Parent Rep Guidelines VOLLEY FX VOLLEYBALL CLUB The Parent Representative plays a key role in the successful coordination of team planning for the season. The Parent Rep is an important asset to the team, the coach and the entire club. There are several responsibilities that the Parent Rep assumes when he/she accepts the position. A brief synopsis of these responsibilities is listed below. 1. Communication: A key responsibility of the Parent Rep is to act as a liaison between the coaches, parents and players. Communication of items such as practice time changes/cancellations, updates from coaches, tournament schedules, etc. is a critical aspect of the position. All coaches utilize their reps in different capacities and this will be something your coaches will go over with you. 2. Administrative: Another key responsibility is to maintain and/or distribute the proper paperwork required by the local and national governing bodies, WEVA & USAV, respectively. One of the items that the Parent Rep is responsible to maintain is the team binder. The binder and its contents are explained further in this document. 3. Travel: Almost all VolleyFX teams do some form of travel and overnight stays throughout the season. Typically, the older teams will travel more often and further distances. The Parent Rep is required to perform several coordination duties, which will assure that team travel will go smoothly. Travel coordination procedures are explained further in this document. 4. Miscellaneous Items: a. Create phone tree for emergency information distribution. If texting, please make sure that all families have a plan to support that type of communication. b. Familiarize yourself with the WEVA Code of Conduct. c. Create contact information sheet. Contact information should include the following: a. Player name, address, cell phone number and email address. b. Parents/guardians names, address, home and cell phone numbers and email addresses. c. Important medical information such as contacts, allergies, medicine utilizing on a regular basis etc. d. Channel parent questions and/or concerns to VFX club officer(s) / Director. e. Assemble volunteers for the clubs Hocus Pocus and Winter Challenge Tournaments and submit them to the Director. This task can be delegated to another team parent as well.
f. Work closely with the team s Food Coordinator. The Food Coordinator is responsible for assembling and assigning items for families to bring to travel tournaments so that the players can have healthy snacks and meals throughout the duration of the tournament. Refer to description further in this document. g. Assist in completing injury/incident form(s) when required. Facilitate processing of paperwork to the proper authorities (tournament director/ site coordinator, club director). The club director will file copy of the form with WEVA office. Injury/Incident reports should be filled out immediately following the occurrence. h. Facilitate paperwork for player Scorekeeping / Second Referee Certification. i. VolleyFX will host an activity to have all players in need of this, to be trained in these tasks. ii. Players will need to then be certified at a tournament in both of these roles. The player will need to check with the official of the match prior to the match beginning to see if they are able to certify (not all officials are able to do so). iii. If the official can certify, then the player will need to provide a scorekeeper or second referee rating sheet for the official to use at the end of the match. a. Parent Reps will be sent copies of these forms to have in the team binders. iv. Scorekeeping / Second Referee Rating Sheet(s) can be collected by the parent rep or coach and should be turned in to the VolleyFX club director for submission to the region for final certification. 5. Reporting of Tournament results. Information required: a. Tournament name & location b. Individual match results (won-lost-tied) c. Age Division (some teams may play up to an older division so it is not always assumed that a team is playing at their own age level) d. Opponent team name including team code (i.e. FJ2VOLFX1WE) See note below. e. An excel sheet for this task will be sent out by the Director to all reps. f. This information is submitted on the WEVA website and the excel sheet is emailed to the Director either in excel or PDF format. WEVA reporting details are included below. Note regarding team codes: All USAV team codes begin with the letters FJ (Female-Junior). The first number, in the above example, 2, represents the age group (2 for 12 s, 3 for 13 s, 4 for 14 s, etc.). The next five letters represent the clubs code (this can be typically obtained from the individual club or regions website). The following number, in this example, 1, represents the team
ranking in their respective club (1 for the top team, 2 for the second team, etc.). The last two letters represent the clubs region (i.e. WE for Western Empire, OV for Ohio Valley, GE for Garden Empire, etc.) The region map and abbreviations can be found on the USAV website at: (http://usavolleyball.org/resources/wanna-play/usav-regions). The following information is needed for result reporting to WEVA: a. Club Name (Volley FX) b. Team Number (1 or 2) and Age (This is the team age) c. Tournament Name d. Tournament Date(s) e. Age Division (participated in) f. Tournament Level (Unrated, Open or Club). Explained further by selecting 2011-2012 Guidelines on the associated regional rankings page of the WEVA website. g. Final Finish h. Total number of teams that participated in that division Regional results can be entered at the following WEVA page: http://www.wevavolleyball.org/j-tour-r.asp Please submit results only once. Timely reporting of these results is crucial as they have an effect on your teams seeding in local, regional and national qualifying tournaments. Some coaches may want to be responsible for reporting the results. Please confirm with them before any reporting commences. Team Binder The team binder contains important documents required by the governing bodies and needs to be available in the event of an emergency. Following are some important notes about the binder a. Head Coach and Parent Rep each to have their own copy. At a minimum one is needed, but most teams operate with two. b. Binder (2) to be handed out to Parent Reps with limited paperwork already included. Parent Rep is responsible to fill the books with the remainder of the required paperwork. Everything that is in the Parent Rep copy should also be in the Coaches copy. c. Team Binder must be on-site for all team practices (by either the coach or parent-rep) and at all tournaments during play (USAV Requirements).
Tournaments VOLLEY FX VOLLEYBALL CLUB d. Each Team Binder (coaches and parent-rep copy) must contain the following: i. Current copy of completed Medical Release Form for each player ii. Copy of Players Birth Certificate (All SSN s should be blacked out) iii. Copy of families current Medical Insurance Card including carrier name & policy number. iv. Parent and coaches contact information (typically player/parents names, address, home/cell contact numbers, email contact information and important medical information) v. Current Official Team Roster containing all player, coach and chaperone USAV information. Keep additional copies of this document as needed for tournament registration requirements. Note: The team roster should be periodically updated in both binders. vi. Copy of signed Chaperone Responsibility Form(s). vii. Blank Forms (Check WEVA and/or USAV websites for updated forms): Medical Release (1-spare copy) Medical Claim Form (2-copies) Incident Form (2-copies) Scorekeeping Rating Sheet (4-copies) Chaperone Responsibility Form (1-copy) Keep careful possession of the Team Book as it contains personal information on players, parents and coaches. Replenish blank forms as needed. Team Binders should be handed in at the end of the season. Tournaments, especially out-of-town ones, require critical coordination between the parent rep, coach, players and parents. Tasks For the Parent Rep May Include: a. Distribution of tournament information to the coaches, players and parents such as play and work schedules, venue locations and directions, tournament/venue rules and regulations, player arrival times, player transportation to-and-from hotel and playing venue. b. Coordination of volunteer chaperones for overnight tournaments. Volunteers, for the season, should be obtained early, as there are administrative actions that need to be completed prior to a volunteer being allowed to chaperone. These actions include: i. Chaperones should register with WEVA as Supporter-Affiliated with Junior Program. The team covers the cost of one
chaperone and any team with more then one will work with the Director on these costs. WEVA includes background checks for each adult that registers. ii. Obtain signed Chaperone Responsibility Form(s). iii. Note: As the Parent Rep you are also required to register and go through the background check procedure. c. The tournament website should be reviewed as it contains important information such as; check-in times and locations, wave schedules, coaches meeting requirements, seating availability, concession availability / food rules, team lists and codes, etc. Travel Coordination For certain tournaments, the club director/administrator will reserve blocks of rooms (at the same hotel as the players/coaches) for family use. (Note: Some hotels that are associated with the tournament may not accept reservations outside of those made by the club). These rooms are part of the family s expense and Volley FX is not responsible for covering these expenses. These blocks are typically held for a set amount of time before being released back to the hotel so informing parents of the reservation window is important. Typical travel coordination responsibilities for the parent rep are: a. Provide directions from hotel to the tournament venue. b. Relay arrival requirements to the team and arrival teams back to the staff. Air Travel: Individual families will arrange their own travel plan for tournaments that require air travel. The main responsibility here is to relay information, from the coach, to players/families regarding required arrival days/times. a. Things to consider for tournaments requiring air travel: i. Hotel location (walking distance to venue). ii. Ground transportation. May require vehicle rentals if hotel is not within walking distance. Expenses should be split among player families if renting vehicles as a group and not individually. Note: Departure times should be carefully considered since tournament play can go on late into the afternoon on the last day. Parents should book the last possible flight out to avoid the players having a conflict with a scheduled match and their flight. Parents are responsible for arranging travel for their own child to the tournament site. If a parent is not attending the event, the parent of the player may coordinate the flight with the coaching staff or another parent.
Tournament Team Registration Tournament check-in is done by one of the team coaches, the parent rep or chaperone. Important notes for checking a team in: a. Typically performed the night before tournament play begins or the morning of tournament play prior to the team playing its first match. Your Team Binder will be required at check-in. b. Required actions at check-in: i. Show all player medical release forms ii. Verify player, coach and chaperone listing on the tournaments copy of roster. Add missing names if applicable. iii. Verify that player jersey numbers on tournament roster match numbers on official roster. (This is crucial, especially at national qualifiers) iv. Supply tournament workers with contact phone numbers in case of last minute scheduling changes. v. Provide Hotel Form (not required at all tournaments). vi. The tournament website should be checked for other required forms at check-in Tournament Team Registration Tournament check-in is done by one of the team coaches, the parent rep or chaperone. Important notes for checking a team in: a. Typically performed the night before tournament play begins or the morning of tournament play prior to the team playing its first match. Your Team Binder will be required at check-in. b. Required actions at check-in: vii. Show all player medical release forms viii. Verify player, coach and chaperone listing on the tournaments copy of roster. Add missing names if applicable. ix. Verify that player jersey numbers on tournament roster match numbers on official roster. (This is crucial, especially at national qualifiers) x. Supply tournament workers with contact phone numbers in case of last minute scheduling changes. xi. Provide Hotel Form (not required at all tournaments). xii. The tournament website should be checked for other required forms at check-in
WEVA REGISTRATION DETAILS VOLLEY FX VOLLEYBALL CLUB 1. Go to www.wevavolleyball.org 2. Click Registration on the left side of the page 3. Register for Adult Regular Associated With Juniors 4. It will be $62 or $80 depending on if you need the background check. Background checks are required every other year. 5. If you are the only chaperone for your team then do not pay the registration the club will send it in for you. 6. All teams cover one chaperone fee, so if there are multiple chaperones, the Parent Rep will report this to the Club Director and have all chaperones register and pay online. Then the club will credit back a portion of the fee to each chaperone to equally split the costs / include the amount the club covers. Team Food Coordinator (For reference) The Food Coordinator is responsible for assembling and assigning items for families to bring to travel tournaments so that the players can have healthy snacks and meals throughout the duration of the tournament. The team s Food Coordinator should work closely with the Coach and Parent Rep throughout the season. Below are some ideas and guidelines that may be helpful. Where to start: First consider tournament length, tournaments are typically 2 or 3 days (4-5 days for Nationals). Plan for breakfast and lunch each day, dinner plans can vary depending on the team and the coach. Also consider wave play in your meal plans. If the team plays in the afternoon wave, it s best not to plan to go out to dinner. If the team plays in the morning wave consider a simple, easy breakfast. You ll also want to consider your travel method and how far you are going. If the team is flying or traveling a significant distance, it s best to bring starter snacks, simple breakfast foods and basic supplies. Groceries can be purchased once you reach your destination. Otherwise food and supplies can be purchased ahead of time and transported to most tournaments. Almost all hotels, even if they re not suites, provide rental refrigerators and microwaves. Check with your team s chaperone and call early to make sure you get one reserved. Otherwise coolers are an option; free ice is usually available in the hotel. Lastly, always check with your coach for nutritional guidelines as well as players and parents for food allergies and dietary concerns. Also check in with the chaperones when planning food for the tournament, as they might have ideas or specific needs based on their plans. Breakfast: Breakfast can range from juice, milk, healthy cereals, yogurt (possibly parfaits), fruit, pumpkin or banana muffins, and bagels to egg wraps, toast or waffles. They can be
heated in the microwave. Of course it s best, if the hotel has a breakfast included but this is not always the case. When breakfast is not included, but available, some teams have been successful at negotiating a deal with the hotel for a group rate. Lunch: Lunch can include sandwiches consisting of various meats, cheeses, peanut butter, various breads, rolls and wraps. A pasta or fruit salad is a great addition. Even a pasta salad and hearty bread will suffice in many instances. Consider veggies, baked chips and low fat dips. Subway is also a great inexpensive and healthy choice. You can pre-print order forms from the Subway website and call ahead. Remember to consider wave play; sometimes it s best to pre-make lunches to eat during or at the end of the AM wave. Dinner: Typically, the first night families are responsible for their own dinner due to varying arrival times. Some teams plan for one team dinner out at each tournament. Some opt for a family / do your own thing night as well. Dinner options for the other nights can include local take-out. Family style Italian is often a good choice. Wegmans catering is a great, affordable, option if there is one in the tournament vicinity. Pizza and salad is also an inexpensive take-out option. In-room options include pasta, meatballs, and salad with pre-cooked pasta and crock-pots or you can eliminate the pasta and make meatball subs. Anything in a crock-pot works too, for example pulled pork, pre-cooked chicken breasts or even tacos (pre-cooked beef or chicken). See attached list for a sample tournament dinner list. Snacks: Many teams pre-make individual snack bags for each girl for each day of the tournament. This ensures that the girls eat healthy snacks throughout the competition and avoids the costs and unhealthy choices often found in concession stands. Additionally, some convention centers do not allow coolers to be brought in to the venue. Some snack ideas include carrots, yogurt, goldfish, chex-mix, cheese sticks, grapes, almonds, applesauce cups, clementines, apples and juice boxes. Fruit kabobs are another option. This is essentially a fruit salad on stick, no silverware required. It s fresh and the girls love it. Pineapple, grapes, melon and strawberries make a great combo, store this separately and provide during a long break. If possible, it s a good idea to freeze juice boxes and yogurt sticks. They stay fresh and act as mini ice packs. See attached list for a sample tournament snack list. Paper Goods and Supplies: Paper goods and supplies will vary based on how much in-room cooking and preparing is required. Essentials include plates, cups, bowls, plastic silverware, paper toweling, zip loc bags, Clorox wipes, paring/utility knives and serving spoons. Other items include toasters, crock-pots, power strips, cutting sheets, salt and pepper. It s helpful to include single load laundry detergent packs. Some teams don t have enough uniforms to cover a 3-day tournament and some hotels will have public laundry facilities (if not, there s usually a laundromat in the vicinity of the hotel). Consider including first aid basics, band-aids and Neosporin. See attached list for a sample tournament supply list.
Food and Supply Purchase and Transportation: Once the meal plan is set, the food and supply needs can be divided up across families. Each team member can be responsible for delivering assigned items to the chaperone at arrival. It s helpful to provide the chaperone with a list of items and assignees. Another option is to have one or two people do the shopping and preparation and divide the costs amongst the team. This choice is entirely up to the team. Another option is for the food coordinator to be responsible for purchasing (collecting a certain amount of money from each family at the beginning and replenishing cash supply for additional purchases during the season if required) and transporting paper goods, supplies and common food/staple items such as condiments. The remaining food items can be divided up across families. If possible, it may be ideal to assign the same snack to a family for each tournament so they can buy in bulk causing no confusion as to who is responsible from event to event. It s best to send an e-mail detailing meal plans, food assignments and dinner plans to all of the team parents roughly 5 to 7 days prior to departure. It s also good to check with the team parent rep to coordinate team communications. Going out to dinner: Plan ahead. Team dinners often include a group of twenty plus, if parents and siblings attend. Look for restaurants with private rooms and are close by and check menu prices. Always call ahead for reservations, as there are probably several clubs/teams with the same idea. Other parents that are familiar with the area can be very helpful, as well as, the hotel staff. Remember to check with the parent rep, coach and chaperone to confirm plans based on the tournament schedule and other activities. To make it easier, if possible, it would be best if the restaurant can provide separate checks. This is not always the case, especially with large parties. Some teams collect or raise money, in advance, in order to cover the costs of dinners and various activities. This can minimize some of the dinner check hassles, as the players check can be paid from this fund. It is most important for all food coordination that the coaching staff is checked in with for all final decisions. They are responsible for what the team is doing during the weekend, so all plans should be run by them for confirmation. Sample lists: Below is an example food and supply list for a 3 day tournament for 12 girls where breakfast in not provided by the hotel. This includes roughly 3 breakfasts, 2 lunches, 1 dinner, snack list and supplies.
Breakfast 2 Gallons of Orange Juice 3 Gallons of skim milk 1 Tub of margarine 1 Tub of cream cheese 2 Boxes of cereal 30 Split bagels (plain) 2 Bunches bananas 12 Apples 12 oranges Lunch 1 Jar of peanut butter 1 Jar of jelly 1 Pound of Swiss cheese 1 Pound of American cheese 2 Pounds of ham 2 Pounds of turkey 1 Jar of mayo 1 Jar of mustard 1 Loaf of white bread 1 Loaf of wheat bread 1 Pack of wraps 1 Head of lettuce 2 Tomatoes Pasta salad 1 Fat free ranch dressing Assorted veggies carrots/tomatoes/peppers Dinner 4 Pounds of cooked spaghetti 50 Frozen meatballs 3 Jars of spaghetti sauce 12 Rolls 2 Bag salad 1 Italian dressing 1 Bag of Croutons Snacks 24 Gogurts frozen 24 Granola bars 24 Almonds individual serving size 24 Carrots individual serving size 24 Juice boxes - frozen 24 Pretzel bags individual serving size 24 Fruit snacks individual serving size 24 Goldfish crackers individual serving size 24 Applesauce individual serving size 24 Cheese sticks 24 Chex mix individual serving size 36 Clementine s
Paper Products 24-1 Gallon Ziploc 2 or 3 Extra large Ziploc bag 2or 3 Garbage bags 50 Sandwich bags 1 Roll of Paper Towels 1 Container Clorox Wipes 1 small or trial size Dish Soap 3 Crock pot inserts 100 Napkins 60 bowls 60 cutlery (spoons, forks, knifes) 60 cups 75 plates 1 roll of saran wrap 3 or 4 Laundry detergent (minis) Band-Aids & Neosporin Cooking Essentials 1 Toaster 3 Crock pots 1 Salad tongs 2 or 3 Serving Spoons 1 Paring Knife 1 Bread/Utility Knife 1 Pasta Spoon 1 Salad bowl 1 Power strip 1 Cutting board/sheets 2 coolers or rental refrigerator