PEACE RIVER SENIOR MEN'S TENNIS LEAGUE

PEACE RIVER SENIOR MEN'S TENNIS LEAGUE HANDBOOK FOR CAPTAINS -updated Oct. 15/2016 Table of Contents A. Introductory Remarks...2 B. Peace River Website...2 Teams and Schedules... 2 Setting Team Cookie... 2 News... 2 Calendar... 2 Forms and Documents... 2 Contacts... 3 Message Center... 3 Mission Statement... 3 Standings and Scores... 3 Player Search... 3 Rules... 3 Locations... 3 League Info... 3 C. Login/Admin... 3 Creating a Password... 4 Logging In... 4 Change a Password... 4 Logging out... 4 D. Captains Admin Page... 4 Scores... 4 Downloads... 4 Team Information... 4 Team Management Edit... 4 Captain Contact List...5 Player Performance... 5 Match Results by Player... 5 Singles/Doubles History... 5 Broadcast Email... 5 E. Rosters... 5 Creating and Maintaining Rosters... 5 Initial Rosters for the Season... 5 Teams New to the League... 5 Reference for Designation and Use of Substitutes...5 F. Reporting Scores... 6 Printing a Scorecard... 6 Completed Matches... 6 Matches not Played/Finished... 7 G. Tenniscores App for iphone... 7 H. Assistance... 7 1

A. Introductory Remarks This objective of this handbook is to provide the guidance needed by Team Captains and Team Co- Captains for them to correctly and efficiently perform the administrative responsibilities required of them. The administrative tools to perform that task are provided on the Peace River Tennis League s website. Preparing team rosters, reporting scores, accessing schedules, checking start times and statistics (Divisional, team, and individual), and accessing contact information are all done through the website. B. Peace River Website Use the internet browser on your computer to access the Peace River Tennis League s website at www.peacerivertennis.com. When the website, appears, you will be viewing the Home Page with the Peace River Tennis League banner. To access information linked to any of the tabs, move the cursor to that tab and click on it. Teams & Schedules This tab is essential to view current standings, team personnel, team schedules, and player and team match records in all nine divisions of the Peace River Tennis League. Clicking on the Teams & Schedules tab will result in a listing of all the divisions in the League in the column on the left hand side of the screen. Clicking on a selected division will result in a display of the team standings in that division. Clicking on the name of any one team in that division will result in the following displays and links: standings, the names of the Captain and Co-Captain, the names of all team players with their win/loss records, the division schedule for that team, link to the club location. The Results tab shows actual match scores, while the Statistics tab shows detailed records of courts, sets and games won and lost. Setting Team Cookie This option is shown in blue letters next to the title Divisions when you link to Teams & Schedules. If you want the system to automatically display your division and your team each time you link to Teams & Schedules, click on Set Team Cookie. Specify the division and team. Now the system will automatically display your team s information whenever you link to Teams & Schedules. News Clicking on the News tab will highlight the message under Latest News on the Home Page and will display titles of past and recent important League messages (under Latest Headlines). Calendar Clicking on the Calendar tab will display a calendar for the League. This calendar displays key events month-by-month including the initial day of League play, the dates of Executive and Captains Meetings, off weeks during the holiday seasons, the January Picnic and the Annual Awards Luncheon. Clicking on the event noted will provide more specific information. Forms and Documents Clicking on Forms and Documents without logging in will result in a display of links to copies of the ITF Rules of Tennis, The Code and the Handbook for Captains. Clicking on Forms and Documents after logging in will result in access not only to the documents and forms described in the previous paragraph but also to League administrative documents such as Captains Meeting Minutes. NOTE: All forms and documents are available for viewing and printing. To print a document, open the document, and click on the printer icon. 2

Contacts Clicking on this tab will provide email and telephone contact information for all members of the Board of Directors as well as the Division Coordinators. Message Center The Message has a link to the Apple itunes Store for downloading an iphone app for the Tenniscores family of tennis leagues. With the app you can track your division and add teams as favorites for quick access. Team captains can login to enter their scores (See Section G). Standings and Scores The standings for teams in the Divisional Level you select are presented under Standings. Points and the accumulated weeks of play are displayed. Clicking on the tab View Full Standings underneath the listing will result in a display of the standings for each Divisional Level in the entire Peace River League. Click on the Home Page. Clicking on the tab Weekly Standings will result in a detailed display of the Divisional Level standings and a week-by-week summary of each match in that Divisional Level. To return to the Home Page click on Home. Clicking on Scores gives more detailed information. Clicking on Scores will display the results of the latest weekly matches played at that Divisional Level. Clicking on the arrows will move the display of match results one week forward or backward. Player Search Enter the name of the player in the box. Then click on Player Search. The team on which the player is playing in the current season will be displayed. Clicking on Current Season will reveal the match record of that individual for each match he has played in the current season. In future years, clicking on Stats will give the record of that player for all matches he has ever played in the League since 2015-16. At the top of the Home Page you will find several other links: Rules Clicking on this tab will display the Peace River Tennis League Constitution and Bylaws and the Rules of Play approved as of April 5, 2016. Please read these over carefully. Locations Clicking on this tab will display a listing and location of all clubs in the League. Click on specific club name to display the address, phone, driving directions (by clicking on 'Get Google Directions'), teams from that club in the League by Division, and an alphabetical listing of players from the club. League Info Clicking on this tab will show another tab called Keeping the Peace. By clicking on that tab you will see a summary of tips and rule clarifications which were sent out to captains during previous seasons. They are displayed here alphabetically and hopefully will help players to resolve issues arising on the court in a friendly fashion and avoid confrontational situations. From time to time, other items will be added and all players are urged to read them over carefully. Suggestions are welcome. C. Login/Admin Captains and Co-Captains must use the Login tab to access the Admin page that has the various functions needed to create score sheets and report scores and use other helpful functionalities. A password is required for this access. If a password needs to be created, follow the directions below. 3

Creating a Password Click on Login, and then click on First time users click here on the login screen. On the new screen that appears, enter your email address and click on Generate New Password. A screen will appear that tells you that you will receive a PASSWORD immediately via email. Check your email inbox to get your four-digit password. Return to the Home Page, click on Login. Enter your email address and the 4 digit password. Press Login, and you will now have access to the Captain s administrative functions. Logging In Enter your email address and your password in the league Login screen. Then hit Return or Enter, or click on Login. A League Administration Screen (Admin) will appear showing options available to Captains. Change a Password If you want to change your password, this option is available on the Admin page. Click on CHANGE PASSWORD on the Admin screen. A screen will appear that asks you to enter your email address, your current password, and the new password you wish to use. Confirm the new password by entering it again, then click SUBMIT. Logging Out When you are finished with business on the Admin page, you need to log out. To log out, put the cursor over the Admin tab on the top right of the web page. The Logout tab will appear underneath the Admin tab. Move the cursor over the Logout tab and click on it. A message will appear indicating that you have logged out. D. Captains Admin Page Scores This is the most crucial task for Captains during the season. Detailed instructions for entering match scores are given in Section F below (Reporting Scores). Downloads All official documents of the Peace River Tennis League, Inc. are now password protected. Clicking on any of the items under Downloads will allow access to the selected document. Note that the electronic version of the Captains Handbook is included under Downloads. Team Information This tab will give access to a list of all players on your team. You can add their telephone numbers and email addresses. If you wish to email a player, click on his email address. Team Management Edit The option to add players is not available to you. If you need to add or delete players, use the form Add/Delete Players Form. Send the information and any fee due to the League Treasurer. In the event time is very short to add a player, the form and money can be delivered to any member of the Executive in an open envolope, stamped and addressed to the Treasurer. He will inform the Webmaster when he has it, who will then add the player to your team roster. The captain can add phone numbers and emails or change them on the website. 4

Captain Contact List This is a list of all the names of the Captains and Co-Captains in your Division, their telephone numbers, and their e-mail addresses. Viewing of this information is limited to other Captains or Board members who have logged in with their password. Player Performance Clicking on this tab gives access to a method for helping to make objective suggestions regarding what court a player should play. This system is provided by tenniscores.com and its' value has been questioned by many. Match Results by Player The match records of the players on your team can be displayed by clicking on this tab. Doubles History The doubles teams match records for your team will be displayed in a color graphic format by clicking on this tab. Broadcast Email Click on this tab to send emails to the players on your team or the other Captains and Co-Captains in your Division. E. Rosters Submitting and Maintaining rosters Team rosters on the website are entered by and are under the control of the Webmaster. Before the beginning of each season, each Team Captain has the responsibility to submit the complete roster for his team to the League before the first week of play. During the season each Team Captain can make roster changes at any time within the deadlines in the Rules of Play, by submitting a request to the Treasurer. Note that the Captain can edit the email address or telephone number of a player on his team. (See Team Management Edit in section D.) Initial Rosters for the Season The League requires teams wishing to participate in the next season to complete and submit the April Team Registration Form along with the appropriate fee at the April meeting of the captains and cocaptains. The information required includes the captain's and co-captain's names, phone numbers and email addresses, the team name, the preferred Division for the League to consider in arranging Divisions for the next season, along with the names and phone numbers of four (and only four) additional players. Teams New to the League If you are the Captain of a new team for which there is no demographic data in the League database, you will need to send the information to the Webmaster once your team has been accepted into the League. Reference for Designation and Use of Substitutes Refer to Rules of Play for further details. 1. Whenever a player, who is eligible to play in a match, is a regular player of a team at a lower Division, he must be designated as a Substitute (S) on the higher Division team. This is the situation we commonly refer to as playing up. 5

2. The basic principle is that whenever a player is listed on more than one roster, he must be listed as a Substitute (S) on any higher level team other than where he is shown as a regular member. 3. Any player in a match with a Substitute (S) designation must play on court 3. Should a team use more than two Substitutes in a match, then the 3rd and 4th Substitutes would be assigned to court 2, etc. 4. In those instances where two (2) teams from the same club are in the same Division, regular players of each team cannot play for the other team. 5. Every player must be a regular player on one team. Captains should request the Webmaster to list potential substitutes on their team prior to preparing a score sheet so that the name will appear on the list of eligible players. If a last minute substitute is used and not yet designated so on the website, inform the opposing captain, and the scores should not be entered until that player has been listed as a substitute. Some captains elect to request that all the players on a team in a lower Division from their club as potential substitutes. F. Reporting Scores It is the responsibility of the Home Team Captain to report the scores of a match before 5:00 PM on the day of play. The system will not accept scores from the visiting team Captain. The visiting team Captain has the responsibility to check the website within 48 hours to verify that the scores are correct. If scores need to be revised, then either Captain will need to contact the Webmaster. All scores are final within two (2) weeks after completion of the match. 1. Printing a Scorecard Prior to a Match. DO NOT GO TO 'SCORES' TO DO THIS. Before the start of a match, the Home Team and Away Team Captains should download and print Scorecards. After logging in, click on TEAMS & SCHEDULES on the Home Page. If your team is not displayed, then click on the appropriate DIVISION and then on the name of your team. The schedule matrix that appears shows matches by the week. Select the appropriate date and opponent, and click on the day and time displayed above the opponent team. On the scorecard that appears, use the drop down list to name your players on each court. You may print your scorecard and take it to the match. Record the names of the other team s players and the match scores. If you are the Home team captain, use the completed Scorecard when you are ready to enter the scores electronically. 2. Completed Matches. The Home team captain should Log in, and then click on SCORES on the Admin screen. A list of your team s matches will appear. 3. Click on the ADD button in the Functions Column for the appropriate match to be reported. 4. You will see a Scorecard that identifies the date of the match and the two teams playing the match you are going to report. In the Players Column, you will find spaces for the names of the players playing on each of the three (3) courts. To enter a name in each space, click on the box with the downward arrow. This results in a drop down window listing the players on that roster. Click on the name that you wish to enter in the space for that court. Repeat this for each of the other matches. If you do not see the name of a player on the drop down list, leave it blank and email the name to the Treasurer. Do not enter the scores yet in this situation. If the missing name is for the visiting team, you should send a copy of your e-mail to the visiting team Captain as well as to the Treasurer. 5. In the Sets Column, enter the scores for each of the sets played in the Set box. If a set tiebreak (7 point) is played, record the tiebreak score in the boxes labelled (Tie) above and below the set score. In the set score box the winning team will have a 7 and the losing team a 6. 6

6. A Match Tiebreak (10 point) can be used in lieu of a third set. Match tiebreaks are required at all clubs with time restrictions or when all four players agree to play a match tiebreak. Record the tiebreak score in the boxes labelled (Tie). In the third set score box the winning team will have a 1, and the losing team will have a 0. 7. In the Winner column, click on the box with the downward arrow. This will give you a drop-down window where you will select which team won the match. You can also select if the match was won by Forfeit, Default, or Retirement. (Refer to Reporting Scores for Matches not Played or not Finished below for definitions.) 8. At the bottom of the page, enter the final point score for the match, that being the number of courts won by each team (e.g., 3-0, 2-1) 9. Then click on SUBMIT THESE SCORES. A Scores Entered window appears, showing the scores you have entered. 10. You are asked to review the scores. If you need to make a correction, click on the YES and you are returned to the score sheet. Make the corrections, and click on SUBMIT THESE SCORES. 11. When the scores are correct, click on NO, SEND SCORES NOW. 12. Note: Once the scores have been submitted, only the Division Coordinator or Webmaster can make changes. The Captain cannot go back into the site and edit scores. If you need to have a score changed, contact your Division Coordinator. Matches not Played / Finished FORFEIT - A match that was never started by one team, for whatever reason, and the win is awarded to the other team. o Scoring No set scores are recorded, no player names are added. One (1) point is awarded to the team receiving the Forfeit. A zero (0) is awarded to the team forfeiting the match. DEFAULT A match that was started and for whatever reason, other than injury, was stopped by one team and the win is awarded to the other team. o Scoring Games won are entered up to the point when the match was stopped and the point is awarded to the team receiving the Default. RETIRED - A match that was started and due to the injury of a player was stopped and the point is awarded to the team without the injury. o Scoring Games are entered up to the point when the match was stopped and the point is awarded to the team without the injury. G. Tenniscores App for iphone Tenniscores has created a new iphone app that allows one to use an iphone to access many of the features of the Peace River League website. To download the app, go to the Peace River Tennis League website (Peace RiverTennis.com) where you will find the display shown below. Click on the tab "Go to itunes". When you are in itunes, search for "Tenniscores". The app can be downloaded for $3.99. Once you have downloaded and opened the app, enter PeaceRiver, and you will be taken do the Peace River Tennis League. You can now view all teams and select favorite teams. Schedules, match results, standings, and player stats are all available to you. Captains can also enter the scores of home matches played by their teams. If you have set the push notification to ON and if you have selected one or more teams in your favorites, you will receive a weekly alert with match results. There are plans to make this app available for Android smart phones in the future. H. Assistance If you have a question concerning the Rules of Play, please consult that document first before contacting your Division Coordinator or a member of the Executive. Many of the answers to your questions can readily be found there. Looking over Keeping the Peace might also help to resolve the matter. 7

As a general rule Captains should attempt to resolve an issue before involving Division Coordinators or members of the Executive. The names of the Coordinators and Executive members can be found under the tab Contacts. However there could be inquiries you will need to address to one of the other Executive. Here is a general contact list that should help you direct your question to the right person: President or Secretary: Any League question or protest that cannot be solved by Captains or Division Coordinators. Scheduler: Team schedules, New Team Applications, teams withdrawing, match start times. Secretary and Webmaster: general questions regarding rules and play, rules proposals, Captains' Handbook, scoring, matches, subs, rosters, player information, rain dates, website Treasurer: Team dues, financial records, budget Social Director: January Picnic and April Awards Luncheon events All emails must show full name of the captain, his team, club and division (e.g. Ralph Nadal, Sunshine Racquet Club Blue, Division B4). 8