SPORTS ENGINE MMS
WHAT WE KNOW & INITIAL COMMUNICATIONS
On September 1st of 2020, USA Volleyball will move away from their current registration system, Webpoint, and switch 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. Pioneer is in training on the new system and clubs should have been contacted to get set up in the new system.
Clubs have been receiving communications to begin the setup process and transition to the new system. The communications ask you to "claim" your SportsEngine HQ, which will allow you to get into the system. Clubs do not need to purchase the Premium SportsEngine HQ. All clubs receive access to the free HQ version and that is enough to manage your club. The premium version does have more features, but is not required to be purchased.
If your club has not been contacted let Nancy, in the Pioneer office know so she can get you started. A new club for the upcoming season must contact Nancy in the region to get your club information to get into the system.
HELP FOR PARENTS & FAMILIES
This short video series covers an overview of the new system and highlights the largest changes club directors and club administrators should be prepared for. All videos can be watched in order by hitting the play button or you can hit the “playlist” button on the left to select a specific topic.
These videos are specific to tasks and functions club admins will complete in the USAV MMS. Videos on this page can be viewed in order by hitting the “start watching” button or you can look for a video on a specific topic. These videos are also available from your Club HQ with its correlating help article.
CLUB ADMINISTRATOR DOCS & MANUALS
There are two versions of these documents- one for clubs using free SportsEngine HQ and the other for premium SportsEngine customers. This is available within a club’s HQ. Note, there is a “last updated” date in the top right hand corner of this manual.
Help articles provide step by step written instructions alongside screenshots or videos of certain tasks.
The process of purchasing memberships will look a little different. To start, go to the Pioneer Region website www.PioneerVB.com and click on the "Membership" link.
You will be asked a series of questions to determine what type of membership is right for you. You may also see a direct link to a membership that you need (i.e. Junior Player Try-out).
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 Pioneer, and the other represents the fees going to USAV. This is different than in the past. Don't be confused. You're just going to see an itemized breakdown. You will also see two separate charges (totaling the amount of your purchase) 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 different than in the past. Credit card fees will be non-refundable. These fees are currently being covered by the region but you may see them broken out on your credit card.
After a membership is purchased, you will receive an e-mail outlining the additional steps necessary to become eligible to participate. This could include a background screening, SafeSport certification, IMPACT, 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. In SE, the primary account holder would be a parent, and each child would have their own profile within that account.
CLAIMING YOUR HQ
The first step to a successful transition to SportsEngine is for clubs to claim their free HQ account.
All individuals will have an eligibility status. An individual who has met all requirements (i.e. SafeSport) will appear as eligible. Once a membership is purchased, that individual will receive an eligibility email outlining all requirements they still need to meet and will clearly see in their account that there are remaining requirements to be met.
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.
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.
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.
When you receive your notification by email of your membership you can print a Membership card or in the new system you may load it digitally onto your phone's wallet. You will have the ability to pull up a QR code on your phone, and that code can be scanned to show all of the relevant information about a member.
When a membership is purchased, you will not have the option of associating yourself with a club. All junior players will start with a try-out membership good for any USAV try-out. There will be sent an email 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, Pioneer Region placed you in a club after payment was made.
USAV ACADEMY (LMS)
We are still learning more about how the USAV 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 the USAV current system.
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.
There will be more information as it becomes available.
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 - $30 for two years, which includes a supplemental screening prior to the second season (this cost is not paid to Pioneer and Pioneer does not collect any money from background screen charges). This must be paid online by credit card.
The new MMS will also come with an updated refund policy from both Pioneer and USA Volleyball. The policy will be listed under the 'Forms' section.
Try-out memberships are non-refundable. Full membership purchases will be non-refundable except in rare or extreme circumstances.
Information from the old system will be migrated to the new system.
Please encourage your athletes, coaches and staff to use the same name, DOB and zip code when purchasing a membership in the new system. This is especially important for adults who have current credentials (background screen, SafeSport, IMPACT, etc.) to ensure those migrate into the new system.
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 Pioneer will be monitoring compliance with this policy.
Club must also grant Pioneer Region Organizational Administration ("Org Admin") access to their club HQ. For instructions on how to do this, click below.