Rostering 101 - College Series

1. Fill out a roster with your team and player information using the online system.
2. Turn a paper copy of your roster generated by the online system into your school Registrar's office along with the UPA Registrar Instructions.
3. Send all pages of your Registrar-verified roster and Registrar-verified Registrar Instructions to the UPA so that it arrives by the team registration deadline (5pm MT March 21st).  Overnight or two-day if necessary.
4. Along with your roster, please send in any waivers and dues owed by your players for 2008 prior to participation in sectionals.
5. Be sure to notify your sectional coordinator at least 2 weeks before your tournament to confirm you intend to bring a team.
6. NOTE: There is no longer a late registration deadline for teams wishing to participate, but instead separate deadlines for registering a team and finalizing a roster.  You must register a valid team roster (at least 7 players) by the team registration deadline in order to participate in the College Series.  Teams may make additions to finalize their roster up until the finalized roster deadline (5pm MT the Friday one week prior to the weekend of your Sectional event (i.e, 8-9 days before your Sectionals)), but must still go through the same process with their registrar.

* If you have a UPA-approved consortium, please follow these instructions in addition to the detailed instructions below to submit your team's roster.  Note, the consortium application deadline is Feb. 15, 2008.

Please refer to the separate checklists below for detailed instructions for each system.

Online Rostering 

The online rostering system will allow you to create your team’s roster online by selecting players from the UPA database (using name and UPA ID) and submit it electronically to the UPA.  The system will allow you to immediately see which team members are current UPA members and which have waivers on file, and will alert you to potential conflicts, like players being on multiple rosters and some eligibility issues.  UPA staff and team captains will be able to easily access rosters for administrative purposes prior to and during the Series. 

In order to participate, your Registrar-verified paper roster and Registrar Instructions must both be received at the UPA by the 5pm MT March 21st team registration deadline.  A roster must consist of at least 7 players to be considered valid. 

To use the online rostering system, click here to get started.  Detailed “how to” instructions are included in the system. A checklist of major steps is outlined below.

1. Collect information from your players including (first/last name, UPA ID, email)
   o    Players can find out their UPA ID by going to www.upa.org/members/login.php.
   o    If a player is a brand new UPA member and doesn’t have an ID, s/he should go to www.upa.org/members/login/php and follow the instructions for creating a new account.  The new ID number will be emailed to the player and s/he can give that to the team organizer.
2. Collect team information including (school name, team name, UPA section/region, team contact name and email, school Registrar phone and fax #).
3. Find a computer that is connected to a printer, the Internet, and has Adobe Acrobat.
4. Log in to your UPA account to access the Online Rostering system.
   o    To log in, follow the instructions at www.upa.org/members/login.php
5. Follow online rostering instructions for creating a roster and entering players onto your roster.
   o    Include the name of your school, team name, team contact name and information, and school Registrar information.
   o    Include the names and addresses of ALL the people that will be playing with you for sectionals or regionals. If they aren't on your roster they can't play with you. So if you are unsure as to whether someone will be showing up for sectionals or regionals, you should put them on. Once the finalized roster deadline (5pm MT the Friday one week prior to the weekend of your Sectional event (i.e, 8-9 days before your Sectionals)) has passed, the roster is final and you can't add any players for the rest of the Series!!!
6. “Submit” your roster via the online rostering system when you are ready to print it out and turn it in to your school Registrar.
7. Print your roster and the Registrar Instructions and turn them into your school Registrar. 
   o    Be sure to give the school enough time to verify the students according to the UPA’s guidelines (this can sometimes take as long as two or three weeks) and get the roster back to you so you can send it in on time).
8. Use the online rostering system to determine which players owe dues and waivers for 2008.
9. Make sure you collect all the money you need for dues.
   o    It is best if the captain can collect all the money for UPA dues, write ONE check to the UPA for all the dues, and note for which players the payement is to apply. If you can't do that, make sure each person writes the check to the UPA and includes their name in the memo field.  Individuals can also pay online with a credit card at www.upa.org/members/login. 
10. Have your team members sign waiver forms. 
    o    Anyone who does not submit a waiver form for the year will not be allowed to participate in the College Series. Waivers are good for the calendar year in which they are signed, so if HQ already has a waiver on file for you for 2008 you don't have to turn in another waiver.  If you are unsure about specific players, have them check their status online at www.upa.org/members/login or contact UPA HQ. Do this BEFORE you send in your roster. You can also call the toll-free line (1-800-872-4384) to get this information.
11. MINORS: If someone on your team is under 18, their parent or guardian must also sign the waiver! Minors also need the chaperone and medical authorization forms filled out. 
    o    A copy of the chaperone form must be included with the roster.  The medical release form is the responsibility of the chaperone; it must be brought to each Series event and kept on hand by the chaperone.  This form will allow medical personnel to treat an injured minor without a parent/guardian having to be present.  (Without this form a doctor might not treat an injured minor.)
12. Mail your roster, dues, and waivers to UPA headquarters (address below) so that it is received by 5pm MT Friday, March 21st 2008.
    o    That means that HQ must have it IN ITS HANDS by that time, and not merely postmarked by then.  Faxed rosters and waivers will NOT be accepted.
    o    After the 5pm MT March 21st team registration deadline, teams may add more players up until the finalized roster deadline (5pm MT the Friday one week prior to the weekend of your Sectional event (i.e,, 8-9 days before your Sectionals)), but must still go through the same process with their registrar.

Ultimate Players Association
Re: College Roster*
Division/Section/Name of College
4730 Table Mesa Drive, Suite J-200
Boulder, CO 80305

800-UPA-GETH (872-4384)

* if the mailing consists of roster additions after your team registration, please add “ – Additions” to the first line.

If you have any questions, contact your sectional or regional coordinator. (Look at the sectional and regional boundaries if you don't know what section you are in. Cross-check that information with the UPA Contacts page to locate your coordinators.