NYSWCAA Tennis Policies and Procedures

I. Membership

The Tennis Sport Committee is composed of head coaches of varsity tennis teams. Assistant coaches or coaches of junior varsity teams may attend Sport Committee meetings.

II. Meeting and Voting

A. Provisions for meetings

1. The committee will meet at least twice during the school year and the annual business meeting will be scheduled as a section of the state championship.

2. Each member of the Sport Committee is entitled to discuss, make motions, and vote on matters pertaining to the specific sport. Assistant coaches or coaches of junior varsity teams attending Sport Committee meetings may speak on items and issues, and may serve on committees in that sport. They may not, however, make motions or vote. The Chairperson votes in all matters.

B. Voting

1. Twenty percent constitutes the quorum necessary to conduct official business transactions.

2. A proxy is acceptable.

3. A mail ballot will be used in case there is no quorum.

III. Purposes and Responsibilities

A. The purpose of this committee shall be to encourage, advance, and contribute to the growth of competition in tennis for women in colleges and universities in the State of New York.

B. The committee is responsible to:

1. Provide opportunities for women's varsity competition in Tennis on the state level.

C. Coaches' responsibilities are:

1. Contribute to the functioning of the Committee.

2. Aid in the promotion of the purposes of the Committee.

3. Remain informed of the accomplishments of the Committee.

4. Attend all meetings scheduled for the Committee, whenever possible.

5. Notify Chairpersons of inability to attend meetings and specify proxy.

6. Carry out the policies and procedures of the NYSWCAA when participating in dual competition.

7. Submit current season's results of all dual matches to the Selection and Seeding Committee by the designated deadline.

IV. Officers

A. Nominating Committee-not applicable to Tennis.

B. Elected Officers

1. A chairperson and a secretary/treasurer.

2. Each officer serves for two years or until her successor has been elected. The terms of office are staggered so that each officer is elected in alternating years. The officers take office on June 1st.

3. There are no consecutive elected terms of office for the officers.

4. In the event that an officer cannot complete their term of office, the Executive Council shall appoint a member from the same Sport Committee to complete the unexpired term of office.

C. Duties:

1. Sport Chairperson:

a. provide leadership and direction for her particular sport.

b. submit notification of meeting dates, agendas, and proxy forms to members of the Sport Committee, Athletic Director or voting representative and to NYSWCAA Executive Director.

c. preside at all meetings of the Sport Committee.

d. inform the Executive Council, through the Sport Coordinator 1, of the activities and programs of the Sport Committee, and to comply with directions given to him/her by the Executive Council.

e. submit, at the completion of each college year, and in cooperation with the secretary, a report of the Sport Committee's activities during the year.

f. review yearly the Tennis Committee policies and procedures. Submit changes to the Tennis Committee for discussion.

g. oversee the rotation of the championship site (see VIII. State Championships) during her term of office.

2. Duties of the Secretary/Treasurer:

a. record and distribute minutes of the Sport Committee meetings to the Council members.

b. conduct the correspondence of the Sport Committee.

c. provide information concerning Sport committee competition events between member institutions.

d. keep an accurate record of Sport Committee financial transactions and to submit an annual treasurer's report to the Treasurer of the Executive Council.

V. Steering Committee

A. Purpose of the Steering Committee:

1. to prepare agenda for meetings.

2. to submit minutes of the Steering Committee to all member colleges.

3. to recommend procedures for the conduct of competition.

4. to handle complaints and appeals.

5. to make emergency decisions concerning the program sponsored by the Tennis Sport Committee.

6. this Committee will be the NYSWCAA designated Grievance Committee.

B. Membership and Terms of Office:

1. Steering Committee shall be composed of the following members:

a. Chairperson of the Tennis Committee, the Secretary/Treasurer, Tennis Championship Directors for that year, and Representative-at-large of the Tennis Sport Committee.

VI. Grievance Committee

(See V. Steering Committee, A.6)

VII. Seasonal Competition

A. Written Contracts of Agreement

1. A written contract of agreement should be sent by the host school to each opponent and should contain the following information:

a. Date, time, place, number of single, and doubles matches and any special arrangements concerning the scheduled contest.

b. Notation if the host school does not provide all of the recommended first aid and emergency provisions expected at NYSWCAA tennis matches.

2. This contract should be sent in duplicate: one to the coach or the Coordinator of Athletics and one to be signed and returned to the coach or Coordinator of Athletics of the host school.

B. Number of Contests

1. Each school should decide a maximum number of contests it allows in keeping with its own institution's operating code. To be considered eligible for the state Championship, a college must have a minimum of three scheduled contests during that current academic year.

C. Number of Matches Per Contest

1. A minimum of seven matches must be played per contest. The number of singles and doubles matches per contest should be decided upon by the schools involved. (It is recommended that the NCAA format be followed.)

2. An odd number of matches is strongly recommended.

3. Contracts should be made between colleges for every match. These should be specific regarding the format of play. Contracts can be re-negotiated, if both teams agree, up to five days before a contest. Both coaches should have copies of the contracts with them the day of the match.

D. Cancellations and Forfeits

1. If a team cannot play a scheduled contest and notifies the opponent on or before the fifth day preceding the day of the match, a cancellation would ensue. If the notification is given in less than five days preceding the day of the match, the cancellation would result in forfeit, thus a win for the other team.

2. If a team arrives over twenty minutes late without notifying the host college, they forfeit the match.

3. If a team is short a player on the day of the match, then they forfeit the last singles position and all other players move up in positions.

4. If a player is unable to play her normal position on the day of the match, every effort should be made to find a substitute. The line-up should then be adjusted as players are in positions according to their ability. Normally this would mean the substitute would be playing at the bottom of the line-up.

5. If a team does not bring the correct number of competitors as previously agreed upon by the two schools, then a point will be scored as a forfeit for each individual match not played.

6. Optional repeats are allowed for dual matches.

No repeats: A player may not play both singles and doubles in the same match.

Optional repeats: Singles players may repeat in doubles.

Note: If the above is not specified in the contract, then no repeats will be used.

E. Rain Dates

1. Specific arrangements should be made in advance between the two schools regarding the cancellation of a contest due to inclement weather.

F. Specific Match Regulations or Rules

1. General Procedures

a. Appropriate tennis attire should be worn on the courts.

b. Rules and regulations set up by the host school regarding personal conduct of the players and coaches should be observed at all times.

c. In the event that a team or player is displaying poor game etiquette, this should be called to the attention of both coaches in an attempt to settle the matter as quickly as possible.

d. Only the head coach and assistant coach, as officially designated by the school, are allowed to coach and must follow ITA rules.

e. All spectators should remain outside the playing area and should be reminded by the host school, if necessary, to refrain from loud talking or other forms of distraction.

f. The foot-fault ruling should be adhered to in all matches.

g. If a player feels an opponent is foot-faulting, she is to ask her coach to have the opposing coach warn the offending player. When a coach warns his/her player that she is committing a foot-fault, both coaches should be present during the issuance of the warning so that no coaching occurs at this time. If the violation continues, only the opposing player can request a lineperson.

h. Official ITA rules should be followed at all times. Regular scoring should be used. VASS no-add scoring may be used if both coaches agree.

i. If a coach or team violates the general procedures, the offended coach should talk to the offending coach about the violation. Should this discussion not result in a change of behavior, the offended coach should ask his/her student athletes to stop playing, leave the court and file a protest with the Tennis Grievance committee.

j. Ineligible students may not participate in exhibition matches.

k. Score cards for each court must be provided by the host school.

2. Pre-match Procedures

a. Before warm-up, the players will decide who will serve and receive. They shall go to respective sides for warm-up.

b. Respective line-ups should be exchanged by the coaches prior to announcing the line-up.

3. During Match Procedures

a. The receiver or her partner is responsible for calling Out or Fault on the serve. The server should accept her decision.

b. Spectators or other players on near-by courts should not be asked to make decisions regarding the position of the ball. In the event that a decision cannot be reached on a playing rule, consult one of the coaches.

c. If the position of the ball was not seen by the player who is on the side where the ball would have landed, the ball is considered good. No Let should be played

d. Winners of the matches should report the scores to the appropriate persons and return the match ball.

4. Ethics

a. In the interest of good competition, coaches should play participants in the proper order commensurate with their playing ability.

G. First Aid and Emergency Provisions

1. As adequate provisions during matches, the host school should have available emergency transportation to a hospital, a room for treatment of minor injuries, cold treatment or ice at the playing site, and a blanket.

2. The visiting team is expected to travel with its own first-aid training kit.

3. If the host school does not provide the above minimum, notations of exceptions must be made on the contract for the match.

VIII. State Championships

A. Championship Committee

1. the tennis coach from the two host schools plus the Tournament Director.

B. Structures:

1. Flighted tournament allowing six singles, 3 doubles, optional repeats. 8 Game Pro Set

2. Division III will consist of 16 teams with single elimination, no consolations.

3. ITA Coaching Rules are in effect.

4. The Annual business meeting of the Tennis Sport Committee will be scheduled as a section of the championship.

C. Criteria for Selection to Division III Championships:

1. the Selection and Seeding Committee (consisting of two coaches and tournament director) will choose sixteen teams based on the information provided on the entry forms.

2. the schools are to submit to the selection committee the results of all their dual matches by the designated deadline so specified in the tournament mailing.

3. once the 16 teams are chosen, the Selection and Seeding Committee will notify those teams by telephone of their acceptance.

4. the Selection and Seeding Committee will evaluate strength of schedule, plus win-loss record.

5. the draw and the seeding will be done Thursday evening at the site. This is open for coaches to attend. This meeting is under the direction and leadership of the Tournament Director.

D. Others

1. Sites

a. Division III

1. the championship will be hosted by colleges on an assigned rotating basis. Colleges will be assigned to specific areas. Area switches will be done by vote of the committee membership.

2. each area will host the championship for two consecutive years.

3. Area Assignments:

Capital-

Rochester Southern Tier Hudson Valley

Nazareth SUNY Binghamton SUNY Albany

R.I.T. SUC Cortland SUC New Paltz

U. of Roch. Hartwick R.P.I.

Wells Ithaca Russell Sage

William Smith SUC Oneonta Skidmore

Geneseo Union

Vassar

Central N.Y.C.-

North Country Western Downstate

Clarkson Alfred City College

Hamilton SUC Brockport Hunter

SUC Oswego SUC Buffalo Lehman

SUC Plattsburgh SUNY Buffalo Manhattanville

SUC Potsdam SUC Fredonia New Rochelle

St. Lawrence St. John Fisher N.Y.U.

Keuka Staten Island

SUNY Stony Brook

3. Projected Schedule:

a. the site and directors must be selected prior to the annual meeting in March. This is to be done by the Tennis Chairperson.

b. 1994-1995 Capital-Vassar/Skidmore

1996-1997 Southern Tier

1998-1999 North Country

2000-2001 Rochester

2002-2003 Western

E. Eligibility

1. Any participant entering in the NYSWCAA Championship must be a member of the current varsity team and must have participated in the majority of the institution's tennis season.

2. To assist in determining eligibility, visiting teams must give a current roster to the host college. Both rosters are to be filed and kept by the host college.

3. Scholarship-A student who is on a tennis scholarship is eligible to play in the NYSWCAA State Tennis Championship, provided that she meets eligibility qualifications of her school and NYSWCAA.

4. Participants may enter either singles or doubles. (This allows a singles player who normally plays third to enter doubles with another normally singles player or normally doubles player.) Players should be entered in order commensurate with their ability.

5. Entry deadlines must be postmarked by the date specified by the Tournament Committee. Each Coach/Athletic Director applying to the Championship is responsible for notifying the Selection and Seeding Committee prior to the start of the schedule seeding meeting if they intend to withdraw their team from the Championship.

Failure to withdraw will result in loss of championship eligibility for the following year. An appeal can be directed to the Selection and Seeding Committee.

6. There will be two Championships: one for Divisions I and II and one for Division III. Each Championship will decide on their respective Championship Committees.

F. Entry Fee

1. The maximum entry fee will be recommended by the Sports Committee and approved by the Executive Council. Refer to the Championship Dates section in the NYSWCAA Handbook.

G. Awards

1. Team Trophies-the winning team will receive the official NYSWCAA team trophy and T-shirts based upon the following scoring:

Championship Rounds: two points awarded for each match won. If a player received a bye in the first round, four points are awarded for a win in the second round.

2. Individual Awards

a. each singles flight winner will receive a trophy (1-6).

b. each doubles flight winner will receive a trophy (1-3).

c. the winners of each single flight and each doubles flight at the NYSWCAA championship will be designated for the All-Championship Team.

3. All State Players

a. each coach may nominate three singles players and two doubles teams, for All State honors.

b. vote will be done by mail ballot.

c. coaches may not vote for their own players.

d. players will be ranked 1-12 with twelve points going to top choice. Top six point totals will be first team All State players; the next six point totals will be second team All State, and the 13-18 point total will be Honorable Mention All State.

e. doubles teams will be ranked 1-5 with five points going to top choice. Top three point totals will be first team All State Doubles teams, 4-6 totals will be second team, 7-9 honorable mention.

f. the following information will be provided on each nominee-name(s), position, record, team record, ranking/other.

4. Coach of the Year

a. nominations are solicited. Coaches may nominate fellow coaches for Coach of the Year.

b. ballot is sent out in the same mailing with the All State ballot.

c. vote for one coach-only head coaches may vote.

d. coach with highest number of votes will be named NYSWCAA Coach of the Year.

H. Officials

1. a tournament director, someone not affiliated with a participating team, will be hired to oversee the operation of the Championship.

2. a USTA certified umpire will be hired to be the official referee for the tournament.

3. whenever possible the USTA umpire will be used for the singles and doubles finals.

I. Protest (not applicable to tennis)

J. Results

1. complete results are to be collated and mailed to each participating school. This is to be done by the host school.

K. Financial Reports

1. a balanced budget is to be completed and sent to the Sport Coordinator I prior to the tournament.

L. Other-Championship Results Distribution:

1. to be sent to the participating colleges, Sport Coordinator I, Sports Committee Chairperson, Executive Director, Executive Council.

NYSWCAA Tennis Committee Policies and Procedures

NYSWCAA

Tennis Committee
Policies and Procedures