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WHAT WE KNOW & INITIAL COMMUNICATIONS

On September 1st of 2020, many regions in USAV - including PSR - 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 PSR staff is in training on the new system right now, and clubs will be contacted over the Summer to get set up.

Clubs will begin receiving communications in late May to begin the setup process and transition to the new system.  The communications may ask you to "claim" your SportsEngine HQ, which will allow you to get into the system.  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.


MEMBERSHIP PURCHASES

The process of purchasing memberships will look a little different.  To start, go to PSR'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.  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 PSR, 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 PSR, 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.


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.


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 - $31 for two years, which includes a supplemental screening prior to the second season (this cost is not paid to PSR, and PSR does not collect any money from background screen charges).


DATA MIGRATION

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. 

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


TECHNOLOGY / AES INTEGRATION

All clubs will have access to, and must use, SportsEngine HQ to manage their clubs.  There is a free version and a premium (for-cost) version of SportsEngine HQ.  The free version is all that is necessary for clubs to use – they do not have to buy the premium version.  Webpoint will no longer be in use starting 9/1/20.

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.

Administrators will have the ability to build rosters via a CSV (Excel) upload.


SAFESPORT TRAINING

If you require SafeSport training, the system will send you a link via e-mail to complete the training.  USAV is working on technology that allows the system to know which training is appropriate for you (Core vs. Refresher) and that 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.  This process will be smoother for all involved.

It is our understanding that 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.  PSR is also working on implementing new policies and requirements to make this experience less cumbersome on our members.

We do know that 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 PSR and USA Volleyball.  This policy will be posted on our website. 

Credit card fees paid on the PSR 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 PSR will be monitoring compliance with this policy.