NYSWCAA Volleyball Policies and Procedures

I. Membership

All varsity head coaches of Volleyball are automatic members as soon as the institution declares Volleyball as a varsity sport and pays the membership fee.

II. Meeting and Voting

A. Meetings

1. Same as Article IX.Sec.2a. and 2b. of the NYSWCAA Bylaws.

2. All meetings shall be conducted under the most current edition of Robert's Rules of Order, Revised.

3. There will be annual meetings; one in January and one in May. The January meeting shall be held in a central location. The May meeting will be held in conjunction with the NYSWCAA annual meetings.

B. Voting

1. A quorum shall be defined as 20% of the voting membership. Any fraction of a number shall be carried to the next number.

2. Twenty percent of the eligible voters shall be required to act on all committee business.

a. All persons desiring proxy must notify chairperson in writing before meeting.

b. A voting member may delegate authority to a proxy with verbal consent of the Chairperson if it is necessary for the member to leave during the meeting.

4. An e-mail vote may be used to determine any committee business.

III. Purposes and Responsibilities

A. Purpose of Volleyball Committee

1. The purpose of the Volleyball Sport Committee shall be to conduct the business and operation of competition in volleyball and to conduct clinics and workshops for NYSWCAA members.

B. Coaches' Responsibility to Committee

1. It is the responsibility of each coach to attend all Sport Committee meetings or to send a proxy. If this responsibility is not met for two consecutive meetings, the member shall lose voting eligibility for a period of one year.

2. Each coach shall e-mail to the area representative the week's results (Saturday to Sunday) and the overall record. This information shall be provided weekly by noon, Monday.

a. First violation - area representative will contact the coach and athletic director of the delinquent school, plus the NYSWCAA volleyball chair, by fax or e-mail no later than 5pm that same Monday of the failure to report. All three parties must then confirm receipt of the violation by return e-mail or fax to the are representative.

b. Second violation - Area representative will repeat above procedure and the NYSWCAA chair will also contact the coach and athletic director by fax or e-mai., concerning the violation. Chair will also inform delinquent school that one more violation will result in that school not participating in the NYSWCAA Championship Tournament.

c. Third violation - School will be informed by the NYSWCAA chair of the 3rd violation and that they will not be able to participate in the tournament.

3. It is the coaches' responsibility to see that their rosters and the schedules have been submitted to all season opponents.

IV. Officers

A. Elected Officers

1. Sports Information Director—term 1 year.

2. Five (5) Area Representatives. Their term shall be 2 years, arranged so that each year 2 terms shall expire.

3. Awards Coordinator - two year term.

B. Duties

1. Sport Chairperson:

a. Same as NYSWCAA Bylaws, Article IX Sec. 1b.(l).

b. Send written notification to the coach and Sports Information Director:

1. of state Championship Host School(s) acknowledging their cooperation and sponsorship.

2. of first, second and third place State Championship teams for their achievements.

c. Chair the Volleyball Steering Committee.

d. Chair the Selection and Seeding Committee

2. Secretary/Treasurer

a. Same as NYSWCAA Bylaws, Article IX. Sec. 1b.(2).

b. To submit a budget report to the Chairperson in January and again by March 1st.

c. Serve on the Steering Committee.

d. Serve on the Grievance Committee.

3. Director of Sports Information

a. Coordinate activities with the NYSWCAA of Public Relations.

b. Collect and distribute volleyball scores and any other information pertinent to the Volleyball Sport Committee via website updated weekly, etc..

c. Volleyball scores will be distributed only to schools submitting scores.

d. Shall coordinate and vote upon weekly player of the week and rookie of the week.

e. Chair the All-state selection committee

f. Chair the Grievance Committee.

g. Coach of the Year

h. All-State Balloting

1. Form an All-state selection committee, chaired by the SID (who cannot vote) to select the All-State teams; Player of the Year; Defensive and Offensive Player of the Years; Rookie of the Year and Coach of the Year.

2. The Committee will be comprised of one representative from each region. Selected by SID chair; no more than one representative from each conference.

f. Shall coordinate and distribute All-State balloting.

1. Each head coach shall nominate up to 3 players by position and supply statistical and other supporting information.

2. Ballots will be sent to head coach

3. Top 12 award winners, 6 honorable mention players and the above listed awards will be announced at the NYSWCAA tournament.

g. Concerns about selection process need to be directed to the SID

4. Area Representative

a. Maintain knowledge of teams within their area, and their strengths relative to teams from other areas.

b. From each coach in their area, collect scores and the coach’s rankings prior to the Selection and Seeding Committee meeting.

c. Meets on the Sunday prior to the Championships to select and seed the 12 teams for the Championship.

d. Notify coaches within their area by phone, on the same Sunday, concerning their team’s selection to the Championship.

e. Assist the SID in ranking teams during the season.

f. Serve on the Steering Committee.

g. Serve on the Grievance Committee.

5. Awards Coordinator

a. responsible for distributing certificates

b. assisting the Sports Information Director in all phases of awards

V. Steering Committee

A. Purpose

The Steering Committee shall have the power to conduct the business of the Volleyball Sport Committee. They may use a mail ballot when the decision of the entire Volleyball Sport Committee is deemed necessary.

B. Membership and Term of Office

1. Sport Chairperson—Two years.

2. Secretary/Treasurer—Two years.

3. Area Representatives.

C. Responsibilities

1. Steering Committee as a whole

a. Report on all business conducted at the annual Sport Committee Meeting.

b. Be responsible for clinics, workshops, information sharing, cross divisional structure and evaluation of the year's programs.

D. Voting

Same as Article II Sec. B, #1-4 of NYSWCAA Volleyball Committee Policies and Procedures.

VI. Grievance Committee

A. Membership

1. Sport Chairperson.

2. Secretary/Treasurer.

3. Area Representatives.

B. Grievances can only be filed when the Policies and Procedures have not been carried out.

C. The Coach filing the grievance must send a written report to the Chairperson of the Grievance Committee, giving specific details, within 5 days (postmarked) of alleged grievable act.

VII. Dual Competition

A. Facilities and Equipment

1. The current NCAA rules shall apply to all competition.

2. Where it is impossible to comply with all NCAA rules because of facility or equipment limitations, the variations shall be specified in the original contract between schools. If unforeseen emergencies arise prior to the contest, the school at fault shall contact its opponent to determine whether the game will be defaulted or played under the new circumstances.

3. The host institution shall provide ice for injuries. Ice shall be at the court during warm-ups and competition. A training facility should be available for use by the visiting team. A representative of the hostess institution who is informed as to injury first aid procedures and facilities at the college shall be available.

B. Officials

1. There shall be two NCAA State or National Officials at each match.

2. If two state or national officials are not available, the hostess team must immediately notify the opponent. Replacement officials must be agreeable to both coaches.

C. Results

1. Each coach shall e-mail to the area representative the week's results (Saturday to Saturday) and the team's overall record. This information shall be provided weekly by noon on Monday.

2. Each host institution shall provide a copy of the official scoresheets to the visiting team upon request.

D. Seeding and Selection Criteria - Schools will be ranked weekly by using the following point System: below, as well as subjectivity by the representatives.

1. Head to Head = 4 points, NYS overall win % = 3 points, NYS strength of schedule = 2 points, Common Opponents = 2 points, Over all Win 5 = 2 points, Over all Strength of schedule = 1 point, Late Season Performance = 1 point

2. The committee will rank 12 teams bi-weekly.

E. Violations

1. A grievance may be filed if any of the above criteria are not met by an institution and its coach.

2. The grievance committee shall determine subsequent action.

VIII. State Championship

A. Division III State Championship

1. Division III will have a 12-team State Championship.

2. The host college will receive an automatic bid in the 12-team championship.

3. Type of Tournament (see Volleyball Appendix B).

4. Requirements of Championship Sites. The Championship site must have a minimum of 2 courts available for play. (See Championship Director’s Handbook)

B.Selection Process

1. A team seeking a bid must play a minimum of 12 matches with NYSWCAA varsity women's teams.

2. The Seeding Committee shall select and seed the 12 teams in the Championship. Seeding will occur the Sunday prior to the State Championship. Scores must be e-mailed to Area Representative by Noon. Failure to report scores will result in disqualification from Championship Tournament.

3. Each Coach/Athletic director applying for the Championship is responsible for notifying the Selection and Seeding Committee prior to the start of the scheduled seeding meeting if they intend to withdraw their team from the Championship. Failure to withdraw at this time, and a subsequent withdrawal after being selected, will result in:

a. loss of championship eligibility for the following year.

b. forfeiture of entry fee.

4. Each Seeding Committee member will subjectively rank 12 plus 2 teams applying for the Championship.

5. Method of Team Selection

a. Subjective Ranking

1. Each selection committee member will subjectively rank 12 plus 2 teams applying for the Championship.

2. The area representatives are expected to know not only the level of play in their area, but also that of all state teams. They should make an effort to phone out-of-state coaches to assist them.

3. Coaches shall assist their area representative by ranking opponents they play.

6. Final Selection of Teams

a. The top twelve teams will be selected by a subjective rating by all committee members using strength of schedule, win-loss record against NYSWCAA opponents, overall win-loss record, and seeding an selection criteria and consideration of bi-weekly rankings.

b. Strength of Schedule can be ascertained by the number of opponents played that are ranked in the top ten to sixteen teams in the state. Multiple contests against the same opponent should be discussed by the committee.

7. Division Championship Seeding

a. The final seeding will be done 100% subjectively. Coaches will receive a copy of the new seeding process by fax of the NYSWCAA tournament information .

C. Additional Procedures for State Championships.

1. Entry fee

a. 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.

b. The entry fee must be sent to the NYSWCAA Treasurer as soon as a team has been selected to participate in the State Championship.

c. The host school shall refund entry fee to schools not receiving a berth within three weeks of the Championships.

2. Regulations

a. Roster shall include the name of head coach and no more than 15 players. The total complement from an institution may not number more than 18.

b. Entry fee and roster should be mailed to the Championship Director by certified mail, return receipt requested, and postmarked no later than 14 days prior to the Championship.

c. Roster Changes

1 . Substitution of team members shall be permitted up to 10 minutes prior to the starting time of any match.

2. Changes of uniform number and/or program corrections will take place in the coaches' and officials' meeting preceding the opening matches. (Note: Points or side out will be declared each time the error is repeated until the coach requests a change from the Protest Committee.)

3. Officials

a. Chair will request a llist of officials from all members and selection committee will choose the number of officials needed for either a 2 or 3 court tournament. The secretary will be responsible for contacting the officials to contract them for the tournament.

b. Officials for the semi-finals and finals shall be assigned after consulting with each participating coach.

4. Rules

a. Current NCAA Volleyball rules shall be used in Championship play.

b. All ground rules will be agreed upon at the pre-Championship coaches' and officials' meeting.

c. The official NCAA ball will be used for the NYSWCAA championship tournament.

d. Use of experimental rules shall be determined and clarified prior to the season by the Steering Committee.

D. Recognition Ceremony

1. Saturday morning before the start of the tournament, the all state team and all other honors will be recognized.

2. The host school will organize the ceremony. All participating teams in the tournament are encouraged to be in attendance at the ceremony.

3. 12 All state athletes and 6 honorable mention athletes will be recognized.

4. Player of the Year, Defensive Player of the Year and Offensive Player of the Year will be recognized.

5. Coach of the Year will be recognized.

E. Awards

1. The 1st place team and each individual member of the institution's traveling party, not to exceed 18, shall receive a NYSWCAA trophy and T-shirt.

2. A trophy for the 2nd and 3rd place teams shall be awarded.

3. Division III will select 12 "All Championship" team members.

4. Selection of All-Championship Team players will be based on the following:

a. Prior to play, each coach will rank three (3) of their own players for possible selection to the All-Championship team.

b. At the conclusion of each match through pool play, each coach will vote for one of their own players and one of their opponent's players.

c. The committee, composed of two knowledgeable volleyball persons, selected by the host institution, who will be present during the final day of play, will rank the top twenty (20) vote-getters at the conclusion of pool play.

d. The committee will use the ranking sheet plus the list from the coaches as a guide through the final day of play.

e. Each of the top four (4) teams will be guaranteed at least one player on the All-Championship team.

f. All-Championship awards shall also be included in the championship budget.

F. Protests

1. Championship Protest Committee shall be composed of the head official and two other officials appointed by the head official and agreed upon by the protesting parties.

2. If a coach wishes to protest the decisions or conduct of an official during the match, she shall be allowed up to five minutes to obtain a ruling from the head official.

3. If the game is then played under protest, the Championship Protest Committee shall make the final decision.

G. Results

The Director of Sports Information, with the cooperation of the Championship Director, shall be responsible for informing the NYSWCAA Executive Director, all Volleyball Sport Committee members, and the Executive Council of the Championship results.

H. Financial Report

The Championship Director must send a financial report to the Sport Coordinator III within two weeks after the State Championship.

APPENDIX A

DIVISION III CHAMPIONSHIP

STRUCTURE

The Championship bracket will use a single elimination format, and also provide for consolation matches for teams that lose a first-round match. This format should provide an opportunity for many more institutions who only have two or three courts available to host the championship.

All twelve teams will be seeded, and byes will be given to seeds one through four. The host teams will be included in the field of twelve teams.

Consolation matches will be played between losses of first-round matches. No team will play more than two matches on either Saturday.

Teams waiting for a match to conclude will be guaranteed twenty-five minutes of warm-up prior to the start of the match. This will be broken up to provide ten minutes of ball-handling, five minutes for each team, and two minutes of serving.

2 Courts

Match Day Time Court

1 F 10:00am 1

2 F 10:00am 2

3 F 12:00pm 1

4 F 12:00pm 2

5 F 2:00pm 1

6 F 2:00pm 2

7 F 4:00pm 1

8 F 4:00Ppm 2

9 F 6:00pm 1

10 F 6:00pm 2

11 S 10:00am 1

12 S 10:00am 2

13 S 12:00pm 1

14 S 12:00pm 2

15 S 3:00pm 2

16 S 3:00pm 1

3 Courts

Match	Day	Time	Court
1	F	10:00	1
2	F	10:00	2
3	F	12:00pm	1
4	F	12:00pm	2
5	F	2:00pm	3
6	F	4:00pm	3
7	F	2:00	1
8	F	2:00	2
9	F	4:00	1
10	F	4:00	2
11	S	10:00am	1
12	S	10:00am	2
13	S	12:00pm	1
14	S	12:00pm	2
15	S	2:00pm	3
16	S	3:00pm	1