These are the basics of what you need to do to have a valid roster:
(Remember, the number of teams each section and region gets to send to
regionals and nationals is partially based on information from valid and
on time rosters turned in to HQ. Get your roster in on time, and you could
help your area send another team to regionals or nationals. Who knows?
It could be you! There is also a $50 late fee that will be charged to
any team that turns its roster materials in after the deadline, whether
to UPA HQ or to the sectional coordinator at the tournament.)
- First, you need to get a computer that is connected to a printer and
has Adobe Acrobat or Microsoft Excel. If you don't have Adobe Acrobat,
you can download
it. Next, download and print out the necessary forms:
Make sure you make as many copies of each as necessary. You need
one Individual Waiver (minors can use the same waiver, but must have
a guardian sign it) for each member of your team that does not have
a waiver on file at HQ. If you somehow cannot get access to a networked
computer, write your sectional coordinator, and s/he will mail you
the requisite forms.
- Minors (under 18): Need to turn in a waiver with their roster, unless
they already have one on file at HQ. A parent or guardian must sign the waiver. A chaperone waiver should also be turned in with
the roster for all minors. All minors need to bring a completely filled
out (including insurance info) medical release form to the tournament.
Medical release forms should be turned in to the sectional coordinator
before play begins. If a minor is injured, many hospitals will require
this form before they give care. Chaperone and medical release forms
are not necessary if the minor's parent or guardian will be accompanying
the minor at all times during the event.
- Next, you need to completely fill out the actual roster, including
team name, location, section, and division. Put your captain's name
and address at the top and then the rest of the team below. The roster form is available in Excel, which means you can type the information into the form. Just save the Excel version to your computer and then fill it out and print it. Typed rosters ensure that UPA staff can read the information which helps members get all their UPA benefits. Include
the names and addresses of ALL the people that will be playing with
you for sectionals, regionals, or nationals. If they aren't on that
roster they can't play with you. So if you are unsure as to whether
someone will be showing up for sectionals, regionals, or nationals
you
should include them. Once you submit the roster for sectionals, you
can't
add any names!!! (Note: You can add players
after the HQ roster deadline provided it is done before Sectionals.
See General Player Info #5 for details and limitations.)
- Indicate the member status for each player. If you signed up (paid)
for a membership in 2004, you are current. Otherwise, check the membership/dues
level info on the top right corner of the roster. Dues have increased from 2003. Be sure you pay the right amount. If you have questions about the increase, please see the Letter from the President. If you are unsure
about specific players, have your players check on-line www.upa.org/members.
You can also call the toll-free line (1-800-872-4384) to get this information
or email . Do this BEFORE
you send in your roster.
- Make sure you collect all the money you need. It is best if the captain
can collect all the money for UPA dues and then write ONE check to the
UPA for all the dues. If you can't do that, make sure each person writes
the check to the UPA and includes their name in the memo field. You
can also have players pay on-line with a credit card at www.upa.org/members.
- Have all your team members sign waiver forms. Remember, if someone
on your team is under 18, they must have their parent/guardian sign
it! Anyone who does not submit a waiver form will be ruled ineligible
for the Series until they submit a valid waiver. If someone has a valid
waiver on file with the UPA, s/he does not need to submit another.
- Mail your roster, dues, and waivers to UPA headquarters (address
below) so that they are received by August 27th. That means that HQ
must have it IN ITS HANDS by that time, and not merely postmarked by
then.
This deadline applies for teams participating at Sectionals. Masters teams will need to follow the same instructions and submit a separate roster for Masters Regionals by Sept 17th.
Fall Series Roster
(Team Name/Your Division/Your Section)
Ultimate Players Association
741 Pearl St, Side Suite
Boulder, CO 80302
If you have any questions, contact your sectional or regional coordinator.
(Look at the sectional
and regional boundaries if you don't know what section you are in.
Cross-check that information with the UPA
Contact List to find your coordinator.
