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Transcript of Pre Season
Pre-season Tasks and Deadlines
The Scheduling Request Form
Filling out Your Scheduling Request Form
Looking Ahead to Operating In Season
Playing the Game
Updating the Website
Preparing for Post Season
Be sure you've submitted your New Team League Participation Agreement and Registration Form as well as submitting your $400 registration fee. Contact Tracy Reardon at Tracy.Reardon@CollClubSports.com to make sure your forms and money have been received and that you are officially a member of the NCSA.
Submit your Renewal League Participation Agreement along with an updated Registration Form by May 1st of the preceding school year. These forms can also be downloaded from the NCSA website by clicking the "Info" tab.
Online Player Registration
Academic Eligibility Letter
Operating Within the NCSA
Pre-Season (Part 1 of 3)
The NCSA season runs from September 15th- June 30th (inclusive) and all NCSA games must be played within this time period. Games played outside of the established time frame are considered exhibition and do not count for a teams record or player statistics.
The NCSA season is broken down into "Weeks." Each week begins on a Monday and ends the following Sunday. You will not be assigned specific days for your conference games. Rather you will be told what week you are playing your series against each team and who will be the home team. It is then up to you to contact each team in your conference to set up the date(s) and times of your games within the week you are scheduled to play.
Schedule Request Form
The first step to setting up your schedule is to complete and submit your Schedule Request Form by the deadline given.
The Schedule Request Form is a spreadsheet that each team fills out and submits to their regional director. This helps the regional director make the conference schedule by showing when your team is available to play at home, when you are available to travel and when you are unavailable for conference games. The Schedule Request Form can be downloaded from the "Info" tab on the NCSA website or you can request one from your regional director via email.
Filling Out Your Schedule Request Form
When filling out the schedule request form, you should have an academic and athletic calendar at hand. Make sure you are aware of school breaks and sporting events that will prevent you from playing on certain dates. If you share your field with another team(s), be sure you know when the field will be available for home games for your team.
In the first open column of the spreadsheet, list whether you would prefer to be home, away, or off for each week. If you have no preference, list "either" or "home/away." The more available you are the better, so only give a preference if you have a specific reason. Remember, you are only making requests for your conference schedule. If you have already scheduled non-conference games, put "off" in the first column. For weeks in which a preference is not indicated, the regional director will assume you have no preference and that your team is available for a home or away series.
In the next column, be certain to list the reason (school break, field availability, non-conference games, weather, etc.) for your preferred location. It is extremely important that your regional director knows the reason for your request so that he/she doesn't think you made it arbitrarily. In the third column, list how the weather normally is in your area that time of year( your regional director may not be familiar). In the final column, list any games or tournaments you may have already scheduled, who they are against, and where they are being played. Submit this completed Schedule Request Form to your regional director via email.
Changes to the Schedule
Once the regional director has received all of the Schedule Request Forms, he/she will create a conference schedule. The conference schedule will tell the teams which weeks they are playing, who they are playing against and who is the home team. As soon as you receive your schedule, begin setting up your conference games.
To set up your conference games, contact the representative of the team you are scheduled to play. Confer with this team rep and decide what day(s) you will play your 3 game series during your scheduled week and what times. It is up to the home team to provide the field, umpires, and game balls for the games. Any regulation field may be used (even the away team's field), but the team that is listed as the "home" team on the schedule must be home for all three games. You may want to play more than 3 games, especially if one team is traveling far and spending the night. These additional games will be considered non-conference games.
After your conference schedule has been released, you are encouraged to fill in the openings in your schedule with non-conference games (but be sure to leave some time open to make up any conference games that may get rained out). Non-conference games can be against NCSA teams (even teams in your conference), non-NCSA club teams, or varsity teams. As you schedule these games, be sure to let your regional director know so the games can be added to the website schedule.
If you plan to play games that you don't want counted towards your overall record, these are considered exhibition games and you must notify your regional director of them at least two days in advance. Stats and result from exhibition games do not count.
*Remember that your conference games are your top priority. Should you need to make up any conference games, you may have to cancel non-conference games to do so or risk being assessed forfeits for the conference games.
Changes to the Schedule
Weather-Related Makeup Games
Requesting Schedule Changes
Weather-Related Make Up Games: If a game is postponed due to inclement weather, the two teams should inform their regional director(s) of this on the Monday following the week in which the game was supposed to be played. Additionally, the teams should immediately begin discussing when they will make up that game and each team must notify their regional director(s) of the new date within one week of the game being postponed.
Requesting Schedule Changes: If, after the conference schedule is posted on the website, a team decides it would like to change any part of its conference schedule, that team must contact its scheduled opponent and ask if that team would be willing to move the game(s) in question. If both teams agree to reschedule the game(s), they must mutually agree on the new date(s) and then each team must email their regional director in order for the change to be approved. This must be done before the game is originally scheduled to be played. A schedule change is only official when it has been approved by the regional director and the change has been made on the schedule on the website. Once a game is listed on the website, it is considered an officially-scheduled game. This means that the game must take place during the week it is scheduled to be played. If one team would like to reschedule the game, it may ask the other team to do so. However, the opposing team is under no obligation to comply with this request. The schedules are created based on the Schedule Request Forms submitted by each team. When teams begin arbitrarily rearranging their schedules or trying to move games at the last minute, it has an affect on the entire conference and can ultimately lead to undesirable circumstances (such as having to play multiple series in one weekend) or consequences (such as forfeits).
Online Player Registration
Once you have held tryouts and formed your team, you will need to submit the paperwork for your roster. Each individual player must complete the Online Player Registration.
The NCSA Player Registration process is the online tool developed by CollClubSports by which players enter themselves in to the NCSA system and thus begin the process of becoming cleared to be eligible to compete in the NCSA. Once a player completes the registration process they move in to a holding "Roster Queue". Once the team submits an "Academic Eligibility Letter" players that are deemed eligible will be moved from the "Roster Queue" to the team's official roster and then will appear on the NCSA website as a player for that particular team. Only when this happens is a player deemed eligible to compete in the NCSA. Additionally, once the players are added to the official roster the stats for each player will be able to be tracked through the NCSA website and the player will become eligible to win awards such as Player and Pitcher of the Week.
1. During the registration process, players will be asked for information such as a picture, biography, jersey number, and position. If they dont have this available, that is okay, they can log back in to the Player Registration system any time after completing the process and add/edit these portions of their player profile.
2. It is important that players take their time as they complete the Player Registration, much of the information they will be asked is sensitive to determining their eligibility to compete in the NCSA and some of the information cannot be changed once they initially enter it.That said, we stress that players read through the process thoroughly and enter all information accurately.
Steps to begin the player registration process:
STEP 1: Go to www.clubsoftball.org
STEP 2: Click on the LOGIN button in the top right hand corner.
STEP 3: Click on the PLAYER REGISTRATION LOGIN button on the left.
STEP 4: Begin the player registration process carefully and accurately.
*It can sometimes be difficult to get all the girls to complete the online registration in a timely manner, so you may want to hold your first team meeting in a computer lab on campus and have all the girls sit down and fill out the online registration together.*
Coaches / Managers Waivers
Each coach, manager and trainer must fill out a Coaches/Managers Participation Waiver that is designed for coaches and is less detailed than the players' waiver. Anyone who is not a player but will be in the dugout or on the field during NCSA games must complete one of these waivers. The Coaches waiver can be downloaded from the "Info" tab on the NCSA website or you can request it from your regional director. Each waiver must be filled out completely, must be typed, and then printed and signed. The completed waivers must then be scanned and emailed or faxed in to the NCSA office.
* Coaches, managers and trainers will NOT appear on your teams roster on the website!*
Academic Eligibility Letter
An Academic Eligibility Letter must be submitted containing the name of each girl on your roster. This letter must list the academic requirements to play in the league as stated in the rules and must affirm that each girl meets these requirements. This letter is to be TYPED and then signed by the Registrar or Director of Rec/Club Sports. You should submit this letter to the Registrar or Director of Rec/Club Sports as soon as you make your roster to make sure you get it back in a timely manner. Once the completed letter is signed, it should also be mailed in to the NCSA office.
The Academic Eligibility Letters found on the website under the "Info" tab are only samples. If you use one as a template, be sure to completely delete all the sample information (including the signature) and insert your school and players' information before having it signed. Although two different examples are provided, only one letter (in the format of your choosing) needs to be submitted.
Each team's official roster appears on the NCSA website. Anyone who is not on the website is not eligible to play in an NCSA game. A player will not be put on the official roster until the NCSA has received both her Online Player Registration and an Academic Eligibility Letter with her name on it. The Academic Eligibility Letter should be mailed to the NCSA office no less than ONE week prior to your first NCSA game. Coaches/Managers Waivers and Academic Eligibility Letters should be mailed to:
850 Ridge Avenue
Pittsburgh, PA 15212
Players may be continually added to your roster up until April 1st or until your roster reaches the 25 player limit. Once your roster reaches 25 players, no more players can be added. A player may not be removed from the roster at any time for any reason.
To add a player, the player will need to complete the Online Player Registration and you will need to submit an Academic Eligibility Letter with her name on it to your conference coordinator. The player is not eligible to play in an NCSA game until she appears on your roster on the NCSA website.