Once we receive your completed club application, the next step is to purchase membership. The KRVA Office will send you a unique link to purchase a membership for your club. It is very important that you to use the membership link sent to you and DO NOT share it or you could be assigned to the wrong club.
All individuals will have an Eligibility Status. An individual who has met all requirements will appear as “Eligible”. Once a membership is purchased, that individual will receive an email outlining all eligibility requirements they need to meet, and will clearly see in their account any remaining requirements to be met. Eligibility requirements range from SafeSport training, IMPACT training, background screen approval, concussion training, and completion of waivers. WE RECOMMEND COMPLETING ALL ELIGIBILITY REQUIREMENTS FROM YOUR SPORTSENGINE ACCOUNT.
The Club Director is responsible for all administrative and fiduciary aspects of the club. These responsibilities include, but are not limited to, the following:
Team Rosters & Fees
All rosters must be completed in AES/TM2Sign/SportWrench. Each player must have a current, full membership and coaches must be marked as Eligible to coach in order to be imported into an event system. If a club still wants their SportsEngine roster built for them, this can be done by the KRVA office at $50 per team. Club Directors can also request exports of their members who have purchased membership assigned to their club. There is no cost but please remember this export does not reflect eligibility.
Clubs may add individual players to their roster at any time. Club Directors can add the player to a roster once the player completes their SportsEngine registration, associates themself with the club via SportsEngine, and submits the appropriate paperwork to the Club Director.
Clubs with multiple teams may move players within the club freely. However, teams qualifying for Junior National Championships will have their roster frozen at the time the team qualifies. The club is responsible for adhering to the Frozen Player rules outlined by USAV. Junior players may only play in their own age group or in one older age group (unless waivered). Coaches may appear on multiple team rosters but may only appear as the head coach on one roster. Junior players may only appear on one team roster.
There is a $30 fee per team registered. Clubs only need to pay for the team(s) they will use for the season. Teams marked as unpaid and inactive in SportsEngine should not enter and will not be accepted into KRVA/USAV-sanctioned tournaments. Checks should be made payable to KRVA and sent to the KRVA Business Office, PO Box 3234, Allentown, PA 18106.
USAV Insurance Information
As a member of USAV/Keystone Region, your club program is provided with liability coverage for your events. Some facilities request proof of insurance. To secure this, send the Certificate of Insurance Request Form to the Region office (available online). List all the facilities your club will use during the season for tryouts, practices, tournaments, etc. This will notify our office of the facilities for which you will need liability coverage.
If you indicate that your facility requires a certificate of insurance, the Region office will secure that certificate for you. If your facility requires that it be listed as “additional insured,” you need to note that on the form, as well. You must include your email address on the form as all certificates are sent out via email. Keep a copy for your records.
Keystone Region also needs your facility usage on file. In the event of a claim, the Region needs to be able to verify that a sanctioned Keystone Region/USAV event occurred at that time. Please forward the facility name and dates and times of scheduled events to the KRVA office. This can be done on a monthly basis, if necessary, but must be submitted prior to the event.
Directors should review any contracts they sign for facilities. If there are questions about contract language, please contact the Region before signing the contract, and we will put you in contact with the USA Volleyball liability insurance company. They will help review the contract for any USAV Region-registered club or event. This must be done before the contract is signed.
Club Directors must read over any rental agreements or contracts before signing them. Be sure you are only taking responsibility for the area of the facility you will be occupying for your event. The Certificate Holder (facility owner) is only an additional insured with respect to liability caused by the negligent acts or omissions of the Named Insured (club or TD) regarding sanctioned USAV and Keystone Region Volleyball events.
If An Injury Occurs
Club Directors need to be mindful that it is you and your staff’s responsibility to provide minimal first aid should there be an injury to one of your members. Minimum care would be access to a phone to call 911 immediately and a medical kit with general supplies along with an ice chest or ice packs. If your team is planning to compete in a tournament, it is not the tournament director’s responsibility to provide first aid to your members.
All club directors, coaches and tournament directors should have copies of the Incident Report Form, available at all times. The Tournament Director, Club Director, Coach or Keystone/USAV representative at the scene or upon notice of an incident resulting in bodily injury or property damage, shall obtain and record the information required on the Incident Report Form. These forms must be submitted as the incidents occur, and should be submitted to Region Office. The Region office will verify the event was a Keystone Region/USAV sanctioned event, and then forward a copy of the report to the insurance company.
If the individual injured requests to apply for the benefits under the Accidental Sport Coverage, they should be given a Medical Claim Form. The injured participant (or their parent) must complete the form completely and sign the first page of the form. If the injury requires medical attention by a physician, nurse or health care provider, follow the instructions on page 2 of the Medical Claim Form. The form shall then be submitted as noted on the form.
If the claims system works properly, the insurance company will receive both the Incident Report Form from the Region describing the incident causing injury and a Medical Claim form from the injured participant requesting reimbursement for the medical claim. When both forms are received, the insurance company knows there is validity in the claim and will enable them to process the claim.
Club Handbook
The Keystone Region encourages clubs to produce a club handbook and distribute it to their members. It is recommended this handbook include a formal grievance policy, refund policy, and a due process policy affording at least one level of appeal to an independent body
Social Media and Electronic Communications Policy
Each club is required to adopt the Social Media and Electronic Communications Policy created by the US Center for SafeSport. Clubs may add more but may not take any part out of the policy. This policy is to protect clubs, inform its members, and protect the players against undesired or unintended online communications. The policy can be found here. This policy is also that of the Keystone Region.
Club Travel Policy
It is required for each club registered with the Keystone Region is required to employ a Club Travel Policy for its teams. Clubs are encouraged to use the policy provided by the US Center for SafeSport, which is the policy the Keystone Region abides by. Clubs may use an alternate policy, but it must be submitted to the KRVA Office by emailing registration@krva.org with the Club’s travel policy in its entirety no later than December 1 of each season.