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Lone Star Region - Club/Team Package |
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Insurance |
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Insurance
Program Summary
(25-26) |
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Request for Certificate of Insurance
(25-26) |
Secondary
Sport Accident Insurance Summary
(25-26) |
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Certificate Request Process (24-25) |
Medical Claim Form (25-26) |
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LSR
Certificate of Insurance
(25-26) |
Directors & Officers Liability program
(25-26) |
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Incident Report Form (25-26) |
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USAV Foreign Guest/Participant Forms |
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USAV Foreign Guest Coach
(24-25) |
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USAV Foreign Participant Registration Fillable Form |
USAV Foreign Participant Procedures
(24-25) |
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Foreign Participant Insurance Summary
(24-25) |
USAV Foreign Participation Policy
(24-25) |
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Event Hosts - Foreign Team Summary Form
(24-25) |
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Use Agreement and Release of Liability
Non-Citizen (24-25) |
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Club Director Communications |
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2025-2026 |
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CD9 - 11/5/25 - Sanctioned Practices
Club Directors,
Karen Tarmon |
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CD8 - 11/5/25 - USAV Insurance and
Certificate of Insurance
Club Directors,
Karen Tarmon |
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CD7 - 10/27/25 - Refresh Eligibility
Club Directors,
Karen Tarmon |
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CD6 - 10/10/25 - Coaching Clinic
Opportunity Club Directors,
Attached you will
find a flyer for the Gold Medal Coaches Clinic, which is offering a 15% discount
for region members by scanning the QR code. |
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CD5 - 9/30/25 - Possible Volleyball Club
Closure Club Directors, If you have a club this season, you need a
seasonal membership assigned to your club, with a cleared background screen and
updated SafeSport. If the club director does not have these in place by October
1, the club is shut down automatically. |
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CD4 - 9/16/25 - New USAV rule for Score
Sheets Club Directors,
USAV has made a few rule changes for this
season, one of which is increasing the number of allowable substitutions from 12
to 15. Joe
Campbell |
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CD3 - 9/1/25 - USAV Season now open Club Directors, The USAV season has begun for the 25-26
Season. Send your Public Club Assignment link to athletes and coaches so they
may register and be affiliated with your club. There is no requirement to
register anyone this early. Please remember a USAV membership through the Lone
Star Region is necessary to register for a scorer or referee clinic and for
approval on a USAV roster.
Karen Tarmon |
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CD2 - 8/2/25 - Electronic Scoring Systems Club Directors, Electronic Scoring Systems (VolleyStation, VolleyWrite, eScore, etc.) Tournaments must have the paper score
sheets available during the event if a team chooses not to use the Electronic
Scoring system.
Karen Tarmon |
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CD1 - 8/1/25 - Registrations for Adult Club
Directors now open Club Directors, The Lone Star
Region/USAV registrations for club directors opened earlier today to allow you
to file for your background and to update your SafeSport. If you are a club
director from last season, you will still have access to the Public Club
Assignment. Please send that to yourself to apply for membership, as the region
does need your membership to be affiliated with your club. Please remember that
if you are a club director who serves as a coach, you will need to purchase the
25-26 LoneStar Adult Coach of Juniors membership. If you are a club director who
will only serve as an administrator, you will need to purchase the 25-26
LoneStar Adult - SafeSport and Background Screen Required. Memberships this
season are at a cost of $55 plus the additional $14 required for your background
screening.
Karen Tarmon |
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2024-2025 |
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CD16 - 6/5/25 - New Membership Fees for the
2025-26 Season Club Directors, Last season, the $50 membership fee was reduced to $48, due to a slight change in the insurance. The cost was intended to be returned to the $50 fee amount this season. Unfortunately, USAV has also asked for an additional $5.00 per member from the regions. As such, the membership (individual registration) fee for Season 2025-26 will be $55.00. Please note that adults working with juniors, as in junior coaches, club admins, and club directors, will incur the usual $14 fee for their background check, bringing their membership fee dues to $69.00. Karen Tarmon |
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CD15 - 5/8/25 - Lone Star Regionals -
Weekend 2 Club Directors, This information was
previously sent with CD8, but you are reminded that the region does not sanction
tryouts, camps, or clinics. You will need to provide your own insurance for
these activities. I would suggest googling sports accident insurance, camp or
clinic insurance, etc., unless you already have a provider. If you have any questions, please reach out to the LSR Registrar Karen Tarmon @ 830.358.7714. Karen Tarmon |
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CD14 - 5/6/25 - Lone Star Regionals -
Weekend 2 Club Directors, As your teams are
getting ready for Weekend 2 of the Lone Star Regionals, please remember that an
athlete can only represent 1 team. If you had an athlete participate in Weekend
1, per rules in the Lone Star Region, they are not permitted to participate with
any team in Weekend 2. Saturday/Sunday: Aggieland Classic. Due to size, certain age divisions are on Saturday, and certain age divisions are on Sunday. An athlete cannot participate with one team on Saturday and then participate with an additional team on Sunday. Two weekends: Lone Star Regionals. Due to its size, this event happens over two different weekends. Athletes can only represent 1 team. If the athlete participates with the 12, 13, or 14U team the first weekend, the athlete is not permitted to participate with an 11, 15, 16, or 17 team the second weekend. If you have any questions, please reach out to the LSR Registrar Karen Tarmon @ 830.358.7714. Karen Tarmon |
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CD13 - 3/5/25 - Registration emails / HQ
issues Club Directors,
Please make sure
that all emails regarding registration issues, as well as issues with your HQ,
go to my new Assistant Registrar, Holly Mowers. Holly's contact information is
listed below. She will be able to help you with issues. If you have any questions, please reach out to the LSR Registrar Karen Tarmon @ 830.358.7714. Karen Tarmon |
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CD12 - 2/11/25 - Child on the Bench policy Club Directors,
The region announces
an update available only to rostered adult staff to have their child (age 8 &
under only) on the bench at Lone Star Region-sanctioned events. The 8 and under
child will not need to be on the roster, but there will be restrictions. Please
ensure this email and attachment are forwarded to all rostered adult staff in
your club. If you have any questions, please reach out to the LSR Registrar Karen Tarmon @ 830.358.7714. Karen Tarmon |
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CD11 - 12/14/24 - New Addition to
Registrar's Office Club Directors,
Please welcome the
new assistant to the Registrar's Office in the Lone Star Region. Contact
information was recently added to the region's website's Membership page. Karen Tarmon |
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CD10 - 11/22/24 - Team Rosters in USA Volleyball
database Club Directors,
Many clubs have not
completed their season, teams, and rosters in USA Volleyball. Please remember
that you are first a USA Volleyball club in the Lone Star Region of USAV. The
Roster Verification checks the Official Roster in USAV before your team is
permitted to complete a sanctioned tournament. Though many tournament hosts
might use an outside-of-USAV system, such as AES, to manage their tournament
events and require a roster in that system, clubs are still responsible for
creating these in USAV. Please see Step 7 in the Club Administrator -
SportsEngine Playbook. The Club Administrator Playbook is in the Club/Team
Package and is available in the region website’s Reference section. Karen Tarmon |
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CD9 -
10/1/24 - Connection to USA Volleyball Interruption Club Directors, This email is for those
clubs who have already created and connected a season to USA Volleyball. Next, choose TEAMS to see a list of all your teams. The system on your HQ should still have them. Select the first team to slide out the panel for the team. Make sure that you look at the USA VOLLEYBALL roster, NOT the one above it that states All Players and Staff. You can click that prompt if the team panel slides out and shows to SHARE TEAM. If you have already shared your teams, you would choose the three-dot menu and choose RESYNC. Again, make sure that you are selecting the three-dot menu to the right of the USA Volleyball roster, not the All Players and Staff roster. I had success with this on several clubs. If the system asks you for the rank, which is a team identifier, not a rank, it might be best to do the teams one at a time. In the case of this error, I have yet to have had any success sharing the teams simultaneously, but you can try. You are encouraged to "refresh" or "reload" your HQ regularly to see the most up-to-date information. Karen Tarmon |
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CD8 -
9/29/24 - USAV Insurance and Certificate of Insurance Club Directors, You can get your Certificate of Insurance (COI), which lists your registered Lone Star Region club, through EPIC Entertainment & Sports. These certificates automatically renew each season. However, two critical statements on the document show that coverage is only available during the sanctioned season and for currently registered USAV members. You can use your COI to reserve a school for practice, but no benefits will apply until the sanctioned start date of November 24, 2024.
The only activities covered are tournaments on LSR's
Indoor Junior Tournament Schedule and LSR's Junior Outdoor Tournament Schedule,
along with club practices during the sanctioned season. The region will not
sanction camps, clinics, or tryouts. The sanctioned season begins on November
24, 2024, and will run through the last tournament event on the Indoor
Junior Tournament Schedule your team participates in. If you are looking for a
facility's COI, put the facility name in the Certificate Holder field, and
choose the Filter or Refilter if you have been looking for other COIs. If no
facility COI exists, please fill out the Certificate of Insurance Request in the
Club/Team Package available in the Reference section of the region's website.
Fax the document to commissioner
WillVick@satx.rr.com. |
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CD7 -
9/27/24 - Team Names in the Region database Club Directors, Please visit Step 7 in the Club Administrator—SportsEngine Playbook. Before teams can be formed, all clubs must create a season and connect it to USA Volleyball. You may call the season anything you like, but the easiest is the 24-25 Volleyball Season. The season dates are the USAV season, which runs from 9/1/2024 through 8/31/2025. TEAM NAMES a) Team names in the Region database of USA Volleyball (USAV) must reflect your club name and the age division. Abbreviations are only permitted if the Region had grandfathered the club in before our naming policy had to be instituted. It is not necessary to include Volleyball, Volleyball Club, or VBC. You can include this if you'd like, but this information is assumed on a club name. b) There are standard
abbreviations for the state and cities to shorten the possible long club name to
fit into specific fields in registration systems. TEAM CODES The Club Administrator - SportsEngine Playbook must be followed to create the team correctly. a) Per the Playbook, teams must be shared with USA Volleyball, or the team does not show USAV. There is a "Share Team" option in the three-dot menu to the far right of the screen of every team name. If there are changes on the roster, such as an addition, deletion, or amendment in the team name, the team must again be shared with USA Volleyball. b) The TEAM RANK field is not an actual team ranking. That field is used as an identifier in the team code. If you only have one team in an age division, that team rank field should get a 1. If you have two teams in an age division, the first team should get a 1, and the second team should get a 2. Our Ranking Committee completes rankings in the Lone Star Region based on the team's tournament finish. If a club uses a registration
system to enter an event, such as AES, TM2, or SportsWrench, its teams must
match a correctly created team name and code in USAV. Should you receive a
negative response from your tournament director upon roster verification, you
must submit information through the HELP screen in that registration system and
ask them to change the team code. |
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CD6 -
9/25/24 - POSSIBLE VOLLEYBALL CLUB CLOSURE Club Directors, If you have a club this season, you need a seasonal membership with a cleared background screen and updated SafeSport. The USAV Administrator on your SportsEngine account is only a role function, not a seasonal membership. If the club director does not have these in place by October 1, the club is shut down automatically. The Registrar's Office can reopen a club anytime the club director has an eligible USAV membership. If you have yet to purchase your seasonal membership, please go to the region website's Membership page and choose the link PURCHASE MEMBERSHIP. Be sure to let me know if you will be discontinuing your club this season. Karen Tarmon Registrar / SafeSport Coordinator Lone Star Region – USA Volleyball |
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CD5 -
9/14/24 -
2025 Referee Clinics/HIROS/USAV Rule Interpretations Greetings to you and I look forward to working with you and your club during the 2024-25 USAV season. I hope that you had a restful summer, and that all is going well as you are busy preparing for this season. I have three very important topics to address, so I hope that you receive this e-mail. REFEREE CLINICS: The first referee clinic of the season is tomorrow here in the Houston area. If you’ve been in the region over the last 3 seasons, you know that I’ve pushed and pushed to have your coaches/athletes “REGISTER” to attend a referee clinic. Up until last season we allowed walk-ins. Last season some of the clinicians allowed some walk-ins, and of course some of them were NOT USAV members. This season, I’ve instructed all clinicians that walk-ins will NOT BE ALLOWED. Everyone must register in order to attend. Here is a screenshot from the LSR website indicating that clinics are by reservation only. Also, keep in mind that the system closes and will not allow someone to register once the clinic time has arrived. If a person arrives thinking that they can register when they arrive, they will not be able to do this as the clinicians do not have the ability to register anyone. If one of your coaches/athletes are having a problem trying to register for a referee clinic, they need to contact me 1-day or more before the clinic. I will not rush to try and get someone registered on the day of the clinic. Please make sure your club members are aware of this.
USAV RULES INTERPRETATIONS: Last season
the attached rule interpretations were sent out to all regions from USAV. I’m
sending them out to you again in case you did not receive them last season.
Lastly, please reply to this email (iokepa1@yahoo.com)
so that I know who has received it. I believe that many of you have not received
my e-mails in the past, or they are possibly going into your spam folder. |
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CD4 -
8/30/24 - Parent Registration Instructions Club Directors, I think this attachment might be helpful to send to your parents, especially new parents, to the SportsEngine platform and USAV membership. 2024-25 Parent Membership Instructions. Karen Tarmon Registrar / SafeSport Coordinator Lone Star Region – USA Volleyball |
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3 - 8/30/24 -
USAV Seasonal Registration opens September 1 USA Volleyball will officially open its membership season on Sunday, September 1. All participants in your club will need a seasonal USAV membership to attend sanctioned practices, tournaments, or the Scorer and Referee clinics. Please send the Public Club Assignment to all participants so they can register and join your club. I've included the instructions below. Please be sure to make it clear, especially to the parents of athletes, that the membership needs to be purchased through the Public Club Assignment. Purchased memberships must be assigned to your club in order for you to see them, add them to a team roster, and import them into the various registration systems. Clubs are not required to send the Public Club Assignment on September 1. However, to participate in sanctioned events, including the Scorer and Referee clinics, participants must have a seasonal USAV membership. If your club is still not set up, you are a referee, or you are an undesignated coach, please purchase your membership directly from the region website's Membership page. Send Your Club Assignment Link Athletes and staff need a valid region membership affiliated with your club to be rostered and participate. Before starting the club assignment process, make sure: • Your region has opened its memberships for purchase • You are within a timeframe where your region allows club assignments Once you know which staff and athletes will be participating with your club this season, send the public club assignment link to those participants. This will allow your participants to purchase a membership in your region and be assigned to your club in a single process. 1. From the left navigation menu of your SportsEngine HQ, click Members > Memberships. 2. On the Memberships page, click USA Volleyball and then click "generate an open link" under Public Club Assignment. 3. A link is generated that can be copied and shared with your participants through email or any messaging tool of your choice. 4. The system determines the appropriate region membership based on their profile details and the participation data provided.
Karen Tarmon |
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2 - 8/30/24 - Region office will be closed for
Labor Day Due to the Labor Day weekend, the Lone Star Region offices will be closed until Tuesday, September 3. You are welcome to send emails and submit phone messages during that time; however, depending on the volume, you will only be answered on September 3 or later. I will send out the registration instructions tomorrow, August 30. Please remember, though, that memberships will not be available until USAV opens its season on September 1. Karen Tarmon Registrar / SafeSport Coordinator |
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1 - 8/4/24 - USAV Adult Memberships now open USA Volleyball has opened the Adult registrations, effective today, August 1, 2024. These have been opened so club directors may file the background screen and complete SateSport before the official September 1 opening for all club members. If you have the background screen and SafeSport completion intact from the previous season, please send yourself a Public Club Assignment to assign the new season membership to your club. The new club directors should go to the Region website's Membership page and use the link Purchase Membership. When the background screen is cleared and SafeSport has been completed, new clubs can send themselves a Public Club Assignment to add their membership to their club. ---Club directors who will be administration only should get the 24-25 Lone Star Adult - SafeSport and Background Screen Required. ---Club directors who will coach must get the 24-25 Lone Star Adult Coach of Juniors to be rostered as coaches on a USAV roster. Karen Tarmon Registrar / SafeSport Coordinator |
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8/30/24 - Electronic Scoring Systems (VolleyStation, VolleyWrite, eScore, etc.) Tournaments must have the paper score sheets available during the event if a team chooses not to use the Electronic Scoring system. If the parent of your scorer is comfortable downloading the app and the athlete is familiar with the program, the Electronic Scoring system may be used to keep score. ** Certification in scoring still requires a two-set paper score sheet to be submitted to the Scorer Chair and receive a passing score. The Electronic Scoring system will not be accepted for use during the Lone Star Junior Regionals tournament event. A paper score sheet must be kept by the certified scorer in the BID division and by the clinic-attended scorer in the non-BID division. |
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