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Volleyball Alberta Signing Process

2021 Signing Process

Posted: October 9, 2020

Volleyball Alberta (VA) has adopted an official Signing Process using an offer & commitment process for the 2021 season. The following reasons outline the decision to adopt the new COVID-19 policy:

  • Due to COVID-19 restriction & guidance in Alberta’s Sport, Physical Activity and Recreation relaunch documents
  • Due to facility access challenges
  • Due to safety considerations

Due to the uncertainty of gathering sizes and limitations to facility availability, holding tryouts may post a significant challenge for Clubs, risk to our membership, and be against AHS guidelines.  Volleyball Alberta encourages Clubs to re-sign & open sign as many athletes as possible (maximum of 12 per team) so the need for tryouts is minimized.

Clubs are not permitted to utilize open gyms & identification sessions during the re-signing & open signing periods.  Large participation “high turnover/short-term” formats contradict the newly adopted COVID-19 Signing Policy.  Pre-established fall programs (mini-leagues, etc.) are exempt because they are a current sport cohort for the athlete.  Additional cohorts are not being added, so these are permitted to continue with the recommendation they finish by November 15, allowing a fourteen-day period is in place prior to the start of the indoor season.

Volleyball Alberta Members are obligated to report any potential infractions. If it is determined that an offense has occurred, the Volleyball Alberta Discipline & Complaints Policy will be placed in effect. For more information on Reporting a Potential Infraction.

  1. Benefits
  2. Definitions
  3. Important Dates
  4. Registration Requirements
  5. Re-Signing Period
  6. Open Signing Period
  7. Tryout Period & Policies
  8. Scouting & Recruiting Policy of School Athletes by Volleyball Clubs
  9. Reporting a Potential Infraction
  10. 2020-21 Club Season: Signing Form
  11. PDF Version: 2020-21 Volleyball Alberta Signing Process (Links to registration forms are not live)

Benefits:

Volleyball Alberta (VA) has adopted an official Signing Process using an offer & commitment process for the 2021 season. The following reasons outline the decision to adopt the new COVID-19 policy:

  • Due to COVID-19 restriction & guidance in Alberta’s Sport, Physical Activity and Recreation relaunch documents
  • Due to facility access challenges
  • Due to safety considerations

Definitions:

Indoor Season of Play

  • The period of time between the start of the Tryout Period and end of the indoor season.

Development Season of Play

  • The period of time permitting clubs to train as teams within the Volleyball Alberta season of play.

Competitive Season of Play

  • The period of time permitting clubs and teams to compete within the Volleyball Alberta season of play.

Beach Season of Play

  • The period of time after the Indoor Season of Play until the end of the beach season.

Athlete Wellness Period

  • The period of time from June 1, 2020 to the start of the Re-Signing Period.
  • No formal offers can be made during this period.

Re-Signing Period

  • The period of time that clubs may make formal offers to ATHLETES REGISTERED WITH THAT CLUB IN THE PREVIOUS SEASON.
  • Clubs must be registered & approved prior to re-signing athletes.

Administrative Time

  • The period of time between the end of Re-Signing Period and the start of the Open Signing Period
  • The period of time between the Open Signing Period and the Tryout Period
  • Clubs must register all signed athletes on the Volleyball Alberta GoalLine website & post them on their website/social media outlets.

Open Signing Period

  • The period of time when athletes (14U, 15U, 16U, 17U & 18U) are able to receive formal offers from clubs.
  • Clubs must be registered & approved prior to re-signing athletes.

Tryout Period

  • The period of time between the first day of tryouts & when teams are selected.
  • Tryouts should be facilitated utilizing physically distanced models to promote a healthy & safe environment for all athletes to safely participate in more than one tryout.

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 Tryout Period & expire:
    • 2 days after the offer is provided at 5:00pm
    • 5:00pm on the last day of that signing period
    • Whichever of the time periods comes first

Commitment

  • The act of signing the Volleyball Alberta Signing Form during the Re-Signing Period, Open Signing Period and/or during the Tryout Period. Please note: Verbal commitments are not recognized by Volleyball Alberta. Teams are only eligible to sign a maximum of 12 athletes.

Important Dates:

Athlete Wellness Periods
Activity Start Date End Date
Athlete Wellness Period June 1, 2020 November 28, 2020
Timelines
Activity Start Date End Date
Re-Signing Period November 1, 2020 November 7, 2020
Administrative Time November 8, 2020 November 14, 2020
Open Signing Period November 15, 2020 November 25, 2020
Administrative Time November 26, 2020 November 28, 2020
Tryout Period November 29, 2020 Completion of team selections
Season of Play
Activity Start Date End Date
Indoor Season November 29, 2020 May 31, 2021
·         Development Season December 1, 2020 May 31, 2021
·         Competition Season January 30, 2021 May 31, 2021
Beach Season June 1, 2021 August 31, 2021

Registration Requirements:

Registration
Activity Start Date End Date
Club Registration September 1, 2020 3 Days prior (Oct 29 // Nov 12)
Club Approval (NEW Process) September 1, 2020 3 Days prior (Oct 29 // Nov 12)
·          Clubs must be registered with Volleyball Alberta for the current club year PRIOR to signing athletes or establishing tryouts in the Tryout Period.
Recreation Player Registration September 1, 2020 October 31 // November 15

·         Athletes must be registered with Volleyball Alberta for the current club year PRIOR to signing with a club and/or attending tryouts during the Tryout Period.

Re-Signing Period:

Re-Signing Period
14U – 18U ONLY
Activity Start Date End Date
Re-Sign Athletes November 1, 2020 November 7, 2020

Clubs must be registered & approved prior to re-signing athletes

Teams are only allowed to sign a maximum of 12 athletes.

·         Clubs may make formal offers to ATHLETES REGISTERED WITH THAT CLUB IN THE PREVIOUS SEASON.

·         Clubs signing athletes must have either a website or social media page.

·         Athletes & their families are not obligated to sign offers presented to them & still have the ability to sign with another club team during the Open Signing Period OR try out for other club teams during the Tryout Period.

·         Once an athlete accepts an offer, they must sign the Volleyball Alberta Signing Form & submit it to the club.

·         Clubs are required to verify completion of ALL forms (VA Membership Consent Form Package) prior to signing.

·         No further communication or contact from other clubs can be made with an athlete once they have signed.

·         This agreement may be voided if there is a significant change to the terms and/or extenuating circumstances. Athletes and/or Clubs would have to apply to Volleyball Alberta (jplakas@volleyballalberta.ca) to request the agreement be voided and therefore be released from the club.

·         Clubs need to ensure signed athletes are registered in the Volleyball Registration System (VRS-Goalline) using the 2021 SIGNED ATHLETE FORM REGISTRATION by November 14 (form will be live starting November 8). Clubs are required to post updated rosters for all signed athletes on their website (or social media site).

·         Clubs may collect deposits during the Re-Signing & Open Signing Periods for 14U, 15U, 16U, 17U & 18U athletes. A maximum of 25% of the declared development season club fee is non-refundable if the contract is voided by the start of the Tryout Period. Clubs are required to declare the club fee amount on the signing forms.

·         Clubs are prohibited from accepting a payment for a club volleyball expense through a 3rd party.

·          Athletes choosing not to sign an offer during the Re-Signing Period or the Open Signing Period will enter the Tryout Period. These athletes can try out for other club teams during this time.

Open Signing Period:

Open Signing Period
14U, 15U, 16U, 17U & 18U Age Classes ONLY
Activity Start Date End Date
Open Signing Period November 15, 2020 November 25, 2020

Clubs must be registered & approved prior to the Open Signing Period

Teams are only allowed to sign a maximum of 12 athletes

·         The Open Signing Period is when clubs may make offers to ATHLETES competing in the 14U, 15U, 16U, 17U & 18U age categories ONLY.

·         Athletes competing in the 13U Age Class will use the Tryout Period process.

·         Formal offers made during the Open Signing Period expire at:

o    5:00pm, 2 days after the offer is given. (Ex. Athlete receives an offer on November 15 during the Tryout Period. The offer expires at 5:00pm on November 17.)

o    5:00pm on the last day of the Open Signing Period (November 25, 2020).

·         Athletes are eligible to receive offers from multiple clubs during the Open Signing Period.

·         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.

·         Once an athlete accepts an offer, they must sign the Volleyball Alberta Signing Form & submit it to the club

·         Clubs are required to verify completion of ALL forms (VA Membership Consent Form Package) prior to signing.

·         No further communication or contact from other clubs can be made with an athlete once they have signed.

·         This agreement may be voided if there is a significant change to the terms and/or extenuating circumstances. Athletes and/or Clubs would have to apply to Volleyball Alberta (jplakas@volleyballalberta.ca) to request the agreement be voided and therefore be released from the club.

·         Clubs signing athletes must have either a website or social media page.

·         Clubs need to ensure signed athletes are registered in the Volleyball Registration System (VRS-Goalline) using the 2021 SIGNED ATHLETE FORM REGISTRATION by November 28 (form will be live again starting November 26). Clubs are required to post updated rosters for all signed athletes on their website (or social media site). If you registered the team during the first re-signing period, see paragraph below. 

·         Teams that registered athletes during the first re-signing period must add new players signed during this second open-signing period by adding them to the existing team roster. Coaches must do this by logging in to their Goalline account and use the roster edit ‘edit team information’ feature; [roster edit guide click HERE]. Please do not submit a second ‘2021 signed athlete form’ for the same team using the ‘registered here before’ button; this will create a duplicate team registration. (clarification posted Nov. 28)

·         Clubs may collect deposits during the Re-Signing & Open Signing Periods for 14U, 15U, 16U, 17U & 18U athletes. A maximum of 25% of the declared development season club fee is non-refundable if the contract is voided by the start of the Tryout Period. Clubs are required to declare the club fee amount on the signing forms. Clubs are prohibited from accepting a payment for club volleyball expenses through a 3rd party.

  • Clubs are prohibited from accepting a payment for a club volleyball expense through a 3rd party.
  • Athletes choosing not to sign an offer during the Re-Signing Period or the Open Signing Period will enter the Tryout Period. These athletes can try out for other club teams during this time.

Tryout Period Policies:

Tryout Period - All Age Classes

Volleyball Alberta is postponing the Tryout Period until January 2021.

To read the full update from Nov. 27, 2020, click HERE

Activity Start Date End Date
Tryout Period November 29, 2020 (postponed) Completion of team selections

Clubs must be registered & approved prior to the Tryout Period

Teams are only allowed to sign a maximum of 12 athletes

·         Tryouts should be facilitated utilizing physically distanced models to promote a healthy & safe environment for all athletes to safely participate in more than one tryout

·         Be mindful of the number of athletes attending your tryouts as it relates to facility occupancy guidelines

·         Formal offers made during the Tryout Period expire at 5:00pm, 2 days after the offer is given. (Ex. Athlete receives an offer on November 29 during the Tryout Period. The offer expires at 5:00pm on December 1.)

·         Please review the remaining Tryout Period Policies

·         Clubs need to ensure signed athletes are registered in the Volleyball Registration System (VRS-Goalline) using the 2021 SIGNED ATHLETE FORM REGISTRATION as soon as your team formation is complete. If you registered the team during the first re-signing period, or second open-signing period, see paragraph below. 

·         Teams that registered athletes during the re-signing period or open-signing period must add new players signed by adding them to the existing team roster. Coaches must do this by logging in to their Goalline account and use the roster edit ‘edit team information’ feature; [roster edit guide click HERE]. Please do not submit a second ‘2021 signed athlete form’ for the same team using the ‘registered here before’ button; this will create a duplicate team registration. (clarification posted Nov. 28)

Season of Play
Activity Start Date End Date
Indoor Season of Play November 29, 2020 May 31, 2021
Beach Season of Play June 1, 2021 August 31, 2021

Reporting a Potential Infraction

 

Volleyball Alberta Membership Categories:

Age Classes
 13U - Sept. 1, 2007 to Dec. 31, 2008
 14U - Sept. 1, 2006 to Dec. 31, 2007
 15U - Sept. 1, 2005 to Dec. 31, 2006
 16U - Sept. 1, 2004 to Dec. 31, 2005
 17U - Sept. 1, 2003 to Dec. 31, 2004
 18U - Sept. 1, 2002 to Dec. 31, 2003

 

For 2021 Club Nationals, 18U Age Category ONLY:

A team roster for the 18U category can include 2 athletes born from Jan 1-August 31, 2002, with the following restriction:

Athletes are NOT permitted to be part of any USport, CCAA or other Post-Secondary volleyball program for the current season (Sept 2020-May 2021)

 

Definition of Post-Secondary:

Part of a Post-Secondary Volleyball program is defined as training in whole or part with team members of the post-secondary institution that they are attending. If an athlete is attending a post-secondary institution, verification shall be confirmed by the Head Coach of the program. This would include any athlete regardless of their post-secondary eligibility, including those commonly referred to as red-shirts. This does not include intramural programs or club programs within a post-secondary institute.

Tryout Period Policies

  1. The Volleyball Alberta indoor club season of play begins on Sunday November 29, 2020 and ends on May 31, 2021.
  2. Tryouts and training may not commence until Sunday November 29, 2020.
  3. At the start of the upcoming club season, 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.
  4. 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.
  5. 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 (Tryout Period until May 31).
  6. 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.
  7. 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.
  8. 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 jplakas@volleyballalberta.ca so the athlete’s transfer can be completed.
  9. The tryout period begins on Sunday November 29, 2020. 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 age class, all tryouts will remain open and athletes will only be able to sign during the Tryout Period.

    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 the Re-Sign Athlete Period.  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.

    Reporting a Potential Infraction:

    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 complaints can be forwarded to Jim Plakas at jplakas@volleyballalberta.ca

    Volleyball Alberta reserves the right to investigate any possible infractions regardless of how VA learns about the incident. All VA members are obligated to report any infractions and cooperate fully with the investigation. If Volleyball Alberta determines an offense has occurred, the Volleyball Alberta Discipline & Complaints Policy will be placed in effect.

    The Volleyball Alberta Discipline and Complaints Policy can be found & reviewed on the Volleyball Alberta website.