top of page

SWVC's Rules & regulations - 2020 - updated 10/31/19 revision 25


Southwest Volleyball Club 
Overview, Rules & Regulations 2020

(If accepted on a team, please complete forms noted on Required forms tab)

I Mission Statement 
Overview and Philosophy

Club Structure - Junior Olympics and State eligibility

Officers and coaches

II Finances

III The Team
Team size, number of , tryouts, playing time



Team rules; problem escalation; practice rules 

High School sports

New JO parental tips



I Mission Statement 

SWVC (South West Volleyball Club) is entering into its 25th year and exists for the benefit of those to achieve excellence in the sport of volleyball, and promote interest in the local community. Any player from any school is welcome at SWVC.
We believe our program teaches individuals to excel, promote competitiveness, family unity, and develop leadership skills that transcend athletics into every aspect of a member's life.

Overview and Philosophy

SWVC exists to grow players both individually and in a team concept. Practice is for learning, building teamwork and earning playing time. Our goal is to prepare and maintain players' abilities for high school competition; it’s desirable that high school athletes must be participating in their school’s volleyball program in order to play for SWVC. SWVC will hold tryouts at all age levels effective with the 2019 season, regardless of player’s status with the club. Non high school players (15-18 yr olds) may attend SWVC tryouts if offered in given year. Athletes will be placed in roles that are best for the team, while learning and growing individually. Tournaments are for applying what we learn, and giving the team the best possible opportunity to excel. 

Club Structure - Junior Olympics and State eligibility

SWVC will be structured into multiple teams, ranging from 10U to 18 Regional/American/National depending upon the availability of coaches, players, and gym time. No more than 3 players from any one high school can play on one team to comply with the Ohio High School eligibility requirements. (see for details) SWVC structures its programs to be in full compliance with all state rules and regulations as understood. However, the club strongly urges you to educate yourself on all regulations and rules to ensure that no infractions occur. This structure is set for 2019, and may change in the future for the best interest of the club. NOTE: If this is your first experience with Junior Olympic volleyball, remember that not all USA Volleyball rules are the same as high school rules. Checkout the OVR website for rules and appropriate information at


Officers and coaches

SWVC club will consist of a Board of Directors made up of parents and coaches. The board will approve policy and determine long range planning objectives. Volunteer committees consisting of parents will be organized on an as needed basis.

II Finances

Player fees for the 2020 season can be viewed on the Southwest player contract on the SWVC form tab/link. Costs can be offset through fundraising activities as noted below. It is the responsibility of the parent to insure that all monies are received before the deadline outlined below. All monies should be made payable to the SWVC Club in the form of a check or money order; credit card/pay pal is also offered.

Unless otherwise stated, it is the responsibility of the parent to provide transportation, meals and lodging (if required) for all OVR/USAV events. In the event that the team qualifies for nationals, tournament fees, coaches’ fees, and all transportation costs could be incremental fees charged to the parents. (included in girls' national team's player fees)

NOTE: Uniforms will be distributed at the end of January. Any player not current with SWVC fees will NOT receive a uniform at that time, & not be able to participate in any tournament. 

All payment made to SWVC are non-refundable. In the case of a season ending injury, the board will vote upon the status of the player's fees. (Note: charitable donations may not be refunded) Any player in arrears on payments becomes ineligible to play for the SWVC. This restriction is a club requirement the coach does NOT have an option. Any monies received by the club as a non-profit contribution will remain part of the club's monies. Any monies remaining in the club's bank accounts will carried forward into future years; cash balances cannot be distributed or shared. Remaining cash balances will be used for the following year's early insurance fees – USAV fees and to reserve tournaments. 

Although the club is currently being coached by volunteers, with board approval, fees may be paid to coaches under special circumstances. Actual travel & living type of expenses approved by the board will be reimbursed.


Normally, most clubs require player fees to be paid individually by the parents. SWVC attempts to assist with the cost by accepting sponsor donations from both corporations and individuals. All donations are designated as acceptable charitable gifts per IRS guidelines. Note: For 2019 all sponsor t-shirts or sweatshirts will need to be ordered by the parents during SWVC’s shirt sale -historically prices are very reasonable,  and distributed to the sponsors by the parent. Other fundraising activities may also offset the player fees. Fundraising sales have been a great success in the past. If any parent would like to suggest and manage a fundraising program, ideas are welcomed. Increased effort normally equates to improved fundraising returns. Any fundraising/sponsorship money that is raised above your required player fees, will become part of the club's account and can not be refunded, transferred or liquidated. Monies may not be shifted or credited between player's accounts, nor between player fees and sponsor/fundraising donations.

SWVC does utilize committees to run a variety of activities from fundraising to the year end banquet. Participation is encouraged and very helpful.


Team size, number of teams, tryouts, playing time

The number of players on a team may vary. SWVC attempts to limit the team size to 8-10 for the ease of playing time. As the players skills progress, it may be necessary to specialize and take advantage of player's expertise and volleyball strategies. Playing time is not guaranteed.
Our philosophy is that you are paying for instruction during practice time, not game time. All playing time is at the discretion on the SWVC coaches; it is not debatable. Most SWVC coaches attempt to organize a rotation to provide as much playing to time to all as possible, although it may not be completely equitable. Players are encouraged to ask what facet of their game can be improved in order to receive more playing time.

We select athletes based on the following criteria: Coachability, willingness to be a team player, athletic ability for volleyball, athletic potential, work ethic, drive, competitive attitude, and current skill ability and or experience. After the one-day tryout, (or two if required by coach) the coaching staff will meet to determine which players will be offered a contract to participate in our program. Athletes will be notified by email or phone and will be asked to sign the Ohio Valley Region Player forms, SWVC’s player contract and the USAV medical release form. You must return the signed contract within 10 days of our offer; the first installment of the fees as per noted schedule, or it may be withdrawn. Once you accept the offer, you may not play for any other USA Volleyball Junior program. If your intention is to play for Southwest, expediting the paperwork will ease the management of those players who may be on the waiting list. 


SWVC's plan is to compete in at least 9 tournaments & OVR championship for each team. Some multi day tournaments ie: qualifiers, may be counted as 2 tournaments. Normally, the first scheduled tournament will be in February and the season will finish sometime in the middle of May; some national teams may play in June. Schedules will be provided as soon as possible. Due to the nature of the JO program, sometimes conflicts do occur of which SWVC attempts to keep to a minimum. If a National team is organized in a given year, the number of tournaments and schedule may differ from plan above. See team structure tab on website for more detailed information.


SWVC 's intention is to hold at least two practices per week; our hope is to practice more if feasible, especially during the preseason. Official practices will start in Dec 2019. Open gyms/some practices & free clinics may be held in December 2019.

Rules and Regulations
1. All SWVC athletes are expected to behave in a responsible manner. We are proud of the tradition we have earned and would like to continue a well respected image.
2. All game shirts and warm up shirts be kept clean tucked in at all times. Uniforms may be kept at the end of the year. Uniforms normally consist of two tournament shirts, one pair of shorts, and one jacket and warm-up pants; other equipment (like bags,backpacks, etc.) may be supplied as required. Returning players will not receive new bags, until worn..
3. Any athlete damaging equipment owned by SWVC or any facility used by the Club during practices, tournaments or other functions, or at lodging facilities will be required to reimburse the Club and/or facility for the damages before continuing in the Club. In some cases, the athlete may be dismissed from the Club.
4. All fundraising accounts must be kept current, any delinquent account may result in denied playing timeand/or practice time. 
Practice Rules
5. Coaches determine whether or not their practices are open to parents/public or closed. 
6. Scheduled practice time is START time and not arrival time. Plan on arriving at least 15 minutes prior to the start of each practice. Early arrival time should be used for your stretching time! Practice time is precious, so all coaches will start practice with warm up drills (not stretches) There is a consequence for arriving late to practice and competitions. All players are responsible for ball shagging at practice. All players are responsible for the set-up and take down of the net systems and equipment, if necessary.
7. Horseplay by athletes or coaches at practice or tournaments is strictly prohibited. 
8. All athletes are expected to make every effort to attend every practice. Only an illness serious enough to keep the athlete home from school or a genuine family emergency are legitimate excuses for missing practice. Regardless of the reason, if an athlete misses a practice, her playing time may be affected.
9. If an athlete can not be at practice, the athlete is expected to call the coach. It is the athlete's responsibility (not the parent's) to reach the coach before the practice starts.
Tournament Rules
10. All athletes are expected to be in the gym, ready to warm-up, at the scheduled arrival time. This usually means the athlete needs to arrive at the site 30 minutes prior to the scheduled arrival time. EARLIER IS ALWAYS BETTER.
11. Proper conduct is expected for all members of the Club at all time. This includes athletes, parents, and supporters. This also means treating supporters from other teams, other parents, and officials with respect. Improper conduct by an athlete or a parent is taken very seriously and is grounds for dismissal from the club.
12. Athletes and/or parents are expected to provide transportation for their athlete to and from tournament sites and practices. 
13. If an athlete can not be at a tournament, the athlete is expected to call the coach as soon as the athlete knows she will be absent. It is the athlete's responsibility (not the parent's) to reach the coach before the tournament starts.
14. Athletes will not be allowed to leave the tournament site until excused by the coach. Except in cases of true emergency, an athlete who has an officiating assignment may not leave a tournament before the assignment is completed. Officiating is the shared responsibility of the entire team. We will normally provide informal training prior to the start of the season, especially for the younger teams for the line judging, scorekeeping, score flipping, and officiating. Each coach will determine a procedure their team will follow for officiating assignments. EVERY PLAYER IS REQUIRED TO STAY UNTIL THE ENTIRE TEAM CAN LEAVE. PLEASE, DO NOT ASK THE COACH IF YOU CAN LEAVE EARLY. YOU ARE EXPECTED TO STAY! Any player caught using an electronic device (ipod, cell phone, etc) during your assigned officiating responsibilities will not be eligible to particpate in your next scheduled set(game); we take our officiating duties very seriously; in some situations, the entire team may be penalized in the next set. 

Problem escalation:
Competitive team athletics, by its very nature, creates situations where everyone may not be happy all the time. Knowing when to communicate and how to communicate with your athlete's coach is a concern for almost every parent at some time during the season. Most often the concern is how to inquire about issues surrounding playing time. SWVC encourages the athlete to take responsibility for their participation. For this reason we expect the player to talk to the coach first when she or he has a problem concerning her playing time, or if she or he is unclear about what the coach expects from her either in practice or in a competition. The appropriate way to do this is for the athlete to ask the coach what he/she needs to do to get more opportunities to play in matches. Most of the time, the player knows why they may not be playing as much as a teammate when the parent may not. 
Parents can best help their athlete by helping their child set some goals to achieve more opportunities. When a parent has a problem that is specific to their own athlete, we also expect them to first talk to their athlete. These "coaching decisions" include, but are not limited to, specific match decisions such as who played when, where, and how long. The coach will not be required to defend his/her thought process or conclusions in the determination of playing time, and it is improper for a parent to request justification. 
Specifically, the procedures to follow if you as a parent, or your athlete as a member of a SWVC team, have concerns about our policies or a coach's actions are, in this order: 
1. The athlete will speak or meet with the coach to discuss the matter. If the matter remains unresolved, or if the athlete has reasonable concern that speaking to the coach will not resolve the matter,
2. The parent should speak to or meet with the head coach. Parents should call /email the head coach to set a meeting. Meetings are to be at times and locations other than tournaments. If a coach is approached by a parent during a tournament, we have instructed the coach to refuse to discuss any controversial matter, to refer the parent to the Club Director and to walk away from the situation. The recommended time for a parent and/or athlete to talk to a coach about a problem is a previously arranged meeting time either before or immediately after a scheduled practice.
If the matter remains unresolved, or if the parent has reasonable concern that speaking to the coach will not resolve the matter, 
3. The parent may speak to the Head Coach and the Club Director. In certain situations, SWVC may ask the athlete to attend the meeting also. Meetings should be previously arranged. Meetings will not be scheduled during a tournament. The Head Coach or the Club Director will not engage in discussions about "coaching decisions."
4. SWVC will not tolerate hostile, aggressive confrontations between a parent and any official, or a parent and any coach, or a parent and any athlete, or a parent and any other parent, whether the coach, athlete or other parent is a member of SWVC or not. Violation of this policy may result in the athlete being dismissed from SWVC without refund. 
5. It is inappropriate for an athlete or a parent to approach other SWVC members about a problem the athlete or parent is having with a SWVC coach, about objections to coaching decisions, or about disagreement with an administrative decision. Asking uninvolved people to take sides in an issue is unfair to the third party and to the Club. For the psychological health of the teams and the Club as a whole, grievances need to be handled between the parties involved and in the proper manner. 
6. If a player of parent is approached and asked to listen to, or express an opinion about matters between two other parties in the Club, is strongly encouraged to refer the complaining party to take the matter up with either the coach in question, the Head Coach and/or the Club Director.
7. Any member who, as a third party, hears remarks or stories about SWVC, its employees or its policies, that cause the member to be concerned, is encouraged to contact the Head Coach and/or the Club Director immediately to determine the facts, or to alert the club administration to a situation it may be unaware of. It is detrimental to everyone involved to repeat complaints you hear or overhear to other uninvolved parties. By the time a story gets to the third or fourth party, it frequently bears little resemblance to the truth or the facts of the situation. 
8. Please refrain from negative comments around your son/daughter and the other athletes. Young players are vulnerable and if they hear complaining about the coach, the coach's style or SWVC policies, this can have an adverse effect on their performance and/or attitude. If you, as a parent, are unhappy about something, you should follow the grievance procedure of this guide to resolve the matter. 
9. SWVC coaches are normally volunteers who love the game of volleyball, and strive to make the player's volleyball experience a fun, learning and rewarding time for the players. The coaches encourage player/coach discussions, and make every effort to balance both the team and individual goals for the best outcome for all. 

School sports:
Regarding players’ participation in school sports during the JO season if they will miss more than 15% of the practice & tournament participation, should reevaluate even playing JO.   We will though review each case on an individual basis. School sports and activities are an integral part of the scholastic experience and we still make every effort to schedule practices around some of these other activities. However, it is recommended that if an athlete is going to miss more than 15% of practices and tournaments, those families reconsider participation in our program. Missing such a significant amount of time does not make it cost effective for the families and makes it very difficult to build team chemistry and team cohesion at a competitive level. All SWVC teams require hard work and dedication to make a successful team; missed practices could result in a forfeiture of playing time.

New JO parental tips:
Tournaments can last anywhere between from 8:00 am until 8:00 pm. Teams will begin pool play where they will play each team in their pool with the winning teams advancing to a Gold bracket and other teams advancing to a Silver or Bronze bracket. Most tournaments are best 2 out of 3 games played to a rally score of 25, with the deciding game played to a rally score of 15. Rally score is where a point is scored on every serve. 
Seating is sparse in most of the gyms, so we recommend that you bring your own chairs. We strongly advise that you pack a cooler for your athlete for the day of a tournament because they can run long. Some facilities who are offering concessions, may require that all coolers be stored in your car during the day. Some players bring pillows and sleeping bags so they can rest between rounds. Games, homework, books, etc. are all recommended for some of the longer tournaments. Arrive early so you can help set up your team area and get ready to warm-up. Except for starting times, most tournaments do not follow a set time schedule. Matches will begin 10 minutes after the end of the previous match. If the tournament is run well, it should be over around 6:00 pm; but to be on the safe side, expect to be there all day. 
All injuries must be reported immediately to the coach(es). In the case of a major injury, the athlete will not be permitted to participate unless clearance is obtained from the player's physician.

Other SWVC, under the Internal Revenue Code is classified as a non-profit tax-exempt organization.




bottom of page