OVR Club Directors:
More and more tournaments use the Advanced Event Systems (AES) for managing team registrations and entries into their tournaments. If you wish to enter any of your teams into an AES controlled tournament, here are a couple of things you need to do.
Create your own AES user ID and password. You can do this from the AES home page, https://www.advancedeventsystems.com/Default.aspx. In the bottom left you will see an option for "Create New Account".
You have to do this each year. You will then use this ID and password to log into AES.
Now the fun part. You will register yourself and teams (coaches and players) into the OVR registration system. Twice each month (approximately the 1st and 15th of each month), this registration data is transferred to USA Volleyball. They then merge our membership data into their membership system called Webpoint. This may take a couple of days especially over weekends.
Once your data is incorporated into USAV's Webpoint system, you can IMPORT it from Webpoint into AES. But USAV doesn't trust just anyone to do this. They require notification from the OVR as to who is allowed to do this for each club. Only one person per club is authorized. To become authorized, you must notify me with four items:
- Your club name
- Your name
- Your club's five-character code. This is the middle part of your team codes like: FJ4-XXXXX1-OV. In this example, XXXXX would be the club's code.
- Your email address
I then submit this to USAV. They work with AES to create a special AES ID and password for you which are used exclusively for the IMPORT function. This step again may take a couple of days.
Once you receive your special AES ID and password, you are finally ready to register your teams into AES controlled tournaments.
Last year 67 clubs requested one of these special AES IDs. Here is a list of what was submitted last year: http://gozips.uakron.edu/~herbert/OVR_AES_2012.pdf.
Please review this list. Let me know if the contact person for your club needs to be updated or if you are changing your club's name. You must contact me and let me know if the data is still correct or if you need changes made.
If your club is not on this list and you think one or more of your teams will participate in an AES controlled tournament (like the MidEast or NorthEast Qualifiers), send me your club name, contact person's name, club five character code and contact person's email address.
The OVR plans on using AES for publishing online results for many of our major events such as the WinterFest, OVR National Bid tournament, and all four weekends of our Girls' Championships. But we do not use AES for team registration. So you will NOT need a special AES ID and password to enter your teams into these events. We use our own OVR web pages to do these team entries.
The important thing to note is the time delay you will encounter with this process. You must plan ahead. Your player and coach membership registrations must be in the OVR system before the 1st or 15th of the month so that they are transferred to USAV. Remember that you will be doing the IMPORT function from USAV's Webpoint system to AES. It is not going from the OVR membership system directly to AES.
If you have any questions, please just drop me a note.
Thank you for your time,
Al Herbert
OVR Special Events Coordinator
herbert@ovr.org