WILSON SURREY LEAGUES Captain s guide Helping you to organise your Surrey league team. Version 2 (October 2018)
INTRODUCTION Team Captains! Welcome to the Wilson Surrey Leagues. We hope this guide will act as a tool to help you successfully organise your team before and during the season. The guide was created following an increased number of queries relating to the organising of matches, the interpretation of rules before/ during a match and the understanding of league/division structure. Our overall aim of the Wilson Surrey Leagues is to provide competitive tennis to club members, with the emphasis being on playing tennis. It is vital that Team Captains make every effort to arrange and confirm their matches as early as possible, in addition to ensuring their players availability for their matches at the start of each season. Thank you, Lewis Woodham Competitions Manager CONTENTS Expectations 3 Good practice: Guide to organising matches 4 How to enter results online 6 Key rules 8 Frequently asked questions 12 Useful websites 14 Contact us / Who we are 15 2 Wilson Surrey Leagues; Captain s Guide
EXPECTATIONS Tennis Surrey will implement the following when dealing with match queries that are forwarded to us: All matches must be played on the fixed date or on/before the play by date. Teams that do not manage this will risk a walkover and penalty point. If Captains are in agreement the match can be played on an alternative date. If a problem with a match is raised early enough between team captains and both teams agree; a match may be played on an alternative date. Once this alternative date is set, there is no reversal to the original date if any issues arise. The new date must be updated via Tournament Software (preferable) or league organiser advised by email. PLEASE NOTE: This is only an option if both teams agree and any club wishing to do this is advised to have the conversation as early as possible. In our experience, clubs and team captains are in a better position to help if they are aware of any issues early. For this season and all future seasons we will expect Team Captains, as a minimum, to have followed the process outlined in the GOOD PRACTICE: Guide to Organising Matches (page 4), and we will check this process has been followed in any query that is forwarded to us. Walkovers CANONLY be sanctioned/entered by the Surrey Office or league coordinator. PLEASE REMEMBER: The following ruling: Club teams competing in League competitions must play the minimum number of matches (3 matches in a league of 5 teams or 4 matches in a league of 6 teams) or risk being omitted from that League competition for the following year. We will be enforcing this rule and teams that do not play the minimum number of matches (excluding walkovers) risk being relegated 2 divisions. Please ensure that ALL matches are played. Any unplayed matches can seriously impact the position of other teams within the division. www.tennissurrey.org.uk 3
GOOD PRACTICE: GUIDE TO ORGANISING MATCHES Fixed Dates The dates for fixed matches are set. A team not able to make a commitment to a fixed date will be risking a walkover to the opposition and as a result will receive a penalty point. It is extremely important that teams commit to these dates. Once the leagues are published: Home Team Captains must contact their opposing team captain for all of their home matches and provide them with details of the match (time of match and details of refreshments). In the spirit of playing tennis, we suggest a telephone call if an email has prompted no response. Away Team Captain must respond confirming the match and confirming they will be staying for refreshments (if a team is not able to stay for refreshments they must inform the home team captain). We recommend Home Team Captains do this process for all their home matches, during the season. This gives everyone plenty of time to organise their teams. As mentioned previously, if a problem with a match is raised early enough between team captains and both teams agree; a match may be played on an alternative date. Once this alternative date is set, there is no reversal to the original date if any issues arise. he new date must be updated via Tournament Software (preferable) or league organiser advised by email. Week Commencing Dates The rules state the following when organising matches: Home team captains must offer 3 possible match dates to the away captain. The first date offered must be in the week of Round 1. The remaining 2 dates can be any weekday (Monday-Friday) until the Round 2 commencing date., Once the leagues are published: Home team captains must contact their opposing team captain and offer 3 dates in line with the rule above. In the spirit of playing tennis, we suggest a telephone call if an email has prompted no response. Away Team Captain must respond confirming the match/time and confirming if they will be staying for refreshments (if a team is not able to stay for refreshments they must inform the home team captain) We recommend Home Team Captains do this process for all their home matches, as early as possible in the season. This gives everyone plenty of time to organise their teams. As mentioned previously, if a problem with a match is raised early enough between team captains and both teams agree; a match may be played on an alternative date. Once this alternative date is set, there is no reversal to the original date if any issues arise. The new date must be updated via Tournament Software (preferable) or league organiser advised by email. 4 Wilson Surrey Leagues; Captain s Guide
GOOD PRACTICE: GUIDE TO ORGANISING MATCHES Play by Dates The rules state the following when organising matches: The club drawn at home shall be responsible for making arrangements, offering to the opposing club at least three dates, one of which shall be the round date; the others to be prior to the round date. Once the leagues are published: Home Team Captains must contact their opposing team captain for all of their home matches and provide them with three dates and the proposed start time of the match. The 3 dates must be at least a week apart and before/on the play by date. Away Team Captains must respond confirming the preferred date and confirm whether they will be staying for refreshments (if a team is not able to stay for refreshments they must inform the Home Team Captain). We recommend Home Team Captains do this process for all their home matches in the season. This gives everyone plenty of time to organise their teams and means matches are set early and we are not left with team captains trying to confirm matches within very short time periods. It is important you gain confirmation of the date and time. If an away captain is unable to agree to any of the 3 match dates suggested by the home captain then they will risk conceding a walkover and receiving a penalty point. If both teams agree; a match may be played on an alternative date, after the play by date has passed. Once this alternative date is set, there is no reversal to the original date if any issues arise. he new date must be updated via Tournament Software (preferable) or league organiser advised by email. www.tennissurrey.org.uk 5
HOW TO ENTER RESULTS ONLINE Visit: www.lta.tournamentsoftware.com (Please note this is different to the LTA website) In the search box type: Wilson Surrey League Please then click Login button located in the top-right of the page. You then type in the username/password that was emailed to you. IMPORTANT: Once you have logged in, do not worry if you see another person s name. These login details are used by your entire club, so please DO NOT reset the password. To find your team s page please click: 1. Clubs 2. Scroll down (alphabetically) and find the name of your club. Then click on it. 3. You are now on your clubs page. To find your team click the Teams tab. 4. Then scroll down and find the name of your team. Then click on it. 5. To add your players to your squad, on your team page click the players tab. 6. Then click Add players. 7. Type the first 3 letters of your players name. Then click on their name, and select Add. Do this for all the player s in your team and click save when you have finished. 6 Wilson Surrey Leagues; Captain s Guide
HOW TO ENTER RESULTS ONLINE 8. You are now on your team page. You can now view the league table. To view your matches, click the matches tab. 9. You can now see the matches you are due to play and also the date they are due to be played on/by. 10. To enter match results, click the modify button. 11. To enter the match score, click the Enter rubber result button. Please DO NOT click the enter match results button. This is only to be used by the County office. 12. Add in the players names from each club. 13. Select the winning team. 14. Add in the correct score. Remember that the home team s scores are entered first. For example, if St George s Hill has lost the first rubber 6-4, 6-4, the score would be entered 4-6, 4-6. 15. Championship tie-breaks should be entered as 1-0 or 0-1 15. Then click Save www.tennissurrey.org.uk 7
KEY RULES Play Up Rule: For the purpose of this ruling, the term up is defined as any team in a higher division than the team a player is originally selected for: (i) A player may not play for a team junior to that for which originally selected. (ii) If a player plays more than once for a higher graded team than that for which originally selected, they may not return to any lower graded team and will be deemed to be a permanent member of that higher graded team. Subsequently, the player would then not be permitted to play further for any other higher graded team. (iii) Playing up is not limited to the team immediately above. Players may represent any team above their own. For example a team 4 player can represent team 1. (iv) If a Club has two or more teams in the same division of a league there must be no interchange of players between these teams Match day rules Lateness of a team: If a player is absent without good cause when called upon to play at the expiration of thirty minutes from the time agreed for the commencement of the match his opponent or opponents shall be entitled immediately to one love set, and at the expiration of sixty minutes to a further love set. Player Retirement: If a player retires during a rubber, the opponent shall be deemed to have won all remaining games and sets necessary to win the rubber. For example, if they were winning 4-2 and withdrew, they would lose the match 4-6, 0-6. They can however return for the 2nd rubber if they wish. If they do not return for the second rubber, then that match is also forfeited by 0-6, 0-6. Rain Delay: If a match is postponed due to inclement weather the match is decided as follows: If two or more rubbers have been completed at the point of cessation, the match stands. The remaining rubbers are then halved. If two rubbers have not been completed, the match is replayed from scratch. You will not require the same players to play if the match is replayed from scratch. Scores for any rubbers unfinished should be recorded as not played, match postponed and 6-4, 4-6 regardless of the score at the point of cessation. You must let the organiser know once you have entered the result. Hospitality: Options for cold or hot drinks during and after the match should be available for away teams. Snacks such as fruit, crisps, biscuits etc. should be offered during and after the match. Result entry: The result must be entered online within 48 hours of match completion by the winning team captain. We urge losing captain s to check the result has been entered correctly after 48 hours. If there is an issue, please contact your league organiser. 8 Wilson Surrey Leagues; Captain s Guide
KEY RULES Scoring formats for each league PLAYING ORDER HOME 1 vs. AWAY 1 HOME 2 vs. AWAY 2 HOME 1 vs. AWAY 2 HOME 2 vs. AWAY 1 Scoring formats Men s Doubles: 1 set all. Women s Doubles: 1 set all. Women s / Men s Midweek Doubles: 1 set all. Mixed Doubles: 1 set all. Sudden death at deuce. Receiver chooses side. Men s Over 45, Women s Over 50 and Men s Over 55: 1 set all. How final league standings are calculated 1.) Match Points If tied 2.) Percentage of rubbers won to rubbers played If tied 3.) Percentage of sets won to sets played If tied 4.) Percentage of games won to games played. Final league positions At the end of the season, all league standings shown online will be final. In incidents where the table online is shown incorrectly, we will make all Captains aware and issue the correct standings. Floodlights: For clubs with a floodlight curfew of 21:30 or earlier, we require home captains to offer the following to the opposition captain: Earlier start time between 18:00 and 18:30 Championship tie-break to 7 instead of 10 Short sets (first to 4 games with tie-break at 4-4). The opposition can choose whether or not to accept any of these options to ensure the match gets completed, but they are not obliged to. Regardless, if the floodlights turn off during the match, then the Rain Delay ruling will apply (please see page 8). Walkover Claims: If a team pulls out of match within 96 hours of the arranged start time, then they will immediately concede the walkover and receive the penalty point unless captains mutually agree another date to play. Walkovers CANONLY be sanctioned/ entered by the Surrey Office or league coordinators. Court Surface: Any surface is permitted to be played on, it is the decision of the home team. However once a match starts on a chosen surface, unless weather intervenes, then the match must NOT be moved to another surface during the rubber unless captains mutually agree. >> www.tennissurrey.org.uk 9
KEY RULES SUMMER / WINTER DIFFERENCES WINTER Start: October, Finish: March Events Available: - Men s Doubles - Women s Doubles - Men s Midweek Doubles - Women s Midweek Doubles - Women s O50 doubles Fixed Dates: - Men s & Women s Doubles, fixed dates apply to divisions 1-12 Scoring Formats: Men s Doubles: 1 set all. Women s Doubles: 1 set all. Women s/men s Midweek Doubles: 1 set all. Matches to start no later than 14:00 Monday - Friday unless both captain s mutually agree. Women s Over 50 1 set all. SUMMER Start: April, Finish: September Events Available: - Men s Doubles - Women s Doubles - Men s Midweek Doubles - Women s Midweek Doubles - Mixed Doubles - Men s O45 Doubles - Men s O55 Doubles - Women s O50 Doubles Fixed Dates: - Men s & Women s Doubles, fixed dates apply to divisions 1-4 Scoring Formats: Men s Doubles: 1 set all. Women s Doubles: 1 set all. Women s/men s Midweek Doubles: 1 set all. Matches to start no later than 14:00 Monday - Friday unless both captain s mutually agree. Mixed Doubles: 1 set all. Sudden death at deuce. Receiver chooses side. Men s Over 45, Women s Over 50 and Men s Over 55: 1 set all. 10 Wilson Surrey Leagues; Captain s Guide
RULES ON PROMOTION AND RELEGATION Men s and Women s Doubles: Division 1: 1st place Winner 5th place Relegated 1 Division 6th place Relegated 1 Division Divisions 2-3: 6th Place Relegated 1 Division Division 4: 5th & 6th Place Relegated to 5 East or 5 West Division 5 East/5 West: 4th Place Relegated 1 Division 6th Place Relegated 2 Divisions Division 6 East/6 West: 6th Place Relegated 2 Divisions Division 7 East/7 West ONWARDS. 1st Place Promoted 2 Divisions 6th Place Relegated 2 Divisions Mixed Doubles (SUMMER): Division 1: 1st place Winner 5th place Relegated 1 Division 6th place Relegated 1 Division Division 4: 5th & 6th Place Relegated to 5 East or 5 West Division 5 East/5 West: 6th Place Relegated 1 Division Division 6 East/6 West ONWARDS. 6th Place Relegated 1 Division Ladies /Men s Midweek Doubles: Division 1: 1st place Winner 5th place Relegated 1 Division 6th place Relegated 1 Division Division 2 ONWARDS. 6th Place Relegated 1 Division Men s O45, Men s O55, Ladies O50 Doubles: Division 1: 1st place Winner 5th place Relegated 1 Division 6th place Relegated 1 Division Division 2 ONWARDS. 6th Place Relegated 1 Division Divisions 2-3: 6th Place Relegated 1 Division www.tennissurrey.org.uk 11
FREQUENTLY ASKED QUESTIONS 1. I am the home captain and I have sent an email to the opposing captain to arrange our fixed date match a week ago but have had no response? - We suggest sending another email - Have you also tried calling them? - If you still have no response following the telephone call then please check with us that their captain s contact details are correct. - If there is no response from a telephone call, send the captain a final reminder email with your league organiser CC d in. - If that still doesn t prompt a response, then let us know and we will look at awarding a walkover on the immediate Monday after the match date. 2. I am the away captain and the home captain has not contacted me at all about our upcoming match? - In the spirit of playing tennis you should try and contact the captain by sending a reminder email or phoning them. - Please then make your league organiser aware of the situation. - If that still doesn t prompt a response, then let your league organiser know. The County office will then decide if a walkover is appropriate. 3. My opposition captain has informed me that their team cannot make the match anymore and our match is tomorrow! - If a team pulls out of match within 96 hours of the arranged start time, then they will immediately concede the walkover and receive the penalty point. - If both teams agree that they would still like the match to be played, then an alternative date can be arranged. 4. We have our fixed match arranged in 2 weeks time but I now know one of my players cannot make the match? - If the match date/time has been agreed then you must find a replacement player (in line with the playing up ruling) to complete your team. Alternatively, you would be permitted to play with just 1 pair. In this instance, you would be forced to cencede the two rubbers that were not played by a score of 6-0, 6-0. Your opposing captain must be made aware if you will be travelling with 1 pair only. - If you know you cannot field a team then you can contact the opposition captain in advance, explain the situation and suggest an alternative date. If the opposition captain agrees (which they are not obliged to do) then the fixed date can be changed. - However, once this alternative date is set, there is no reversal to the original date if any further issues arise. 5. I am the home team captain and the opposition captain won t agree to any of the dates I have suggested? - Have you followed the GOOD PRACTICE outlined in this document? - Have you offered 3 dates on separate weekends? - Are 2 of the dates before the play by date (at least a week apart) and is one on the play by date? - Have you contacted them well in advance of the play-by date? - If you wish to agree with the opposition captain to get the match played after the play by date then that is fine. The new date must be updated via Tournament Software (preferable) or league organiser advised by email. Remember though, once this alternative date is set, there is no reversal to the original date if any issues arise. - If you are unable to play the match after the play by date and you have followed our team 12 Wilson Surrey Leagues; Captain s Guide
FREQUENTLY ASKED QUESTIONS captain s expectations/good PRACTICE guide; and the opposition can still not agree 1 of the 3 dates, we will look at awarding a walkover on the immediate Monday after the play by date. 6. I am the away captain and have always played winter league matches on Sundays at 10:00 and the home team is asking to play in the afternoon? - Every club has differing court times on match days. We ask captain s to get in contact early to ensure clubs have as much time as possible to arrange court space. - Matches can be played at any time and is determined by the clubs own programme and other events. 7. One of my players can t play, so I won t be able to field a team for my upcoming match. We are a very small club so do not have many people to call upon? OR My opponent says they cannot field a full team. They are a massive club so surely they can find someone to play?! - The dates for the Winter league were sent to all clubs in August. Clubs enter these leagues knowing when the matches need to be played and as such, should have plenty of time to assess the size squad they need and to gain an indication on player availability early. - We appreciate that sometimes meeting these dates can be difficult but it is not fair for clubs to assess another clubs capability on player availability due to the varying types of clubs and programmes we have in Surrey. 8. I would like to re-arrange a date but the opposition won t agree, they say they do not have the court time/space available. But they are a massive club so must have some courts available?? OR I would like to re-arrange a date but the opposition won t agree, they say they do not have the court time/space available. But they are a small club so surely don t have much going on?? - We ask that you be mindful of the following when arranging matches and cooperating with alternative dates. We have a wide variety of clubs from park sites to one court clubs through to 15 court clubs. Some clubs operate 1 team and some clubs operate 23 teams. Some clubs operate small squads of players, other clubs have larger playing squads. Clubs operate differing amounts of internal competition, coaching and structured club play for their members, all of which impact on court availability. Many clubs play in other local leagues which impact on court availability. Clubs host external competitions at different levels. - All of the above points contribute to a team s ability to re-arrange matches and access court time at their club on alternative dates. We find that clubs are much more likely to accommodate a change, for whatever reason, if they are given plenty of warning. 9. My opposition (the home team) has arranged our match for indoors. Is that allowed?? Yes it is. Any surface is permitted to be played on, it is the decision of the home team. However once a match starts on a surface, unless weather intervenes, then the match must NOT be moved to another surface during the rubber unless captains mutually agree. www.tennissurrey.org.uk 13
USEFUL WEBSITES www.lta.tournamentsoftware.com (This is where you access the Wilson Surrey Leagues. This is a different website to the LTA s website) www.surrey.tennis www.lta.org.uk www.itftennis.com 14 Wilson Surrey Leagues; Captain s Guide
CONTACT US / WHO WE ARE Surrey Tennis: Lewis Woodham Surrey Competitions Manager & Social Media Manager competitions@surrey.tennis 020 8487 7036 Lewis is your point of call for the Wilson Surrey Leagues and Surrey competition in general. For any questions you have regarding the Wilson Surrey Leagues that are not answered in this captain s guide or the Good Practice guide, please contact Lewis on the details above. Useful contacts: Tim Sagar Surrey Tennis Development Manager tim.sagar@surrey.tennis 020 8487 7036 Deborah Slater Office Manager admin@surrey.tennis 020 8487 7036 Chris Risebro chris.risebro@surrey.tennis League Organisers: We currently have league organisers in place that deal with any issues that arise for a specific range of divisions. Once the divisions have been finalised prior to the season starting, a list of the organisers will be distributed to the divisions affected. www.tennissurrey.org.uk 15
The National Tennis Centre 100 Priory Lane Roehampton London SW15 5JQ T: 020 8487 7036 Follow us on Surrey.Tennis @surrey_tennis surrey.tennis