JVA SANCTIONED EVENT TEAM REQUIREMENTS PER JVA POLICIES
THIS IS WHERE A LOT OF TEAMS RUN INTO ISSUES EACH SEASON! PLEASE, DO YOURSELF A FAVOR AND BE PROACTIVE TO MAKE SURE THAT YOU DO EVERYTHING NEEDED TO ENSURE YOUR TEAMS ARE READY TO GO COME TOURNAMENT WEEKEND.
One of the reasons for hosting a JVA-sanctioned event and why many clubs are drawn to them is because they do NOT require a specific membership. HOWEVER, there are still requirements that must be met in order to participate in a JVA-sanctioned event just like any other tournament. Please, read through those below.
Any participating adult (meaning any adult sitting on the bench) and athlete MUST be on the signed roster turned in at team check-in. Click here if you need information on how to create, update and print a team roster.
APPROPRIATE BACKGROUND SCREEN AND TRAINING
While no specific membership is required, a JVA-verified background screening is required for any adult that will be sitting on the team's bench and/or work area.
I believe this is where a lot of people get confused in thinking that memberships are required.
Once per season, each adult that will be listed on the team's roster, which means any adult that will be sitting on the team's bench and/or work area during the tournament, must complete this form Background Screen Form.
NOTE that depending on the route you must go with below, this can take up to ten business days. Please, do not wait until the week of an event to get this done.
Here is what each adult on the roster will need to do based on their memberships or lack there of in order to be ready for all JVA-sanctioned events this season.
(1) If the individual is a JVA member and has a current background screening through this current season, they should be all set! If they are not showing up in AES with JVA-verified background checks but are current JVA members, contact JVA directly at firstname.lastname@example.org.
(2) If the individual has a USAV membership and their USAV background screen and Safe Sport certification is sufficient, they will not need to take the JVA training. HOWEVER, action is still needed. The individual will need to fill out the Background Screen Form.
(3) If the individual does NOT have a current background screen and training through USAV or JVA, they will need a background screening and APS training.
A JVA screening is good for two years. If done within this last year, they should be already set! If not and no USAV membership (option two above), they will need to do this in order to meet JVA policy. Please, make sure to complete this step early enough to be current come game day. It can take up to ten business days for background screens to go through.
For any questions or issues regarding the Background Screen Form, please email email@example.com.
Note that if this is not done in time, unfortunately, we are not able to allow an adult to be on the roster AND the team bench. While we hate to turn people away, we must uphold the policies of the organization sanctioning and insuring our events.
PREPARE THE REQUIRED PAPERWORK IN ADVANCE
JVA Insurance Waivers for Players and Staff Everyone participating, staff and athletes, must complete this form. Coaches need to have the ability to access these forms at all times. If your club is a JVA Member, they can be found in the Club Director’s Member profile. If your club is not a JVA Member, the club director will receive emailed copies as the forms are completed.
JVA Coaches Event Sign-In Form for each participating team. This is part of team check-in with every JVA event.
AES Event-Specific Roster for each participating team. See more under “Roster Requirements.” This is part of team check-in with every ACE event. If experiencing a roster error when trying to submit your roster(s), click here and go through the section titled "Troubleshooting Roster Submission Issues".
JVA ROSTER REQUIREMENTS
Rosters are to be entered in AES for each event by the Saturday prior to the tournament weekend. Each roster should include the following:
(1) Any adult that will be on the team bench and/or work area during the tournament and any participating athlete.
(2) For all adults, “Yes” or other form of confirmation in the column titled “BG Screen. Ver.”
(3) Jersey numbers and birthdays for all participating athletes.
NOTE Plugging in a coach's email address does not ensure that they will receive tournament emails as they must opt-in with whichever email is being used to receive AES emails. Read the section above that goes over ensuring everyone receives the proper emails. COACHES, I would suggest you check with your Club Directors to make sure you are receiving appropriate information. The sooner the better so that no important information is missed.
TEAM CHECK-IN REQUIREMENT
Check-in will be the Saturday of each tournament prior to each team's first match. If your roster does not not show membership numbers for everyone listed, check on the status of the individual with AAU and that all information needed has been integrated into AES appropriately.
An adult club representative of each team must turn in a printed and signed AES roster specific to this event to the Tournament Director at the team's venue prior to playing.
Click here if you need information on how to create, update and print a team roster.