2018 USTA Charlottesville/Albemarle Captains/Pro Meeting February 13, 2018 Glenmore Country Club

1. 2018 USTA Charlottesville/Albemarle Captains/Pro MeetingFebruary 13, 2018Glenmore Country Club

2. 2018 Charlottesville Ambassadors • Nancy Holt -Contact information : 434-242-1230(c ), 434-978-1021(h) or holttennisleagueservices@gmail.com • Patrick Kearns - Contact information: 434-531-8876 or patrickkearnstennis@gmail.com • Beverley Garbaccio - Contact information: bgarbaccio@gmail.com 434-770-2451 • All Team Registration and information will be on the local league website: cvilletennisleagues.com

3. Who’s Coordinating which leagues? • Nancy Holt: • Adult 18 & over mixed • Adult 18 & over women • Adult 40 & over women • Combo – Women & Men • Combo Mixed • Patrick Kearns: • Adult 18 & over men • Adult 40 & over men • Singles – Women & Men • Beverley Garbaccio: • Adult 40 & over mixed • Adult 55 & over • Adult 55 & over Mixed • Tri-level – Women & Men • Tri-level Mixed

4. 2018 Timeline for Charlottesville USTA Leagues - Nancy - green, Patrick - burgandy, Beverley - blue

5. For the Pro’s & Captains Help With! • Review National Regulation Changes • Review Section Rule Changes • Remember to read the rules – local league rules are in with the Section Rules • Local Procedures and Facts are separate documents • All the above are posted on cvilletennisleagues.com • Recommended Number of Local League Matches • 2 Teams – 6 to 8 matches • 3 Teams – 8 to 9 matches • 4 to 5 Teams – 9 to 12 matches • 6 or more Teams – 10 to 14 matches • Captains, be a good sport, and make sure your players are too. • Treat your players with respect, try and give everyone equal playing time.

6. 2018 USTA LEAGUE REGULATION CHANGES 2.01C(2) Team Match. • A majority of matches must actually be played • In the case of invalid matches (less than the minimum number of matches played) if scores are entered in TennisLink they will count only for NTRP ratings and advancement. • Each Sectional Association shall establish procedures in the event of a team default or double default. 2.06A • All 2.5 and 5.0 National Championship teams are allowed to retain 3 players who qualified or advanced to National Championships. • National Championship teams are required to Move Up or Split Up only in the age group from which their team advanced the previous year. • Sections may restrict crossover between Adult and Mixed Divisions, and also between some or all Age Groups.

7. 2018 MID-ATLANTIC /USTA MAJOR REGULATION CHANGES Rule 8c – Individual matches played in conjunction with a specific match number may not be moved to make another team match valid. Rule 16 – In cases where a wild card is needed, a wildcard entry may be extended to the next place team from a specific local league in a local area based on a random draw being made proportionately to the number of teams at that specific league and level in each area, until the draw is filled. If the next place team is unable to accept the wild card will continue to the next specific league and local area selected until the wild card spot is fulfilled or options have been exhausted. If there are less than five business days prior to Championships the Tournament Director may modify this procedure. Rule 18 – Upon notification that a winning team is unable to advance, the next place team may advance if it has been determined that it is appropriate. If the next place team is unable to participate, it shall be determined whether that Region shall retain its right to place an entry in that specific level or flight. Rule 21 - NTRP Grievances must be filed prior to or after a championship event. NTRP Grievances will not be processed during a Regional or Sectional Championship.

8. Player Retention – Captains Help Needed • Retention is very important for the success of USTA League. We can work on our retention by being more player friendly. • If you have a player who did not participate in a match for any reason; injury transferred or you considered them too weak and didn’t play them – please let them know they are eligible to file a Player Deletion form and to get a partial refund. No refunds will be given by National or Locally. • Once a player plays a match they no longer qualify to be deleted from a roster or receive a refund. Please complete this form: http://www.jotformpro.com/form/51233368605958 • Contact your Local League Ambassador on how to access the Player Deletion Forms

9. Leagues cannot exist without two types of volunteers…a league Ambassodors & Captains. Responsibilities of every Captain… • Read and know the rules of the league in which the team is competing. The captain should play and act in accordance with the rules and the code. • Register your team on cvilletennisleagues.com and make sure your team members register themselves on TennisLink. • Recruit a team and make sure they are qualified and registered before they play! • Schedule team members for matches. Once matches are scheduled, either by the Local League Coordinator or between captains in the case of rain make-ups the captain should ensure all individual matches are played according to the league regulations. • Do everything you can to prevent defaults. Not only can there be consequences, but sometimes it is the difference in an opponent qualifying for the next level or not. • Advise players when they are scheduled and whether they need to bring balls. • Exchange the line-up of the team with the opposing captain before each match per local league 6a – very important! • Be a good sport and make sure your players are too. • Treat your players with respect, try and give everyone equal playing time. • Timely report scores as required per MAS Rule 6. • Act on behalf of the team in unofficiated matches and file any appeals or challenges. Captains are the responsible parties for rule interpretations and for challenges. • Keep in contact with the Local League Coordinator. If there is any doubt of a match time or schedule, the captain must contact the Local League Coordinator and should not wait for the League Coordinator to call them.

10. Leagues can’t exist without two types of volunteers…a league Ambassadors & Captains. Some things Captain’s do (but are not required)… • Schedule and conduct team practices. • Coordinate the hiring of a team coach. • Buy balls for matches – if necessary (collecting money from players). • Put out a newsletter or make a web page to update players on team progress and activities. • Select and order uniforms for the team members. • Call/email and remind players of matches • Bring (or coordinate) refreshments at matches and practices. • Make reservations at championships (if team is a local champion). • Have an end of the season party to celebrate being together. • Use the Team Management Tool (TMT) in TennisLink to keep track of your team(s), match lineups, player availability and practice lineups.

11. Leagues can’t exist without two types of volunteers…a league Ambassadors & Captains. Tips to make a Captain’s life easier… • Develop a schedule for the league based on player availability at the start of the season using your Team Management Tool (TMT). • Note: Players all want and expect to be scheduled equally. • If this applies to your league, collect money for balls and buy them at the start of the season so no one else has to remember to bring them to the matches. • Set up an email group of your players to communicate with them about changes to schedule, line-ups, etc. This can be done on Team Management Tool (TMT). • Provide players with a list of names, numbers and email addresses of teammates. • Provide players copies of the rules and schedule. • Appoint a co-captain so you don’t have to be at every match. • Encourage the players to view match results in TennisLink.

12. Match Warm Ups • Per Local League #5 – please adhere to this! • Warm ups are limited to no more than 10 minutes. If a player arrives late, but before the 15 minute default time, the player is entitled to a 5 minute warm-up. See MAS Rule 8.

13. Spring USTA Leagues in Charlottesville • 2018 League Opportunities: • Mixed 18 & Over – March 18th – May 13th • Adult 18 & over –March 19th – June 4th (.0’s), 9th(.5’s)

14. Spring 2018 Adult League Timeline • Adult Mixed League 18 & Over - 6.0, 7.0, 8.0, 9.0 – based on number of teams • Pro’s/Clubs – Club conflicts by February 20th to Ambassador! • Registration for teams – February 16h - 28th – cvilletennisleagues.com, to Ambassador • Registration for players on Tennis Link– March 10th – May 3rd • Season – March 18th – May 13th – weather permitting • Format – 3 doubles • League Play must be concluded by – May 15th • Regional Tournament - June 1-3, 2018 • Adult 18 & Over Leagues (Women and Men) – based on the number of teams • Pro’s/Clubs – Club conflicts by February 20thto Ambassador! • Registration for teams – February 16th – 28th – cvilletennisleagues.com, to Ambassador • Registration for players on Tennis Link– March 10th – May 25th • Season - March 19th – June 4th (0’s), 9th (.5’s) • Format – 2 Singles, 3 Doubles • League Play concluded by – June 4th (.0’s), 9th (.5’s) • Regional Tournament – July 6-8, 2018(.0’s) July 20 - 22, 2018(.5’s) Be sure to always check the website for updates on dates

15. Days and Times of Matches • 18 & over Adult Mixed Leagues • 7.0 – Sundays 12:45pm arrive, 1pm start Fridays 6pm arrive, 6:15pm start - BHSC-7pm arrive, 7:15pm Start • 8.0 – Sundays 3:15pm arrive, 3:30pm start Fridays 6pm arrive, 6:15pm start - BHSC – 7pm arrive, 7:15pm start • 9.0 – Sundays 12:15pm arrive, 12:30pm start Fridays 6pm arrive, 6:15pm start BHSC – 7pm arrive, 7:15pm start These Days & Times are subject to change based on number of teams at each level and the information the coordinators receive from pro’s, clubs and captains

16. Days and Times of Matches • Adult 18 & 40 and 0ver based on 2017 Leagues • Women’s • 2.5 – Sundays – 3:45pm arrive, 4pm start • 3.0 – Wednesdays/Fridays 6pm arrive, 6:15pm start BHSC – 7:30pm arr., 7:45pm st. (Wed), 7pm arr., 7:15 st. (Fri) • 3.5 – Thursdays - 6pm arrive, 6:15pm start BHSC – 7pm arrive, 7:15pm start • 4.0 – Tuesdays /Thursdays 6pm arrive, 6:15pm start BHSC – 7pm arrive, 7:15pm start • 4.5 – Thursdays 6pm arrive, 6:15pm start BHSC – 7:30pm arrive, 7:45pm start Saturdays Mornings – will depend on clubs & captains • Men’s • 3.0 – Saturdays 11:15am arrive, 11:30am start • 3.5 – Saturdays 8:45am arrive, 9am start • 4.0 – Saturdays / 8:45am arrive, 9am start Mondays 6pm arrive, 6:15pm start BHSC – 7:30pm arrive, 7:45pm start • 4.5 – Monday s 6pm arrive, 6:15pm start BHSC – 7:30pm arrive,7:45pm start Combo, Combo Mixed, Tri-level and Singles will more than likely stay the same as well – we will discuss the need for change when we get closer to those seasons. These Days & Times are subject to change based on number of teams at each level and the information the ambassadors receive from pro’s, clubs and captains

17. Summer USTA Leagues in Charlottesville • 2018 League Opportunities: • Mixed 40 & Over – May 15th – July 24th • Adult 40 & Over- June 5th – July 31st • Adult 55 - June 10th – August 1st • Combo Gender – July 3rd – August 28th

18. 2018 - 40 & Over Mixed & Adult Leagues Timeline • 40 & over Mixed • Pro’s/Clubs – Club conflicts by May 25th to Ambassadors! • Registration for teams – April 10th – 24th – cvilletennisleagues.com, to ambassador • Registration for players on Tennis Link– May 5th – July 15th • Season – May 13th – July 22nd • Format – 3 Doubles • League Play concluded by – July 22nd • Regional Tournament– 40 Mixed–August 17 – 19, 2018 • Adult 40 & over • Pro’s/Clubs – Club conflicts by May 13th to Ambassadors! • Registration for teams – May 13th – May 25th – cvilletennisleagues.com, to ambassador • Registration for players on Tennis Link– June 1st – July 15th • Season – June 11th – July 22nd • Format - 2 Singles 3 Doubles • League Play concluded by – July 22nd • Regional Tournament– Adult 40& over –August 24th - 26th Be sure to always check the website for updates on dates

19. 2018 Adult League Timeline • Adult 55 (Women & Men ) – based on number of teams • Pro’s/Clubs – Club conflicts by May 13th to Ambassadors! • Registration for teams – May 13th – 26th– cvilletennisleagues.com, to Ambassador • Registration for players on Tennis Link– June 1st – July 12th • Season – June 10th – August 1st • Format – 3 doubles • League Play must be concluded by – August 1st • MAS Championships – September 21st – 24th

20. Days and Times of Matches • 55 & over teams • Women – 6.0 - 55 & over – Tuesday and Saturdays – some daytime matches • Women - 7.0 - 55 & over – Wednesdays • Women – 8.0 - 55 & over – Mondays • Men – 6.0 - 55 & over – Saturdays 10am • Men – 7.0 – 55 & over – Sunday 9am • Men – 8.0 – 55 & over – Saturday 12:30pm • This league will start later and extend into the summer months.TBD

21. 2018 Combo Timeline • Combo – 6.5, 7.5, 8.5, 9.5 • Pro’s/Clubs – Club conflicts by June 10th to Ambassador! • Registration for teams on cvilletennisleagues.com - June 27th – July 10th • Registration for players on Tennis Link – July 20th – September 7th • Season – July 28th – September 16th • Format – 3 doubles • League Play concluded – September 16th • Regional Championship – October 12– 14, 2018 Be sure to always check the website for updates on dates

22. Fall USTA Leagues in Charlottesville • 2018 League Opportunities • Combo Mixed Leagues 6.5, 7.5, 8.5, 9.5 • Singles Leagues – 2.5, 3.0, 3.5, 4.0, 4.5 Women & Men • Tri-level Leagues • 3.0,3.5,4.0 – 3.5,40.4.5 – Women and Men • 3.0,3.5, 4.0 – 3.5, 4.0, 4.5 – Mixed Mixed Tri-level is a great alternative for those that can not get a Combo Mixed team together

23. 2018 Combo Mixed Timeline • Combo Mixed - 6.5, 7.5, 8.5, 9.5 • Pro’s/Clubs – Club conflicts by Aug. 1st to Ambassador! • Registration for teams – Aug. 10th – Aug. 23rd on cvilletennisleagues.com • Registration for players on Tennis Link – September 1st – October 23rd • Season – September 9th – November 4th • Format – 3 doubles • League Play concluded – November 4th • Regional Championship – January 4 – 9, 2019 Be sure to always check the website for updates on dates

24. 2018 Singles Timeline • Singles – 2.5 – 5.0 • Pro’s/Clubs – Club conflicts by July 30th to Ambassador! • Registration for teamson cvilletennisleagues.com Aug.10th – Aug. 23rd • Registration of players – September 8th – October 14th • Season – September 16th – October 28th • Format – 3 singles courts • League Play concluded – October 28th • Regional Championship – April 2019 Be sure to always check the website for updates on dates

25. 2018 Tri-level Timeline • Tri-level – 3.0, 3.5 4.0 or 3.5, 4.0, 4.5 • Pro’s/Clubs – Club conflicts by August 7th to Ambassador! • Registration for teams on cvilletennisleagues.com – Aug.18th – Aug. 31st • Registration for players on Tennis Link - September 8th – November 18th • Season –September 17th - December 2nd • Format – 3 doubles courts • League Play concluded – December 2nd • Section Championship – January 2019 • Tri-level Mixed – same as above Be sure to always check the website for updates on dates

26. League Scheduling & Offerings • All leagues are offered by the Local USTA Ambassadors • Ambassadors base scheduling on the times and number of courts available at each facility • It is up to individual clubs to what they want to promote and offer. If there are players at clubs and in the community that want to play leagues that aren’t being offered by clubs, please contact the appropriate Ambassador.

27. Rescheduling of Matches • Match Schedules are firm. Matches are to be played on the scheduled date with the following exceptions, and at the discretion of the Local League Ambassadors: • Facility issues or weather (rain, heat, visibility, etc.) • USTA Local Playoff or post season Championship (Regionals, Sectionals, Nationals). • LLC sponsored tennis events.

28. 2018 Local League Reminder • Procedures for rescheduling: • The captain must contact the opposing captain with in 48hrs. (either captain – not home or away) • The match must be played within 14 days of the previous match • You have to be able to arithmetically win the match – not have a full team!!! • If a date time can not be agreed upon, the Ambassador will pick a time for the match….

29. Team Representation • I. ACAC • II. BHSC • III. Fairview • IV. Farmington • V. Forest Lakes • VI. Keswick • VII. Glenmore • VIII. Independent – Sets in the City, CATS, PVCC, Purple Reign etc.

30. When Organizing Teams New Self-rated players on your team!? They should rate where they are wanting to play. Ex. 3.5 rate as 3.5 It is highly recommended not to play people up as it skews the ratings!! Please be sure they know how to rate and understand consequences of rating incorrectly Appeal – on line Disqualifications – 3 strikes Promotions – out of level – appeal up

31. Great Resources on USTA.com website • A large amount of information is available on the National Website. Located under “Adult Tennis”. All of this information is open to everyone – Ambassador and players. There are links to just about everything you could need – NTRP Info, Rules and Regulations, National Championship Info, etc. The “Resources” button is specifically helpful with links to different documents, forms and FAQ’s. • Great for you when you can’t find your copy of the Grievance Procedures or for players who need more information on National Championships. Make sure you utilize these resources.

32. NTRP Rating_ Utilize General & Experienced Player Guidelines Go to self-rate on USTA league home page – click – there is a place to click for the guidelines This is important for all self rating players

33. Regional Championship • Regional information - sent out 3 weeks in advance – this includes the draw(a random draw – there are no seeds), captains packet, hotel information and more. • PLEASE DO NOT call the League Manager to find out this information – the coordinators will get it to you! • Captains Meeting Information • Must be known & understood

34. Regional Championship • Brackets are updated as teams are certified. • Hotel blocks open same day Draw is published. • Hotel blocks based on prior year occupancy. • Do not Overbook.

35. Regional Championship Teams are required to bring minimum # of players to fill every court!!! 8 for Adult Leagues – 5 Courts 6 for Adult Leagues – 3 Courts 5 for Adult Leagues - 2.5 & 5.0

36. Regional Championship LOCAL LEAGUE WINNERS ARE EXPECTED TO COMPETE AT Regional • Be sure your players know dates before they register if you think you have a chance to go to Regional, Sections or Nationals New Rule $150 deposit!!!

37. Sectional Championships REGIONAL WINNERS ARE EXPECTED TO COMPETE AT SECTIONALS t

38. Regional Tournaments • Wildcard Selection criteria: • Complete a four team bracket • “Lottery” method determines wild card invitations 2018 Reminders from League Manager

39. 2018 Reminder Please be RELENTLESS in communicating health concerns due to HEAT and player’s taking responsibility for their well being.

40. Defaulting Teams during the seasonPlease try to emphasis to your players the importance of committing to your teams. • This is unfair to teams that are working hard to field a full compliment of players…please express to all players the commitment players are making to their own team as well as opposing teams… • MAS rule – 8a. A team cannot advance to championships if they are in a position to do so as a result of being the recipient of a full team default. It is the coordinator’s responsibility to check for full team defaults when determining a team’s eligibility to advance. If a team is advancing because they are the recipient of a full team default then all matches played by the defaulting team must be removed from the standings (but will remain in TennisLink) of the round robin where the default occurred. The exception of this rule applies to two team leagues. A team in a two team league cannot advance to a championship if they have defaulted a local league match.

41. Consequences of Defaulting a full team match!! • What happens when you default a full match • Team Default match results will be removed FROM STANDINGS for each match during that round • It can conceivably change the standings!!!! • The changes to the standings will not be calculated until AND NOT BEFORE end of season  • No TEAM with a full Team Default may advance to the next level…Regional, Section or National

42. 2018 Championship Dates and Deadlines Mid-Atlantic Deadlines and Sectional Dates Division & Age Group Minimum number of players and matches played by: Winning teams certified by: Sectional Championships Mixed 18 & Over June 1, 2018 June 11, 2018 June 23 – 24, 2018 Adult 18 & Over July 20, 2018 July 30, 2018 August 10 – 12, 2018 Adult 40 & Over, Mixed 40, Adult 65 & Over August 24, 2018 August 27, 2018 September 14 – 16, 2018 Adult 55 & Over, Mixed 55 & Over August 24, 2018 September 1, 2018 September 21 – 24, 2018 Tri-Level 2018 December 7, 2018 December 17, 2018 January 11 - 14, 2019 Virginia Deadlines and Regional Dates Division & Age Group Deadline for all teams entered in TennisLink Winning teams certified by: Virginia Regionals Mixed 18 & Over May 1 May 15 June 1 - 3, 2018 Adult 18 & Over (.0’s) Adult 18 & Over (.5’s) June 6 ,June 13 June 19 June 26 July 6 – 8, 2018 July 20 – 22, 2018 Mixed 40 & Over July 17 July 31 August 17 – 19, 2018 Adult 40 & Over July 24 July 31 August 24 – 26, 2018 Combo September 12 September 25 October 12 – 14, 2018 2018 Combo Mixed December 5 December 11 January 4 – 9, 2019 2018 Singles December 5 December 31 April 2019 These dates are also posted on www.cvilletennisleagues.com

43. Acquiring all Rules • National – www.usta.com – pamphlets will no longer be handed out • MAS and Local League Rules – www.midatlantic.usta.com • Charlottesville/Albemarle Information: all rules are posted on the below website: www. cvilletennisleagues.com

44. Charlottesville Local League Procedures • Accessing the rules: please be sure to read the rules on the following website. • There are hard fast rules players need to be abide by and everyone should understand them. www.cvilletennisleagues.com • Ambassador Info:If you have questions please contact the coordinator for your league. • Nancy Holt – 434-242-1230 or holttennisleagueservices@gmail.com • Patrick Kearns – 434-531-8876 or patrickkearnstennis@gmail.com • Beverley Garbaccio – 434-770-2451 or bgarbaccio@gmail.com. • Rain plans/make-up matches: • All players must abide by MAS rule # 7 in the event of a rained out match. This includes matches • that have started and were not able to finish due to weather conditions. Regardless if it is a full team match or individual matches • to be completed, the captains and/or players must notify the ambassador of the date and time of the makeup(s) within 48 hours of the originally scheduled match. • Cancelling a match due to rain: • It is up to the home team to access their courts and cancel a match due to unplayable conditions. This should be handled no more than an hour and a half prior to the match which will give the captains ample time to notify their teams. The exceptions to this are below: •     a.) If a professional/manager of a club closes courts for an entire day earlier than an stated above •     b.) If the weather forecast is predicted a full day of rain and both captains agree by email and have the local league ambassador copied so there is no confusion. The date and time of cancellation must be noted in the email. • Reasons to reschedule matches: • For rain – either before(full match make up) or during a match(individual matches made up) • Conflicts with a scheduled USTA League Championship

45. Local League Procedures Continued: • Lateness :If one player or team is late the point penalty system shall be in effect. However captains, to encourage matches being played and prevent defaults, may agree to allow a player or team that is late and has called the opposing captain or notified a player on the opposing team that they have been held up by traffic, weather, work or family issues the opposing team additional time. • If one player or team is late the Penalties are: • 5 minutes or less – loss of toss plus 1 game • 5:01 – 10 minutes late – loss of toss plus 2 games • 10:01 – 15 minutes late – loss of toss plus 3 games • More than 15 minutes: default • It is the opposing captain or opponent’s responsibility to track the time from the time the late player/team hung up from their call, NO ONE ELSE SHOULD GET INVOLVED. • Roster size limits: The 5 court leagues, Adult 18 and 40 & over are limited to 20 players. The 3 court leagues are limited to 16 players. All Mixed, Combo, Adult 55&Over, etc. • Deadline for adding players to specific leagues: • Mixed 18 & over May 3rd • Adult 18 & over – May 25th • Adult & Mixed 40 & over – July 15th • Adult & Mixed 55 & over – July 12th • Combo – September 7th • Singles – October 14th • Combo Mixed – October 23rd • Tri-level – November 18th • Specific Club Information: Boar’s Head matches will be played indoors at the specified time on the schedules.

46. Local League Procedures Continued: • “Home Court Fee’s”: In the event a team requests the use of a clubs courts for their home courts, for a match, there will be a $10 per person guest fee charge. Ex. Cats vs Farmington, Cats is the home team and they request to play at Farmington. Those players would pay a $10 fee per person. • These Procedures are as enforceable as rules.

47. Requests, Questions and/or Concerns • Answers

48. Thank you for your time and for supporting USTA Leagues