without USAV/Michiana Region membership numbers 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 Michiana 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 Team and Player Eligibility Committee, Head Referee, Head Scorer and Region Tournament Chairs.

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

42) Procedures for Foreign Team Participation in Regionally Sanctioned Tournaments 2003-2004 Season, as revised by USAV Nov. 1, 2003

In accordance with the USA Volleyball Policy on Foreign National Participation, these procedures must 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

b. 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 Michiana Region Sanctioned Event.

43) Operating Code of USA Volleyball

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

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

44) Michiana Region General Operating Code

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

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

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

1. Regional Volleyball Association Junior Administrators, Coaches & Chaperone Code of Ethics.

2. The Michiana Region adopted the Indiana and Michigan High School Athletic Association(s) 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 Michiana Region rules. We will abide by their disciplinary policies and resulting actions.

45) Michiana Region Violations and Disciplinary Actions

All major complaints, accusations and allegations, violation(s) and disciplinary action(s) that may involve a suspension or expulsion from membership in Michiana Region or USA Volleyball must be handled in writing. Minor infractions, violations or disciplinary actions that do not carry a penalty of suspension or expulsion from membership in Michiana Region or USA Volleyball may be handled by 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 Team and Player 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 Team and Player Eligibility Committee either by electronic mail or U.S. Postal Service delivery. The initial notification of the decision will be made verbally, either in person or by 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 Michiana Region Handbook and the USAV Guide are accepted as the working process for the Michiana Region Executive Committee. Other Adjudication and Due Process rules may have to be used if the above procedure conflicts with Indiana or Michigan law(s).

46) Policies of the Board of Directors of Michiana Region

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

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

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

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

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

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

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

1) Two consecutive absences from meetings without advance notification to the President or Secretary that he/she cannot attend, whether or not a new term of office as a Director is being assumed.

2) Three total absences during three consecutive years.

Each candidate for election to the Board shall sign a statement acknowledging awareness of a Director's responsibilities (Policies of the Board) and the USA Volleyball Code of Conduct. The circulation of this statement shall be the responsibility of the Secretary.

Minutes of all the official meetings shall be distributed to all Directors of the Board within 75 days.

47) Terminology/Definitions Regarding Financial Items

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

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

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

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.

48) 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.) 1. 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.

2) 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.

49) Purpose of the Michiana Region Volleyball Association

(As established by the Bylaws)

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

A) To teach the sport of volleyball to children and adults by holding clinics conducted by qualified instructors in schools, playgrounds and parks;

B) To provide practice volleyball sessions, classroom lectures, seminars and panel discussions through which selected trainees may be schooled in competitive coaching, playing, officiating and scouting techniques;

C) To foster and conduct area, regional, state and national amateur volleyball competitions;

D) To act as the official representative of USA Volleyball within an area designated as (Region 10) Michiana Region;

E) To select and train suitable candidates in the techniques of volleyball in national and international competition and thereby improve the caliber of candidates representing the United States in Olympic, Pan American and World Games competitions;

F) To foster and conduct amateur volleyball programs between the United States and foreign nations for the exchange and training of suitable candidates in the techniques and practices of volleyball in countries other than their own.

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

50) 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.

51) Membership of the Board of Directors

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

52) Policy Governing the Exercise of Powers by the Board of Directors

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

53) Fiscal Year

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

54) 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.

55) 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.

56) Organizational Structure

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

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

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

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

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

57) Junior Advisory Council:

The Region Junior Advisory Council (JAC) will be made up of appointed adults that are interested in establishing and implementing the policies to be used by our junior division volleyball teams and clubs. The individuals will be appointed by the Region President after consultation with the Region Junior Director. The Executive Committee (EC) generally accepts the decisions made by the JAC as long as they adhere to the general operational principles of the Region. Any newly established JAC policy that is improperly worded or may adversely affect another division of Michiana Region or the rules, regulations and policies of USA Volleyball may be amended or refused by the E. C.

58) 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 Michiana Region or the rules, regulations and policies of USA Volleyball. The E. C. retains the right to amend or refuse any change that is improperly worded or could possibly cause a problem in our operations.

59) Michiana Region Board Membership and Terminology

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

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

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

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

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

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

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

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

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

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

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

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

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

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

60) 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 $14, dinner $25. Receipts required.

61) Michiana Region Guidelines on Ethical Conduct and Conflict of Interest

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

Terms and definitions

Director: Is one who serves on the Michiana 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 Michiana 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 Michiana 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.

62) Michiana Region Documents Available

The following Michiana 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.

63) Due Process Procedure

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

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

The USAV/Michiana Region Policies and Sanctions for Substance Abuse, as published in the 1998 USAV Guide and other publications, also contains its own rules and the Due Process as established by that association.

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

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

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

1. The participant will be given sufficient written notice specifying the violation or violations and the proposed penalty suspension period.

2. The participant will be given a reasonable time period between receipt of the notice of violation and the appellate hearing (reference appeals process in the Bylaws and Operating Code of USAV/Michiana Region) within which to prepare a defense.

3. The participant shall have the opportunity to be assisted in the presentation of his/her case at the hearing, including the involvement of legal counsel, if desired and arranged for by the participant.

4. The hearing shall be structured in such a way that the judging body has an opportunity to be presented with both sides of the controversy. The hearing shall include direct testimony, written or verbal, by those directly involved. The participant will be given the opportunity to cross-examine or rebut the testimony of all witnesses. Both parties will be given a list of all witnesses/testifiers and will have the opportunity to examine and cross-examine their statements.

5. The participant may be given a verbal committee decision. He/she will also be provided with a written decision by certified mail, within a reasonable amount of time, specifying the reasons for the decision, which shall be based solely on the information presented at the hearing.

6. The participant will also be notified of the appeals procedure in writing. If, in the judgment of responsible Michiana Region/USAV authorities, a substance abuse or behavioral violation occurs which warrants immediate revocation of participatory rights, such revocation will occur and be communicated to the individual verbally by the proper Region authority, and also in writing by certified mail. Such communication will contain a statement of the alleged incident and the proposed subsequent suspension period. The Tournament Director, the Officials Chair(s), Tournament Protest Committee, or other person(s) in authority at the site of an implied improper action, must file a written report of any incident that could result in Michiana Region Disciplinary Action, no matter how inconsequential it may seem at the time of the incident. This must be sent to the Regional Commissioner, the individual involved in the incident, and to all members of the Michiana Team and Player Eligibility Committee within five (5) working days from the time of the occurrence and by registered/certified mail. The notification will contain the date, time and details of the incident resulting in the proposed disciplinary action, including the reason for the disciplinary action and proposed time of suspension. It will include names, addresses and telephone numbers of the involved participants, tournament authorities and witnesses to this specific incident.

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

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

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.

64) Secondary Sport Accident Insurance Program for All Registered Individuals

All sanctioned tournament directors receive a copy of the Sport Accident Medical Claim form in case of an injury incident.

USA VOLLEYBALL Participant Sport Accident - Summary of Coverage

What is covered?

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

Who is covered?

All rostered team members who complete and sign the registration form. This is a requirement for participation.

What are the benefits?

Is there a deductible?

Yes, the deductible for USA Volleyball’s accident medical coverage is $250. This means that the injured person must pay the first $250 of the medical bill.

Does the policy have any restrictions?

What is not covered?

This is only a general summary of coverage, and is not intended to attempt to describe all of the plan provisions.

65) Liability Insurance

This insurance program includes a liability insurance policy in the amount of $1,000,000. This covers the USAV, the Michiana 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 paper work are completed properly, each club director will receive a copy of the Liability Insurance Certificate for his or her use if requested.

66) 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.

67) Reporting Insurance Claim Incidents

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 Michiana Region Commissioner as soon as possible. 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.

68) 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:

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.

69) 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:

70) Child Abuse and Youth Sports Programs

Probably the most quiet yet serious concern of those responsible for a community youth sport program ("Program") is whether they have unknowingly encouraged an adult to volunteer who in fact is a child molester. There are other serious forms of child abuse, including poor driving habits when transporting the teams, but none hit the craw deeper than the sickness of the pedophile.

Leadership can with advance planning and Board action take reasonable steps to protect the youngsters in the Program (and the adults from false allegations as well). It is best done by establishing broad policies that enable the Program to pre-screen all volunteers for multiple purposes:

  1. Create and adopt a position statement that the Program will take every reasonable effort to exclude from Program responsibilities (not to be confused with parental responsibilities affecting their own child) any adult with a legally documented history of child molestation or other record that would bring an unnecessary risk to the health and safety of the Program's participants.
  2. Create and adopt a Program policy that requires all volunteers to agree to be subject to a legally sensitive background check before or during the Program's operations.
  3. Create and adopt a Program policy that puts the process and the results of any background check in the hands of one Board-selected person plus procedures that ensure discretion and confidentiality.
  4. Create and adopt procedures for providing an informed awareness among potential and aspiring volunteers of these policies prior to the person's official application for volunteering one's time and services.

Whether it is feasible to implement these policies is a localized situation. Check with your Program's counsel and/or the city Attorney for agencies in your state and area that maintain listings of known child molesters and abusers, and the legal procedures for accessing those listings.

Check as well, including with your broker, as to the process of checking Motor Vehicle Records (MVRs) of those who would be asked to help transport more than their own child to away-games or other events authorized by the Program.

71) Physical Abuse, Sexual Abuse and Sexual Harassment

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

Physical Abuse means physical contact with a participant that intentionally causes the participant to sustain bodily harm or personal injury. Physical abuse also includes physical contact with or intimidation of a participant that intentionally creates a threat of bodily harm or personal injury.

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

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

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

72) My Son Wants to Play Volleyball

John Kessel, USA Volleyball Director of Education, Grassroots, Disabled & Beach Volleyball

My son Cody's birthday is in a few weeks. He will hit double digits, and wants to keep playing volleyball, more than the games we play in clinics and our backyard. Others out there know boys who want to play this great lifetime sport, but just not with their older sister. So what can happen for these lost boys who want to leave Neverland?

The great thing about our sport is that it can be played coed, and mixed ages. It is a non-contact sport, where skill is most important. Think of the way top tennis playing young players take on adults all the time; Martina Hingis was 15 when she won her first Open event. When kids play against an opponent who is more experienced than they are, no matter what age or gender, they get better faster. Here are some ideas on giving boys the chance to make volleyball their lifetime sport.

Play On Adult Teams

Junior Olympic Volleyball is a great program, but it has only been around about 20 years. Before such age group competition was created, boys played on men's teams. The best example of this is Rod Wilde. He would play back row for his dad's Ft. Dodge Cornshucker team (not the real name, but close enough for farm work) at the Men's AA level. This is a great option still, for the faster speed of the adult ball for the younger players gives them a great advantage when they play against kids their age. Rod went on to become one of the best floor defenders ever in the USA National team, in part due to his training with adults early on. They can play in recreational leagues, with permission, in most programs.

Play Doubles with a Parent

Doubles or triples is a fantastic way to get lots of gamelike ball contacts in by playing doubles on any surface, not just sand. Karch Kiraly started this way at about 8, playing with his father against adults.

You might even create a Father/Son tournament (along with a Mother/Daughter division), to get everyone out training and playing for fun in the warm weather time of your state.

Create a Kidz Court

The tradition of volleyball in Hawaii is well known, as that state turns out more National team and top level talent per capita than any other state in the US. One of the reasons is the family tradition of playing together at gatherings. The other can be seen at the Outrigger Canoe Club, where right next to the two adult courts, on the incredibly valuable beach frontage of Honolulu, they have a 6 meter by 12 meter court for kids, with a lower net, permanently set up. There, the kids learn shots, cooperation, and hustle from the adults playing games next to them.

There are dozens of parents who have put up courts, smaller than regulation size, in their backyards that allows their kids the chance to learn the most valuable skill of playing over the net. Others have set them up in a fast putup/takedown way, in the driveway, on concrete or asphalt, so kids can play even one on one, acquiring the most valuable reading, anticipation and creative skills that comes from over the net learning. If you go to Puerto Rico, you will see those talented kids learning in the streets, with the curbs being the sidelines, for a net strung across a little used thoroughfare. When I played in Italy, there were not many flat areas other than the holy soccer fields that no other ball could be seen upon. So they closed the street and held kids triples tournaments.

Play Coed

Coed picnics, adults and kids mixed together, have always been one of the most fun ways kids learn to play volleyball. The surface does not matter. One of the most fun times I have had playing with my son and daughter was in Alaska, on a wood chip court. Alaskan rules included you can hit it off the black spruce trees and back into the court, one time per match your side gets four hits if you call it, first serve of the summer mulligans, and more. It was a blast under the endless summer night. If you get good enough, shoot for taking a team, with your son, to the USA Coed Volleyball Nationals. There, skill level competition exists at the most serious, yet fun level.

Create a Team

The lower levels of Men's volleyball - "B", "C" or "Novice" are skill based, and a new team of boys can play in such USA Volleyball tournaments, against the adults.

Likewise, USAV Regions understand the problems of boys' volleyball development, and will let 13 & under boys play against 14 & under girls, and 16 & under boys play 18 & under girls. Most commonly the boys play in the pool play, getting in three matches or so, but are not allowed into the playoffs. Make sure to inform parents in advance of this non-contact sport option. They should know that many of the best female players in the US got there by playing coed or with their brothers, gaining that valuable game experience with a ball that went faster, such that playing boys will help advance the girls talents of those lucky enough to play against them.

From a coaching point of view, an adult needs to be in the mix, but get the Jr. Olympic Girls to coach 12,13 and 14 & under, coed or boys only. The myth of adult wisdom that only adult kids can teach - if coached well, any JOV player can learn more while giving back to the sport by coaching little kids.

Create a League

Get the YMCA, PAL, Boys & Girls Clubs, Church Recreation, and of course the Parks & Recreation to create a quality youth program for kids of any age and both genders. You do not need to take over the gym. Great kids programs can be run in racquetball courts, using the Wallyball net set ups. You can also share the gym, taking only HALF the gym, and putting up Kidz Kourts on one half, while You need not do this from scratch. Contact the United States Youth Volleyball League, www.usyvl.com and they can assist you.

Start a Varsity Program

A starting point can be helping make sure the intramural volleyball games played at school are run well and fun. The highest level is to create a statewide varsity program. Twenty of the states have boys varsity programming already. Take a look at www.nfhs.org for more on volleyball at the high school level. Recently Maine (1997) and Florida (2001) began varsity programming for boys, and Colorado has been working on a solid program to do the same. If you are from a state without boy's varsity volleyball, take a look at what Paul Hastings and the progress and planning at www.chsbva.org

73) Sexual harassment

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

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

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

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

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

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

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when:

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.

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

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

  1. Document the event.
  2. Treat it confidentially.
  3. Treat it seriously.
  4. Have management treat the situation as far up the chain of command as possible.

Incidents involving serious violations that appear to be deliberate or inexcusable may be subject to punitive damages.

74) 2003 USA Volleyball Guide

USA Volleyball made a change on which information the Guide will contain and how it will be distributed. Information and related pictures of all National Championships are now on the USA Volleyball website and will no longer printed in the Guide. The Guide will now only contain 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 for downloading, viewing and printout if you so desire.

75) Usage of "Junior Olympic" terminology

In checking volleyball club links on the Michiana 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.

76) No non-registered participants

It has been brought to our attention that more and that more Michiana 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 Michiana 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.




Contents © 2003-2004, Michiana Region Volleyball Association Inc.