Athletic Directors & Coordinators

Schools/Athletic Directors Section

We thank you for your partnership and look forward to working with you for the 2022 Fall Girls Volleyball Season!

We will continue to use the Scheduled Match Counts-Officials Availability Sheet in order to show dates where we have officials available to cover matches during the season. If a date is filled in Black with Red letters, we are NOT able to add matches on those dates. You may use this grid to schedule non-conference matches or reschedule matches during the season.

AD PRE-SEASON CHECKLIST

1) BEFORE JUNE 1 - SUBMIT HOME MATCH SCHEDULES - Debbie sent an email on April 25th requesting schools to submit schedules by June 1 that include your 3 highest level teams (i.e. B, JV, & Varsity). Our projected roster will allow us to send 2 officials to each school to cover up to 3 matches.

ALL SCHEDULE-RELATED INFORMATION BEFORE, DURING & AFTER THE SEASON SHOULD BE SENT TO Schedules@MetroVolleyball.com

2) BEFORE JUNE 1 - SUBMIT TOURNAMENT DATES - Please send your Varsity, JV or B hosted tournament requests to the Schedules@MetroVolleyball.com and include the following REQUIRED summary information:

  • Date(s):

  • Location:

  • Expected Number of Courts:

  • Level (Varsity, JV, B/C):

  • Expected Start/End Times:

  • Match Format: (i.e. Pool Play=2 Sets to 25 only, Bracket Play=Best 2 sets of 3)

  • Expected # of Matches per Court:

3) STARTING AUGUST 1 - VERIFY YOUR SCHEDULES IN ARBITER - All ADs/Assistants in our system should have received an email on 7/31 letting you know we are ready to have you verify your volleyball schedule in Arbiter.

  • Please log into Arbiter

  • Verify your HOME match schedule using GAMES link in the top SITE row

  • Send any questions or changes to Schedules@MetroVolleyball.com or just reply to that email to let us know you're "good to go" and we'll check you off the list

IMPORTANT REMINDER: SCHOOLS PAY MVOA & WE PAY THE OFFICIALS - NO VOUCHERS!

MVOA will invoice you for your home matches and MVOA will then pay the officials. Please modify any of your confirmation email instructions to officials to remove any language requesting vouchers/W9, etc. Please adjust any match day procedure documents to remove any instructions for site supervisors to ask officials to complete payroll paperwork.

2022 Fall Season Schedules

  • How should we format our conference schedule?

    • MVOA will continue to work with Conference Coordinators to submit the conference schedules for priority entry.

    • We will again be asking conferences to build schedules as flexible as possible and include a mix of days of the week.

    • Use the Scheduled Match Counts-Officials Availability sheet as a guide and plan on using non-Tuesday/Thursday combinations on similar weeks for future season planning.

  • What about non-conference matches and tournaments?

    • MVOA is happy to work directly with ADs to schedule non-conference matchups on days of the week that have available officials shown in the Scheduled Match Counts-Officials Availability sheet.

    • Hosted tournaments may also be submitted. Please include the date, times, # of courts, level & match format in your requests.

  • When should schedules be sent to MVOA?

    • MVOA sent requests to Conference Coordinators and ADs in late April to submit their schedules by June 1. Conferences and schools that submitted their schedules will start seeing them entered into Arbiter starting May 15.

    • MVOA will send a request to all ADs to review their entered schedule for accuracy and reply with a "Good to Go" prior to the start of the season. We're targeting this to start on August 1 and request completion by August 10.

    • Schools can check the status of their submitted schedule and billing option choice using the VB Schedule Checklist sheet.

  • Who do we send our match schedules to?

  • How do I check my schedule?

    • You may log into ArbiterSports.com at any time and check the status of your matches by selecting Metro (104653) from the drop-down tenant menu located in the top right of the Arbiter page.

    • If your school contacts have changed, please contact Robyn to add a new contact. Please include the following information:

      • School

      • Contact Name

      • Email

      • School Address

      • Job Title/Role

Billing & Payments to Officials

  • Who pays the officials that work our home matches?

    • MVOA pays the officials that are assigned to the matches listed on the schedule that you provide to us for the season. Schools no longer need to collect vouchers or W9s from volleyball officials that are assigned by MVOA as we take care of that paperwork through our payroll and tax filings.

    • Schools may choose from the following options for billing (your selected billing method from the previous year will be carried over unless you'd like to change):

      • OPTION 1: MVOA will send a single invoice at the start of the season for the home match schedule submitted for the 2022 volleyball season and schools shall pay that invoice in full on net 30 terms to allow MVOA to compensate the officials on our scheduled payroll dates. Any changes (match additions, cancellations, etc.) will be reconciled at the end of the season. This reduces the number of transactions required of your business office down to two (one at the start and one at the end of the season, if needed).

      • OPTION 2: School policies that require services to be completed prior to payment, may request bi-weekly invoices from MVOA. Prompt payments using this method are needed so we can meet our payroll schedule.

Arbiter Match Levels

If there are Notes on your match you'll see a clipboard icon (WITHOUT a green +) in the Notes column for that match which may answer any questions regarding match format/timing/number of officials.

We don't always enter a separate match for every level playing in the same evening. Instead, we "bundle" the combo matches since they will be assigned to the same officials.

Here are some examples of the Sport & Level bundles used in Arbiter:

  • B/JV/Varsity - 1 official for the B Match, 1 official for the JV Match, both officials will then do the Varsity Match. This entry in Arbiter will list the start time of the B/JV match. It is assumed that the Varsity match will follow 90 minutes later.

  • JV/Varsity - This format is 2 officials for both JV and Varsity who will swap R1/R2 positions between matches. Start time in Arbiter will be the JV match with the varsity match to follow 90 minutes later.

  • B - We do not have a "C" level in Arbiter to use, so you will likely see "B" or "Sophomore" where you expect to see "C".

Sub-Varsity & "Early" Matches

  • Will MVOA assign our 9th Grade schedule?

    • Metro's anticipated roster will allow us to send 2 officials each night to cover your 3 highest level matches. If your 9th grade team is one of your top 3 levels on your home schedule, we will work to cover it. If your 9th grade team(s) are your 4th and/or 5th levels, then no, we are not able to cover those at this time.

    • MSHSL Member Schools have the option to partner with HammerSports, LLC, a local lower level match assignor, to assign these additional lower level matches and tournaments. Schools may also opt to cover these matches themselves.

    • Matches with start times prior to 5:00PM limit the pool of available officials by 60%. You have higher odds of having an official to cover your matches when your B/JV/Varsity matches are scheduled at or after 5:00PM.

Tournament Schedules & Procedures

  • When do I need to send my final tournament match schedule to MVOA?

    • As soon as you have your tournament match schedule and procedure document completed, we would like a copy. Said copy is REQUIRED to be sent to us NO LATER THAN the Friday the week prior to the tournament.

    • Please send tournament schedules and procedures to Schedules@MetroVolleyball.com

  • What if it's pre-season and we don't have the exact information yet, what info does MVOA want from me to get started?

    • Starting the 2023 season, we will only put placeholders on the schedule from host schools that send us tournament information using the following format with all fields completed:

      • Date(s):

      • Location:

      • Expected Number of Courts:

      • Level (Varsity, JV, B/C):

      • Expected Start/End Times:

      • Match Format: (i.e. Pool Play=2 Sets to 25 only, Bracket Play=Best 2 sets of 3)

      • Expected # of Matches per Court: