WHAT WE KNOW & INITIAL COMMUNICATIONS
On September 1st of 2020, USA Volleyball and the North Texas Region 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 NTR staff is in training on the new system right now, and clubs will be contacted over the Summer to get set up.
Clubs began receiving communications to begin the setup process and transition to the new system in late May. 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.
CLAIMING YOUR CLUB HQ
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.
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.
The process of purchasing memberships will look a little different. 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 NTR, and the other represents the fees going to USAV. 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.
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.
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.
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.
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. 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.