Handbook for Captains Updated August 2018

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Handbook for Captains Updated August 2018 Table of Contents A. Introduction 3 B. Suncoast Website 3 Teams & Schedules 3 Setting Team Cookie 3 Rules & The Code 4 Contacts 4 Forms and Documents 4 History 4 Latest News 4 Standings and Scores 4 Player Search 5 Stats 6 Locations 6 Season Information 6 New Team Application 6 Captains Handbook 6 Calendar 6 Additional League Pages 6 Home 7 Captains Training Videos 7 Age Eligibility Chart 7 Club Start Times 7 Teams by Club 7 Team Count by Club from 1980 7 Map of Club Locations 7 Past Champions 7 League Veterans 7 League Merchandise 7

C. Login/Admin 8 Creating a Password 8 Logging In 8 Logging Out 9 Forgot Password 9 D. Captains Admin Page 9 Scores 9 Team Information 9 Team Management 10 Player Performance 10 Match Results by Player 10 Singles/Doubles History 10 Broadcast Email 10 E. Rosters 10 Submitting and Maintaining rosters 10 Initial Rosters for the Season 11 Teams That Participated in the Previous Season 11 Teams New to the League 12 Reference for Designation and Use of Substitutes Refer to Rules of Play E.6 for further details. 12 F. Reporting Scores 12 Matches not Played / Finished / Delayed 17 G. Checking for Court 1-3 and Court 3-1 Violations 18 H. Legal Disclaimer and Age Verification 18 I. Tenniscores App for iphone 19 J. Help 19 2

A. Introduction The Captains Handbook provides the guidance to the Team Captains and Co-Captains to perform their administrative responsibilities efficiently. Most of the Captains administrative tools to perform that task are provided on the Suncoast Tennis League s website. Tasks like 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. Emails are the preferred method of contact. Please show the full name of the Captain, the Team, Club, and Division / Level (e.g. Joe Blow, Bath & Racquet Blue, Division 60-7). B. Suncoast Website Use the internet browser on your computer to access the Suncoast Tennis League s website at SuncoastTennis.net. When the website, appears, you will be viewing the Home Page with the Suncoast Tennis League banner. To access information linked to any of the tabs just click on the blue tab. 1. Teams & Schedules This tab is essential to view current standings, team members, team schedules, and player and team match records in all five divisions of the Suncoast 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 Team 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, and the club representative and pro at that club. The Results tab shows actual match scores, while the Statistics tab shows detailed records of courts, sets, and games won and lost. 2. 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 display your division automatically and your team each time you link to Teams & Schedules, click on Set Team Cookie. Specify the division, division level, and team. Now the system will automatically display your team s information whenever you link to Teams & Schedules. 3

3. Rules & The Code Clicking on this tab will display the latest version of the Suncoast Tennis League Rules of Play. Appendix G in the Rules of Play contains links to the ITF Rules of Tennis the USTA Rules and Regulations and The Code (The players guide to fair play and the unwritten Rules of Tennis). 4. Contacts Clicking on this tab will provide email and telephone contact information for all members of the Board of Directors, including Divisional Coordinators. 5. 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 and The Code. Among other available documents are New Team Application, Club Rep Responsibilities and the Emergency Information form. 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 Board and Captains Meeting Minutes as well as the League s Bylaws. All forms and documents are available for viewing and printing. To print a document, open the document, and click on the printer icon. 6. History This tab gives a short summary of the League s purpose and organization as well as our history serving senior tennis players in the Sarasota and Manatee counties since 1980. 7. Latest News Below the homepage picture is the latest news from the Board. Clicking on the View All News tab will display titles of past and recent important League messages. 8. Standings and Scores The standings for teams in the Divisional Level you select are shown under Standings. Points and the accumulated weeks of play are displayed. 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. 4

Clicking on the blue tab View Full Standings underneath the listing will result in a display of the standings for each Divisional Level in the entire Suncoast League. Click on the arrow in the upper left hand corner to return to the Home Page. Clicking on the blue 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. 9. Player Search Enter the name of the player in the box. Then click on Player Search. The teams 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. Clicking on Stats will give the record of that player for all matches he has ever played in the League. At the top of the Home Page, you will find several other helpful links: This shortcut menu may change through the season. 5

10. Stats This tab will take you to the archives where past records of League matches are maintained, beginning with the 2005-2006 season when the website was first used. 11. 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, tennis pro s name, phone, driving directions (by clicking on 'Get Google Map'), teams from that club in the League by Division, and a listing of players from the club. 12. Season Information Clicking on this tab will provide very important administrative information regarding age requirements for each Division, team dues, applying to add a new team, and dates for the Captains Meetings and the annual Awards Event. 13. New Team Application Clicking on this tab will bring you to the form used for adding a new team to the League. The form includes all the information a Captain will need to request a team to be added to the new season. 14. Captains Handbook Location of this Captains Handbook. 15. Calendar Clicking on the Calendar tab will display a one-page calendar for the League. This calendar displays key events month-by-month including the initial day of League play, the dates of Board and Captains Meetings, bye off weeks during the holiday seasons, and the Annual Awards Event. 16. Additional League Pages An addition to the League s website is a set of other pages created to provide more information about the League and players. Click on the Additional League Pages link that will take you to a new page with several helpful sub-links. You will find a menu that will take you to the individual pages. 6

a. Home Takes you to the League s 'Home' page. b. Captains Training Videos You will find a series of short training videos we have assembled to help you find your way around the website! They are based upon information in the Captains Handbook. c. Age Eligibility Chart The chart provides year on year age requirements for playing in a Division. d. Club Start Times Current start times for each team in the League, devised from the League's Scheduling system. e. Teams by Club A tabulated list of clubs and the teams playing at them this season. f. Team Count by Club from 1980 A historic document of the number of teams by club since the League was formed in 1980, compiled from League Documents. g. Map of Club Locations A Google Map of the location of Clubs participating in the League. Using this map, you can find directions to the destination of your match! h. Past Champions A list of Division/Level Team winners and Captains with links to the website archive. i. League Veterans A list of players with 20 plus years of playing in the league who were nominated for recognition by team Captains. The players themselves provide the player information. j. League Warriors A new recognition instituted in 2018. The list includes players who have played more than 40 matches during the season as both regular players and substitutes. k. League Merchandise Various items like shirts, caps, banners bearing the Suncoast Tennis League Logo with options to add team name etc. The page include information how you can order the merchandise. 7

C. Login/Admin Captains and Co-Captains must use the Login tab to access the Admin page that has the various functions needed to 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. 1. Creating a Password Click on Login, and then click on First-Time Logging In? On the new screen, 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. 2. Logging In Enter your email address and your password in the Login screen then click on Login. A League Administration Screen ( Admin ) will appear showing options available to Captains. 3. 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. 8

4. Logging Out When you are finished with business on the Admin page, you need to log out. To log out click on Logout. 5. Forgot Password If you forgot your password, you can retrieve it by clicking on Forgot Your Password on the Login page. D. Captains Admin Page 1. Scores Reporting scores is the most crucial task for Team Captains during the season. Detailed instructions for entering match scores are given in Section F below (Reporting Scores ). 2. Functions The Admin Page is providing team, player and match information that will help the Team Captains during the season. 3. Team Information This tab will give access to a list of all players on your team including their telephone numbers and email addresses. If you wish to email a player, click on his email address. 4. Team Management Edit If you need to add or delete players or update a player s email address or telephone number, send an email to your Division Coordinator with the correct information. The Division Coordinator will update the system. 9

5. Team Management This function allows Captains to send a broadcast email to all (or some) players on their team roster or all Captains in the Level in which the team is competing. This is a good way to keep in touch with a team, sending match lineups, reports etc. 5. Captain Contact List This is a list of all the names of the Team Captains and Co-Captains at the Level in your Division, their telephone numbers, and their email addresses. Viewing of this information is limited to other Captains or Board members who have logged in with their password. It is a good idea to print this list for future reference. 6. Player Performance Clicking on this tab gives access to a method for helping to make objective suggestions regarding what court a player should play. 7. Match Results by Player The match records of the players on your team can be displayed by clicking on this tab. 8. Singles/Doubles History The doubles teams match records for your team will be displayed in a color graphic format by clicking on this tab. 9. Broadcast Email Click on this tab to send emails to the players on your team or the other Team Captains and Co-Captains in your Division Level. E. Rosters 1. Submitting and Maintaining rosters Team rosters on the website are entered by and are under the control of the Division Coordinators. Before the beginning of each season, each Team Captain has the responsibility to submit the complete roster for his team to his Division Coordinator before the first week of play. During the season, each Team Captain can make roster changes at any time by submitting a request to his Division Coordinator. 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.) 10

2. Initial Rosters for the Season Early October the Team Captains will be notified by email that rosters for the upcoming season need to be entered into the League s database. The procedure described below needs to be followed to submit your team roster to the Division Coordinator. Note that the Division Coordinator needs to receive only the changes from last year s roster if your team played in the League the previous season. If the player is a new to the League, the Team Captain will need to submit the player name, year of birth, email address, and telephone contact number. Send the changes to the Division Coordinator via email. Email is the preferred method for notification. Contact information for the Division Coordinators is under Contacts on the Home Page. 3. Teams That Participated in the Previous Season 1. Go to the Homepage of the League Website. 2. Click on Teams and Schedules. 3. Click on your Division, then Level, and then Team. 4. In the center column, you will find the roster from last season. The roster categories are Captains, Regular Players, and Substitute Players. For each category, you will need to report any changes that have occurred from the previous season s roster to the DC including additions as well as deletions. a. Prepare a list of changes to the Captains category. b. Prepare a list of changes to the Regular Players category including additions and deletions. c. Prepare a list of changes to the Substitute Players category including additions and deletions. For assistance in preparing the list of substitute players, see the section below entitled Reference for Designation and Use of Substitutes. d. Remember to include birth year, email address, and telephone contact for all players new to your club or current club members who have never played in the League before. If a player is new to your team but has played in the League on other teams from your club, you do not need to provide the demographic information, since that is already in the League database. Please note that in your communication with the Division Coordinator. e. Please be assured that any names of players on the displayed roster who are not mentioned as a change will remain on the roster, so their names do not have to be listed. f. Send these lists to your Division Coordinator by email. g. After the Division Coordinator has made the revisions, he will notify you. You are responsible to go to the website and confirm that the roster is correct. Since this is an interactive process, allow ample time for the Division Coordinator to enter the roster and for you to confirm the roster. This will help to avoid errors that could result from last minute roster submissions. 11

4. 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 email the information below to your Division Coordinator. For each player you will need to include birth year, email address, and telephone contact number. 1. Names of the Captain and Co-Captain. 2. Names of all players who will be Regular Players. 3. Names of all players who will be Substitute Players. For assistance in preparing the list of substitute players, see the section below entitled Reference for Designation and Use of Substitutes. 5. Reference for Designation and Use of Substitutes Refer to Rules of Play E.6 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 Level in that Division, he must be designated as a Substitute (S) on the higher Divisional Level team from his club in that League. This is the situation we commonly refer to as playing up. (See Section 4 below for the situation in which both club teams are at the same Divisional Level.) 2. The basic principle is that whenever a player is listed on more than one roster in the same Division, he must be listed as a Substitute (S) on any but the lowest Divisional Level team, where he is shown as a regular member. Older players who play in lower age Divisions must follow the same principle. For instance, if a 70-year-old player is on the roster of two (2) teams in the 60 s Division, then he must be designated as a Substitute on the higher Divisional Level team. 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 3 rd and 4 th Substitutes would be assigned to court 2, etc. 4. In those instances where two (2) teams from the same club are at the same Level in the same Division, regular players of each team may be shown as Substitutes (S) on the other team. However, any players who have played on Court 1 for the team on which they are listed as a regular member cannot substitute for the other club team at the same Level. This rule will not apply to any player who played on Court 1 because Court 2 and Court 3 were played with substitutes. 5. Every player in every Division must have one roster on which he is a regular player. 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 12

scores need to be revised, then either Captain will need to contact the Division Coordinator for his Division. All scores are final within two (2) weeks after completion of the match. 1. Printing a Scorecard Prior to a Match. Before the start of a match, the Home Team and Away Team Captains may 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 Level of your team in 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 in BLUE above the opponent team. On the scorecard that appears, use the drop down list to name your players on each court. You can also save the lineup and later use for scoring the match. You may print your scorecard and take it to the match. Record the names of the other team s players and the match scores. Remember to familiarize yourself with the rules for assigning players on the #1, #2, and #3 courts (Rules of Play, Section E.4). Use the manually completed Scorecard when you are ready to enter the scores electronically. 13

2. Completed Matches. 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 blue 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 gray 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 e-mail the name to your Division Coordinator. 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 Division Coordinator. 14

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 labeled (Tie) beside the set score. In the set score box the winning team will have a 7 and the losing team a 6. 6. A Match Tiebreak (10 point) can be used in lieu of a third set. Match tiebreaks are required for all 70 s, 75 s and 80 s matches and for 50 s and 60 s matches when all four players agree to play a match tiebreak. Record the tiebreak score in the boxes labeled (Tie). In the third set score box the winning team will have a 1, and the losing team will have a 0. 15

7. In the Winner column, click on the far right hand column 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.) Your completed electronic score sheet will appear like the model shown below. The system will automatically calculate the final point score for the match, that being the number of courts won by each team (e.g. 3-0, 2-1 etc.) 8. Check the overall match result is correct and then click on SUBMIT SCORES. A Scores Entered window appears, showing the scores you have entered. 9. You are asked to review the scores. If you need to make a correction, click on the blue YES and you are returned to the score sheet. Make the corrections, and click on SUBMIT THESE SCORES. 10. When the scores are correct, click on NO, SEND SCORES NOW. 11. Note: Once the scores have been submitted, only the Scorekeeper 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. 16

Matches not Played / Finished / Delayed 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 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. DELAYED Matches postponed or rained out/rain-interrupted are rescheduled as directed in Sections E. 9 and E.10 of the Rules of Play. Report the results of the match after it is completed. 17

G. Checking for Court 1-3 and Court 3-1 Violations After a match has been reported, Captains should check the immediate past court assignments of opponent players who played on Courts 1 and 3 to verify that no Court 1-3 or Court 3-1 violations occurred (Rules of Play E.4). After two weeks of play the reported results of any match (games, sets, points) are considered final (Rules of Play E.7). Previous match court assignments for players can be found for any match by clicking on the desired match under the Teams and Schedules display. Clicking on the name of the player will display the list of teams on which the player is playing and his previous court assignment for all matches. Only the match immediately prior to the match you are checking can be considered for a possible violation. H. Legal Disclaimer and Age Verification Players are not required to sign a waiver statement. When you go to the Teams Link and click on a particular Division, you will find (in red) our Legal Disclaimer to players that states the understanding held between each player and the Suncoast Tennis League: Bylaws Section 7 : LIMITATION OF LIABILITY AND INDEMNITY Each participant in the Suncoast Tennis League acknowledges and assumes that there are potential risks associated with playing tennis that could cause serious injury. Each member further acknowledges that since Suncoast Tennis League merely coordinates participation by its members, it has no control over the conditions at each venue, which remain the responsibility of each tennis facility. All members must also make their own decision relative to their own health situation and the consequences of participation in Suncoast Tennis League s programs. Accordingly, each participant in the Suncoast Tennis League, their heirs and assigns, do hereby release, hold harmless, and forever discharge the Suncoast Tennis League, Inc., its Board of Directors, and all participating tennis facilities, clubs and organizations and their managers, club members, officers, directors and trustees of and from any and all claims and demands of every kind, nature and character which he may have or may hereafter acquire for any and all damages, losses or injuries which may be suffered or sustained by him, arising out of participation in the League. The participant also understands that any special medical needs remain the responsibility of the individual player. It is each Captain s responsibility to inform players of the League s legal disclaimer as outlined in Section B.2 in our Rules of Play and on the website rosters. You will notice a number in parentheses following each name on a roster. That number is the year of birth of that player. As captain, you are responsible for obtaining the birth year of any new player on your roster or any existing player for which the date does not appear. Send those birth years to the respective DC and he will enter that data into the website. The birth year will assist captains and Division Coordinators to play players in the proper Divisions (50's, 60 s, 70 s, 75 s, and 80 s). 18

I. 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 Suncoast League website. To download the app, go to the Suncoast Tennis League website ( SuncoastTennis.net ) 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 Sarasota, and you will be taken do the Suncoast 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 smartphones in the future. J. Help If you have a question concerning the Rules of Play, please consult that document first before contacting your Division Coordinator. Many of the answers to your questions can readily be found there. Generally, the Division Coordinator for your division is the initial person to contact if you have any questions or problems. Most of your contacts will be with him. The names of the Division Coordinators and other members of the Board of Directors can be found under the tab Contacts. However, there could be inquiries you will need to address to one of the other Board members. Here is a general contact list that should help you direct your question to the right person: Division Coordinator: Scoring, matches, subs, rosters, player information, rain dates, general questions regarding Rules of Play, protests. Scheduler: Team schedules, new team applications, teams withdrawing, match start times, tournament dates. 19

Vice-President: Rules of Play administration, Captains Handbook. Secretary/Publicist: League publicity, player interview, league history. Treasurer: Team dues, financial records, budget. Webmaster: Website questions that the Division Coordinator cannot solve. President: Awards event, League scholarships, any League question or protest that cannot be solved by the Division Coordinators, Scheduler, or Vice-President. Past President Chair of the Nominating Committee. All emails must show full name of the captain, his team, club, and division (e.g. Joe Blow, Bath & Racquet Blue, Division 60-7). 20