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SPORTSENGINE MMS

WHAT CAN CLUBS DO RIGHT NOW?

Updated August 5, 2020

There are a couple things clubs can do right now to prepare for this transition.

1) Claim your SportsEngine HQ if you haven't already.  See the information below about how to do that.

2) Grant CEVA "Organizational Administrator" access to your HQ.  In your HQ, click on "Members" then "Directory."  Click on "Add Person" then add the following:  First Name - CEVA;  Last Name - Staff;  E-Mail - region@cevaregion.org.  Once added, find the CEVA Staff entry in your directory and click on the name.  Click on "Roles" at the top, then click on the "+" button on the Organizational Roles window.  Select "Organizational Administrator" and click Save.

3) Go through the information on this page.  Pay particular attention the Admin Guides and the help videos/articles linked here. 


INITIAL COMMUNICATIONS

On September 1st of 2020, many regions in USAV - including CEVA - will be moving away from Webpoint and switching to a membership management system (MMS) administered by SportsEngine (SE).  This page is being updated with information that you need to know, particularly about major differences between Webpoint and SE.  The CEVA staff is in training on the new system right now, and clubs will be contacted over the Summer to get set up.

Remember that the new system will not be officially active until September 1st, but there are some simple on-boarding steps to complete prior to that date.  Clubs do not need to purchase the Premium SportsEngine HQ.  All clubs receive access to the free HQ version and that will be enough to manage your club.  The premium version does have more features, but is not required to be purchased.

If you receive a communication from SportsEngine or USAV, and you aren't sure if it's a legitimate message, please forward it to our office and we can advise you further.

HELP FOR PARENTS & FAMILIES

These one page PDF’s are simplified instructions for parents/guardians on the most common functions they will complete within the USAV MMS

CREATE AN ACCOUNT, LOGGING IN & MY SE OVERVIEW

CREATE AN ACCOUNT & MEMBERSHIP PURCHASE

PURCHASING A MEMBERSHIP FROM A REGION

PURCHASE DATES

Dates below show when memberships become available.  You can also purchase memberships after these specific dates. 

September 1, 2020 - Club Directors & CEVA Board of Directors members only.

September 8, 2020 - All adult members (includes coaches, officials, tournament directors, club administrators, etc).

September 15, 2020 - All full junior memberships

December 1, 2020 - Single-event memberships, adult player memberships, collegiate player memberships.


CLUB ADMINISTRATOR VIDEOS

ACCESS CLUB ADMIN MINI-SERIES VIDEOS HERE

This short video series covers an overview of the new system and highlights the largest changes club directors and club administrators should be prepared for. All videos can be watched in order by hitting the play button or you can hit the “playlist” button on the left to select a specific topic.

CLUB ADMIN HELP VIDEOS

These videos are specific to tasks and functions club admins will complete in the USAV MMS. Videos on this page can be viewed in order by hitting the “start watching” button or you can look for a video on a specific topic. These videos are also available from your Club HQ with its correlating help article.

CLUB ADMINISTRATOR DOCS & MANUALS

FREE HQ ADMIN GUIDE

PREMIUM HQ ADMIN GUIDE

There are two versions of these documents- one for clubs using free SportsEngine HQ and the other for premium SportsEngine customers. This is available within a club’s HQ.  Note, there is a “last updated” date in the top right hand corner of this manual.

HELP ARTICLES SORTED BY TOPIC

Help articles provide step by step written instructions alongside screenshots or videos of certain tasks.


MEMBERSHIP PURCHASES

The process of purchasing memberships will look a little different.  To start, go to CEVA's website and click on the "Membership" link.

You will be asked a series of questions to determine what type of membership is right for you.  You may also see a direct link to a membership that you need (i.e. Junior Player). 

When you get to the checkout page, you will see two “transactions” that equal the total membership price.  One transaction represents the fees going to CEVA, and the other represents the fees going to USAV.  This is different than in the past.  Don't be confused.  You'll still be charged the same amount - you're just going to see an itemized breakdown.  You may also see two separate charges (totaling the amount of your membership) on a credit card statement.

Credit card fees will now be charged in the new system.  The fee is approximately 2.95% of the purchase cost.  This is a choice being made by numerous USAV regions, including CEVA, to help offset major budget shortfalls experienced during the loss of the 2020 season.  This is different than in the past.  The region has previously covered all these costs.  Going into the 2020-2021 season, it simply isn't possible for these to be covered by many USAV regions.  Credit card fees will be non-refundable.

After a membership is purchased, you will receive an e-mail outlining the additional steps necessary to become eligible to participate.  This can include a background screening, SafeSport certification, etc.  Your account will also show these steps.

If a family has multiple players, they can all have their membership information in the same master account, using one set of login credentials (called a "family account").  This is different than past seasons.  In the old system, all individuals had to have their own login.  In SE, the primary account holder would be a parent, and each child would have their own profile within that account.


MEMBERSHIP CARDS

Membership cards in the new system will be digital.  You will have the ability to pull up a QR code on your phone, and that code can be scanned to show all of the relevant information about a member. 


CLUB SELECTION

When a membership is purchased, you will not have the option of associating yourself with a club.  The club must send you an invitation, and you must accept it, before you will be associated with a club in the system.  This process must happen before a player or coach can be placed on a roster.  This is different than past seasons.  Previously, you could pick a club during an initial membership purchase.  There will be policies in place that prevent clubs from sending invitations to players prior to tryout dates.

The individual must be listed within the club’s member directory in order for you to send this association invitation and the club must follow all region policies and guidelines.

An individual must have a membership before accepting this invitation. If the clubs send an invitation to someone without a current membership, the individual will be directed to purchase a membership before the association will be completed.


BACKGROUND SCREENS

Background screenings will be a separate purchase, done after your membership purchase is complete.  This is different than past seasons.  You will automatically receive a link via e-mail to purchase a BGS if you need it.  USAV has changed their background screening policy and has increased the cost to members - $30 for two years, which includes a supplemental screening prior to the second season (this cost is not paid to CEVA, and CEVA does not collect any money from background screen charges).


DATA MIGRATION & WEBPOINT

Much of your old data from Webpoint will be migrated over to the new SE MMS.  When purchasing a membership, the system will look to match your name, DOB, and zip code with a membership record from Webpoint and if a match is found, data migration will happen automatically.

Please encourage your athletes, coaches and staff to use the same name, DOB and zip code when purchasing a membership in the new system. This is especially important for adults who have current credentials (background screen, SafeSport, IMPACT, etc.) to ensure those migrate into the new system.

CEVA will also back up data from Webpoint (such as roster information, team selections, etc) and keep it on file in a secure location.

Webpoint is available until 10/31/2020 should clubs require access to any historical data. 


MEMBER DIRECTORY

The member directory is a free tool your club has access to within SportsEngine HQ. Although the name is tricky, this area isn’t just for individuals with a purchased membership. This area is more like a phone book of individuals that have interacted with your club. If you use any of SportsEngine’s other tools, you may have individuals already in your directory (ex: you use SportsEngine registration tools or a SportsEngine website).

Individuals can be added to your member directory manually by entering information on an individual or through a file upload. Individuals will need to be in your directory before you can complete other tasks like club association.

You can also use the directory to create groups of people and easily message them from the system!


CLAIMING YOUR HQ

The first step to a successful transition to SportsEngine is for clubs to claim their free HQ account.

To do this, please follow this link and type in your club name.  We are hoping that all clubs can claim their HQ by the end of July.


ELIGIBILITY

All individuals will have an eligibility status. An individual who has met all requirements (i.e. SafeSport) will appear as eligible. Once a membership is purchased, that individual will receive an eligibility email outlining all requirements they still need to meet and will clearly see in their account that there are remaining requirements to be met.


TECHNOLOGY / AES INTEGRATION

The system is integrated with AES, and USAV is working on technology which allows you to build a roster in SportsEngine and have it automatically transferred over to your AES account as that team’s default roster.  (You will still need to upload a roster in AES for each event you register for.)  The administrators of the system are working on ways to have SportsEngine also integrate with other event management systems in coming years..

Administrators will have the ability to build rosters via a CSV (Excel) upload or by placing individual players on rosters (similar to Webpoint). 


SAFESPORT TRAINING

If you require SafeSport training, the system will send you a link via e-mail to complete the training.  The system will know which training is appropriate for you (Core vs. Refresher) and will automatically load it for you.

A major benefit of this new system will be a greater ability for both clubs and region staff to ensure everybody meets eligibility requirements prior to being put on a roster.

Juniors who are 18, or who will turn 18 during the season, will be able to select a membership that automatically enrolls them in SafeSport.


USAV ACADEMY (LMS)

We are still learning more about how the USAV Academy Learning Management System (LMS) will be integrated with the new platform.  CEVA is also working on implementing new policies and requirements to make this experience less cumbersome on our members.

We do know that USAV will be using a different system for the LMS next season, called Litmos.  The layout and feel of the system will be very different from what we're used to with USAV Academy currently.

USAV is trying to develop new learning modules that are more age appropriate (i.e. 14-and-under would view slightly simpler content compared to 15-and-older athletes).  This is still a work in progress and USAV is hoping to have this completed by the Fall.

In Webpoint, in order to register for coursework, you would need to go into your Webpoint account and "register" for an "event" that would load your coursework into Academy.  In the new system, you will not need to find these separate "events."  The registration process will be much more streamlined.


REFUND POLICY

The new MMS will also come with an updated refund policy from both CEVA and USA Volleyball.  This policy is posted on our website under the "About" tab - click on "Payments/Refunds".

Credit card fees paid on the CEVA portion of membership purchases will be non-refundable.  Full membership purchases will be non-refundable except in rare and extreme circumstances. 


ADMINISTRATORS

Clubs will have the ability to designate administrators within their SportsEngine HQ to help manage memberships and rosters (similar to the "Club Admin" functionality in Webpoint).  All administrators in SE must be USAV members, background screened, and SafeSport certified.  USAV and CEVA will be monitoring compliance with this policy.

Club must also grant CEVA Organizational Administration ("Org Admin") access to their club HQ.