Director Phase 1 Approaching Soon! Work to begin on setting up your director accounts will begin this week, look for more information and forms on DC2.USSSA.com
DIRECTOR PHASE PLAN
As we approach the launch of the USSSA/GotSport management platform, we want to send more information to keep everyone informed of the process and prepare you for the upcoming steps that will need to be taken to get you into the system and your States and Companies set-up properly.
As a reminder, here is the Phase Plan for Directors:
The first step in this process will be getting your User account created and built in GotSport. We will be collecting more information for this system and creating your accounts new. Along with that and the change in structure as to how GotSport organizes directors, we will be creating a brand new account for you and any new directors.
GotSport Organizational Structure
We as an organization are not changing the operational structure of how our association functions. This is important to state as we talk through this discussion.
The hierarchy of HQ -> to RMP/State Office -> Local Director will still remain in place. We are detailing here the changes in the GotSport software and how this data is collected, organized, and stored.
GotSport Organizational Hierarchy
One key difference to the GotSport system is that instead of directors being the singular unit, they have ORGANIZATIONS. Think of this as a “TEAM” that you are on. You as a director will be in charge of your organization and control all of the information and people within it.
RMP/State Level Organizations
There will be an Organization at the RMP/State Level. This organization is different than your Tournament Company. This organization will by created by HQ and will be the Region/Sport organization, for example, Iowa USSSA Baseball, Alabama USSSA Fastpitch, or New Mexico/W Texas Baseball. We will assign the RMP Director User Account as the admin of that Organization.
Once assigned as the Admin, the User will be able to add additional existing user accounts to the Organization and assign their Role and Permissions within the Org.
Local Director/Tournament Company Organizations
The organizations will be placed under the appropriate RMP organizations for event management, communication, and financial tracking.
As above, all Local Director Organizations will be created by HQ (individual users cannot create these) and we will assign the Director responsible for this organization as the admin. That director will add additional existing user accounts to the Organization and assign their Role and Permissions within the Org.
Changes in User Accounts
Moving forward, any user that has access to the system will be required to have their own account. There will be no more “generic” user accounts such as “XXX State Office” or “Softball Tournament Company”. user accounts are required to be an individual’s name and tied to that individual. Each director will be required to sign waivers and agreements and pass a background check before they can gain access to the system.
Organization Account Set-Up and User Account Set-up
In the coming days, RMP’s will be sent a form to complete. This form will help us set-up both their RMP/State Office Organization and their Tournament Company Organization.
In this form you will be asked to do the following:
Once this is done, we will send the same survey (for Tournament Company Org) to each of those directors to get set-up.
We cannot create Director Organizations/Accounts until each of these forms is returned, and thus directors will not be able to gain access to the GotSport system until this is completed.
Once the Phase 1 activities are available, we will trigger a password to be sent to all directors.
Here are some tips and brief tutorials for assisting Team Managers and Parents in your program to complete their Guardian process, and allowing them to complete the required Waiver.
How do you get their login and password for the guardian?
What are the steps to take if someone does not have access to their old email?
What do we do if they have access to their email but are not getting the invite?
What do we do if they have access to their guardian account but the team is not showing up for them to approve?
How and when do you remove a guardian and start over?
The player is picking up with a team this weekend do I need to sign a NEW waiver?
What are the issues that we can not fix and who do we send them to?
What if the guardian has two players but only one of them is showing up?
How do I check if a team has all the players on their roster?
Using Safari and Work Computers:
Thanks to Frank Griffin and his State Office Staff for compiling this information.
On Friday May 1st, USSSA released the return to play guidelines, procedures and recommendations for all sports and directors. Please visit; http://www.usssa.com/coronavirus to understand what is required from directors, leagues, tournaments and events.
To: USSSA State Directors
Subject: 2020 Youth Sports Season Extended to Aug. 31
We hope all is well with the entire USSSA membership, considering these extraordinary circumstances, and that you are staying safe and healthy. Everyone has had to make adjustments recently. Please know we are hard at work here at the USSSA National Office, so we will be ready to kick-start all operations and events once we are assured the coast is clear to return to everyday life.
2020 Season Extended
After lengthy consideration, the USSSA National Office has decided to extend the 2020 season for all USSSA youth sports that have an original season end date of July 31, 2020. We are extending this season by one month, through Aug. 31, 2020. This will give every team as many as five extra weekends in August to still fit in events as part of the 2020 season.
USSSA State Directors all over America are beginning to add August events to their 2020 schedules, where possible. Event opportunities may vary by locality, based on variables such as facility availability, and all decisions to add events rest with the local Directors, who individually must weigh their local options regarding more events. Please know that everyone is working hard to explore additional event opportunities and secure the facilities needed to bring back the crack of the bat and the pop of the glove across this great country of ours.
Also important to know:
Team Insurance Also Extended
Also in conjunction with the extension of the 2020 youth sports season by one month, USSSA team insurance is being extended for one month – until 12:01 a.m. on 9/1/2020. For any team with a current USSSA Team Insurance expiration date of 8/1/2020, the expiration date for that coverage is being revised to 9/1/2020 and no premium will be charged for the month of August 2020. Your team certificate will be updated automatically and available on your Team Management page at www.usssa.com.
If you have any questions about any of the above developments, please contact your Director.
Again, everyone please stay healthy and safe. We all cannot wait to take the field again. And when the time comes, let’s all be ready.
Donny DeDonatis III
Chief Executive Officer
From: Brian Wegman, USSSA VP Sport Development and Strategy
USSSA National Headquarters has been working diligently on the evolution of director processes to improve both efficiency and transparency between the director and USSSA HQ. A big part of this transparency and efficiency lies within the Director Dashboard. The Director Dashboard will be a multi-phase roll-out with the first phase geared towards director billing based on the actual data collected. Through the director-billing tool, USSSA HQ Accounting will begin to implement the improved billing process on March 18, 2019. The initial Statement of Billing will reflect the balance on your Director Dashboard as of March 15, 2019. Please take the next two weeks to review your Director Dashboard using the following criteria:
The procedure for State Director Billing will be as follows:
Thank you for your patience and cooperation. Ultimately, the evolution of the Director Dashboard will help in servicing our directors at every level of the Association. The director-billing tool is a necessary step in creating transparency and clarity in director related accounting processes.