USTA Charlottesville/Albemarle Captains' Meeting - Important Information for 2019

1. 2019 USTA Charlottesville/Albemarle Captains/Pro MeetingFebruary 20, 2019Glenmore Country Club

2. New and/or Important Informationfor 2019

3. New for 2019 Efforts to grow the 40 & over Leagues Trial for this year: Flipping the 3.5 & 4.0 18 & over - 40 & over men Dates: 40 & over 3.5 – March 23 – May 12 (season) 4.0 – March 16 – May 12 (season) 18 & over 3.5 – May 13 – June 24 (season) 4.0 – May 13 – June 17 (season) Consolidating dates for the 18 & 40 and over Mixed so the 40&over will begin earlier. Encouraging more play in both leagues. Dates: 18 & over March 15th – May 5th 40 & over May 6th – June 22nd At the end of these seasons the Ambassadors will assess each league to judge whether this adjustment help grow the leagues.

4. 2019 League Seasons for Charlottesville, Virginia LEAGUESEASON DATESAMBASSADORREGIONAL/SECTION Mixed Doubles 18 & over: March 15th – May 5th Nancy May 31 – June 2, 2019 - R Team registration: February 15th – March 1st Adult 18 & over: (W)March 18th – June 8th .0’s-.5’s Nancy (W) July 12 – 14, 2019 - R Team registration: February 20th – March 4th July 26 – 28, 2019 – R Adult 40 & over: (M) March 16th – May 12th – 4.0 Patrick August 23-26, 2019 - R March 23rd – May 12th – 3.5 Mixed Doubles 40 & over: May 6th – June 22nd Beverley August 16 – 18, 2019 - R Team registration: April 10th -24th Adult 18 & over : (M) May 13th – June 17th – 4.0 Patrick July 12 – 14, 2019 – R May 13th – June 24th – 3.5 July 26 – 28, 2019 – R Adult 55 & over: June 9th - August 1st Beverley September 20-23, 2019 - S Team registration: May 13th – 27th Adult 40 & over: June 10th – July 25th Nancy (W) August 23-26, 2019 - R Team registration: May 13th – 27th Patrick (M) Leagues in Bold Print have changes for this year Leagues are listed by their season start dates

5. 2019 League Seasons for Charlottesville, Virginia(cont.) LeagueSeason DatesAmbassadorRegional/Section Combo: July 28th – September 16th Nancy October 11-13, 2019 - R Team registration: June 27th – July 10th Combo Mixed: September 8th – November 10th Nancy January 4-6, 2020 - R Team registration: August 10th – 24th Singles: September 16th – November 4th Patrick April 2020 - R Team registration: August 13th – August 27th Tri-level & Tri-level Mixed Doubles: September 9th – November 18th Beverley January 17-20, 2020 - S Team registration: August 10th – August 24th Leagues are listed by their season start dates

6. 2019 Championship Dates and Deadlines Mid-Atlantic Deadlines and Sectional Dates Division & Age GroupMinimum number of players and matches played by Winning teams certified bySectional Championships Mixed 18 & Over June 1 June 11 June 22 – 23, 2019 Adult 18 & Over July 20 July 30 August 9 – 11, 2019 Adult 40 & Over, August 24 August 27 September 13 - 15, 2019 Mixed 40, Adult 65 & Over Adult 55 & Over, August 24 September 1 September 20 – 23, 2019 Mixed 55 & Over Tri-Level 2018 December 7 December 17 January 17 – 20, 2020* Virginia Deadlines and Regional Dates Division & Age GroupDeadline for all teams to be entered in TennisLinkWinning teams certified by:Virginia Regionals Mixed 18 & Over May 9 May 16 May 31 – June 2, 2019 Adult 18 & Over (.0’s) June 13 June 20 July 12 - 14, 2019 Adult 18 & Over (.5’s) June 13 June 27 July 26 – 28, 2019 Mixed 40 & Over July 18 July 25 August 16 - 18, 2019 Adult 40 & Over July 25 August 1 August 23 – 26, 2019 Combo September 19 September 26 October 11 – 13, 2019 2019 Combo Mixed December 5 December 12 January 4 – 6, 2020 2019 Singles December 17 December 31 April 2020*

7. For the Pro’s & Captains! • New this year the National Regulations, MAS and local league rules are in the same document. Please copy and paste the below link to attain the rules: • https://www.usta.com/en/home/organize/program-resources/midatlantic/Mid-Atlantic-Captains-Resources.html The rules will also be posted on cvilletennisleagues.com • Please review National Regulation, Section Rules and the Local League Rules There are changes in each that are important that you pass on to your teammates • 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

8. 2019 USTA LEAGUE REGULATION CHANGES National Change: 2.05E Automatic appeals by 60 and 65 & over players will be granted unless the player’s year-end rating exceeds the clearly above level mark. Players whose appeals are granted will continue to receive “A” ratings and be subject to Dynamic Disqualification Mid-Atlantic Changes: (color of MAS Rules throughout the National Regs) League Registration after new YE Ratings Published: Players registering for leagues playing in the current calendar year after new Year End ratings are published must register with their previous year-end rating or current self-rating. Additional Note: USTA National removed the definition of Local Playoff from the Glossary. Local Playoffs that are entered as Championships in TennisLink are considered Championships and are not part of the local season. This means that players must have played two matches with one (1) default counting to participate in a local playoff.

9. 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 coordinator of the date and time of the makeup(s) within 48 hours of the originally scheduled match. • 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 • 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.

10. Local League Procedures Continued: • 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. • These Procedures are as enforceable as rules.

11. Captains, be a good sport, and make sure your players are too.Treat your players with respect, try and give everyone equal playing time.

12. Growing the leagues and having player Retention – Captains Help Needed • Which teams are able to acquire new independent players?? New players moving into Charlottesville that want to play USTA Leagues. • 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

13. 2019 Local League ReminderRescheduling 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 (Regional, Sectional, National events). • LLC sponsored tennis events.

14. Procedures for rescheduling: Please include the Ambassador of the specific league in the email/text to the opposing captain • 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….

15. 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. • Individual clubs have the right to promote and offer the leagues they wish. If players at clubs and in the community that want to participate in leagues, and they aren’t being offered by clubs, please contact the appropriate Ambassadors.

16. 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.

17. 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

18. 2019 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 March 1st to the Ambassador! • Registration for teams – Feb. 16th - Mar. 1st – cvilletennisleagues.com, to coordinators • Registration for players in Tennis Link– March 10th – May 3rd • Season – March 15th – May 5th – weather permitting • Format – 3 doubles • League Play must be concluded by – May 14th • Regional Tournament – May 31st – June 2nd , 2019 • Adult 18 & Over Leagues (Women and Men) – based on the number of teams • Pro’s/Clubs – Club conflicts by March 1st to Ambassador! • Registration for teams – Feb. 20th – Mar. 1st – cvilletennisleagues.com, to coordinators • Registration for players on Tennis Link– March 10th – May 25th • Season - March 18th – June 8th (0’s & .5’s) • Format – 2 Singles, 3 Doubles, 1 singles, 3 doubles for 4.5 women • League Play concluded by – June 8th (.0’s & 5’s) • Regional Tournament – July 12-14, 2019(.0’s) July 26 - 28, 2019(.5’s) Be sure to always check the website for updates on dates

19. Days and Times of Matches • 18 & over Adult Mixed Leagues • 6.0 – Sundays 12:30 start time – if we have teams this year • 7.0 – Sundays 1pm start time Fridays 6:15pm start time- BHSC-7:00pm start time • 8.0 – Sundays 3:30pm start time Fridays 6:15pm start time - BHSC - 7:00pm start time • 9.0 – Sundays 12:30pm start time Fridays 6:15pm start time - BHSC - 7:00pm start time 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

20. Days and Times of Matches • Adult 18 & 40 and 0ver based on 2018 Leagues • Women’s • 2.5 – Sundays – 4pm start time • 3.0 – Wednesdays/Fridays 6:15pm start time BHSC – 8pm start time* • 3.5 – Thursdays/Tuesdays 6:15pm start BHSC – 8pm start time* • 4.0 – Tuesdays /Thursdays 6:15pm start BHSC – 8pm start time* • 4.5 – Thursdays 6:15pm start BHSC – 8pm start time* Mondays 6:15pm start BHSC – 8pm start time* • Men’s • 3.0 – Saturdays 11:30am start time • 3.5 – Saturdays 9am start time • 4.0 – Saturdays / 9am start time Mondays 6:15pm start time BHSC - 8pm start time* • 4.5 – Monday s 6:15pm start time BHSC – 8pm start time* 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 coordinators receive from pro’s, clubs and captains

21. 2019 - 40 & Over Mixed & Adult Leagues Timeline • 40 & over Mixed • Pro’s/Clubs – Club conflicts by April 16th to Coordinator! • Registration for teams – April 10th – 24th – cvilletennisleagues.com, to coordinator • Registration for players on Tennis Link– May 5th – July 15th • Season – May 5th – June 22nd • Format – 3 Doubles • League Play concluded by – July 22nd • Regional Tournament– 40 Mixed–August 16 – 18, 2019 • Adult 40 & over • Pro’s/Clubs – Club conflicts by May 13th to Coordinator! • Registration for teams – May 13th – May 25th – cvilletennisleagues.com, to coordinator • Registration for players on Tennis Link– June 1st – July 15th • Season – June 10th – July 25th • Format - 2 Singles 3 Doubles or 1 singles 3 doubles • League Play concluded by – July 25th • Regional Tournament– Adult 40& over –August 23rd - 26th Be sure to always check the website for updates on dates

22. 2019 Adult League Timeline • Adult 55 (Women & Men ) – based on number of teams • Pro’s/Clubs – Club conflicts by May 13th to Coordinator! • Registration for teams – May 13th – 27th– cvilletennisleagues.com, to coordinators • Registration for players on Tennis Link– June 1st – July 12th • Season – June 9th – August 1st • Format – 3 doubles • League Play must be concluded by – August 1st • MAS Championships – September 20th – 23rd(Section Championship)

23. 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

24. 2019 Combo Timeline • Combo – 5.5, 6.5,7.5, 8.5, 9.5 • Pro’s/Clubs – Club conflicts by June 27th to Coordinator! • Registration for teams on cvilletennisleagues.com - June 27th – July 10th • Registration for players on Tennis Link – July 20th – September 7th • Season – July 28th – September 21st • Format – 3 doubles • League Play concluded – September 21st • Regional Championship – October 11–13, 2019 Be sure to always check the website for updates on dates

25. 2019 Combo Mixed Timeline • Combo Mixed - 6.5, 7.5, 8.5, 9.5 • Pro’s/Clubs – Club conflicts by Aug. 12th to Ambassador! • Registration for teams – Aug. 10th – Aug. 24th on cvilletennisleagues.com • Registration for players on Tennis Link – September 1st – October 23rd • Season – September 8th – November 10th • Format – 3 doubles • League Play concluded – November 14th • Regional Championship – January 4 – 9, 2019 Be sure to always check the website for updates on dates

26. 2019 Singles Timeline • Singles – 2.5 – 5.0 • Pro’s/Clubs – Club conflicts by July 30th • Registration for teamson cvilletennisleagues.com Aug.13th – Aug. 27th • Registration of players – September 8th – October 14th • Season – September 16th – November 4th • Format – 3 singles courts • League Play concluded – November 4th • Regional Championship – April 2020 Be sure to always check the website for updates on dates

27. 2019 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 Coordinator! • Registration for teams on cvilletennisleagues.com – Aug.10th – Aug. 24th • Registration for players on Tennis Link - September 8th – November 18th • Season –September 9th - November 18th • 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

28. 2019 USTA League General Information

29. 2019 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

30. 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

31. Leagues cannot exist without two types of volunteers…a league Ambassadors & 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. • Advise players when they are scheduled and whether they need to bring balls. • 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. • Be a good sport and make sure your players are too. • Treat your players with respect, try and give everyone equal playing time. • Report Timely scores as required per National Rules 1.04C(2) • 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.

32. Some things Captain’s do • Keep in contact with the Local League Ambassador. If there is any doubt of a match time or schedule, the captain must contact the Local League Ambassador and should not wait for the League Ambassador to call them. • Call/email and remind players of matches (suggested) • Bring (or coordinate) refreshments at matches. • Make reservations at championships (if team is a local champion) • Please remember to communicate with your opposing captain 2 days before the scheduled match – indicate warm up court availability, site location, etc. • Exchange the line-up of the team with the opposing captain before each match per local league 6(a) – Very Important!

33. Tips to make a Captain’s life easier… • Use the Team Management Tool (TMT) in TennisLink to: Set up an email group of your players to communicate about your team(s) match lineups, player availability, practice lineups, any changes to schedules etc. • Provide players with a list of names, numbers and email addresses of teammates • Encourage the players to view match results in TennisLink. • Appoint a co-captain so you don’t have to be at every match • Note: Players all want and expect to be scheduled equally

34. 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.

35. 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 If someone is not sure of their rating after reading the guidelines they should rate higher rather than lower. 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

36. 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 – coordinators 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.

37. 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

38. 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.

39. 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

40. 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 National • $150 deposit!!! In the past the MAS ran captains credit cards after the event – now they will be run right away

41. Requests, Questions and/or Concerns • Answers

42. New for 2019 The ambassadors will be having 2 additional meetings a year with a representative from each club or independent team Thank you for your time and for supporting USTA Leagues!