Online Rostering: Tournament Coordinator
Thank you for being an event coordinator. Coordinators have access to view
the teams and rosters for their tournaments, and may check the status of
players of said teams, in order to verify UPA membership and waiver status.
Coordinators may not edit any roster, including adding or removing players.
Through the rostering coordinator pages, a coordinator may contact team
organizers, either individually, or all together. Coordinators do not have
access to email individual players.
Coordinators do not have access to player personal information, such as
addresses or phone numbers.
Online Rostering: Coordinator - Viewing Tournament Details
From the top tournament coordinator page (http://www.upa.org/rostercoord/coordinate),
you will see a list of tournaments you are coordinating. The tournament name
is linked to a page that displays the tournament details and lists the teams
that have rosters for the tournament. Selecting this link will bring up the tournament information page, which includes a list of teams that have rosters for the tournament.
Although a team can create a roster for a tournament, only after it is submitted to the UPA via the "Submit Roster to UPA" link, should the
roster be considered for tournament participation.
On the tournament details page, you can see the various rosters for the tournament, including the roster status and a summary of the player statuses for each of the rosters:
A roster can have one of three roster statuses:
Unsubmitted rosters are rosters that have been started, but the team organizer did not specifically submit it to the UPA. This indicates the organizer is not finished entering player data into the system, and/or is working to resolve player issues on the roster.
Needs Resubmitting rosters are rosters that have been submitted to the UPA, but have had changes such as new players added or player names updated.
Submitted rosters are rosters that have been submitted to the UPA.
A summary of the players' status is displayed next to the roster status for each team. These can be either "Incomplete" or "Complete". Complete rosters are those where all players are dues current, waiver current and, in the case of College Championship Series events, verified eligible. Incomplete rosters have players on it who, for one of the above three reasons mentioned, are not allowed to participate in your event.
You can contact team organizers through the rostering system. If you are
unsure if a team is participating in the event, as indicated by creating a
roster but not submitting it to the UPA, you can contact the team organizers
to ask (though you are not required to do so).
Online Rostering: Coordinator - Editing Tournament Details
As of this moment, you are not able to edit any tournament details.
Soon, you will be able to edit the cut-off date for rosters for your tournament.
For sanctioned events, this date can be any date after the current date but before the first date of the tournament.
For championship series events, this date can be any date after the current date, but before the UPA specified roster deadline. The default close date for championship series events will be the UPA specified deadline. Although you may change this date for championship series events, such change must be discussed with the Regional and/or National coordinators, as specified in the coordinator packets.
This page will update with full instructions when the editing feature is available in the system.
Online Rostering: Coordinator - Viewing and Checking Rosters
Viewing Rosters
As a coordinator, you have several options for viewing the rosters of the teams coming to your event.
Because you cannot edit a roster directly (unless you are also the organizer for a team), you do not have the edit view of a specific roster. You can, however, view the player view of each roster by selecting the link for each team.
You can also view any issues with rosters by viewing an event's rosters summary page. You can access this page via the "Generate Report" link beneath the list of teams for your tournament.
This rosters summary page will show, on one page, all the players submitted by the team organizers for your event.
On this page, players are grouped by status: Incomplete, Not Found or Complete.
Players with the "Complete" status are waiver current, dues current and, for College Championship Series events, college eligible for your event.
Players with the "Incomplete" status have been found in the UPA player database, but are not completely current. These players either need to pay dues (listed as "dues" in the parentheses after the Incomplete status), need to sign a waiver (listed as "waiver"), or are on another team for the tournament or, in the case of tournaments in a Championship Series, series. Issues for these players should be resolved before they are allowed to compete in your event.
Players with the "Not Found" status have not been found in the UPA database, and should be consided new UPA members, needing to pay dues and sign a waiver before participating in your event.
For more details on these player status, please review the Status Descriptions
Checking Rosters
When a player is added to a roster, the player's status with the UPA (dues, waiver, possible eligibility) is checked and reported on the roster.
If said player is not current in some way, the player or organizer will take steps to make the player current (say, buy paying dues or mailing in a waiver).
Because a player's status can update, you as an event coordinator can re-check players statuses for rosters submitted to your event.
To do so, select the "Re-check All Rosters" link located beneath the list of rosters:
Selecting this link will recheck all the rosters for this tournament. Rosters should be re-checked before the final list of event participants is printed to take to the playing fields. Ideally, this final check will happen as close to your event date as possible.
PDF version for taking along
The online rostering system provides an separate link for generating a PDF file for printing rosters summary for your event, located in the upper right of the tournament roster report page:
Although the PDF generated has the same information as the web page, it is formatted to be easier for field use.
contacting captains
As always, communication is a very important element to running a successful event. If you have any questions about a roster or an individual on a roster, please contact the team organizers with questions about their rosters.
Online Rostering: Coordinator - Contacting Team Organizers
Because communication with team organizers is so important in running an enjoyable tournament, the online rostering system has an easy way to contact said organizers.
From the roster view page, there is a "contact" link for each team, as well as a "contact all team organizers" link at the bottom of the list of rosters.
Selecting this link will bring up a simple email form with your name and the coordinator's name filled in.
Fill in the subject of your email and the message, and hit send. An email from you will be mailed to the organizer(s) you have chosen to contact.
Please note, when emails are sent from the online rostering system, the From email address on these emails is the email address you have on file with the UPA. As a result, having a current email address on file with the UPA is crucial to effective communication.
Online Rostering: Coordinator - FAQ - Frequently Asked Questions
- When I view the roster pages, I'm told I'm "Not Authorized" to view the page. But when I follow the login link and login correctly, I'm still told I'm "Not Authorized." Is the system broken?
Depending on your browser page view configuration settings, your browser may not be reloading the page from the website even though the page content has changed. You can regain site access by clearing your UPA website cookies and disk cache.
- With Mozilla or Firefox, adjust your settings to reload the page each time you view it by selection File -> Preferences (Mozilla -> Preferences on a Mac) -> Advanced -> Cache and selecting "Clear Disk Cache"
- For IE, adjust the settings to fetch pages every time you load the page. You can do this on the Tools -> Internet Options -> Temporary Files window, by selecting "Clear Files".
If you have an inexpensive fast Internet connection, you may also consider reloading the page each time you view it:
- With Mozilla or Firefox, adjust your settings to reload the page each time you view it by selection File -> Preferences (Mozilla -> Preferences on a Mac) -> Advanced -> Cache and selecting "Every time I view a page."
- For IE, adjust the settings to fetch pages every time you load the page. You can do this on the Tools -> Internet Options -> Temporary Files -> Settings window, by selecting "Every time you view a page".
If you continue to have difficulties, please contact the UPA more help.