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Operating Within the NCSA

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Savannah Ahrens

on 27 June 2017

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Transcript of Operating Within the NCSA

Operating Within the NCSA
In Season Tasks, Responsibilities and Important League Information

Playing the Game
Weekly Reporting
Updating the Website
Financial Responsibilities
Preparing for Post Season
Weekly Reporting
A Weekly Submission Form is to be submitted to your conference coordinator by midnight on Monday of each week. The regional director uses these forms to update the scores of games as well as to select the conference and National Players and Pitchers of the Week.
Updating the Website
Username and Password
Team Information
Players' Statistics and Game Notes
Financial Responsibilities
League Dues
Field Rentals
Umpires
Game Balls
Looking Ahead to Operating During Post Season/ Off Season
Regionals
World Series
Staying active in your community
Planning ahead to next season
Getting in touch with your Club Sports Director
Staying connected to your team
Fundraising / Budgeting
Recruiting
Promotion
Playing the Game
Uniforms
Softballs and Equipment
Drugs and Alcohol
Game Length
Preparing for the Postseason
Prepare Ahead
Fundraising and Budgeting
Getting a Bid
Operating Within the NCSA
In Season (Part 2 of 3)
Umpires
Rules
Forfeits
Ejections
Protests
Uniforms
Softballs and Equipment
Drugs and Alcohol
Game Length
Umpires
Rules
Forfeits
Ejections
Protests
The brand and style of your team's uniform is up to you, but all members of your team must wear matching uniforms.
You will need to order softballs and other equipment for your team. The home team is responsible for providing 3 game softballs per game. Each game must begin with a new game ball and two additional new or game quality balls so you will need at least 3 new game balls for each home conference series.
As per Rule 12.02.1 of the NCSA Rules and Regulations: "The use of drugs, alcohol or any other substances that could cause danger or detrimental effects upon the participant's performance as a member of this organization is strictly prohibited during NCSA Sanctioned Competition." This includes the use of tobacco which, as stated in Rule 12.02.1, is "NOT permitted during NCSA sanctioned softball games, either on the field or in the dugout."
All regular season NCSA sanctioned softball games are played in a 7-inning format. A mercy rule will be in effect for all NCSA games (including World Series games) which, as per rule 3.08.0 states: "If a team is up by ten or more runs at the end of five or more full innings, that team is declared the winner, and play must be stopped." A slaughter rule will also be in effect during all regular season NCSA games (but not World Series games) which, as per Rule 3.09.0 states: "If a team is up by 12 or more runs at the end of 3 or more full innings, that team is declared the winner, and play must be stopped."
It is important that both the teams and umpires are aware of these rules prior to the start of each NCSA game. If a game is tied at the end of 7 innings, the International Tie-Breaker will be used in extra innings. Starting with the top of the 8th inning and each half-inning to follow, the offensive team shall begin its turn at bat with the player scheduled to bat ninth in that half inning being placed on second base( ex: if the No. 5 batter is the lead-off batter, the No. 4 batter in the batting order will be placed on second base). A substitute may be inserted for the runner.
The home team is responsible for providing umpires for NCSA games. Theses umpires must be of high school caliber or higher. It is also the responsibility of the home team to provide the umpires with copies of the NCSA Rules prior to the start of each game. The home team is required to schedule two umpires; however, the game may be played provided there is one approved umpire present.
If no umpires have arrived within 30 minutes of the scheduled start time of the game, the home team forfeits the game to the visiting team . If the teams are scheduled to play a doubleheader and the first game is forfeited due to lack of umpires, the home team has an additional 45 minutes from the time the first game was declared a forfeit to get NCSA-approved umpires to the field or the second game is also forfeited to the visiting team.
It is important that you know all the NCSA rules but it is also important that you carry a copy of them with the team in a case dispute arises. The home team should not only provide the umpires with a copy of the rules in advance, they should also have a copy in the dugout at all times.
If a visiting team forfeits any NCSA game, as per Rules 14.01.0-14.02.0: "the visiting team is required to inform the home team via telephone of their intent not to play at least 48 hours in advance of the predetermined start of the first game. Should the visiting team not provide the home team with sufficient notice to cancel umpires for the game(s) in question, the visiting team assumes financial responsibility for the payment of those umpires should any cancellation fees be incurred."
Additionally, the home team may be assessed forfeits for any games in which they failed to provide a field or qualified umpires. If such a situation occurs, the visiting team should file a protest with the league.
If a player or coach is ejected from an NCSA game, that team's primary representative must immediately contact their regional director to report the details of the ejection. The regional director will address the issue with the NCSA commissioner and determine if immediate action needs to be taken. If the regional director or commissioner cannot be reached, the ejected player/coach is not required to sit out additional games that day. However, the ejection must be reported as soon as possible.
As soon as you are able, you must fill out an NCSA Ejection Report. This report must be filled out and submitted to your regional director and the league president no later than 72 hours after the ejection occurs. The Ejection Report form can be downloaded from the "Info" section of the NCSA website or you can ask your regional director to email it to you.
There are two types of protests: on-field and off-field. On-field protests may be made regarding uniform violations, equipment violations, umpire decisions believed to be in violation of NCSA rules, umpire qualifications, and in-game known roster violations. Such a protest must be made by the coach at the time of the action or incident that caused the protest and before play is resumed.
Off-field protests may be made regarding failure to schedule qualified umpires, failure to secure fields, and in-game unknown roster violations. Remember, an on-field protest means the violation occurred and was realized during the game. If you are aware of a violation during the game, you must make your protest at that time; do not wait until after the game. Off-field protests may only be made regarding things that took place outside of playing the game or roster violations that took place during the game but you were unaware of until after the game.
All protests may be reported to the NCSA by submitting the NCSA Game Protest Form no later than midnight EST of the Tuesday following the "NCSA Week" in which the protested game occurred. The protest form can be downloaded from the "Info" tab on the website or you can ask your regional director to email you one.
You should nominate the pitcher and player who had the best performances each week. Even if you don't think their stats are very good, your players may have done better than any other player that was nominated that week. It is important that the stats are accurate, complete, and submitted on time. Your risk losing the opportunity to have your players considered for the Player and Pitcher of the week awards if you submit your form late.
Even if you do not play any games that week, you should still submit the form every Monday. Just leave the form blank on weeks that you do not play. This will get you in the habit of submitting a form every week and will also show the regional director that you did not play that week. The Weekly Submission Form can be downloaded from the "Info" section of the NCSA website or you can ask your regional director to email it to you.
Username and Password
Each player is given a username and password that they use to log on to the NCSA website. If your team does not have a username and password, you can request them by sending an email to Savannah.Ahrens@CollClubSports.com with the subject NCSA Password Request. In the body of the email, include only your school name, your full name and your officer title.
Team Information
Once you log on to the NCSA website, you can update the information that appears on the "Teams" page of the website. This includes your team logo, website and email address for the primary contact person on your team. It is important that you update this information each year (and that it is accurate) to ensure that other teams are able to contact you.
Players' Statistics and Game Notes
You can upload individual players stats and notes for each game including games(appearances), games started, complete games, wins, losses, saves, save opportunities, innings pitched, walks, hits, strikeouts and earned runs. Walks per 7 innings, strikeouts per 7 innings and earned run average will all be automatically calculated by the database based on the information you input.
You can also upload individual players' offensive statistics including games, at-bats, runs, singles, doubles, triples, home runs, walks, hit by pitches, RBIs, sacrifices, stolen bases, caught stealing and strikeouts. Total bases, on base percentage, slugging percentage, on base plus slugging percentage and batting average will all be automatically calculated by the database based on the information you input. Be sure you only enter accurate statistics from NCSA games (stats from exhibition games don't count)
League Dues
Field Rentals
Umpires
Game Balls
Each team is required to pay yearly dues to be a member of the NCSA. Teams agree to pay these dues when they sign their League Participation Agreement. Dues are $1050 and are due by January 31st. However, you can receive an early payment discount of $100 if the dues are received in full by December 31st, making them only $950.
Schools often ask for the TIN or Tax Identification Number (also called the EIN or Employer Identification Number) when making payments on behalf of your team. The NCSA's EIN is 52-2270910 and it appears at the top left of all invoices. Email the NCSA Accounting Specialist, Jeanne.Krachala@CollClubSports.com for Invoice information.
Some teams are able to use fields provided by their school at no cost. However, many teams must pay to use local fields. It is important to take this into consideration when creating your team budget. You will not only need a field for home games, but you may also wish to rent practice time on the field as well.
Many fields require that teams obtain insurance in order to use their facilities. Starting with the 2008-2009 season, all NCSA teams will be covered by the leagues new $2Million general liability insurance policy. Some fields ask to be listed as an additional insured on the policy. This can be done very easily by contacting Savannah.Ahrens@CollClubSports.com with the field information including the name of the facility, the name that is to appear on the policy, a person to contact at the facility, phone and fax number and the address for the facility. It costs $75 to add an additional insured and that can be paid to the NCSA.
The home team is responsible for providing 3 game softballs per game. Each game must begin with a new game ball and two additional new or game quality balls. So, you will need at least 3 new game balls for each home conference series. Rawlings is the "Official Softball of the National Club Softball Association." Beginning in the fall of 2013, all NCSA teams will be required to use the official, stamped Rawlings NCSA softball during all NCSA games. Teams will receive two dozen official NCSA game balls as part of their membership.
The home team is responsible for providing two umpires for each game. This means you will be paying for a total of six umpires for each of your home conference series (3 games per series). Umpires usually cost between $45 and $60 per umpire per game but can cost more or less depending on the area. You should talk to local umpires and high school coaches to determine the average cost of an umpire in your area.
Prepare Ahead
Your team should begin preparations for the postseason at the beginning of the year. You should discuss the possibility of competing in the postseason with your advisor. Let him/her know when and where the World Series is so that you can begin planning for it should your team qualify.
At the beginning of the spring semester, each player should be made aware of when and where the World is taking place. Let them know when you would be leaving and when you would be returning should your team qualify. This way, the players know the exact classes they would have to miss. Then, each player should check their syllabi for all their classes so they know what they would be missing if the team goes to the Regional Playoffs and/or World Series. They should discuss the possibility of needing to miss these with their professors so they can make plans to make up the work in advance. Professors are much more likely to be accommodating if the students approach them in advance rather than waiting until the last minute.
Fundraising and Budgeting
Getting a Bid
Your team should budget for a trip to the World Series at the beginning of the season. Create a projected budget for your team and include a trip to the World Series with estimated travel and lodging expenses. This will help you set fundraising goals for your team and allow you to work towards the World Series both on and off the field from the beginning of the season.
After your team qualifies for the World Series, begin making arrangements immediately. Go to the website and click on the World Series link in the menu bar. The World Series page contains information regarding dates, location, travel deals and hotel accommodations.
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