begin by going to ...page 4 9. if you intend to host the same tournaments in 2014 that you held in...
TRANSCRIPT
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Online Sanction Instructions
Note: The online sanction form contains the information used for your TennisLink tournament
homepage and the TDM program. It is VERY important to confirm that the information is correct!
Begin by going to www.ustaflorida.com
1. Hover your mouse over Youth Tennis on the top menu bar. A drop down menu will display. 2. Click on Tournaments in the drop down menu.
3. Tournaments page opens. 4. Click on TennisLink Searchable Schedule.
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5. Click on LOGIN in the upper right screen area.
a. Login with either tournament director’s USTA number and password or the tournament site’s USTA organizational number and password on file.
b. If the tournament director has not been registered as a tournament director previously contact USTA Florida office to register: [email protected]
c. If the tournament director has not logged into their USTA account, they will need to create an account before continuing.
OR
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6. When login is successful, you will see your name above the USTA logo, LOGOUT replacing LOGIN and you will be on the TOURNAMENTS page.
7. Click on My Tennis Page.
8. Click on the TOURNAMENTS tab to go to Administration. Scroll down on the page to Administration/ My Tournaments. Click on the My Tournaments to see your list of tournaments for 2013.
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9. If you intend to host the same tournaments in 2014 that you held in 2013, you will need to “copy”
the tournaments. Click on the double page icon under Action to get started.
Copy Tournament
a) Select Copy under Action (Double page icon) b) A popup window will display where the date of the tournament has already been populated. c) The dates have been adjusted to the following year (ex: Saturday, July 6, 2013 will be Saturday, July 5, 2014). d) The dates can be modified, as necessary. Complete or modify the necessary fields here. e) Any field marked with a red * asterisk is required before you can move on to the next page. f) Click on the Continue button when complete.
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10. The entire online sanction form will be available to complete or modify the necessary fields. Make sure to go through each tab of the application to confirm information is accurate, including the notes section. You will need to input new banking information if you want entry fees to be directly deposited into your account. This information does not copy year to year. You will also need credit card information for the sanction fee.
New Sanction Form
When submitting a new tournament sanction, click on New Sanction Form under Administration on the right side of the TOURNAMENTS page and follow the directions provided.
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New Sanction Form: Create Tournament 1. Tournament name –
a. Junior tournaments must have level of tournament in the title; i.e. “Level 7” Junior Championship of Daytona Beach (Local); Level 7 formerly Local, etc.
2. Start Date – first day of tournament 3. Organizational USTA number must be current through the last day of the tournament submitted
a. To look it up, click on the Search button and type in the name of the organizational member. 4. Tournament Director’s personal USTA number must be current through the last day of the
tournament submitted a. If not a registered tournament director contact Section office [email protected]
5. To look it up, click on the Search button and type in the name. 6. The person logging in will be listed as the “Prepared by.” 7. Click CREATE TOURNAMENT button.
Tournament Info
1. Name of the tournament: tournament name must include the level of the tournament being submitted; Level 8 (Rookie), Level 7, (Local), Level 6 (Super Series), Level 5 (Designated), or Level 4 (Sectional.)
2. Adult and NTRP should have levels (3.4, 4.0); Designated, State Championship, or USTA National in the title submitted.
3. Notes: The information the player will need to know before the tournament starts; special room rates from host hotels, directions, player party, etc.
4. If the tournament or facility has a separate website, the link is posted on this page. There will be a link on the TennisLink tournament home page.
5. Tournament Type is Non-Team Event for USTA Florida sanctioned tournaments, unless specially noted through the USTA Florida office
6. DO NOT check the box marked TDM Upload Lock. 7. The Action Category is set to Section Event for all USTA Florida tournaments. Click on Add Category
and select Section Event in the drop down box.
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8. If the tournament is to be another category; i.e. “Category 2”, this will be selected by the USTA Florida office.
9. Reusable Messages can be added, but only the login used when the message was created can maintain or delete a message. These messages will carry over to copied sanctions from year to year.
10. Click on the Next Step: Organization button to continue.
Organization
It is very important to keep the information file updated with Membership. The organization membership must be current through the end date of the tournament, otherwise the sanction will not submit for approval.
1. If correct information is to show online, make sure the information provided is accurate. 2. If corrections need to be made, please contact [email protected] or call 1-800-990-8782. 3. Information listed with a gray tennis ball will be posted on the TennisLink tournament website. 4. Click on the Next Step: Contacts button to continue.
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Contacts
1. Make sure the Tournament Director’s membership information is correct. 2. If corrections need to be made, contact [email protected] or call 1-800-990-8782. 3. If a new tournament director contact: [email protected] 4. Referee information is not mandatory on Rookie (L8), or Local (L7) tournaments although it is
requested, if available. 5. Referee information is mandatory for Super Series (L6), Designated (L5), and Sectional (L4)
tournaments. 6. Click on Next Step: Dates button to continue.
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Dates
1. Fill in all required fields denoted by the * asterisk.
2. Include a 2nd choice start date and end date.
3. A third choice is optional.
4. If a 2nd choice start date and end date are not listed, the assumption is that there is no 2nd choice.
5. All entries close times will be listed as 11:59PM. Do not change this time! 6. Click on the Next Step: Entry Info button to continue.
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Entry info 1. Entry Details
a) Entry Type: select Open. b) Player Selection Type: select: Tournament Director Selection Process.
2. Entry Limits: restricts the number of events a player can enter on-line 3. Fees:
a. Entry Fee Description: When the tournament is approved, the Link Team will fill in the fee description with the Active.com registration fee included. $3.00 for fees below $35 and 7.5% + $.50 for fees higher than $35.The fee description is what the player will see on the tournament home page. The tournament director does not fill in the Fee Description box.
b. Entry Fee Method: select Flat Fee (flat fee includes both singles and doubles in a single fee); Used for all junior tournaments.
c. Flat Fee: Enter $ amount.
4. Miscellaneous Fees: extra fee for players 5. Registration
a. When the TennisLink online registration box is checked, the online registration link will be generated automatically according to the Entries Open date. All USTA Florida junior tournaments are required by the Junior Competitive Committee to use online registration.
b. Require Partner # During Doubles Registration. Checking the box will make it mandatory with online registration to require a partner when registering for doubles. If not checked, players will need to contact the Tournament Director to confirm partner.
6. Banking Information a. Select Direct Deposit: entry fees will be directly deposited into a bank account 3 to 5 business
days after entries close and/or tournament director selection has been completed. Enter the correct bank information. It is the tournament director’s responsibility to input the correct bank information.
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b. Select Pay by check: entry fees will be sent by check to the payee at the address listed 2 to 3 weeks after entries close and/or tournament director selection has been completed.
7. Click on NEXT STEP: EVENTS to continue.
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Events
1. Submit the divisions requested for the tournament. 2. Click on the Create Event Group button.
1. Check the appropriate box for the type of tournament; i.e. Adult, Junior, NTRP, Family, Wheelchair, etc.
2. Choose events from Available Divisions by highlighting divisions and click on the right-pointing single arrow to move events to Selected Divisions.
3. Select Draw Type: Single Elimination, First Match Losers Consolation, Round Robin, etc. 4. Select Draw Limit (size);:32 or 64 5. Surface: In order for surface choice to show online, specify the type of surface on the next screen
also. 6. Click Next Step: Draw Types to save information.
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1. The surface type chosen for a specific division will not be viewable to the player. However if two surfaces are chosen (hard and clay), the tournament website will show having both surfaces. Example: Tournament Director chooses Boys 18s to play on hard and Boys 16s to play on Clay. Viewer will only see surface type = Hard, Clay.
2. Draw Limit can be entered, but it does not affect the system at this time. 3. Click the Save and Continue button.
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4. Click on the Event page tab. This page will show what divisions were chosen. If it does not display correctly, click the “edit” button and review process (see steps above under Events).
5. Click on the NEXT STEP: SANCTION FEE button to continue.
Sanction Fee Sanction Info
1. Select button for a Sanctioned event.
Payment Info 2. Select button for either Enter/Modify Credit Card Information or Enter/Modify eCheck
Information.
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3. A window will display to enter credit card information. 4. Click the Save button when finished. 5. Use a credit card with expiration date through Dec. 31, 2013 as the sanctioning process may take
several months to finish. The credit card is not charged the sanction fee until the tournament is approved.
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6. Click Submit For Approval button. A dialog box will display: Please click ok to submit tournament for approval.
7. Click OK and sanction will be submitted.
8. If any part of the sanction form is incomplete, a warning list with links to what is missing will display. Click on the link to return to the page that needs correcting.
9. If everything is correct, the system will return to the tournament list with the tournament listed as Pending.
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Approval Process
The Sanction and Selection Committees, for both Junior and Adult tournaments, will meet several weeks after the September 15th deadline.
A facility will be limited to one (1) USTA Florida junior sanctioned tournament per month, subject to approval (Local - Level 7, Super Series - Level 6, does not include Designated – Level 5 or Sectional – Level 4 events). A second tournament can be applied for and approved as long as it is a different level and it does not overlap with another event within the same region, either the week before or week after. Tournament directors, who submit more than one request during a month, must send an e-mail with a written explanation to [email protected], USTA Florida and/or the Sanctioning Committee, listing the order of preference. If a facility/tournament director submits more than 2 applications for the same month, a written request for an exception must be submitted detailing the reasons to the Sanctioning Committee for approval.
These are some of the criteria used in making the selections:
1. History of the tournament site and/or tournament director a. Number of players in past tournaments b. Experience of tournament director and staff c. Knowledgeable in the USTA Florida Rules and Regulations d. Tournament director has run successful events – highly recommended by players, parents, and
coaches. 2. 2013 tournament survey results 3. Meets the criteria listed in the “Standards of Excellence” – Junior tournaments only
4. Submitted the mandatory Tournament Director Quiz: 2014 Tournament Director Quiz 5. Levels of tournaments are determined:
a. Experience of tournament director b. Quality of all tournament sites used, including home and satellite sites c. Standards of Excellence criteria exceeded
6. New tournament sites and/or tournament director may receive one (1) Junior tournament and/or one (1) Adult tournament for 2013 to be determined by the Sanction and Selection Committee upon review of online sanction and supplemental bid form information.
7. Number of tournaments in the Region based on population of tournament players. 8. After the Sanction and Schedule Committees have reviewed all tournament bids, the on-line
administrative approval process begins and the tournaments will display in the tournament director/tournament site administration website as:
a. Approved b. Rejected
9. When tournament is listed as “Rejected” click on the “Rejected” link to view why the tournament was rejected which could be for various reasons:
a. Not a fit for the schedule b. Too many tournaments in the Region c. Not enough player participation in region to quantify level of tournament. d. Credit Card declined – please contact the section office if you see this e. Did not submit the mandatory 2014 Tournament Director Quiz
If there are any tournaments listed as “Incomplete,” this means something is missing in the sanction form and it will not be considered for sanctioning. All tournaments being submitted for review must be listed as “Pending.” Thank you for your interest in becoming a tournament directors and/or tournament site for the 2014 tournament season. We look forward to working with you to make your tournament a great experience for USTA Florida tournament players.