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Volleyball Alberta Signing Policy

  1. Benefits
  2. Definitions
  3. Information for Athletes & Parents
  4. Information for Clubs
  5. Important Dates
  6. Tryout Period Policies
  7. 13-15U Tryout Period for Clubs in Edmonton & Surrounding Areas
  8. Scouting & Recruiting Policy of School Athletes by Volleyball Clubs
  9. Adherence Policy
  10. Early Signing Form
  11. Tryout Period Signing Form
Signing Policy Infographic 

Click on the image above to open a PDF.

Please be advised that teams are required to submit player positions.

Benefits:

Volleyball Alberta (VA) adopted an official Signing Policy using an offer & commitment process beginning in 2018 season and carrying forward to the 2019 season. The following reasons outline the decision to adopt the new policy:

  • To create transparency for athletes, families and clubs
  • To alleviate stress on athletes, families and clubs
  • To provide clubs sufficient time to assess their team needs & organize tryouts accordingly
  • To provide athletes & families an opportunity to explore & gather information
  • To provide time for athletes & families to make an informed decision

Definitions:

  • Indoor Season of Play: The period of time between the start of the Tryout Period and end of the indoor season (November 26, 2018 to May 31, 2019).
  • Beach Season of Play: The period of time after the Indoor Season of Play until the end of the beach season (June 1, 2019 to August 31, 2019).
  • Open Period: Starts June 1, 2018 which is the date when athletes (16U, 17U & 18U Age Categories) and parents can seek out information about clubs & coaches, and when clubs can communicate with athletes and families about the upcoming season.  
  • Offer Period: Starts July 1, 2018 which is the date clubs can provide formal written offers to athletes in the 16U, 17U, & 18U age categories.  Offers can be made July 1-Sept 3 for the first Early Signing Period, and Sept 9-Oct 7 for the second Early Signing Period.
  • Early Signing Period: The period of time when athletes (16U, 17U & 18U Age Categories) are eligible to sign offers (September 4 – 8, 2018 & October 8 – 12, 2018).
  • Tryout Period: The period of time between the first day of tryouts (Monday, November 26, unless otherwise specified) & the Signing Date. The signing date is at the end of the Tryout Period. The signing date is December 2, 2018, unless otherwise specified.
  • Signing Date: The date club's can sign athletes after the tryout period. The signing date is December 2, 2018, unless otherwise specified.
  • Offer: The act of a formal written offer for a team position from a club to an athlete using the Volleyball Alberta Signing form.  Offers are specific to each Early Signing Period & expire at 11:59pm on the last day of that signing period. Offers during the Tryout Period expire at 11:59pm, 3 days after the offer is given. (Ex. Athlete receives an offer on November 26 during the Tryout Period. The offer expires at 11:59pm on November 28.)
  • Commitment: The act of signing the Volleyball Alberta Signing form during the Signing Period and/or the Volleyball Alberta Commitment Form on the Signing Date after the Tryout Period. Please note: Verbal commitments are not recognized by Volleyball Alberta. Teams are only eligible to make written offers to a maximum of 12 athletes during the Offer Period prior to the Tryout Period.

Information for Athletes & Parents:

  • June 1, 2018, is the beginning of the Open Period, the date when athletes (16U, 17U, & 18U Age Categories ONLY) and parents can seek out information about clubs & coaches, and when clubs can communicate with athletes and families about the upcoming season.
  • July 1, 2018, is the beginning of the Offer Period when clubs can make formal written offers, July 1-Sept 3 for the first Early Signing Period and Sept 9-Oct 7 for the second Early Signing Period. The Early Signing Period is for ATHLETES competing in the 16U, 17U & 18U age categoriesAthletes competing in the 13U, 14U & 15U Age Categories will use the Tryout Period process. Athletes are eligible to receive offers from multiple clubs during the Offer Period.  Athletes should decline offers (using the preferred Declined Offer Notification section at the bottom of the Signing Form) from a club they are not able to play with as soon as possible, so the club can make an offer to another athlete. Athletes & their families are not obligated to sign offers presented to them & still retain the ability to try out for other club teams during the Tryout Period.
  • Athletes competing in the 16U, 17U & 18U age categories are allowed to sign an offer during the Early Signing Periods:
    • 1st Early Signing Period: September 4, 2018 – September 8, 2018
    • 2nd Early Signing Period: October 8, 2018 – October 12, 2018
    • Offers expire at 11:59p.m. on the last day of the Early Signing Period (Sept. 8 & Oct. 12)
  • No formal offers may be made during the Early Signing Periods.
  • Clubs are required to post updated rosters (full name and position) for all signed athletes on their website (or social media site) by September 12, 2018 & October 16, 2018. Clubs signing athletes must have either a website or social media page.
  • No formal offers may be made to athletes between October 12 and the start of the Tryout Period (November 26, 2018). The signing date will be confirmed in July 2018. Formal offers made during the Tryout Period expire at 11:59p.m. on the Signing Date.
  • Athletes choosing not to sign an offer during either the Early Signing Period will enter the Tryout Period. These athletes can try out for other club teams during this time.
  • For all athletes entering the Tryout Period, please review the below Tryout Period Policies
  • Clubs and athletes are not obligated to use the Early Signing Period and may continue to use the tryout period to explore all options.
  • No further communication or contact from other clubs can be made with an athlete once they have signed.

Information for Clubs:

  • Clubs must be registered with Volleyball Alberta for the current club year PRIOR to distributing offers to athletes.
  • The Open Period starts June 1, 2018, clubs can begin to speak with athletes in the 16U, 17U, 18U age categories and parents about their programs for the upcoming season.
  • Formal written offers using the Volleyball Alberta Signing form can be made beginning July 1, 2018. Offers can be made to athletes competing in the 16U, 17U & 18U age categories ONLY. Athletes competing in the 13U, 14U & 15U Age Categories must wait for the Tryout Period.
  • Athletes can ONLY sign an offer during the Early Signing Periods:
    • 1st Early Signing Period: September 4, 2018 – September 8, 2018
    • 2nd Early Signing Period: October 8, 2018 – October 12, 2018
    • Offers expire at 11:59p.m. on the last day of the Open Signing Period (Sept. 8 & Oct. 12)
       
  • No formal offers may be made during the Early Signing Periods.
  • Once the athlete accepts an offer, they must sign the Volleyball Alberta Signing form.
  • Teams are only allowed to sign a maximum of 12 athletes prior to the Tryout Period.
  • The athlete is required to sign the Volleyball Alberta Membership Waiver Form and the Athlete Code of Conduct & submit it to the club.
  • Athletes and clubs are required to keep a copy of ALL forms (Volleyball Alberta Signing Form, Volleyball Alberta Membership Waiver Form & Athlete Code of Conduct).
  • Clubs need to ensure signed athletes are registered in the Volleyball Registration System (VRS-Goalline) using the 2019 CLUB EARLY SIGNED ATHLETE FORM REGISTRATION (form will be live starting September 10) by September 12, 2018 & October 16, 2018.
  • Clubs are required to post updated rosters for all signed athletes on their website (or social media site) by September 12, 2018 & October 16, 2018. Clubs signing athletes must have either a website or social media page.
  • Any club failing to adhere to this request is subject to an investigation by Volleyball Alberta. Please review the Adherence Policy below to understand the potential sanctions.
  • No formal offers may be made to any athletes between October 12 and the start of the Tryout Period (November 26, 2018). The Signing Date is at the end of the Tryout Period. The signing date is December 2, 2018, unless otherwise specified. Formal offers made during the Tryout Period expire at 11:59pm 3 days after the offer is given. (Ex. Athlete receives an offer on November 26 during the Tryout Period. The offer expires at 11:59pm on November 28.)
  • Clubs and athletes are not obligated to utilize the Early Signing Period and may continue to use the tryout period to explore all options.
  • No further communication or contact from other clubs can be made with an athlete once they have signed.

Important Dates:

Volleyball Alberta has outlined important dates related to our Signing Policy:

  • Open Period starts June 1, 2018: The date when athletes (16U, 17U, & 18U Age Categories) and parents can seek out information about clubs & coaches, and when clubs can communicate with athletes and families about the upcoming season.
  • Offer Period starts July 1, 2018: Formal written offers can be made July 1-Sept 3 for the first Early Signing Period, and Sept 9-Oct 7 for the second Early Signing Period.
  • Early Signing Periods for 16U, 17U & 18U age categories are:
    • 1st Early Signing Period: September 4, 2018 – September 8, 2018
    • 2nd Early Signing Period: October 8, 2018 – October 12, 2018
    • Offers expire at 11:59p.m. on the last day of the Early Signing Period (Sept. 8 & Oct. 12)
  • Athletes may not sign with clubs between October 12, 2018 and the Signing Date, after the Tryout Period. 
  • The Tryout Period starts the 1st Monday after ASAA Provincials (November 26, 2018)
  • Signing Date is at the end of the Tryout Period. The signing date is December 2, 2018, unless otherwise specified.
  • Season of Play ends May 31, 2019.

Tryout Period Policies:

  • The Volleyball Alberta season of play begins on the Monday after the Alberta Schools’ Athletic Association (ASAA) Provincial Championship (November 26, 2018) and ends on May 31, 2019.

Volleyball Alberta strongly recommends: Clubs DO NOT facilitate any programs during the school season to prevent athlete participation overlapping between the two volleyball seasons.

  • Tryouts may not commence until the Monday after the Alberta Schools’ Athletic Association (ASAA) Provincial Championship.
  • At the start of the upcoming club season (June 1), athletes and parents are encouraged to seek out information about different club programs. Frequently asked questions include: club philosophy, coaching philosophy, coaching certification, tryouts, team fees (and an outline of what’s included), practice times/locations, tournament schedules, travel arrangements, club refund policy and extra fees.
  • Athletes have the right to register with any club and are free to tryout for any team until they have officially signed with a club. Athletes are committed on a yearly basis only and are free to play with another club or team the following season.
  • The athlete and parent/guardian must sign the necessary documents to make an official commitment to the club. No further communication or contact from other clubs can be made with an athlete once they have signed. The athlete is committed to that club for a minimum of one season (Signing Date until May 31).
  • Verbal commitments made at any time are strictly informal as signing the Volleyball Alberta Commitment Form on the Signing Date is the only binding contract recognized by Volleyball Alberta.
  • If a club is not able to accept all players interested in their program, please direct them to another club/program where they might play. Together we can ensure as many athletes as possible find a place to play and train.
  • In order to change clubs during the season, a player must request a release from their club administration prior to competing for another team/club. The release must be emailed immediately to Volleyball Alberta at info@volleyballalberta.ca  so the athlete’s transfer can be completed.
  • The tryout period begins on Monday November 26, 2018. The signing date is the final day of the Tryout Period. Tryouts may continue after the signing date until all teams have filled their remaining positions. Clubs may not collect any deposits for club fees until the signing date (or later) excluding a tryout fee.
  • For the 13U, 14U & 15U age categories, all tryouts will remain open and athletes will only be able to sign on the Signing Date after the Tryout Period.
  • Exception: Any areas that have a City or Regional Junior High School Championship after this start date may start their 13U/14U/15U tryout period on the Sunday following the event. 

13-15U Tryout Period for CLUBS IN Edmonton & SURROUNDING AREAS (TO BE CONFIRMED FOR 2018):

  • Edmonton Public Schools Athletics has their 2017 City Championships November 30 - December 1.  As a result of this later date, the 13U-15U club tryout period is Sunday, December 2 – Sunday, December 8 (Signing Date), 2018.
  • Edmonton’s surrounding area will include Ardrossan, Beaumont, Calmar, Devon, Fort Saskatchewan, Leduc, Morinville, St. Albert, Sherwood Park, Spruce Grove, and Stony Plain

Scouting & Recruiting Policy of School Athletes by Volleyball Clubs:

Volleyball Alberta strongly encourages the volleyball community to work cooperatively to ensure all volleyball participants have a positive experience by following these principles and rules.

  1. Athletes, parents, club, and team representatives are free to communicate after June 1, 2018.  A  parent should be present during any information exchange between a club and athlete.
  2. Volleyball Alberta club or team representatives may not contact an athlete during school hours, practices, tournaments or league/exhibition games. They may do so after these activities but must have the permission of the athlete’s coach and/or parent(s) first before approaching the athlete.
  3. Occasionally a player may initiate contact with a club coach.  If this is done during school hours, practices, tournaments or league/exhibition games; then it is the club coach’s responsibility to inform the athlete they can have a conversation after the activity and once they have received the coach and/or parents’ permission.
  4. Scouting and recruiting for the 2019 season can begin on June 1.
  • No communication or recruiting of club athletes can occur from the end of the National Championships until May 31, 2019.
  • Clubs are strongly encouraged NOT to facilitate any programs during the school season to prevent athlete burnout, overtraining, and/or overuse injuries.

Adherence Policy:

Volleyball Alberta reserves the right to investigate any possible tryout infractions regardless of how VA learns about the incident. This is a self-policing policy and all VA members are obligated to report any infractions and cooperate fully with the investigation. If Volleyball Alberta determines an offense has occurred, any one or a combination of the following sanctions will be taken, depending on the severity of the offense:

  • Letter of reprimand.
  • Fine of up to $1000.
  • Suspension for up to one year from all Volleyball Alberta events, beginning from the date when the investigation concluded to the individual, team or club.
  • Indefinite suspension from Volleyball Alberta events, beginning from the date when the investigation concluded to the individual, team or club.
  • Individuals, teams, or clubs suspended for more than one year must apply in writing for reinstatement as a member in good standing. Approval for reinstatement will be contingent upon a full review of the application by Volleyball Alberta.

When reporting a possible infraction please include the following information:

  • Date of infraction
  • Offending club
  • Any type of non-subjective documentation that supports a violation to the policy, which includes but is not limited to:
    • Website links
    • Emails and or texts
    • Publications (newspaper ads, flyers etc.)
    • Receipts
  • Contact information for the person reporting the incident

All questions or reports of infractions can be forwarded to Jim Plakas at jplakas@volleyballalberta.ca

An individual, team or club may appeal a sanction through the Volleyball Alberta Appeals Policy.