Program Administrators

Program Administrators are the volunteers who work countless hours with lacrosse programs, teams and leagues. We recognize the importance of such a position and realize how much effort it takes to expand and improve lacrosse opportunities in your region. It's our goal to continue to improve our service to you. If an anytime you have a question, please don't hesitate to contact Erin Sturgis, Group Membership Coordinator.We will continually update this section with important information for program administrators. Please let us know if there is other information you would like to see. Click on any of the sections below for more details.

(Please note that several forms included in this section are in PDF format. You may download a free copy of Adobe Acrobat Reader to read those documents if it is not already installed on your system.)

Administration

I.	Processing
II.	Ordering Forms
III.	Form Instructions
IV.	Web Access
V.	List Requests and Rosters
VI.	Insurance
VII.	Frequently Asked Questions

Benefits

I.	Programs and Services
II.	Membership Benefits
III.	Membership Benefits PowerPoint presentation
IV.	PA Thank You Mailing
V.	Youth Council Representation
VI.	Networking
VII.	Education

Administration

I. Processing
Membership processing has come a long way in recent years. From three months to three weeks in processing time which is our maximum processing time for any application. Processing methods have also changed; from a staff of three to a staff of nine during the busy season and additional resources such as external and electronic processing.

External Processing* -  Once group applications (10 or more forms) have been received the group coordinator reconciles your package and then sends them out of house for processing. Forms are shipped weekly or bi-weekly during the busy season or when volume warrants. Within days, the data is electronically sent back to us and then imported in our system. Members are e-mailed a confirmation with their membership number within 24 hours and membership cards are mailed weekly December - June and bi-weekly July - November. * Fastest way to process forms!!!

Electronic Processing - We are no longer offering electronic registration for groups/leagues until our new system and database are fully functional. 

II. Membership Form Information
The Membership Department will work with you to select the best registration process for your organization. We continue to improve our membership administrative process to make it easier for registration and welcome any comments or suggestions you may have. US Lacrosse offers an updated youth and general multi-ply form as well as a color brochure for membership registrations. The youth form has been created with guidance from our Youth Council with youth leagues in mind. There is a special blue section at the top of the form for information that is useful to leagues such as position, jersey number and school. Click here to order forms or email Erin Sturgis, Group Membership Coordinator. Include the following information:

Name of Program/Team/League
Contact
Address, specify home or work. No P.O. Boxes, please
City, State and Zip
Daytime phone number
E-mail address
Type of forms - youth, high school, coach, or adult
Amount of forms
Date forms are needed (please allow 2-3 weeks for delivery)

III. Membership Form Instructions
Membership forms are sent with an Instruction Sheet (click here for adult instructions, click here for youth and high school player instructions), which outlines how to put the forms together and the information you need to include to expedite processing.

IV. Web Access — To access membership updates through August 31, 2004
Limited membership information such as players names and membership numbers available to program administrators online. In order to access this information, you must first complete a US Lacrosse website data access application and agreement. If you have completed a form and received your login information and password, click here to access the login page. If you have misplaced your login number, please e-mail Erin Sturgis, Group Membership Coordinator. You must reapply for web access each year. Passwords expire on Dec. 31 each year.

V. List Requests and Rosters
At any time, a program administrator may contact the membership department and request a list of their players. As always, we ask for two weeks to process a request. To request your list, e-mail Membership Service Supervisor Elizabeth Piper with your team name and state you are located. Additionally, when submitting forms, you have the option to have the numbers sent after the forms are processed. Since program administrators have the ability to check their player’s status for free on-line by submitting the web data access form there is a $25 fee for rosters checked by the membership department. Payment must be received prior to checking the roster.

VI. Insurance Information
Comprehensive lacrosse coverage is in place for all individual members, but once a team, league or program reaches 100% membership, program administrators can request a certificate of insurance which also includes Participant Legal Liability. Bollinger Insurance manages all aspects of the US Lacrosse insurance program. Detailed information is on our site regarding the different aspects of the program, including how to file an injury claim and certificate of insurance requests. Program administrators can also print out the Risk Management Manual and A Guide to Prevention of Sexual and Physical Abuse for US Lacrosse Teams and Leagues. Both were developed in conjunction with the US Lacrosse Insurance/Risk Managment Committee and Bollinger Insurance.

VII. Frequently Asked Questions

Questions:

A.	I need to order more forms, what should I do?
B.	I need forms with in the next few days, what should I do?
C.	How do I submit my group?
D.	How do I know if the forms I have are current?
E.	What if the player did not sign the form?
F.	What if the parent did not sign the form?
G.	What if the insurance information has been left off?
H.	How do I know if my group was received?
I.	How do I know if my group was processed?
J.	How can I receive a list of my players membership numbers?
K.	How can I have my roster checked?
L.	When are my players insured?
M.	How can I receive a certificate of insurance?
N.	Will my certificate of insurance be sent automatically?
O.	I just added some new players to my roster, how can I add them to my certificate?
P.	I have middle school players participating on my high school team, what membership category should they join as?
Q.	I have high school players who are 15 or younger, what membership category should they join as?
R.	Does US Lacrosse provide international insurance coverage?
S.	What is US Lacrosse sanctioning and what does it entail?

Answers:
A. I need to order more forms, what should I do?
You can call our office or e-mail Group Membership Coordinator, Erin Sturgis. If you need forms in a rush you can download a membership form and make copies or call us with payment information to have forms sent rush delivery.

B. I need forms with in the next few days, what should I do?
US Lacrosse only sends forms UPS Ground or via First Class US Mail. For faster delivery, you would need to provide a payment for a rush method of delivery. We also have a membership form that can be downloaded; you would just need to make photocopies of the form. If you choose to photocopy the form, please send the original membership applications to us.

C. How do I submit my group?
An instruction sheet with a program administrator checklist is sent with each order of membership forms and can also be downloaded from this site. Select the youth and high school instruction sheet or the adult instruction sheet. FAXED FORMS FOR GROUPS ARE NOT PERMITTED!!!

D. How do I know if the forms I have are current?
As of 2002, each membership form has a "valid until" date on the top right hand corner. Only current forms should be used.

E. What if the player did not sign the form?
As long as the player is under the age of 18, a parent or guardian must sign the form so the player’s signature is not necessary. Players, coaches or officials 18 years of age and older must sign the form themselves.

F. What if the parent did not sign the form?
If the player is under 18, the parent must sign the form. Players, coaches or officials 18 or over must sign the form themselves. If an application is missing the proper signature the application will be sent back to the individual and membership will not be processed until the form is signed and returned to us. It is important that you check to make sure the proper signatures are in place.

G. What if the insurance information has been left off?
Our insurance administrator, strongly requests that every effort is made to include insurance information. However, not having the information will not delay the processing of forms.

H. How do I know if my group was received?
We send out weekly confirmations to any group (10 or more forms), we received within that week. Confirmations are sent to the program administrator via e-mail provided or US Mail.

I. How do I know if my group was processed?
Unless a list is requested, e-mail confirmations are sent to the individual member 24 hours after being processed and are not sent to the program administrator. Each individual member will receive a US Lacrosse membership card with his or her number around two to three weeks after processing.

J. How can I receive a list of my players membership numbers?
You can receive membership numbers a few ways - the first would be to request a list when you submit the membership form instruction sheet (youth and high school or  adult) included with the membership forms you ordered or on the website. Select the membership list check box at the bottom of the form. A list will be sent once your forms have been processed. There is a check box on the instruction sheet sent with each pack of forms requested. You can also request a list of player’s numbers at any time but we ask for two weeks to generate a list. Program administrators can also check the numbers for their players on-line once they submit a web access agreement form. Passwords and instructions are sent each Friday to those with approved applications.

K. How can I have my roster checked?
Program Administrators are now able to check their rosters on-line. In order to gain access, you must complete the web access agreement form and fax or mail it back. Passwords and instructions will be received each Friday. Website access expired Dec. 31 each year and must be reapplied for. Groups will be charged a $25 fee for rosters that are checked by the membership department. Payment must be received before the roster is checked. Rosters that are sent to the membership department for validation should allow two weeks for completion.

L. When are my players insured?
Players are covered the day we receive the signed membership forms and the proper payment from the program administrator. The membership department accounts for all of the groups that are received everyday via US Mail or e-mail. A daily e-mail is sent out acknowledging the groups that were received.

M. How can I receive a certificate of insurance?
An insurance certificate can be obtained by completing an on-line application.

N. Will my certificate of insurance be sent automatically?
No, certificates must be applied for. However, certificates are sent within one business day of receipt of a complete applications.

O. I just added some new players to my roster, how can I add them to my certificate?
A player is covered under your certificate once we have received their signed form and payment. Make sure the team name on their form corresponds to the name on all the forms sent in before.

P. I have middle school players participating on my high school team, what membership category should they join as?
Although a player may be in middle school, if they are participating at a high school level, they should sign up in the high school category.

Q. I have high school players who are 15 or younger, what membership category should they join as?
Any player, regardless of age, who is playing at the high school level, should sign up in the high school category. Further questions about categories should be sent to the membership department.

R. Does US Lacrosse provide international insurance coverage?
As a member of US Lacrosse you are covered no matter where an organized lacrosse event takes place. US Lacrosse can provide you with an International Services card, in case an injury occurs while out of the country. A program administrator can contact AIG Travel Assistance Services by calling 1.800.626.2427.

S. What is a US Lacrosse sanctioned event and what does it entail?
Although an event does not automatically become sanctioned simply by mandating membership, anyone participating in a US Lacrosse sanctioned event should be a member. Official procedures should be followed in order to qualify for a US Lacrosse sanction. US Lacrosse sanctioning indicates to participants and fans that a higher standard of organization and risk management has been followed. For more information on event sanctioning, send an e-mail Tracey Cantabene, Membership Director.