Rostering 101 – Club Series

Registration Deadlines

There are two very important deadlines for you to remember.  The Team Registration Deadline is first, and it is the date by which you must register your team for the Series by entering a roster of at least 7 players into the online rostering system.  The Finalized Roster Deadline is second, and it is the date on which your registered team can no longer make any more additions to its roster.  Between the two deadlines, you can only make 7 additions to your roster.

For teams wishing to participate in Mixed, Open, or Women's sectionals:
Team Registration Deadline – August 29th at 5PM Mountain Time/7PM Eastern
Finalized Roster Deadline – Tue before your sectionals at 5PM Mountain Time/7PM Eastern

o    Sep. 9th – for Sep. 13-14 sectionals
o    Sep. 16th – for Sep. 20-21 sectionals
o    Sep. 23th – for Sep. 27-28 sectionals

For teams wishing to participate in the Masters Division:
Masters Team Registration Deadline - September 19th at 5PM Mountain Time/7PM Eastern. 
Masters Finalized Roster Deadline - Tue before your regionals at 5pm Mountain Time/7PM Eastern)

o    Sep. 30th – for Oct. 4-5 regionals
o    Oct. 7th – for Oct. 11-12 regionals

As an overview, you will need to follow these basic steps. 

1. Create and fill out a roster with your team and player information using the online rostering system.
2. Submit any waivers and dues owed by your players for 2008 prior to participation in sectionals.
3. Notify your Sectional Coordinator at least 2 weeks before your tournament that you intend to bring a team.
4. NOTE: You MUST use the online rostering system to register your team for the Club Series this year.  You can no longer submit your roster at your sectional tournament, and you cannot turn a roster in to UPA HQ by any other method than through the online rostering system.  Your roster must be entered into the system by the Finalized Roster Deadline (Tue before your sectionals at 5PM Mountain Time/7PM Eastern - see deadlines above) for your team to be eligible to participate in the 2008 Club Series.

Please refer to the checklist below for detailed instructions on online rostering.

Online Rostering
(Club Series events will be opened for online registration near the end of June.)

The online rostering system will allow you to create your team’s roster online by selecting players from the UPA database (using name and UPA ID) and submit it electronically to the UPA.  The system will allow you to immediately see which team members are current UPA members and which have waivers on file, and will alert you to potential conflicts, like players being on multiple rosters and some, but not all, eligibility issues.  UPA staff and team captains will be able to easily access rosters for administrative purposes prior to and during the Series. 

In order to participate in the series, at least 7 players must be entered on your roster through the online system by the August 29th Team Registration Deadline (5PM Mountain Time/7PM Eastern).  Teams may no longer register "late" (after the Team Registration Deadline), but they can make roster additions of up to 7 players by the Finalized Roster Deadline.  Teams participating in the Master's Division, exclusively or in addition to Mixed, Open, or Women's Sectionals, should refer to the 2008 Club Series Guidelines for information on Master's specific deadlines.

To use the online rostering system, click here to get started.  Detailed “how to” instructions are included in the system. A checklist of major steps is outlined below. (Club Series events will be opened for online registration at the end of June.)

On or before the Team Registration Deadline:

1. Collect information from your players including (first/last name, UPA ID, email)
   o    Players can find out their UPA ID by going to www.upa.org/members/login.
   o    If a player is a brand new UPA member and doesn’t have an ID, s/he should go to www.upa.org/members/login and follow the instructions for creating a new account.  The new ID number will be emailed to the player and s/he can give that to the team organizer.
2. Collect team information including (team name, UPA section/region, team contact name and email)
3. Find a computer that is connected to the Internet.
4. Log in to your UPA account to access the Online Rostering system.
   o    To log in, follow the instructions at www.upa.org/members/login.
   o    Click on the "Online Rostering" link on your member account page.
   
5. Follow online rostering instructions for creating a roster and entering players onto your roster.
   o    Include your team name and team contact information.
   o    Include the names and UPA ID's of ALL the people that will be playing with you for sectionals or regionals. If they aren't on your roster they can't play with you. So if you are unsure as to whether someone will be showing up for sectionals or regionals, you should put them on. Once the Finalized Roster Deadline has passed, the roster is finals and you can't add any players for the rest of the Series!!!

On or before the Finalized Roster Deadline:

1. Count the number of players on your online roster. (The team organizer must also be listed as a player if s/he to be eligible to participate as a player on your team.) Be sure that the number matches the total number of players on your team. If it does not, be sure to add or remove the appropriate players before the Finalized Roster Deadline. If the numbers do match, be sure to double-check the players’ names to be sure you don’t have an incorrect person on the roster in place of another player.
   
2. “Submit” your roster via the online rostering system when you are finished entering players. (Click the "Submit" button on your roster page.)
   o    If you want to add players after you submit the roster, you still can, provided it is not after the Finalized Roster Deadline for your event.  If you add players, you will need to resubmit your roster.
   o    You may add a maximum of 7 players after the August 29th Team Registration Deadline, regardless of the number of players that are dropped.  (You may not add any players after the Finalized Roster Deadline…not even for a fee.)
3. Check which players owe dues and waivers for 2008 by using the online rostering system.
4. Make sure you collect all the money you need for dues.
   o    It is best if the captain can collect all the money for UPA dues and then write ONE check to the UPA for all the dues, and note for which players the payment is to apply. If you can't do that, make sure each person writes the check to the UPA and includes their name in the memo field.  Individuals can also pay online with a credit card at www.upa.org/members/login. 
5. Have your team members sign waiver forms. 
   o    Anyone who does not submit a waiver form for the year will not be allowed to participate in the Club Series. Waivers are good for the calendar year in which they are signed, so if HQ already has a waiver on file for you for 2008 you don't have to turn in another waiver.  The online rostering system will indicate whether players need to turn in waivers. 
6. MINORS: If someone on your team is under 18, their parent or guardian must also sign the waiver! Minors also need the chaperone and medical authorization forms filled out. 
   o    A copy of the chaperone form should be mailed to HQ.  A copy should be kept on hand at the event.  The medical release form is the responsibility of the chaperone; it must be brought to each Series event and kept on hand by the chaperone.  This form will allow medical personnel to treat an injured minor without a parent/guardian having to be present.  (Without this form a doctor might not treat an injured minor.)
7. Please mail your dues and waivers to UPA headquarters (address below) so that they are received by Friday, Aug. 29th, 2008. 
   o    Please include a note indicating your team name, division, and section.
   o    Please make sure you indicate who the dues are for with a name and UPA ID number.  (You can print out and make notes on a copy of your online roster to send in with your dues and waivers.)
   o    Please make every effort to mail waivers and dues to the UPA, as it will keep you and your event  coordinator from having to worry about this on the morning of the tournament.  However, if it is within a week of your tournament, do not mail money or waivers to the UPA, as you risk the mail being in limbo when the event comes around.  Instead, you need to (prior to the tournament) 1) collect all waivers from players on your team who have not completed them.  2) collect all dues from players on your team who have not paid and prepare a single check made out to the UPA for all dues for your team, with the team name in the memo section.  3) contact your coordinator to make arrangements to turn in these materials (before the first game)..

Ultimate Players Association
Re: Club Series Dues/Waivers
Division/Section/Team Name
4730 Table Mesa Drive, Suite J-200
Boulder, CO 80305

800-UPA-GETH (872-4384)

If you have any questions, contact your Sectional or Regional Coordinator. (Look at the sectional and regional boundaries if you don't know what section you are in. Cross-check that information with the UPA Contact list to locate your coordinators.)