2015 USTA Charlottesville/Albemarle Captains/Pro Meeting February 11, 2015 Farmington Country Club

New for 2015  3 - Coordinators for Charlottesville  Nancy Holt - Adult 18 & over Mixed, Women Adult 18 & over, Women 40 & over, Combo & Combo Mixed Contact information : (c ), (h) or  Patrick Kearns - Men Adult 18 & over, Men 40 & over, Singles Contact information: or  Beverley Garbaccio- 40 & over Mixed, Adult 55 & over, 55 & over Mixed, Adult 65 & over and Tri-level Contact information:  All Team Registration and information will be on the website: cvilletennisleagues.com cvilletennisleagues.com

Who’s Coordinating which leagues?  Nancy Holt:  Adult 18 & over mixed  Adult 18 & over women  Adult 40 & over women  Combo  Combo Mixed  Patrick Kearns:  Adult Mixed 18 & over  Adult 18 & over men  Adult 40 & over men  Singles  Beverley Garbaccio:  Adult 40 & over mixed  Adult 55 & over  Adult 55 & over mixed  Adult 65 & over  Tri-level

LeagueMarchMayJuneJulyAugustSeptOctoberNovemberDecemberDistricts/Sectionals Adult 18 & Over Mixed Doubles March 22-May 14 June 5-7, 2015 Registration: Feb 13-March 6th (Regionals) Adult 18 & Over March 30th - June 14 Nancy/Patrick July 10-13, 2015 Registration: Feb 13-March 13 (Regional) Adult 40 & Over June 8-August 5 Nancy/Patrick August 21-24, 2015 Registration: Feb 13 - March 13 (Regionals) Adult 40 & Over Mixed Doubles May 17 - August 5 August 21-24, 2015 Registration: April 19 - April 30 (Regionals) Adult 55 & Over June 23-August 27 September 18-21, 2015 Registration: May (Sectionals) Adult 55 & Over Mixed Doubles June 1-August 27 September 18-21, 2015 Registration: May 1-11 (Sectionals) Adult 65 & Over June 23-August 24 September 10-13, 2015 Registration: May (Sectionals) Combo June 30-August 27 September 18-20, 2015 Registration June 2-13 (Regional) Combo Mixed Doubles September 13-November 22 January 8-10,2016 Registration July 28 - August 10 (Regional) Singles August 10-September 30 October 16-18, 2015 Registration July 13 - July 26 (districts) Tri-Level September 15-December 12Jan-16 Registration July 21 - August 3 (sectionals) 2015 USTA League Timeline - Coordinators - Nancy, Beverley, Patrick

Items Coordinators are asked to Discuss Review National Regulation Changes – mandatory Review Section Rule Changes – mandatory Review Local League Rules - mandatory Discuss self-rating issues – promotions – how to appeal online, etc. Promotions – if a captain sees that a player on his 4.0 team self-rated at 3.5, have the captain contact the player to appeal up in TL and contact us to get rating changed on roster. Otherwise player may get 3 strikes. Give captains General & Experienced Guidelines so they can help determine correct level for their new players If a player appeals down, it is not advisable that they play at the appeal level and also play up. Several have been disqualified, and it is bad for the lower level teams and also for USTA League tennis in general. Captains and Coordinators can monitor this by checking the rosters. Make sure they are aware of the fact the leagues are called Adult 18&Over, Adult 40&Over, etc. They ARE NOT 18+ or 40+ leagues. As a coordinator, you should always use the correct wording, and correct your captains/players accordingly when they use + instead of &Over. We already have 4.5+ and 5.0+ leagues – they must use the correct terminology.

Captains Responsibilities Read and know the rules of the league in which the team is competing. The captain should play and act in accordance with the rules and the code. If you are not certain, check with your Local League Coordinator. Register your team and make sure your team members register themselves. Recruit a team and make sure they are qualified and registered before they play. If you have any self rated players, make sure they self rate at the correct level. If, for example, they self rate at 3.0 but are playing 3.5, have them change their rating in TL to 3.5, and contact the Section Office to get the rating changed on the roster. This can prevent DQ’s and promotions during the season. Schedule team members for matches. Once matches are scheduled, either by the Local League Coordinator or between captains in the case of rain make-ups, the captain should ensure all individual matches are played according to the league regulations. If matches are played on different days due to weather issues, make sure you enter the scores after the last match is played, using the date of the last match. It is very important that you use that date – it could prevent DQ’s. Do everything you can to prevent defaults. Not only can there be consequences, but sometimes it is the difference in an opponent qualifying for the next level or not. Advise players when they are scheduled to play and whether they need to bring balls. Exchange the line-up of the team with the opposing captain before each match. Timely report scores as required. Act on behalf of the team in unofficiated matches and file any appeals or challenges. Captains are the responsible parties for rule interpretations and for challenges. Remember to communicate with your Local League Coordinator if you have any issues. Keep in contact with the Local League Coordinator. If there is any doubt of a match time or schedule, the captain must contact the Local League Coordinator and should not wait for the League Coordinator to call them. Be a good sport, and make sure your players are too. Treat your players with respect, try and give everyone equal playing time. If you have a player on your team who does not play due to an injury, or a job transfer for example, please make sure you give them a player deletion form for them to file and receive a refund of their registration fees. Player deletion forms must be filed within 1 week of end of the league season, using last scheduled match in TennisLink as the end of season date. Make sure that you are not preventing your players from receiving a refund.

Player Retention – Captains Help Needed Retention is very important for the success of USTA League. We can work on our retention by being more player friendly. If you have a player who did not participate in a match for any reason; injury transferred or you considered them too weak and didn’t play them – please let them know they are eligible to file a Player Deletion form and to get a partial refund. Player Deletion Forms are on the website. Go to Adult Leagues, USTA Home Page and scroll down to the bottom of the page. All forms are there. Right now it is showing 2014 forms, they should be updated soon.

Spring USTA Leagues in Charlottesville  2015 League Opportunities:  Mixed 18 & Over – Mar. 22 nd – May 14 th  Adult 18 & over – March 30 th – June 14 th

Spring 2015 Adult League Timeline  Adult Mixed League 18 & Over - 6.0, 7.0, 8.0, 9.0 – based on number of teams  Pro’s/Clubs – Club conflicts by March 1 st to Coordinator!  Registration will be open – February 13 th – March 6 th  Season – March 22 nd – May 14 th – weather permitting  Format – 3 doubles  League Play must be concluded by – May 14 th  Regional Tournament - June 5-7, 2015  Adult 18 & Over Leagues (Women and Men) – based on the number of teams  Pro’s/Clubs – Club conflicts by March 1st to Coordinator!  Registration will be open – February 13 th – March 13 th  Season - March 30 th – June 14 th  Format – 2 Singles, 3 Doubles  League Play concluded by – June 14 th  Regional Tournament – July 10-13, 2015 (All levels) – Friday – Monday event Be sure to always check the for updates on dates

Summer USTA Leagues in Charlottesville  2015 League Opportunities:  Mixed 40 & Over – May 17 th – Aug. 5 th  Adult 40 & Over- June 8 th – Aug. 5 th  Adult 55 & Over– June 23 rd – Aug. 27 st  Adult 55 & over mixed – June 1 st – August 27 st  Adult 65 & Over– June 23 rd – August 24 th  Combo Gender – June 30 th August 27 th

2015 Mixed & Adult 40 & Over Leagues Timeline  40 & over Mixed  Pro’s/Clubs – Club conflicts by April 15 th to Coordinator!  Registration – April 19 th – April 30 th  Season – May 17 th – August 5 th  Format – 3 Doubles  League Play concluded by – August 5 th  Regional Tournament– 40 Mixed–August 21st-24 th  Adult 40 & over  Pro’s/Clubs – Club conflicts by April 15 th to Coordinator!  Registration – February 13 th – March 13 th  Season – June 8 th – August 5 th  Format - 2 Singles 3 Doubles  League Play concluded by – August 5 th  Regional Tournament– Adult 40& over –August 21 st -24 th Be sure to always check the for updates on dates

2015 Adult 55 and Mixed 55 & over Timeline  Adult 55 & Over - Even combinations 6.0, 7.0, etc., are used  Partners cannot have a rating differential of more than 1 point  Pro’s/Clubs – Club conflicts by May 1 st to Coordinator!  Registration – May 12 th – 25 th  Season - June 23 rd – August 27 th  Format – 3 Doubles  League play concluded by August 27 th  Section Championship – September 18 th – 21 st  8.0 MEN WAS THE ONLY LEVEL IN 2014  Mixed 55 & over - Even combinations 6.0, 7.0, etc., are used  Pro’s/Clubs – Club conflicts by April 15 th to Coordinator!  Registration – May 1 st – 11 th  Season – June 1 st – August 27 th  Format – 3 Doubles  League play concluded by August 27 th  Section Championship – September 18 th – 21 st  NONE IN 2014 Be sure to always check the website for updates on dates

2015 Adult 65 & over Timeline  Even combinations 6.0, 7.0, etc., are used  Partners cannot have a rating differential of more than 1 point  Pro’s/Clubs – Club conflicts by May 1 st to Coordinator!  Registration – May 12 th – 25 th  Season - June 23 rd – August 21 st  Format – 3 Doubles  League play concluded by August 21st  Section Championship – September 10 th – 13 th  NONE IN CHARLOTTESVILLE IN 2014

2015 Combo Timeline  Combo – 6.5, 7.5, 8.5, 9.5  Pro’s/Clubs – Club conflicts by May 15 th to Coordinator!  Registration – June 2 nd – June 10 th  Season – June 30 th – August 27 th  Format – 3 doubles  League Play concluded – August 27 th  Regional Championship – September 18 th – 20 th Be sure to always check the for updates on dates

Fall USTA Leagues in Charlottesville  2015 League Opportunities  Singles Leagues – 2.5, 3.0, 3.5, 4.0, 4.5 Women & Men  Combo Mixed Leagues 6.5, 7.5, 8.5, 9.5  Tri-level Leagues  3.0,3.5,4.0 – Women and Men  3.5, – Women and Men  3.0,3.5, 4.0 – Mixed  3.5, 4.0, 4.5 – Mixed Mixed Tri-level is a great alternative for those that can not get a Combo Mixed team together

2015 Singles Timeline  Singles – 2.5 – 5.0  Registration – July 13 th – July 27 th  Season – August 10 th – September 30th  Format – 3 singles courts  League Play concluded – October 3 rd  Regional Championship – October 16 th – 18 th Be sure to always check the for updates on dates

2015 Combo Mixed Timeline  Combo Mixed - 6.5, 7.5, 8.5, 9.5  Pro’s/Clubs – Club conflicts by July 1 st to Coordinator!  Registration – July 28 th – August 10 th  Season – September 13 th – November 22 nd  Format – 3 doubles  League Play concluded – November 22 nd  District Championship – January 8 – 10, 2016 Be sure to always check the website for updates on dates

2015 Tri-level Timeline  Tri-level – 2.5,3.0, 3.5, or 3.0, or 3.5, 4.0, 4.5  Pro’s/Clubs – Club conflicts by July 1 st to Coordinator!  Registration – July 20 th – August 10 th  Season –September 14 th - December 12 th  Format – 3 doubles courts  League Play concluded – December 12 th  Section Championship – January 2016  Tri-level Mixed – same as above Be sure to always check the for updates on dates

Great Resources on USTA.com website  A large amount of information is available on the National Website. Located under “Adult Tennis”. All of this information is open to everyone – coordinators and players. There are links to just about everything you could need – NTRP Info, Rules and Regulations, National Championship Info, etc. The “Resources” button is specifically helpful with links to different documents, forms and FAQ’s.  Great for you when you can’t find your copy of the Grievance Procedures or for players who need more information on National Championships. Make sure you utilize these resources.

Days and Times  Adult 18, 40, 55, 65 and 0ver based on 2014 Leagues  Women’s –  2.5 – Sundays – 3:30pm arrive, 4pm start  3.0 – Wednesdays/Fridays5:45pm arrive, 6pm start BHSC – 7:30pm arrive, 7:45pm start  3.5 – Thursdays -5:45pm arrive, 6pm startBHSC – 7pm arrive, 7:15pm start  4.0 – Tuesdays /Thursdays 5:45pm arrive, 6pm start BHSC – 7pm arrive, 7:15pm T, 7:30pm arrive, 7:45pm  Mondays - 5:45pm arrive, 6pm start??  Men’s –  3.0 – Saturdays11:15am arrive, 11:30am start  3.5 – Saturdays 8:45am arrive, 9am start  4.0 – Saturdays/ 8:45am arrive, 9am startGlenmore – 12:30pm arrive, 12:45pm start Mondays 6pm arrive, 6:15pm start BHSC – 7:30pm arrive, 7:45pm start  4.5 – Monday s 5:45pm arrive, 6pm start BHSC – 7:30pm arrive,7:45pm start  Mixed Leagues –  7.0 – Sundays 2:15pm arrive, 2:30pm start Fridays6pm arrive, 6:15pm start BHSC - 7:30pm arrive,7:45pm start  8.0 – Sundays4:15pm arrive, 4:30pm start Fridays6pm arrive, 6:15pm start BHSC - 7:30pm arrive,7:45pm start  9.0 – Sundays11:15am arrive, 11:30am start Fridays6pm arrive, 6:15pm start BHSC - 7:30pm arrive,7:45pm start Combo, Combo Mixed, Tri-level and Singles will more than likely stay the same as well – we will discuss the need for change when we get closer to those seasons.

Team Representation  I. ACAC  II. BHSC  III. Fairview  IV. Farmington  V. Forest Lakes  VI. Keswick  VII. Glenmore  VIII. Independent – UVA, Sets in the City, CATS, PVCC, Purple Reign etc.

When Organizing Teams New Self-rated players on your team!? They should rate where they are wanting to play. Ex. 3.5 rate as 3.5 It is highly recommended not to play people up as it skews the ratings!! Please be sure they know how to rate and understand consequences of rating incorrectly Appeal – on line Disqualifications – 3 strikes Promotions – out of level – appeal up

2015 Local League Reminder Rescheduling MUST be due to Weather or a USTA Championship ! DO NOT RESCHEDULE BECAUSE YOU CAN’T FILL A TEAM please form teams with committed players Schedules are Firm!

2015 Local League Reminder  Procedures for rescheduling:  The captain must contact the opposing captain with in 48hrs. (either captain – not home or away)  Reschedule the match with in 7 days of the previous match  You have to be able to arithmetically win the match – not have a full team!!!  If a date time can not be agreed upon, the coordinator will pick a time for the match….

NTRP Rating_ Utilize General & Experienced Player Guidelines New version - go to self-rate on USTA league home page – click – there is a place to click for the guidelines – This is important for all self rating players

Regional Championship Regional information - sent out 3 weeks in advance – DO NOT call the League Manager to find out this information – the coordinators will get it to you! Captains Meeting Information M ust be known & understood.

Regional Championship Draw published exactly 3 weeks in advance. Draw is random – there are no seeds

Regional Championship Brackets are updated as teams are certified.

Regional Championship Hotel blocks open same day Draw is published. Hotel blocks based on prior year occupancy. Do not Overbook.

Regional Championship Teams are required to bring minimum # of players to fill every court!!! 8 for Adult 5 for 2.5 & 5.0

Regional Championship LOCAL LEAGUE WINNERS ARE EXPECTED TO COMPETE AT Regional Be sure your players know dates before they register if you think you have a chance to go to Regional, Sections or Nationals

Regional Championship Regional WINNERS ARE EXPECTED TO COMPETE AT SECTIONALS t

2015 Reminders from League Manager Regional Tournaments  Wildcard Selection criteria:  Complete a four team bracket  ‘Lottery’ method to determine wild card invitation

2015 Reminder Please be RELENTLESS in communicating health concerns due to HEAT and player’s taking responsibility for their well being.

Defaulting Teams during the season Please try to emphasis to your players the importance of committing to your teams.  This is unfair to teams that are working hard to field a full compliment of players…please express to all players the commitment players are making to their own team as well as opposing teams…  MAS rule – 8b. National Regulation 2.03L does not apply with respect to determining a defaulting team’s eligibility to advance to championship play, but does apply insofar as a team matches default affects any other team’s eligibility to advance. All matches played by the defaulting team must be removed from the standings of the round robin where the default occurred. It is the Local League Coordinator’s responsibility to check for full team defaults, and to make any necessary adjustments to the standings when the league has completed play, and before certifying the winning team for advancement to the next championship level.

Consequences of Defaulting a full team match!!  What happens when you default a full match  Team Default match results will be removed FROM STANDINGS for each match during that round  It can conceivably change the standings!!!!  The changes to the standings will not be calculated until AND NOT BEFORE end of season

Leagues cannot exist without two types of volunteers…a league coordinator & Captains. Responsibilities of every Captain…  Read and know the rules of the league in which the team is competing. The captain should play and act in accordance with the rules and the code.  Register your team and make sure your team members register themselves.  Recruit a team and make sure they are qualified and registered before they play.  Schedule team members for matches. Once matches are scheduled, either by the Local League Coordinator or between captains in the case of rain make-ups the captain should ensure all individual matches are played according to the league regulations.  Advise players when they are scheduled and whether they need to bring balls.  Exchange the line-up of the team with the opposing captain before each match.  Timely report scores as required.  Act on behalf of the team in unofficiated matches and file any appeals or challenges. Captains are the responsible parties for rule interpretations and for challenges.  Keep in contact with the Local League Coordinator. If there is any doubt of a match time or schedule, the captain must contact the Local League Coordinator and should not wait for the League Coordinator to call them.

Leagues cannot exist without two types of volunteers…a league coordinator & Captains. Some things Captain’s do (but are not required)…  Schedule and conduct team practices.  Coordinate the hiring of a team coach.  Buy balls for matches – if necessary (collecting money from players).  Put out a newsletter or make a web page to update players on team progress and activities.  Select and order uniforms for the team members.  Call/ and remind players of matches  Bring (or coordinate) refreshments at matches and practices.  Make reservations at championships (if team is a local champion).  Have an end of the season party to celebrate being together.  Use the Team Management Tool (TMT) in TennisLink to keep track of your team(s), match lineups, player availability and practice lineups.

Leagues cannot exist without two types of volunteers…a league coordinator & a Captains. Tips to make a Captain’s life easier…  Develop a schedule for the league based on player availability at the start of the season using your Team Management Tool (TMT).  Note: Players all want and expect to be scheduled equally.  If this applies to your league, collect money for balls and buy them at the start of the season so no one else has to remember to bring them to the matches.  Set up an group of your players to communicate with them about changes to schedule, line-ups, etc. This can be done on Team Management Tool (TMT).  Provide players with a list of names, numbers and addresses of teammates.  Provide players copies of the rules and schedule.  Appoint a co-captain so you don’t have to be at every match.  Encourage the players to view match results in TennisLink.

Acquiring all Rules  National – – pamphlets will no longer be handed outwww.usta.com  MAS –  Virginia – website – bottom of the home page  Charlottesville/Albemarle – website cvilletennisleagues.com

 Requests, Questions and/or Concerns  Answers

Thank you for your time and for supporting USTA Leagues