I/I INFO PACK
TABLE OF CONTENTS
OVERVIEW MISSION STATEMENT The mission of the Intercollegiate/Interscholastic (I/I) Committee of the United States Polo Association (USPA) is to promote and grow the sport of polo by providing maximum exposure to the sport; recruiting collegiate and scholastic institutions; coordinating activities of member schools and players; providing for organized competition including sponsoring & administering regional and national tournaments with an emphasis on sportsmanship, fairness and safety; and by effectively utilizing funding for the benefit of I/I activities.
SECTION 1 - I/I COMMITTEE INFO
Mission Statement and Organization
SECTION 2 - USPA I/I TOURNAMENT & GAME INFO Qualified Games Regional List Time Outs & Substitutions Shootouts Sportsmanship Summer Review Process Summary of 2019 Changes 2020 I/I TCs Tournament Site Selection Tournament Seeding and Assignments Work Routine Guidelines
SECTION 3 - I/I REQUIRED FORMS & DEADLINES Master Deadline List Info on Sports Engine Forms Coachesâ€™ Requirements Hardship Waiver
SECTION 4 - INFO & RESOURCES
Logo Policy Interscholastic Varsity Letter Intercollegiate Scholarship Supplemental Funding Umpire Support I/I Magazine International Team Selection
AAN Head Youth Concussion Protocol Student Emergency Contact Known Injury Policy Inclement Weather
SECTION 5 - SAFETY
SECTION 6 - MOUNTS & EQUINE WELFARE
Split String Best Playing Pony/String Chukker Breaks Horse Provider Reimbursement Shipping Guidelines Pre Tournament Horse Inspection Limited Horse Procedure
I/I COMMITTEE MEMBERS NHTC: David Wenning, Dr. Philip Abel, Robert LynKeeChow, Miranda Luna and Bob Puetz. Executive Advisory Board: David Wenning, Tom Wisehart, Melanja Jones, Sheryl Sick, Miranda Luna, Posey Obrecht, and Stan Feldman Regional Host Tournament Committees: Northeastern: David Wenning, Liz Brayboy, Mike VanDerwerken Southeastern: Robert LynKeeChow, Tom Wisehart, Stan Feldman Central: Dr. Philip Abel, Francis Hinkle, Steve Armour Western: Miranda Luna, Carina Deck, Dan Healy Coachesâ€™ Representatives: Tony Condo, Lou Lopez Additional Committee Members: Danny Scheraga, Lynn Thompson, James DeAngelis, Robin Sanchez, Dr. Stephanie Massey Staff: Amy Fraser - I/I Program Director Emily Dewey - I/I Tournament Manager Ali Davidge - I/I Program Coordinator
MEANS OF COMMUNICTATION I/I news, updates and reminders will be posted on the I/I pages of the USPA website, www.uspolo. org. Please check the website periodically for updates and reminders. Email will also be used extensively. Please be sure to inform Ali Davidge (email@example.com) of any email or phone contact information changes.
SECTION 1 I/I COMMITTEE INFO
I/I COACHES SUB COMMITEE The USPA I/I Coaches' Sub-committee will be open to any I/I Coach or Advisor of a USPA member club or school. Coaches' Sub-Committee members will elect two coaches/advisors to serve on the I/I Committee as Coaches' Representatives. Coaches' Representatives will serve as the communication portal between the I/I Committee and the individual I/I coaches/advisors. This portal is to be used to pass on information from the committee to the coaches/advisors and vice versa. Information gathered from the coaches/advisors may be included in the yearly I/I Review. Coaches' Representatives will serve for two years on a staggered basis. Elections will occur every year and one representative will be elected to serve a two year term each year. Each team in the I/I Program is allowed one vote. Coaches' Representatives: Tony Condo, 2019-2020 ; Lou Lopez, 2020-2021
APPEALS PROCESS All appeals regarding to the I/I Program should be submitted to the I/I Program Director at firstname.lastname@example.org. The USPA appeals process is outlined in the USPA Tournament Conditions and By-Laws.
REGIONAL ASSIGNMENTS INTERCOLLEGIATE NORTHEASTERN Connecticut Maine Massachusetts New Hampshire New Jersey New York Pennsylvania Rhode Island Vermont Ontario, Canada
SOUTHEASTERN Alabama Delaware Florida Georgia Illinois Indiana Kentucky Maryland Michigan Mississippi North Carolina Ohio South Carolina Tennessee Virginia West Virginia Wisconsin
CENTRAL Arkansas Colorado Iowa Kansas Louisiana Minnesota Missouri Nebraska New Mexico North Dakota Oklahoma South Dakota Texas Wyoming
WESTERN Alaska Arizona California Hawaii Idaho Montana Nevada Oregon Utah Washington British Columbia, Canada
CENTRAL Arkansas Colorado Iowa Illinois Indiana Kansas Kentucky Louisiana Michigan Minnesota Missouri Nebraska New Mexico North Dakota Ohio Oklahoma South Dakota Texas Wisconsin Wyoming Guatemala
WESTERN Alaska Arizona California Hawaii Idaho Montana Nevada Oregon Utah Washington British Columbia, Canada
INTERSCHOLASTIC NORTHEASTERN Connecticut Maine Massachusetts New Hampshire New Jersey New York Rhode Island Vermont Ontario, Canada
SECTION 2 USPA I/I TOURNAMENT & GAME INFO
SOUTHEASTERN Alabama Delaware Florida Georgia Maryland Mississippi North Carolina Pennsylvania South Carolina Tennessee Virginia West Virginia
QUALIFIED GAMES All I/I teams are required to play a minimum of two qualified games against other I/I teams within their region/division. All I/I Regular season qualified games shall be played following all I/I Tournament Conditions, including use of the 2017 USPA Arena Rules Tournamet Conditons, on a split string. Teams have the ability to shorten chukkers and/or take walk breaks as needed for the welfare of the horses. One game may be played out of region for both IS and IC or out of division for IS. Competition is available for Intercollegiate(IC) men, Intercollegiate (IC) women, Interscholastic (IS) girls, and Interscholastic (IS)Open (can be all boys, all girls, or combination of girls and boys) teams.
SUMMER REVIEW PROCESS (SUMMER DEVELOPMENT SERIES) This sub-committee is charged with the responsibility of reviewing the existing I/I Program’s organization and the existing Tournament Conditions as listed in the USPA Rule Book, Intercollegiate/Interscholastic Tournament Conditions. This sub-committee makes recommendations for changes, additions and/or deletions of the existing I/I Committee organizational structure to the I/I Committee for endorsement and submission to the USPA Chairman and CEO for approval. The revised I/I Committee Structure and Organization will become effective immediately upon approval.
TIME OUTS AND SUBSTITUTIONS Teams will be allowed one (1), ninety (90) second timeout per half. Unused first half timeouts will not transfer to the second half. Timeouts will not transfer, or be awarded during an overtime shootout. A timeout may be used at any dead ball opportunity or after a goal is scored. Procedure: A team member must ride to the umpires or the team’s coach may get an official’s attention from the sidelines, and indicate that he/she would like to use their timeout. The umpires should then ride to the timer and scorekeeper to inform them which team is taking a timeout and to start a timer. Coaches may elect to enter the arena or have their team stand near the coaching area. If a coach elects to enter the arena, they must enter immediately after a timeout is requested. Once teams have converged on their coach, or around their captain if no coach is available, the timer shall begin the count down. Substitutions may only be made during the timeout. The substitute(s) must be ready to play when the timeout ends. No warm up time shall be given to the substitute(s). A team wanting to substitute during a stoppage of play that they have not called, i.e. walk break or an opposing team’s timeout, must have a timeout available. If a team has previously used their timeout for the half then they forfeit the right to substitute that half during game play. If they have not, the coach or player must notify the umpire that they will also be using their timeout for the half to proceed with the substitution process. The end of a time out shall be indicated by a horn or the official’s whistle. In the event teams do not return to the area where play shall be resumed in a timely manner or coaches do not leave the arena within 15 seconds of the horn, the umpires shall blow the whistle to indicate improper play and determine the appropriate penalty assessment. i. A timeout will not be charged if team members need to switch horses within their string. ii. A timeout will not be charged if a player needs to fix a part of their tack. iii. A timeout will not be charged if a player must take an injury timeout. A substitution will not be charged if a player must be brought in to take the place of an injured player.
SHOOTOUTS All I/I games must end in a win/loss situation. All ties at the end of regulation play shall be broken by a shootout. Shootout procedures can be found in USPA Arena Rule 5. c. 2.
SPORTSMANSHIP Given the disparity of the level of experience of our teams there may be games that are played during which the outcome of the game is no longer in question and the score can be lopsided. It is considered poor sportsmanship to “run up the score”. In lieu of instituting a “mercy rule” the I/I committee looks to coaches and the teams to use reasonable judgment and sportsmanship during such games. Examples of ways to limit the disparity in the score of a game can be: replacing players with alternates, lowering the aggressiveness of players, allowing the weaker player on the stronger team to take penalty shots, etc. We believe this can be accomplished without humiliating the weaker team.
This sub-committee also makes recommendations for changes, additions and/or deletions of the existing Tournament Conditions to the I/I Committee, for endorsement and submission to the USPA Tournament Committee. Upon approval, the USPA Tournament Committee will submit the revised I/I Tournament Conditions to the USPA Board of Governors for approval at the 2019 Fall Meeting. Upon approval by the Board of Governors, the Intercollegiate/Interscholastic Tournament Conditions will be included in the Intercollegiate/Interscholastic Information Packet and 2020 USPA Rule Book and will become effective immediatly.
2020 I/I SUMMARY OF CHANGES Horse Shipping Reimbursement Shipping reimbursement $1/mile/string/roundtrip Shortened game approval *Two chukker round robins and shorted/abbreviated games are allowed with prior staff approval. NOTE: 8 total chukkers must still be played by each team, meeting in-region requirements. Regular Season Champs *Regular Season Regional Champion award has been removed. Regional Chukker Length *Your RHTC has the option to utilize the six, 5 minute chukker format where they deem appropriate. Notification will be sent to each region prior to tournament season. Teams sourcing own horses *All teams are required to source their own horses for the tournament if they chose not to supply their own. USPA will continue to pay the horse usage fee as outlined in the info pack for all tournament horses. Horsemanship Awards *A horsemanship award will be awarded at each tournament, as voted on by the HTC. Grad Student Eligibility *The requirement for first year grad students to have to have competed for the same school as an undergrad, has been removed. The first year grad student does not have to have competed in polo previously, and/or could have attended a differ institution undergrad. They must still have years of eligibility left to compete, i.e., 5 years to play 4.
Host Club Form *Teams will receive a sign-now document that both their host club and team representative will need to sign at the beginning of each year to be eligible. Teams that are their own USPA Club, will need to renew their annual USPA dues. Violations & Penalties *Teams who do not show up, or complete their tournament work duties, will be subject to fines and/or disciplinary action, which may include disqualification from the tournament.
Paperwork Deadlines Oct 1: Intent to Compete Deadline & Rosters (No entry fee due) Oct 1: Coaching requirements Oct 1: Host Club Form - IC Teams Dec 4: IC: Intent to Compete Payment, Magazine Fee, Magazine Ads Dec 4: IC Player Form Dec 11: IS: Intent to Compete Payment, Magazine Fee, Magazine Ads Dec 11: Interscholastic Paperwork Jan 8: Interscholastic Games Jan 31: IC Paperwork & IC Games March 17: IC Player Form (NIC Players only) May 15: Interscholastic Varisty Letter Application May 31: Intercollegiate Scholarship Application June 1: 2021 Host Site Application
2020 I/I TOURNAMENT CONDITIONS
2020 USPA I/I Tournament Conditions A. General Program Information 1) The USPA Intercollegiate/Interscholastic (I/I) Committee shall appoint a National Host Tournament Committee (NHTC), which will include the following persons: CEO of the USPA or their designee, the I/I Committee Chair(s) and others as they may designate, to total five members, subject to the approval of the USPA Chairman. The NHTC shall conduct each I/I event/tournament. A Regional Host Tournament Committee (RHTC) shall be formed to assist the NHTC in Preliminary/Regional Tournaments and will consist of 3 members; the I/I Regional Chair (an NHTC member) and two other people to total three members. A coach of a participating team may not serve on the NHTC or RHTC. All NHTC and RHTC members shall serve one year terms with no limit to number of years served. 2) Any exceptions or clarifications to the I/I Tournament Conditions will be handled and ruled upon by the NHTC. The decision of the NHTC shall be final. 3) To the extent there is an issue with eligibility or play that is not addressed in these conditions, the NHTC will turn to the NCAA rules for guidance. 4) In the event of any circumstances that may not be covered by these conditions, the decision of the NHTC shall be final. 5) The USPA I/I Committee will have a Coaches’ Sub-committee as outlined in the I/I Information Packet. 6) The USPA I/I Chairman will appoint a Hardship Waiver Sub-Committee which will include the following persons: one member from each of the four Regional Host Tournament Committees, one at-large member and the two Coaches’ Representatives as ex-officio (nonvoting) members, to total seven members. 7) I/I Communication a. The primary method of communication for the I/I Program shall be through email and the USPA website. b. For the purpose of reminding teams of approaching deadlines, communication shall occur in the following order: 1. website 2. email 3. telephone c. All teams must supply current contact information to the USPA I/I Program Director and advise the Program Director of any changes. Teams are responsible for maintaining current contact information with the USPA. B. Games/Events 1) All games, events, and tournaments shall be played under the USPA Arena Rules, as outlined in the current year official USPA Rule Book, subject to such modifications as the I/I Committee may impose. Any modifications shall be published prior to the event. Current year modifications: a. All I/I Tournaments and Qualified Games will be played using a “Split String” as outlined in the I/I Information Packet. Procedures for using a split string as well as the procedure for utilizing a spare if needed shall be followed as outlined on the split string sheet. b. Teams are required to play four chukker games. i. Prior staff approval with a minimum of 24-hour notice is required for the following exceptions: a. To hold a shortened game on the following terms:
i. In the case of insufficient horses, teams may agree to play abbreviated games of no less than two chukkers. b. Cases of last minute scheduling will not be considered an acceptable reason to host a game of less than 4 chukkers. c. Two Chukker Round robins d. If shortened games are granted, a total of eight chukkers must be played by a team to meet the minimum tournament qualifications. ii. NHTC approval may be granted after a game has been completed for the following exceptions: a. If officials call a game due to inclement weather or darkness and it cannot be rescheduled, the score at the time the game was called shall stand and the game shall be considered complete. b. In extreme weather conditions, chukkers may be shortened to no less than five minutes. c. In the case of fatigued horses, chukkers may be shortened or a break can be taken half way through the chukker to allow horses to recover. iii. In the case of inclement weather during a tournament game, if the tournament game is to be canceled and not able to be re-scheduled, at least two chukkers must have been played to determine a winner. c. All I/I games shall be played without handicap. In the event of a Penalty 7, if a player is disabled by a foul to the extent the Umpire permits or orders the player’s retirement from the game, the Captain of the team fouled may: i. Have the option of providing a qualified substitute. ii. Request a player from the fouling team whose ability is closest to that of the disabled player, as determined by the HTC, with the advice of the umpires, be removed. The HTC shall have not more than 20 minutes from the time the foul occurred to make a determination. The Captain must decide how to proceed immediately following the HTC’s determination. d. The umpire may remove a player from a game if in the opinion of the umpire, that player is creating an unsafe situation. Actions deemed unsafe include but are not limited to endangerment to other participants and/or mounts and repeated fouls caused by these actions. Eligible substitutes shall be allowed within the chukker the unsafe player has been removed. If no eligible substitute is available, then the game will continue two on three unless the opposing team opts to remove one of its players, in which case the game will continue two on two. e. All I/I teams participating in post season tournaments will be assigned work duties as outlined in the General Work Routine Guidelines included in the I/I Information Packet. f. All participants in any USPA I/I Tournament or any Qualified Game shall wear face and/or eye protection during competition. g. Participants in any USPA I/I Tournament or Qualified Game shall only use artificial aids that adhere to the following standards: i. Spurs (1). A participant shall not wear spurs with a sharp, square, or rough end.
(2). Traditional type polo spurs; spurs must have a smooth, round, rolling rowel. The length of the spur’s shank including the rowel, shall not exceed 1.5”, and the diameter of the rowel shall be between .75” – 1” (figure a). Figure a.
(3). A Prince of Wales type spur with a rounded shank that shall not exceed .5” in length (figure b). Figure b.
ii. Whip (1). The length of the whip’s popper may not exceed 3”. h. Unnecessary use of whip and/or spurs will not be tolerated at any USPA I/I event. i. Whip and spurs may not be used unnecessarily or excessively, such as: a. Slash use of whip - loud and/or repeated strokes. b. Over use of whip – To include but not limited to: (1). In excess of two strokes behind the saddle (2). When mount is laboring (3). Following a missed play or shot (4). On the way back to the lineup (5). During a dead ball. c. Over use of spurs – To include but not limited to: (1). Excessive force (2). Unnecessary use of spurs i. Umpires shall not appear in any I/I event in other than proper uniform and wearing a protective helmet of the same kind and in the same manner as is required of players j. All participants in any USPA I/I Tournament/Event shall wear suitable shoes when working around horses. All shoes must be closed toed and closed heeled. k. Teams will be allowed one (1), ninety (90) second timeout per half. Unused first half timeouts will not transfer to the second half. Timeouts will not transfer or be awarded during an overtime shootout. A timeout may be used at any dead ball opportunity or after a goal is scored. A team member must ride to the umpires and indicate that he/she would like to use their timeout, or a coach may get an official’s attention from the sideline in order to call the timeout. Coaches may elect to enter the arena or have their team stand near the coaching area. If a coach elects to enter the arena, they must enter immediately after a timeout is requested. Once teams have converged on their coach, or around their captain if no coach is available, the timer shall begin the count down. Substitutions may
only be made during the timeout. The substitute(s) must be ready to play when the timeout ends. No warm up time shall be given to the substitute(s). A team wanting to substitute during a stoppage of play that they have not called, i.e. walk break or an opposing team’s timeout, must have a timeout available. If a team has previously used their timeout for the half, then they forfeit the right to substitute that half during game play. If they have not, the coach or player must notify the umpire that they will also be using their timeout for the half to proceed with the substitution process. The end of a time out shall be indicated by a horn or the official’s whistle. In the event teams do not return to the area where play shall be resumed in a timely manner or coaches do not leave the arena within 15 seconds of the horn, the umpires shall blow the whistle to indicate improper play and determine the appropriate penalty assessment. i. A timeout will not be charged if team members need to switch horses within their string. ii. A timeout will not be charged if a player needs to fix a part of their tack. iii. A timeout will not be charged if a player must take an injury timeout. A substitution will not be charged if a player must be brought in to take the place of an injured player. l. All games must end in a win/loss situation. All ties at the end of regulation play shall be broken by a shootout. Shootout procedures can be found in USPA Arena Rule 5. c. 2. The following modifications can also be made: i. Coaches shall be allowed into the arena during the shootout but must remain behind the 25-yard line opposite of where the penalty shots are taking place. ii. If the shootout is still tied after two rounds at a Preliminary tournament and no shot has scored or touched the end wall, the Host Tournament Committee may elect to move the shootout to the 15-yard line. m. The 2020 National Intercollegiate Tournament will be played using a six, five-minute chukker format, using three strings for each game. 2) All games played by teams to determine rankings in tournaments shall be under the jurisdiction of the I/I Committee. a. In order for the NHTC to accurately seed regional tournaments, all I/I teams are required to play a mandatory minimum of two Qualified games by January 8, 2020 for Interscholastic (IS) teams and January 31, 2020 for Intercollegiate (IC) teams. b. A Qualified Game is competition between two teams in which all players meet the requirements of individual and team eligibility as defined in the USPA I/I Tournament Conditions. Games played against teams not meeting the standard qualification requirements will be sent to the NHTC for review and approval. Qualified games must start with three players per team. Games may only be qualified by the NHTC. All regular season qualified games must end in a win/loss situation. All ties at the end of regulation play shall be broken by a shoot-out. i. IC teams must play a minimum of one Qualified games against a team in their assigned region/division (see below). A second Qualified game may be against a team from a different region.
ii. IS teams must play a minimum of one Qualified games against a team in their assigned region/division (see below). A second Qualified game may be against another I/I team from a different region or division. 1. If no other in-division team resides within 600 miles of a club, a team may play any other IS team for their Qualified games. If no other IS team resides within 600 miles of the club, the team may play an IC team for their qualified games. The team’s coach must alert I/I staff if they believe there is no other in-division team within 600 miles of their club. Staff can verify, and then aid in finding opponents if necessary. 2. IS teams may be granted permission by the NHTC to play the required two games against any IS team, regardless of region, or against an IC team if necessary. The NHTC may ask that additional games be played for seeding preliminary/regional tournaments.
Central Arkansas Colorado Iowa Kansas Louisiana Minnesota Missouri Nebraska New Mexico North Dakota Oklahoma South Dakota Texas Wyoming
Central Arkansas Colorado Iowa Illinois Indiana Kansas Kentucky Louisiana Michigan Minnesota
Intercollegiate Regions Northeastern Southeastern Connecticut Alabama Maine Delaware Massachusetts Florida New Hampshire Georgia New Jersey Illinois New York Indiana Pennsylvania Kentucky Rhode Island Maryland Vermont Michigan Ontario, Canada Mississippi North Carolina Ohio South Carolina Tennessee Virginia West Virginia Wisconsin Interscholastic Regions Northeastern Southeastern Connecticut Alabama Maine Delaware Massachusetts Florida New Hampshire Georgia New Jersey Maryland New York Mississippi Rhode Island North Carolina Vermont Pennsylvania Ontario, Canada South Carolina Tennessee
Western Alaska Arizona California Hawaii Idaho Montana Nevada Oregon Utah Washington British Columbia, Canada
Western Alaska Arizona California Hawaii Idaho Montana Nevada Oregon Utah Washington
Missouri Nebraska New Mexico North Dakota Ohio Oklahoma South Dakota Texas Wisconsin Wyoming Guatemala
Virginia West Virginia
British Columbia, Canada
c. The official roster of an I/I team shall be the qualified players listed on the official eligibility paperwork submitted to the USPA, with all eligibility requirements signed off on and verified. Only qualified players appearing on the USPA I/I official roster will be eligible to participate in USPA I/I official regular season games. Clubs allowing players to play in regular season games who are not listed on the official USPA I/I roster, will be subject to penalties by the USPA, and potential disqualification from the tournament season. d. A Qualified Player is a current USPA member that meets all I/I eligibility requirements as defined in the USPA I/I Tournament Conditions. e. Scrimmages do not count towards a player’s use of eligibility. f. The NHTC reserves the right to review all games played (Qualified and Nonqualified) when necessary for seeding purposes. g. Carbonless, triplicate score sheets shall be used at all regular season and tournament games. Score sheets can be obtained from the USPA. h. Score sheets must be legible and include team names, official team rosters (player’s full names), umpire’s full names, game date and host club name. To be valid, a score sheet must be signed by both coaches and/or captains. Each team’s coach/captain shall be given a copy of the score sheet. i. The signed score sheet for each Qualified Game must be submitted to the USPA within seven days from the day the game is played. Score sheets may be either submitted via Sportsengine or emailed (scanned copies or legible photos) to the USPA (see information below). 3) The official I/I season starts September 1st of the current year and ends at the conclusion of the National Tournament for that academic year. C. Tournaments 1) All I/I Tournament games will follow the Tournament Conditions as written in the I/I Section of the current year USPA Rule Book. a. The National Intercollegiate Championships will be played utilizing a six, five-minute chukker format, on a split string. b. All Regional Tournaments will be played utilizing a four, six and a half minute chukker format, on a split string; unless otherwise determined by the RHTC/NHTC.
2) All I/I teams, provided they have complied with all rules and regulations outlined in the USPA Rule Book and Tournament Conditions, will be given an opportunity to compete in post-season play. Teams will be seeded into either a preliminary tournament or receive a bye into a regional tournament based on the results of regular season play and other information available to the NHTC. All I/I regional winners will advance to their National Tournament. Regions and team assignments will be defined prior to the start of the I/I tournament season. a. All I/I tournaments will be seeded by the NHTC and played by Single Elimination unless otherwise designated by the NHTC and/or the RHTC prior to the event. Seeding will be based on win-loss records and other information available to the Committee. This information may include but is not limited to: i. The addition or loss of a player(s) to a team’s roster due to that player(s)’ eligibility or availability. ii. Strength of playing schedule. iii. Other circumstances with regard to a team’s win-loss record. b. The NHTC reserves the right to select one or more “wild card” teams to compete in Regional/National Tournaments. Selection is based on the observation of teams, primarily at the preliminary and/or regional tournaments and during the regular season, by the RHTC, I/I Program Director, the I/I Tournament Manager, the I/I Tournament Coordinator, I/I umpires, and I/I tournament managers. i. Team strength, win/loss record, regular season strength of schedule, and ability to advance in the Regional/National Tournament shall be taken into consideration. Priority shall be given as follows: 1. to invite teams which can potentially win the Regional/National Tournament, 2. to assemble the strongest teams in the region/country. ii. Availability of horses, both physically and financially, shall be taken into account. iii. Wild card consideration shall first be given to regional second place teams. iv. Lower placed regional teams may also be considered provided that the regional second place team has been selected. v. In the event of limited horses and space at the National Tournament, the NHTC has the authority to organize a play-off between potential wild card teams, including: a lower placed team with a second place team, with the winner advancing to the National Tournament. Teams offered a play-off do not have to be from the same region. At least one USPA certified umpire will be provided for the play-off. vi. In the event of disciplinary issues, the NHTC may bypass a team no matter what place they finished at the Regional Tournament. c. Tournaments with three teams may be played under the American System, the Single Elimination System or as a round robin depending on availability of horses, weather or other factors. i. If a round robin is played, all games must end in a win/loss situation. All ties at the end of regulation play shall be broken with a shoot-out. In the event of a threeway tie at the end of the tournament, net goals shall be used to determine a winner (goals score by team – goals scored by opponents = net goals). If a tie remains, gross goals shall be used (goals scored). If a tie remains after gross goals, a shootout between teams will take place to determine a winner. d. Consolation chukkers will be provided at the interscholastic preliminary and regional tournaments if sufficient horses are available.
e. The I/I committee, NHTC, RHTC, I/I Program Director or their representative reserves the right to alter the number or length of chukkers played in any USPA I/I Tournament to accommodate all participating teams, availability of horses, and/or condition of horses. f. If sufficient horses are not available and all possible solutions have been exhausted, the following options may be exercised: (1) Playing priority shall be given to teams supplying or sourcing horses for the tournament. The remaining teams without an assigned string will not compete in the tournament. Teams outside of the 600 mile shipping limit will be aided by the USPA in sourcing a string. g. There shall be no practice, game play, or stick and balling: (1) Of any horses scheduled to be used in the tournament, at any location, by any individual, from the beginning of the tournament team meeting through the end of the last tournament game. (2) By any individuals or teams participating in the tournament from the beginning of the tournament team meeting through the end of the last tournament game or a playerâ€™s team plays their final game in the tournament. (This does not preclude pre-game warm-up.) 3) The I/I Committee shall establish a tournament entry fee schedule in addition to providing reimbursement of appropriate costs for participants of specific tournaments. a. Any monies received to defray tournament expenses from USPA, member schools and clubs or any sponsor shall be allocated by the USPA I/I Committee in such a way that no individual or team is favored. Primary consideration in allocating such funds will be towards the expense of shall be final. b. Grounds fees may be charged in addition to tournament entry fees if necessary to provide adequate facilities for the event. 4) All teams entering an I/I Tournament shall be subject to the following fees: a. $100 I/I Magazine Fee (due December 4). Magazine fee waived for teams which submit an advertisement for the I/I Magazine. b. All teams shall submit a non-refundable $800 tournament entry fee, payable to the USPA (due December 4). c. Teams entering a second I/I Tournament (Regional or National) shall be charged an additional $800.00 entry fee (payable to the USPA) prior to the first game of the tournament. 5) USPA member schools and clubs are required to supply or source horses to preliminary, regional, and/or national tournaments that they are attending. a. Individuals/Programs supplying horses to a preliminary, regional or national tournament, shall be reimbursed shipping rates and game rates as published in the yearly I/I Information pack. Less than a full string will be reimbursed on a prorated basis. b. Horses shipped that are determined by the Tournament Veterinarian and/or Host Tournament Committee to be unsuitable for play due to a failed Body Condition Score, jog test, or other factors will not be eligible for reimbursement. c. Reasonable veterinary expenses will be reimbursed for injuries that occur during a tournament. This does not include injuries sustained in transit either to or from the tournament. This reimbursement is only for care given at the tournament site. d. Reimbursements shall be made upon receipt and approval of an official Tournament Invoice (available from the I/I Tournament Manager). The invoice must be signed by the
I/I Tournament Manager or the I/I Program Director with all required information and receipts included. Completed invoices shall be submitted to the USPA (see address below) no later than May 15th of the current year or returned to the I/I Tournament Manager. Event name, location and date must be included on the invoice. e. All published host site and horse provider reimbursement rates apply, unless a negotiated amount is agreed on in advance. f. Unless injured, horses scheduled to play in a tournament must remain available as scheduled in order to receive tournament reimbursement. g. A horse owner providing horses to play or umpire in an I/I tournament will be required to provide a negative Equine Infectious Anemia (EIA or Coggins) test result dated within twelve (12) months of the tournament end date, and a certificate of veterinary inspection (health certificate) and/or the I/I Horse Health Document dated within thirty (30) days of the tournament end date, to the I/I staff no later than one (1) week before the scheduled tournament start date. Horse providers will be advised of any additional host site vaccination requirements by January 1 of the tournament year. h. All playing and umpiring horses must appear in proper fitting tack, to include, but not be limited to: saddles with over-girths and appropriately sized stirrups; bridles including a standing martingale, breast plate, two (2) sets of reins (straight or draw reins) for Intercollegiate and Interscholastic (recommended but not required for Middle School); wraps and/or protective boots for all four (4) legs and tape to secure the wraps; and grooming supplies. Saddle pads are highly recommended. 6) The I/I Committee, NHTC, RHTC, Program Director, the USPA or any of their employees or representatives shall not be held responsible for any personal and/or team equipment at the tournament site. 7) The I/I Committee, NHTC, RHTC, Program Director, the USPA or any of their employees or representatives do not assume any responsibility for the value of horses loaned to the tournament, or for the value of equipment broken, lost or stolen at the tournament. 8) The USPA I/I Committee shall ensure that the following will be at each tournament: a. Suitable arena for tournament polo b. Tournament Manager c. Host Tournament Committee to include the following persons: Tournament Manager, Tournament Umpires, any RHTC (of the particular region) and NHTC members present and select USPA members as named by the referenced individuals d. Umpires and referee e. Equine Welfare Representative f. Tournament balls, split string sheets, score sheets g. Team Packets for all participating teams h. Awards for tournament winners i. Certificates for tournament all stars and sportsmanship recipients j. Best Playing Pony and Best Playing String certificate/award k. Horsemanship Award k. Hay and water for tournament horses during the event 9) Tournament Voting Procedures a. All Star and Sportsmanship i. Each team playing in a tournament will receive an All Star and Sportsmanship
ballot. Each team shall vote for four All Star candidates and each team member will vote for one Sportsmanship candidate (up to four sportsmanship votes per team) as instructed on the official ballot, based on the listed criteria. ii. All Star and Sportsmanship Award candidates are for the present tournament only and candidates must be on a participating team’s roster that is playing in the tournament. iii. Teams may not vote for players on their own team. iv. A player that has received a red flag during the Tournament is not eligible for the Sportsmanship Award. Nominees that have received yellow flag(s) are subject to review by the Host Tournament Committee. v. Collegiate: men’s teams will vote for men recipients, women’s teams will vote for women recipients. There shall be one male and one female sportsmanship recipient per IC tournament and four male All Stars and four female All Stars per IC tournament. vi. Scholastic: Open teams will vote for open division player recipients, Girls’ teams will vote for Girls’ division players vote for Girls’ division players. There shall be one sportsmanship recipient per IS tournament and four All Stars per IS divisional tournament. vii. The Host Tournament committee shall also submit a collective vote for all star and sportsmanship candidates with advice from the tournament manager and tournament officials. viii. The Host Tournament Committee shall have the ability to break any ties. With a unanimous vote, the HTC may change the recipients of tournament awards if they feel that a deserving individual was omitted from the team’s ballots. The HTC may disqualify individuals for conduct exhibited at the tournament. b. Best Playing Pony and Best Playing String i. The Tournament Manager or designated individual shall collect horse scores from teams playing at the conclusion of each game. Horses shall be scored 1 – 10, 10 being the best score. The tournament manager/RHTC reserves the right to request more accurate horse scores if, in their opinion, a player or team is manipulating the scoring in any way. ii. The horse receiving the highest average score shall be named Best Playing Pony (BPP) of the tournament. Horses must have played at least two games in the tournament to be eligible for BPP. Any ties for BPP will be broken by random draw. iii. All total scores of horses within a string, including spares, shall be added and divided by the number of horses played in that string. The string with the highest average shall be named Best Playing String (BPS) of the tournament. Strings must have played at least two games in the tournament to be eligible for BPS. All tied strings will be recognized. c. All Star and Sportsmanship ballots and horse scores shall be turned in to the tournament manager or RHTC representative, promptly at the time designated. d. The Horsemanship award will be awarded based on the decision of the HTC to the player who best demonstrates horsemanship, both on and off the field. D. Intercollegiate Eligibility 1) Individual Eligibility
a. An individual must be a current Lifetime, Registered or Affiliate Player member of the USPA to be eligible for participation in any IC Tournament or Qualified Game(s). Non-members are not covered by USPA excess liability insurance. New students must join in the fall and renew membership in the spring. Students may join online at www.uspolo.org. b. A student must be enrolled as a full-time student in good standing, making progress toward a degree on the main campus which the college/university polo team represents. c. A student must be an undergraduate or first year graduate student of the college that he/she represents, as verified through the college/university’s Registrar’s office. First year graduate students must meet all other eligibility requirements. d. A student may not have reached his/her 26th birthday prior to September 1st preceding the date of the intercollegiate season for which eligibility is sought. e. A student may have five consecutive years from the time of first matriculation (as a full-time student), at any college or university regardless if the student has transferred to its current institution, in which to complete four years of eligibility. f. A student who enters active duty military service immediately following high school and/or a student entering active duty military service after being enrolled at a college or university will have the five-year period extended for the length of that military service. The five-year period will commence beginning the first academic school year after discharge. The upper age limit will be waived. g. The Registrar of the institution at which the student is enrolled must verify the following: i. Student is enrolled as a full-time student (undergraduate or first year graduate student) on the main campus which the college polo team represents. ii. Student’s first year of matriculation (full time). iii. If the Student has transferred any credits from another institution. iv. If student is in his/her final semester/quarter, the student may carry less than a fulltime academic load. The registrar must verify that this is the student’s final semester/quarter. This allowance is only permitted once and only if the player is a graduating senior and a letter from the Registrar confirming such status is obtained. h. An Official Representative from the institution’s governing body of the polo program (i.e. Recreation Sports Dept., Student Government, Athletic Dept., etc.) which the student is enrolled must verify the following: i. Student maintains a passing average, is in good standing, making progress toward a degree on the main campus which the college polo team represents. ii. Student is scholastically eligible to participate in sports at his/her college/university. iii. If the Student was enrolled in active military service. i. Students must complete the Full Time Student Verification Form, completed by their academic advisor or school registrar, and submit to the USPA by the dates of December 1st for those students competing during the fall season and one week before NIC for those students who advance to the national tournament.
j. A student, including one who has misrepresented his or her Individual Eligibility, who has played in any intercollegiate qualified game in any region during the I/I season (September 1st through the National Tournament), is considered to have used a year of eligibility whether or not the student plays in a USPA intercollegiate tournament. k. A student may request a waiver to the Tournament Conditions as written in section 3 following the guidelines and procedure as outlined in the I/I Information Packet. 2) Team Eligibility a. An Official Representative from the institution’s governing body of the polo program (i.e. Recreation Sports Dept., Student Government, Athletic Dept.) which the students are enrolled must verify that the team is recognized by the Institution and is authorized to represent the college/university at local, regional and national events. b. A team in the Intercollegiate Program must be or be hosted by a USPA member club as defined in the USPA By-Laws with dues paid for the current calendar year of intercollegiate competition. Hosted teams must renew their club form at the start of each I/I Season, due Oct 1. 3) Gender a. As intercollegiate tournaments are available for both men and women, no man may play in a women’s intercollegiate event/tournament, and no woman may play in a men’s intercollegiate event/tournament. b. <<Insert Transgender Policy – TBD>>
4) Coaches – All intercollegiate teams are required to have a designated coach who meets all the requirements contain in H. Coaches’ Eligibility. An Intercollegiate team that does not have a designated coach meeting each of the requirements of section H. Coaches’ Eligibility, shall be ineligible to participate in and may be disqualified from participating in, a USPA-Sanctioned event. E. Interscholastic Eligibility 1) Individual Eligibility a. An individual must be a current Lifetime, Registered or Affiliate Player member of the USPA to be eligible for participation in any IS Tournament or Qualified Game(s). Nonmembers are not covered by USPA excess liability insurance. New students must join in the fall and renew membership in the spring. Students may join online at www.uspolo.org. b. A student must not have reached his/her 19th birthday prior to September 1st preceding the date of the interscholastic season for which eligibility is sought. c. An official school representative must verify the following: i. Student must be enrolled at a public, private or parochial school or an approved home school program, grade 7 through 12, and be making progress toward graduation. ii. Student must maintain a passing grade average and be scholastically eligible for other interscholastic sports at the school. d. A student may request a waiver to the Tournament Conditions as written in section 3 as per the guidelines and procedure as outlined in the I/I Information Packet. 2) Team Eligibility
a. Coaches – All interscholastic teams are required to have a designated coach who meets all the requirements contain in H. Coaches’ Eligibility. An interscholastic team that does not have a designated coach meeting each of the requirements of section H. Coaches’ Eligibility, shall be ineligible to participate in and may be disqualified from participating in, a USPA-Sanctioned event. b. The coach of each team shall verify the team’s collective eligibility. c. A member school team in the Interscholastic Program must be composed of individually eligible students enrolled at the member school. The school must recognize polo as an organized school activity at the varsity or club level. d. A member school or youth organization must be a USPA member club as defined in the USPA By-Laws with dues paid for the current calendar year of interscholastic competition. e. A team representing a member club or youth organization of the USPA shall be composed of individually eligible students associated with the member club or youth organization. Team members must reside or attend secondary school within a 100 mile radius of the club. i. The member club’s physical address shall be the fixed point of measure for determining distance. ii. The student’s address will be determined as the residence closest to the school the student is attending. A home school student’s address will be determined as the residence at time of verification. Students attending boarding school shall use the boarding school address as his/her residence. iii. Students that do not have a club within a 100 mile radius shall have the opportunity to participate with the nearest club with an interscholastic program that will accept him/her. iv. The nearest club must be approved by the NHTC and acceptance/denial by the club shall require documentation to the NHTC. Potential accepting clubs must respond to the I/I staff within five (5) business days to accept or waive a student. If no communication is received in the time limit, the student will be considered waived by the club. v. Nearest clubs shall be determined by measuring from the student’s address out in concentric circles. If denied by the first club, the student shall move to the next nearest club, until a club is located that will accept the student. vi. Once the student has the approval of the NHTC and the acceptance of the club, they will be allowed to continue playing for the club until their graduation from high school. If the student decides to leave the club for any reason and join another club, the process must begin again unless the new club’s address is located within a 100mile radius of the student’s address. f. Players may be added or deleted from an official IS roster up until the IS eligibility deadline as stated in the Required Forms section of the USPA I/I Tournament Conditions. g. No player may play for more than one member school or club within the same I/I season. From the time the score sheet of a Qualified Game is submitted to the USPA to the time an official roster is submitted to the USPA, the players whose names appear on that score sheet may transfer to other teams within a member school or club but may not transfer to a different member school or club. The NHTC may waive this limitation in
the event a documented medical injury to one team member will leave the team without a sufficient number of players to participate in the tournament. In such an event, a written request must be presented to the USPA within 7 days of the injury/incident, and no less than 2 weeks prior to the start of the first tournament of the proposed new team. 3) Gender a. An all Girls’ Interscholastic team representing a USPA member school or club may enter either the Girls’ Interscholastic Tournament or the Open Interscholastic Tournament, but not both. b. <<Insert Transgender Policy – TBD>>
F. National Alumni Tournament 1) Player must have participated in an interscholastic or intercollegiate program at his or her school/club. 2) Player must be a current registered member of the USPA. A handicap is not required. 3) To be eligible for the National tournament, a Player must have participated in at least one of the following: a. An alumni event at his or her school/club within the last year b. An active coach of an I/I team. c. Umpired at least 3 USPA I/I Regular season games or tournament games d. Tournament managed at a USPA I/I tournament e. Made a donation in the form of a horse, tack, equipment, or monetary to an I/I program 4) An entry fee of $100. per player will be collected prior to the start the event. Check to be made to the I/I program of player’s choice. The USPA will supply the following: Arena rental, USPA Certified Umpires, trophies, EMT and tournament manager. G. Middle School Tournament 1) Player must be enrolled in an academic program in which they are currently in the 5th through 8th grades. a. Players that meet both the eligibility requirements for the Middle School and Interscholastic Tournaments will be allowed to play in both sets of tournaments. 2) Player must be a current registered member of the USPA. A handicap is not required, but Player needs to be ready for tournament play. 3) A registration fee of $50 per Player will be collected before a player may register for any Middle School Tournament. 4) If space allows, player will be allowed to play in more than one middle school tournament. 5) Game setup a. Games will be played in a 4 chukker format. Players will have the option to play either 2 or 4 chukkers based on the number of horses they bring to play. b. Taking into consideration the safety of the players in the Middle School Tournaments, games will not be played in the split string format for this tournament only. Players will be responsible for using their own horse(s) or leasing appropriate horses for the Tournament. i. The Player is responsible for the shipping and housing of their horse(s). The Host site will provide housing options to Players and Coaches before the Tournament.
ii. If the Tournament Manager and Equine Welfare Representative determine that a player’s horse is unfit to play for the number of chukkers it has been assigned, the horse will be pulled from the game and a replacement found, if possible. c. Shootouts for Middle School Tournament Games will take place at the 15-yard line. If the shootout moves into multiple rounds, the Host Tournament Committee may move the shootout to the 25-yard line. 6) Tournament setup a. Tournaments will be played in an “open” format. Boys and girls will be allowed on the same teams b. Players will be placed in a pool for coaches and the Tournament HTC to create appropriate teams from, keeping in mind each Player’s ability and horse availability. c. Work guidelines i. Players will be required to follow the assigned work guidelines of the tournament. These guidelines may include, but are not limited to: walking horses, lining the arena, and goal judging. d. Voting Procedures i. Best Playing Pony – The Umpires will choose the BPP. Other RHTC members in attendance may have a vote as well. 7) Paperwork a. The following paperwork is due to the USPA ten (10) days before the tournament start date: i. Registration Fee ii. Player Application iii. Current USPA membership 8) There will be no requirement for qualifying games to be eligible to play in the Middle School Tournaments. 9) USPA will supply trophies and awards. H. Coaches’ Eligibility 1) All designated I/I coaches must meet the following requirements: Due October 1 a. Must be a current Lifetime, Registered Player, Affiliate Player, or Social-Non Playing, of the USPA to be eligible to coach any I/I team. USPA members are subject to the USPA’s Code of Conduct. New coaches must be current at the beginning of the I/I season and must maintain membership through the conclusion of I/I season. Coaches may join online at www.uspolo.org. b.) Coaches must submit to and pass a yearly criminal background check at the beginning of the I/I season. c.) Coaches are required to take the CDC Heads Up Online Concussion training and the USOC Safe Sport Online Training and to take any training updates offered in the future as designated by the I/I staff. d.) Coaches are required yearly to sign the USPA’s I/I Coaches Code of Conduct. e.) Coaches are required to complete the USPA CPI Safety Training Modules: Rider, Equine, and Facility Safety. 2) It is recommended that all coaches be CPI Certified with the I/I Coaches endorsement.
AN INDIVIDUAL THAT DOES NOT SATISFY EACH OF THE REQUIREMENTS SET FORTH ABOVE IN THIS SECTION H., SHALL BE INELIGIBLE TO ACT AS A DESIGNATED COACH FOR AN I/I TEAM, AND MAY JEOPARDIZE THE I/I TEAM’S ABILITY TO PARTICIPATE IN A USPA-SANCTIONED EVENT. I. Required Forms 1) All Tournament Conditions, Individual Eligibility and Team Eligibility requirements must be met by the following deadlines: a. October 1 – IS and IC Team deadlines i. Intent to Compete Forms - Used for the purpose of planning preliminary/regional tournaments. Teams which do not submit an Intent to Compete Form by October 1st will not be allowed to compete in an I/I Tournament. ii. Coaches Forms iii. Tentative Rosters iv. IC Team Host Club form. (For those teams that are not their own club) b. December 4 –IC team deadlines i. Tournament entry fee of $800 ii. I/I Magazine Fee of $100 iii. Advertising deadline for the annual I/I Magazine. Teams submitting ads to the magazine will receive a waiver to the $100 Magazine Fee plus additional published program reimbursements if applicable. iv. Intercollegiate Full Time Student Check form c. December 11– Interscholastic team deadlines i. Tournament entry fee of $800 ii. I/I Magazine Fee of $100 iii. Advertising deadline for the annual I/I Magazine. Teams submitting ads to the magazine will receive a waiver to the $100 Magazine Fee plus additional published program reimbursements if applicable. iv. Interscholastic Individual Eligibility Form (IS players) – one per player v. Interscholastic Team Eligibility Form (IS players) – one per team vi. I/I Rules Test – tests shall be taken individually or as a team and is intended to be taken open book. The I/I rules test can be obtained on the USPA website and taken online. vii. Final Roster – one per team d. January 1st i. USPA Club dues ii. USPA Individual Membership e. January 8 – Interscholastic team deadline i. Scoresheets for two Qualified Games f. January 31– Intercollegiate team deadlines i. Intercollegiate Registrar Verification Form – one per team ii. Intercollegiate Team Eligibility Form – one per team iii. I/I Rules Test – tests shall be taken individually or as a team and is intended to be taken open book. The I/I rules test can be obtained on the USPA website and taken online.
iv. Final Roster – one per team v. Scoresheets for two Qualified Games g. March 17 - Intercollegiate team deadline (if advancing to NIC) i. Full Time Student Check form h. All required forms are included in the I/I Information Packet and on the USPA website’s I/I pages, www.uspolo.org. i. Completed forms, score sheets, and payments shall be directed to the USPA (see address below). United States Polo Association Attention: I/I Program 9011 Lake Worth Road Lake Worth, FL 33467 Phone: 1-800-232-8772 Email: email@example.com 2) All forms will remain in effect for the entire academic year, providing the student does not subsequently become ineligible. It is the responsibility of the player and the team coach/advisor to report changes in eligibility status to the USPA immediately. Failure to report changes in eligibility could result in: a. Suspension of the player or team for future games, for the entire season or for future seasons. b. Forfeit of all games played while player was ineligible. c. Additional penalties that may be imposed by the I/I Committee. J. Violations and Penalties 1) Violations and Penalties for not complying with USPA I/I Tournament Conditions shall be determined by the NHTC per the following guidelines: a. Failure to meet paperwork deadlines shall result in a loss of opportunity to compete in I/I Tournaments and Qualified Games. b. Failure to meet eligibility requirements shall result in an individual’s or a team’s loss of opportunity to compete in I/I Tournaments and Qualified Games. c. Failure to meet code of conduct or tournament work requirements shall result in a penalty to be determined by the NHTC, which may include a loss of opportunity to compete in both present and future I/I Tournaments and Qualified Games. d. Failure to meet any other Tournament Condition shall result in a penalty to be determined by the NHTC. 2) The USPA I/I Chair(s) may convene a select committee to review violations of or conduct detrimental to I/I polo and the Committee’s decision shall be final. 3) All protests are governed by the Association’s Sport Protest Procedures, Part III of the Association’s Disciplinary Procedures Policy.
TOURNAMENT SITE SELECTION PROCESS The National Host Tournament Committee (NHTC) shall select national tournament site locations on a rotating basis when possible. Sites desiring to host a National I/I Tournament are encouraged to submit proposals requesting the opportunity. Such proposals shall detail past experience in hosting National or Regional I/I Tournaments, facilities presently available as well as future facilities that may be available, tournament horses available for use, cost requested for hosting the tournament and other activities that may be available for students and/or families while on location. No site may host the same national event for more than two consecutive years. Regional Host Tournament Committees (RHTC) shall also encourage sites to submit an I/I Tournament Host Site Application to host Regional and/or Preliminary I/I Tournaments. The application can be used for facilities presently available as well as future facilities that may be available. The application asks for details about the facility and itâ€™s availability, tournament horses available for use, and general information about the arena. The application will be sent out to all I/I teams and coaches at the end of the I/I season for the subsequent year. The RHTCs and NHTC have the final decision on all tournament site locations. In the event that multiple locations apply for the same tournament, the RHTC and NHTC will make the decision as to which location is awarded the tournament.
I/I TOURNAMENT SEEDING & ASSIGNMENTS Preliminary and Regional tournament assignments are completed using scoresheets received on or before the scoresheet deadline. Preliminary & Regional Seeding Considerations: • Win/loss record within the region up to scoresheet due date • Most recent games weighted higher than previous games • Records against same opponents (ex: Team A and Team B both play Team C. These games can be compared to figure out where the two teams should fall near each other) • Games played out of region/division • Games played with 1st string vs 2nd string players • Score spread up to 15 goals. Score spreads over 15 goals will not be heavily considered in Prelim and Regional tournament seedings or standings With these considerations in mind, the I/I staff puts together their own seedings separately. Once complete, they combine the seedings, reasoning through any discrepancies. Once staff has reached a consensus, seedings and tournaments assignments are sent to the RHTCs for approval in their regions along with scoresheets spreadsheet and any actual scoresheets the RHTC may request to look at. Once the RHTC approves, teams are notified of the tournament they will be attending. National Seeding & Wildcard Considerations: • Records against same opponents (ex: Team A and Team B both play Team C. These games can be compared to figure out where the two teams going to nationals (Team A and Team B) should fall near each other • Regional performance • Win/Loss record inter-regional play • Total win loss records up to the NHTC meeting • On an NHTC call, the teams are lined out and all information is given to the NHTC. Staff and the NHTC work to create the final seeding for the national tournament. Teams are seeded to best of the NHTCs knowledge. • Regional champions and wild cards from the same region are allowed to meet in the National Tournament before the National Championship Final. It is not mandatory that these teams be in separate brackets.
WORK ROUTINES FOR I/I EVENTS Teams participating in the USPA I/I Program are expected to share the responsibilities of horse care, game preparations and clean-up at all I/I events. The following is a list of guidelines for work responsibilities of I/I teams at USPA events. Different host locations may require additional or varied responsibilities. The tournament manager will assign work duties as fairly as possible. All participants in any USPA I/I Tournament/Event shall wear suitable shoes when working around horses. All shoes must be closed toed and closed heeled, as stated in the USPA I/I Tournament Conditions. All players are required to be respectful of the host facility and to clean up after themselves. Violations and penalties for not complying with work responsibilities shall be determined by the NHTC as listed in the I/I Tournament Conditions. Playing Teams’ Responsibilities: 1. Arrive at tournament center at least 1 hour prior to scheduled game time. Report to tournament manager for string assignment. 2. Brush, wrap and tack horses scheduled to play, including spares and umpire horses (according to horse owner/manager instructions). Typically, each team will tack up eight (8) horses each. 3. Be dressed and ready to mount 15 minutes prior to game time. 4. Mount and warm-up when allowed. 5. Submit horse scores to the Tournament Manager promptly after the game. Horses are to be scored 1¬10, 10 being best. Horse scores are used to award Best Playing Ponies and Strings for each tournament. 6. Clean and put away tack of played horses and umpire horses promptly after the game. Each team will be responsible for one string’s tack (eight horses). 7. Work duties are not complete until all horses are fully cared for and you are excused by the tournament manager. (This may include blanketing, watering, feeding, etc.) Working Teams’ Responsibilities: 1. Report to tournament manager 20 minutes prior to scheduled game time for string assignment. 2. Each team will be responsible for one string of horses (6 horses plus the spare) and the umpire horses. 3. Duties include: walking, tack time adjustments, getting spare if needed, untacking and washing. 4. First chukker horses and umpire horses should be in the arena walking 10 minutes prior to game time. 5. Horses should be ready to mount (adjust saddles, check wraps, etc.) and by the arena ingate 2 minutes prior to the end of previous chukker. 6. Give players their mounts in the arena. Keep the ingate area clear to allow horses to enter and exit safely. Keep safe distances when helping players mount. 7. Working teams are required to assist with tack time-outs when your assigned horses are playing. Workers must be ready to enter the arena immediately after tack time has been granted by the umpires. 8. Take horses that just played out of the arena to walk in the designated hot walk area. Horses are to continue walking unless otherwise directed by the tournament manager. 9. After the third and fourth chukkers, strip, wash, and walk your assigned horses until directed to put them away by the tournament manager. 10. Alert the Tournament Manager or Equine Welfare Advocate of any concerns or questions
about a particular horse’s well being (i.e. injury, respiratory rate). 11. Work duties are not complete until all horses are fully cared for and you are excused by the tournament manager. (This may include blanketing, watering, feeding, etc.) Goal Judging, Score Keeping, Lining the Arena: 1. A minimum of one goal judge at each goal will be needed. When the whole ball crosses the front plane of the goal line, signal a goal scored by flag, light, or buzzer. Ask the tournament manager or umpires if you have any questions regarding what constitutes a goal before the start of the game. 2. Goal Judges are also required to line the arena once it has been dragged. Lime will be available to mark the center, 25 yard, and 15 yard lines. Be prepared to line the arena 20 minutes prior to game time and again at halftime. Ask the Tournament Manager if you have any questions. 3. Scorekeepers and timers will sit in a designated area. This area is for the announcer, scorekeeper, timer, and tournament officials only. The tournament manager will review procedures as needed. All students must be excused by the Tournament Manager prior to leaving the host facility.
SCORE SHEETS All aspects of the scoresheet must be clearly and legibly filled in. - First and last names of all players and umpires must be present For a qualifying game, coaches must sign the scoresheet before the game begins. - If, for any reason, it has been agreed upon before a game begins that it will not be considered qualifying, coaches should not sign or send in the scoresheet to the USPA. To use the scoresheet: 1. Record goals next to player’s name in period scored. Indicate with consecutive letters (i.e. if No. 1 for the team on top of the score sheet scores first then write letter A- if No. 2 on the bottom team scores the next goal then write letter B, etc.). This makes it possible to tell from the score sheet what the score was throughout the game. Use letters listed below as reference- cross letters out as they are used. Two-point goals shall be indicated by a double letter (i.e. if the first shot of the game is two points write AA). 2. Indicate fouls by writing the number of the foul called in the fouling players column (i.e. 1,2,3,4,5a,5b). 3. Circle the letter of any goal scored on a penalty shot. 4. Indicate a player was penalized with a yellow or red flag or technical with an * in the period it was issued. Note infraction in space on scoresheet. 5. Timeouts and substitutions must be recorded in the chukker they were used in the line designated for timeouts and substitutions. 6. Complete period and individual totals. 7. Use tally marks to indicate goals scored in a shoot-out. The team which scores more goals in the shoot-out shall be declared the game winner by one goal. 8. Record final score. At the end of the game, scores must be tallied and confirmed with the scoreboard and umpires. All player and horse injuries should be documented on the scoresheet. Once all items have been filled out, each coach receives a copy of the scoresheet.
Each coach is responsible for keeping their own record of games played and should submit their copy of the scoresheet in the allotted 7-day timeline after a game is played. Scores will be added to the I/I scoreboard in a timely manner. Coaches are encouraged to verify that their games have been added to the scoreboard and contact staff if a game is missing If a coach has notes about the game that they would like to relay to staff, they should be added in to the “notes” section of the scoresheet submittal online. Additional notes may include, but are not limited to: - Whether a starting lineup was used for their team - If a starting player was injured or fell ill during the game and could not continue - If a game had to be stopped due to weather or loss of daylight
Oct 1: Intent to Compete Deadline & Rosters (No entry fee due) Oct 1: Coaching requirements Oct 1: Host Club Form - IC Teams Oct 1: Intercollegiate Funding Application Dec 4: IC: Intent to Compete Payment, Magazine Fee, Magazine Ads Dec 4: IC Player Form Dec 11: IS: Intent to Compete Payment, Magazine Fee, Magazine Ads Dec 11: Interscholastic Paperwork Jan 8: Interscholastic Games Jan 31: IC Paperwork & IC Games March 17: IC Player Form (NIC Players only) May 15: Interscholastic Varisty Letter Application May 31: Intercollegiate Scholarship Application June 1: 2021 Host Site Application
Rolling: I/I Fundraising Application Rolling: Regular Season Umpire Support Application
SPORTS ENGINE All paperwork for the Middle School League and Intercollegiate/Interscholastic program will be run through the SportsEngine site. All players (or their guardian) will need to sign up for a SportsEngine profile. Coaches will have access to all player forms submitted for their team through their team page on SportsEngine. Registrations will be available at https:// uspoloregistration.sportngin.com and https://www.uspolo.org/association/programs/ intercollegiate-interscholastic.
COACHES REQUIREMENTS 1. Be a current USPA Member. 2. Pass a yearly criminal background check : $6.95 (If your organization already requires a background check, proof of completion will need to be submitted to the USPA.) 3. Complete the CDC Heads Up Online Concussion Training: 30 mins; FREE 4. Complete USOC Safe Sport Online Training: 90 mins; FREE - Use coupon code USPOLO18 5. Sign the USPA Intercollegiate/Interscholastic Coaches’ Code of Conduct (Yearly) 6. Safety Modules CPI Safety Videos: Rider, Equine, and Facility Safety Tutorials *All coaching requiements are due Oct 1. Games played without coaching requirements completed will not count.
SECTION 3 I/I REQUIRED FORMS AND DEADLINES
INTERCOLLEGIATE An intercollegiate player may be granted an additional year of competition by the Hardship Waiver Sub-committee for reasons of “hardship.” This waiver may be granted, based upon objective evidence, for reasons that are beyond the control of the player. Hardship is defined as: • Long term illness clearly supported by contemporaneous medical documentation which states that a student-athlete is unable to participate in intercollegiate competition as a result of incapacitating physical or mental circumstances.
• Season ending injury clearly supported by contemporaneous medical documentation which states that a student-athlete is unable to participate in intercollegiate competition as a result of incapacitating injury. • Leaving school for a reason outside a player’s control such as immediate family emergency, illness, or financial reasons. Immediate family is considered to be parent, sibling, grandparent, spouse or child. Guidelines: A player must not have competed in nor been on the official score sheet of more than two qualified games during the season the waiver is requested for. Hardship waiver applications shall be submitted to the I/I Program Director on behalf of the student in conjunction with the coach or an authorized representative of the college or university prior to competition in any qualified game, or by December 1st, whichever comes first during the season the waiver would be required for. A waiver cannot be granted such that it would allow a player to play in his or her second year of graduate school. Any request for a hardship waiver will not supersede other Tournament Conditions and eligibility requirements, such as age and standing with the college/university, and will not in any case extend past six consecutive years in which to complete playing eligibility. INTERSHOLASTIC An interscholastic player may be granted an additional year to the age limit by the Hardship Waiver Sub-committee for reasons of “hardship.” This waiver may be granted, based upon objective evidence, for reasons that are beyond the control of the player. Hardship is defined as: • Long term illness clearly supported by contemporaneous medical documentation which states that a student-athlete is unable to participate in interscholastic competition as a result of incapacitating physical or mental circumstances. • Season ending injury clearly supported by contemporaneous medical documentation which states that a student-athlete is unable to participate in interscholastic competition as a result of incapacitating injury. Guidelines: A player must not have competed in nor been on the official score sheet of more than two qualified games during the season the waiver is requested for. Hardship waiver applications shall be submitted to the I/I Program Director on behalf of the student in conjunction with the coach or an authorized school representative prior to competition in any qualified game, or by December 1st, whichever comes first during the season the waiver would be required for. A waiver cannot be granted such that it would allow a player to play past the age of 20. Any request for a hardship waiver will not supersede other Tournament Conditions and eligibility requirements, such as scholastic eligibility with his or her school. Sub-committee: A seven person Hardship Waiver Sub-committee will be appointed by the I/I Chairman which will include one person from each of the four RHTC’s, one at large person, and the two Coaches’ Representatives who will be non-voting members.
All sub-committee members must be present for review of hardship request and hardship decisions will be made by majority vote The decision of the Hardship Sub-committee is subject to the review of the NHTC. The NHTC may request the Hardship Sub-committee to re-evaluate any decision. Any committee member with a conflict of interest will excuse him or herself from the subcommittee for that hearing and will be replaced by an alternative member named by the I/I Chairman. All matters discussed during a waiver hearing will be held in the strictest confidence. The committee will meet and decide on waiver requests within 3 weeks of request submittal. Findings of the hearing will be posted on the USPA website listing the player’s name, institution and type of waiver. Any reason used in the decision must be made public to the student who will be allowed an opportunity to disprove those reasons within a reasonable amount of time. Only one waiver can be granted per player. Criteria to be considered: Year in school Details of issue leading to the waiver request (i.e. was a player injured while disregarding the rules and objectives of the sport should not be granted a waiver). Timing of issue arising and timing of request (cut off date) Effect on other team members or programs to be able to continue to compete
I/I LOGO POLICY The United States Polo Association, and the I/I Program, reserve the right to use and distribute the I/I Logo(s) in their sole discretion. For use of promotional material by USPA member teams, the Long logo shown below may be used with USPA’s approval, with written instructions to recipients as to how to properly use the logo. Guidelines: 1) The logo may not be changed or altered in any way; 2) The logo may not be affixed to an article of any other competing brand (Ie: Ralph Lauren, NIKE, La Martina, etc). 3) The logo may not be affixed to any item deemed ill-natured or not in good taste; (ie: obscene or hateful imagery) 4) Any article or product that logo is affixed to, may not be sold. The logo may be used for promotional materials, such as flyers, handouts, programs, provided that the material has written prior approval from the USPA. The logo may be affixed to a jersey or jacket of the team it is representing, following the above guidelines. The I/I Patch Logo (below left) is reserved for official use by the USPA only. The I/I Long Logo (below middle) will be available to USPA teams. The NIC Logo (right below) may be used for purposes related to the National Intercollegiate Championships.
INTERSCHOLASTIC VARSITY LETTER
SECTION 4 INFO & RESOURCES
Varsity Player Letter Requirements per interscholastic season: • Completed Varsity Letter application • High School Student - grades 9-12 • Active member of an existing interscholastic program • USPA Member • Meets all USPA Interscholastic eligibility requirements • Logged a total of at least 100 hours of riding, stick & balling, practice and/or game time during the current I/I season • Played in at least 4 USPA I/I Regular Season games during the current I/I season • Played in USPA Interscholastic Preliminary, Regional and/or National Tournament during the current I/I season • Be able to demonstrate a high proficiency in horsemanship, playing ability, skill and arena polo strategy • A letter from his/her coach acknowledging participation, completion of the above requirements, and noting of any special awards/accolades, ie: Honor Roll, preliminary, regional and/or national sportsmanship & all star awards. Those who submit a completed application and meet all of the above requirements will be awarded a Varsity patch for the initial year, a letter of recognition from the USPA, and subsequent pins for each additional years earned.
INTERCOLLEGIATE SCHOLARSHIP PROGRAM
START UP & ENHANCEMENT FUNDING (IC ONLY)
The 2019 USPA Intercollegiate Scholarship Fund consists of $100,000 available in awarding six (6) new, $4000. Awards each year.
This document defines the I/I Start-up & Enhancement Program’s intent and purpose, creates the priorities for this fund and outlines an application process. In short, the I/I Start-up & Enhancement Program (I/I S&E) is designed to support projects that: • Support new Intercollegiate Programs • Enhance existing Intercollegiate Programs
Requirements A. Applicant must be a current USPA member in good standing. B. Applicant must be or have been an active team member of an interscholastic polo program, competing in at least two of four years of their high school career, with priority going to players who competed in their senior year, as proven by appearing on their team’s USPA official IS Team Roster and on USPA I/I Official score sheets for that team, in an official Qualified game, in which the Applicant plays, for each year. C. Attending a college or university with an existing intercollegiate polo program. D. Applicant must be an active team member of an intercollegiate polo program, as proven by appearing on their team’s USPA official IC Team Roster and appear on, at least 1 USPA I/I Official score sheet for that team, in an official Qualified game, in which the Applicant plays, in the current academic year. Current intercollegiate players must also meet the interscholastic polo requirement. E. GPA Requirement of: 3.0 F. In good standing with their college or university. G. Two non-relative letters of recommendation: a. One from a registered USPA Member attesting to students: Polo skills, horsemanship, sportsmanship and character b. One from a community member: ie: Teacher, employer, etc H. Essay: 250 words or less, describing a polo experience of choice Selection Process A. Applications will be accepted between April 1 – May 31 of each year. B. Only completed applications will be accepted. C. Scholarships will be awarded at the start of the Spring Semester of that academic year. D. Awards will be chosen via a blind committee organized and chosen by the Scholarship Management Company. E. Players will be selected based on 1) Contribution to the sport to include: Playing ability, Horsemanship, and Sportsmanship. 2) Academics 3) Community Service & Character. The management company will utilize a weighted scale, provided by the USPA Intercollegiate Scholarship Task Force. Renewable Awards are renewable up to three years or until a bachelor’s degree is earned, whichever occurs first, on the basis of: 1. USPA Member 2. Active participant on the intercollegiate polo team. Recipient must be an active team member of an intercollegiate polo program, as proven by appearing on their team’s USPA official IC Team Roster and appear on, at least 1 USPA I/I Official score sheet for that team, in an official Qualified game, in which the recipient plays, in the current academic year 3. In Good USPA standing 4. In Good academic standing 5. GPA: 3.0
The 2019 I/I S&E Funds are available to fund: A. Items such as tack, equipment, mallets, balls, etc. B. Special “need” items to be approved on a case by case basis (i.e. advertising assistance for fund raising projects that help sustain a program). C. Equine Welfare equipment such as Kimsey Leg Brace, Rescue Glide (Cap $2000.00) D. Transportation of newly donated horses to a program, (Cap $1000.00) E. All approved items must be reimbursable. F. The I/I S&E is not available to fund: 1) Travel Expenses. 2) Transportation of horses. 3) Arena/Horse Rentals. 4) Personal Items. 5) Clinics, Coaches, etc. 6) Arena Building/Improvements 7) Horse Care/Feed/Board 8) Team Jerseys 9) Helmets G. Items purchased with USPA I/I S&E Funds are property of the approved club and are to remain with that club until the item is of no longer serviceable. USPA will commit to a fair and timely evaluation period once a complete application has been submitted. I/I S&E funding should be viewed as seed money to be combined with other self-raised funds to start and support I/I programs that will eventually be able to stand on their own. H. The USPA wants everyone in the greater polo community to know about the I/I S&E Program. The existence of the I/I S&E Program will be promoted using all available resources. Initially the USPA intends to use email and the USPA website to contact all I/I schools and clubs. I. The 2018 annual inflow cap of $20,000 limits the I/I-S&E fund. Outflows from the I/I S&E fund are not to exceed $2,000 per club/school/year. Application Guidelines This fund will be used as a tool to accomplish the USPA stated goal of supporting those Intercollegiate schools and clubs in need. A. The club requesting funds must be a current USPA Club in good standing. B. The I/I S&E project must be aimed at the intercollegiate level. C. The I/I S&E project must benefit the greatest amount of polo players possible. D. A detailed itemized list of requested items, including costs, must accompany the application. E. A cap amount of the following items has been issued: 1. Saddle - $800. 2. Mallet - $100. 3. One Box (10) of Arena Balls/ $160. 4. Complete Polo Bridle - $350. 5. Knee Pads - $120.
F. Individuals associated with the application must be available to answer questions concerning the request. G. The USPA will strive to distribute I/I-S&E funds across geographical regions of the United States. H. Distribution of I/I S&E funds shall be market driven, not pre-determined. I. To receive I/I S&E fundraising funds clubs must be active participants in the I/I programincluding participating in the regular and tournament season. Clubs new to the organization will work with staff and be approved at the discretion of the committee. I/I Startup & Enhancement Approval Process USPA Staff will review applications to ensure that applications are complete and fit outlined criteria. Only completed and timely applications will be forwarded to the USPA I/I Supplemental Funding Sub-Committee, appointed by the I/I Chair(s) for evaluation. This sub-committee is responsible for review and endorsement of I/I S&E applications. Applications endorsed by the sub-committee will be forwarded to the USPA Chief Executive Officer for approval. Funding of all I/I S&E applications will require the approval of the USPA Chief Executive Officer. The Chief Executive Officer approving I/I S&E funding will disclose any conflicts of interests and be required to sign the “USPA Disclosure Document” provided as an addendum to these I/I S&E Guidelines. Managing Funded Projects Approved I/I S&E funds must be utilized by the I/I S&E applicant within the calendar year of the date of the I/I S&E application approval, unless specified in the approved I/I S&E application; or unless a time extension is recommended by the Supplemental Funding Sub-Committee and approved by the USPA Chief Executive Officer. Any allocated funds not requested for reimbursement will remain in the USPA I/I S&E Fund for reallocation to other I/I S&E application funding requests. The USPA will issue funding based on receipt of approved I/I S&E expenses with receipts submitted for reimbursement to the USPA and no I/I S&E funds will be issued “up front.” Application Process The I/I Supplemental Funding Sub-Committee will receive and process applications between September 1st and October 1st. There will be deadlines and decisions made on an annual basis. Funding requests will be reviewed by the Supplemental Funding Sub-Committee on or about October 15th. Approval notifications will be sent on or about November 1st. A. The I/I S&E Application must include: 1) Reasons for needing funding; 2) How funds will enhance the program by increasing members; 3) A detailed list of items to be purchased with individual cost breakdown; 4) Acknowledgment of the responsibility to submit I/I S&E Reimbursement forms; 5) Sponsoring Club or USPA Committee endorsement: If an application is sponsored by a Club, then the Club Delegate should be listed in the application as either an applicant or at least listed as a reference complete with contact information. USPA Committee endorsements in the application must include the Committee Chair as either an applicant or reference; 6) Any additional comments and/or supporting supplements. B. Use of IRS Form 1099 Also note that the United States Polo Association is required to issue IRS Form 1099 at the
end of each calendar year according to rules set by the Internal Revenue Service. Issuance of a Form 1099 does not necessarily mean the funding amount is income that is taxable to the recipient. You need to make that determination which may require professional advice from your own tax professional. The United States Polo Association cannot offer such advice. Form W9 will be required for submission along with the request for reimbursement. Please note that reimbursements can only be made to US Citizens or domestic corporations. C. The I/I S&E application is available on the USPA website (www.uspolo.org) as well as from the USPA offices. The USPA accepts completed online submittal forms on or before the deadline.
START UP & ENHANCEMENT FUNDRAISING The I/I Start-up & Enhancement Fundraising Program (I/I S&E) is designed to support projects that: • Support new I/I Programs • Enhance existing I/I Programs The 2019 I/I S&E Fundraising Funds are available to fund: A. Costs associated with putting on a fundraiser, to include, but not limited to: a. Venue rental b. Food/Caterer – if the food is to be purchased c. Merchandise d. Event insurance e. USPA Umpires f. Advertising promotion B. Funds may not be used to reimburse: a. Items purchased as ‘giveaways’ b. Silent Auction items c. Live Auction items d. Liquor Application Guidelines This fund will be used as a tool to accomplish the USPA stated goal of supporting those I/I schools and clubs in need. A. The club requesting funds must be a current USPA Club in good standing. B. The I/I S&E project must be aimed at the intercollegiate/interscholastic level. C. The I/I S&E project must benefit the greatest amount of polo players possible. D. A detailed explanation of the fundraising event, including an itemized list of requested items, including costs, must accompany the application. The explanation must show expected profit. E. Applications may be submitted using the online form under the fundraising page on the uspolo.org website, at anytime during the year. F. Applications must be submitted at least 4 weeks prior to the event, to ensure complete review by the committee. G. All applications are reviewed by the I/I S&E Committee on a rolling basis and will be approved on a first come, first served basis. The committee reserves the right to have the program re-submit applications to include further detail or information. H. Funds are available for the calendar year. I. Individuals associated with the application must be available to answer questions
concerning the request. J. The USPA will strive to distribute I/I-S&E funds across geographical regions of the United States. K. Distribution of I/I S&E funds shall be market driven, not pre-determined. L. D. To receive I/I S&E fundraising funds clubs must be active participants in the I/I programincluding participating in the regular and tournament season. Clubs new to the organization will work with staff and be approved at the discretion of the committee. I/I Startup & Enhancement Fundraising Approval Process USPA Staff will review applications to ensure that applications are complete and fit outlined criteria. Only completed and timely applications will be forwarded to the USPA I/I Supplemental Funding Sub-Committee, appointed by the I/I Chair(s) for evaluation. This sub-committee is responsible for review and endorsement of I/I S&E applications. Applications endorsed by the sub-committee will be forwarded to the USPA Executive Director for approval. Funding of all I/I S&E applications will require the approval of the USPA Executive Director. The Executive Director approving I/I S&E funding will disclose any conflicts of interests and be required to sign the “USPA Disclosure Document” provided as an addendum to these I/I S&E Guidelines. Managing Funded Projects Approved I/I S&E funds must be utilized by the I/I S&E applicant within the calendar year of the date of the I/I S&E application approval, unless specified in the approved I/I S&E application; or unless a time extension is recommended by the Supplemental Funding Sub-Committee and approved by the USPA Executive Director. Any allocated funds not requested for reimbursement will remain in the USPA I/I S&E Fund for reallocation to other I/I S&E application funding requests. The USPA will issue funding based on receipt of approved I/I S&E expenses with receipts submitted for reimbursement to the USPA and no I/I S&E funds will be issued “up front.” Application Process The I/I Supplemental Funding Sub-Committee will receive and process applications throughout the year. The 2018 Fundraising requests will be received and approved on a rolling basis. Funding requests will be reviewed by the Supplemental Funding Sub-Committee and approval notifications will be sent if approved. The I/I S&E Application must include: 1) Reasons for needing funding; 2) How funds will enhance the program by increasing members; 3) A detailed list of items to be purchased with individual cost breakdown; 4) Acknowledgment of the responsibility to submit I/I S&E Reimbursement forms; 5) A detailed explanation of the fundraising event, including an itemized list of requested items, including costs, must accompany the application. The explanation must show expected profit. 6) Sponsoring Club or USPA Committee endorsement: If an application is sponsored by a Club, then the Club Delegate should be listed in the application as either an applicant or at least listed as a reference complete with contact information. USPA Committee endorsements in the application must include the Committee Chair as either an applicant or reference; 7) Any additional comments and/or supporting supplements.
Use of IRS Form 1099 Also note that the United States Polo Association is required to issue IRS Form 1099 at the end of each calendar year according to rules set by the Internal Revenue Service. Issuance of a Form 1099 does not necessarily mean the funding amount is income that is taxable to the recipient. You need to make that determination which may require professional advice from your own tax professional. The United States Polo Association cannot offer such advice. Form W9 will be required for submission along with the request for reimbursement. Please note that reimbursements can only be made to US Citizens or domestic corporations. I/I S&E Fundraising application is available on the USPA website (www.uspolo.org) as an online form.
UMPIRE SUPPORT Funding is available for certified umpires for regular season games. Teams must apply for funding and include the teams, dates and location of the event. The NHTC reviews all requests and approved based on quality of games, national seeding, number of games, and availability of umpires. Requests must be made at least three weeks prior to the event.
USPA I/I MAGAZINE The I/I Magazine is an annual publication and year book for the I/I Program. Teams are required to pay a $100 I/I Magazine Fee or sell an ad in the magazine. Many teams solicit local businesses, family and friends to put in a good luck ad that both promotes the team and program. The Magazine gets distributed to all I/I tournaments throughout the year and gets mailed with Polo Players’ Edition to the entire USPA Membership. ADVERTISING RATES Back Cover Inside Back Cover Inside Front Cover Full Page Half Page One Third Page Business Card-1/6 Page
$2000.00 $1250.00 $1250.00 $850.00 $600.00 $400.00 $200.00
INTERNATIONAL INTERCOLLEGIATE CHALLENGE CUP USPA I/I and SUPA Britain have been competing for the International Intercollegiate Challenge Cup since 2013, each year rotating which country hosts the event. When in the states, the event is hosted in conjunction with the Townsend Cup and while in England, during their Universities National event. Players apply for the opportunity to compete on the USA team and a selection committee is formed of umpires, managers, and committee members. Team members are selected based on a previously agreed upon handicap level by tournament management prior. Sportsmanship, horsemanship, and playing ability are all factors to selection, as well as getting a good representation of different schools and regions. Applications are available online, during the fall semester.
AAN HEAD INJURY SUMMARY
SECTION 5 SAFETY
USPA YOUTH CONCUSSION PROTOCOL In the event a player receives a blow to the head from either falling from their horse or otherwise; player will be inspected by the onsite EMT/EMS. If the onsite EMT/EMS concludes or suspects that a player has suffered a concussion, the player shall be removed from play immediately and will not be allowed to return to play in the tournament until such time as the player has been examined by a non-relative medical physician at a hospital, medical facility or the physicianâ€™s office, and the physician has confirmed, in writing, the playerâ€™s good health and ability to safely return to play.
KNOWN INJURY POLICY In the event a player has a known visible injury before or during tournament games that includes a cast but the player has been cleared by a non-relative medical professional to compete in tournament games, the player must have written clearance from the clearing medical professional to present to the Host Tournament Committee to be allowed to play. If that player is deemed unsafe or unfit to play at any time before or during the tournament games, the Host Tournament Committee may remove the player from play, as written in the I/I Tournament Conditions (B. Games/Events, (1), d.). RULE 2 – Players e. No individual shall participate as a player or official in any game if physically impaired (e.g., sick, hurt or intoxicated) before or during the game if such impairment endangers the safety of the individual or others. I/I Tournament Conditions B. Games / Events, (1), d. The umpire may remove a player from a game if in the opinion of the umpire, that player is creating an unsafe situation. Actions deemed unsafe include, but are not limited to endangerment to other participants and/or mounts and repeated fouls caused by these actions. Eligible substitutes shall be allowed within the chukker the unsafe player has been removed. If no eligible substitute is available, then the game will continue two on three unless the opposing team opts to remove one of its players, in which case the game will continue two on two.
and another count shall begin If lightning is imminent or a thunderstorm is approaching, all personnel, athletes, and spectators shall evacuate to available safe structures or shelters.
STUDENT EMERGENCY CONTACT INFORMATION STUDENT EMERGENCY CONTACT INFORMATION to be submitted to the This form is being provided to I/I Teams for their use only. It is not required USPA. It is intended to assist schools and clubs with obtaining any medical information deemed necessary. The USPA encourages programs to obtain emergency contact information on all players and to retain this information for their use if it becomes necessary. Student’s Name: ____________________________________________________________________________ Date: __________________________________________
Emergency Contacts __________________________________________________________________________________________ Name
INCLEMENT WEATHER In the event of predicted inclement weather, the RHTC, with advice from the tournament host site, may change a tournament location up to one day before the tournament is scheduled to begin. If the tournament dates have already been reached, the tournament HTC and host site contact will have the authority to alter game times to avoid inclement weather or allow for facilities to drain. If tournament games have already been completed, every effort should be made to finish the tournament at the host site. Option include, but are not limited to: - Moving game times - Switching game days - Extending the tournament - Re-scheduling the tournament - Moving a final game to the next level tournament - Changing tournament format (i.e. round robin to single elimination)
___________________________________________________________________________________________________ Name Relationship Home# Work# Cell #
Student’s Insurance Information __________________________________________________________________________________________ Insurance Provider
___________________________________________________________________________________________________ Group Number Policy Number
Other Information __________________________________________________________________________________________ Family Physician
Physician’s Telephone #
___________________________________________________________________________________________________ Dentist Dentist’s Telephone # ___________________________________________________________________________________________________ Other
If a tournament game is to be canceled and is unable to be re-scheduled, at least two chukkers must have been played to determine a winner. If it is deemed that an arena will not be suitable to play in, the tournament will be moved to the closest available arena.
LIGHTNING POLICY Games shall be suspended once lightning has been recognized or thunder is heard. Games may resume 30 minutes after the last flash of lightning is witnessed or thunder is heard. Any subsequent lightning or thunder after the beginning of the 30-minute count shall reset the clock,
This Form identifies the Player’s medical providers, and provides their telephone numbers. Because you, as the Player’s coach/advisor, This Form identifies the Player’s medical providers, and provides their telephone numbers. Because you, as the Player’s will likelycoach/advisor, will likely be on site in the event that medical treatment becomes necessary, the USPA believes it to be be on site in the event that medical treatment becomes necessary, the USPA believes it to be prudent to supply you with this Form and the information listed thereon. Although the Form is being provided to you by the USPA, be advised that the USPA takes prudent to supply you with this Form and the information listed thereon. Although the Form is being provided to you by no position on whether the information provided in the Form by the Player is accurate, complete or current. Further, be advised that the USPA, be advised that the USPA takes no position on whether the information provided in the Form by the Player is the USPA has not taken any action subsequent to having received the Form from the Player to determine its accuracy, completeness accurate, complete or current. Further, be advised that the USPA has not taken any action subsequent to having received or whether the information is current. If you deem it appropriate, your school or club, should take any and all additional steps and the Form from the Player to determine its accuracy, completeness or whether the information is current. If you deem it measures to ensure that the Player’s medical information is accurate, complete and current, including verifying whether the contact appropriate, your school or club, should take any and all additional steps and measures to ensure that the Player’s medical information for the Player’s medical providers is correct. information is accurate, complete and current, including verifying whether the contact information for the Player’s medical providers is correct.
SPLIT STRING FORMAT FOR I/I EVENTS All I/I Tournaments and Qualified Games will be played using a “Split String”. The intent and purpose of mandating split horse strings in I/I Polo is to create a fair opportunity for both teams to play the same horses under the same conditions. Therefore, all horses shall use the same tack as originally issued in the first period of the game they are played. All tack shall remain the same through out the entire game except in the case of breakage, in which case similar type tack must be provided (i.e. gag for a gag, pelham for a pelham). Draw reins and straight reins must also stay consistent. It shall be determined whether whips and spurs are allowed on all mounts prior to the start of the game. This determination must stay consistent for both teams (i.e. if spurs are not allowed on a particular mount in the first chukker, then spurs will not be allowed on that mount in the third chukker). A string is made up of six horses, plus spare(s). Each string plays two chukkers - one chukker for Team A, one chukker for Team B. Strings will have a chukker of rest between playing. The horse owner/manager shall balance each string as accurately as possible, so that neither team has a horse advantage in any given chukker. Team A plays three of the horses while Team B is playing the other three horses within a string. For example, the handiest horses should be placed opposite one another as should the two best bumpers or the two slowest or two hottest horses. Split String Forms are provided in the I/I Info Packet or can be obtained from the USPA. Split String Forms shall be used at all USPA I/I Tournaments. • A string consists of 6 to 9 horses. • All strings used in a tournament will be published prior to the start of the event (i.e. at team meeting). • Tournament management will make all efforts to establish a two string system for all tournaments so as to allow a string from each semi-final to advance to the final game, giving each team in the final an opportunity to have played one of the strings. • Tournament management and horse providers will make best efforts to keep horses consistent from the semis to the final games.
SECTION 6 MOUNTS & EQUINE WELFARE
The following information is required on the Split String Form: 1. Event: Name of the event 2. Match: The two teams competing 3. Date, Time, Place: Include host location 4. Horse string owners: In tournament play, one string will generally come from one team, one string from another team. 5. Horse names: Balanced horses shall be placed opposite each other. 6. Position: The horse owner shall recommend the position horses should play, although it is not required to line the horses up in that order (i.e. some horses do not line up in the #1 position for throw-ins). 7. Spare(s): The string’s substitute horse to be used in case a horse within that string needs to be replaced. For purposes of keeping strings balanced, up to two spares may be designated per game. Each spare will be clearly defined on the split string sheet, prior to the coin toss, as to which position (1, 2 or 3) it is a spare for. Once one spare is used, the remaining horse becomes the spare for the entire string. Substitutions are at the discretion of the tournament/event manager with consideration of all factors, including input from the string owner/manager and Equine Welfare Representative.
8. No spurs/No whips: These boxes should be checked if the horse owner does not allow whips or spurs on a particular horse. If they are not recommended, the horse owner should inform the players during the pre-game horse description talk. All spurs and whips are subject to approval by the Host Tournament Committee. Procedure for determining order each team plays the strings of horses: The Tournament Manager conducts two coin tosses before the game to determine the order in which all horses play and the order in which each team rides those horses. Toss 1: Determines which string plays in 1st and 3rd, which string plays in 2nd and 4th chukkers (i.e. the manager states that if the coin comes up heads, String 1 will play in the 1st and 3rd chukkers. If heads comes up, String 1 would play in the 1st and 3rd chukkers, String 2 in the 2nd and 4th chukkers. If the coin lands tails, String 2 would play in the 1st and 3rd chukkers, String 1 in the 2nd and 4th chukkers). Both sets of chukker boxes are then filled out accordingly. No spurs/No whip boxes shall also be checked. Toss 2: Determines the order in which each team plays the strings (i.e. the manager states that if the coin lands heads, Team A will play the horses in the order of the top box, Team B would play the horses in the order of the bottom box. If the coin lands tails, the teams would play the reverse of this). Team names shall be entered above the appropriate chukker boxes. The USPA Split String Forms are printed in triplicate. The event manager retains the original and gives each team a copy.
SPARE HORSE PROCEDURE In the event a spare needs to be brought into the game, the manager will conduct a coin toss to determine which team will ride the spare and which team will ride the horse in the direct opposite position of the removed horse as listed on the split string sheet (i.e. If a horse playing in the #2 position is removed from the game, the tournament manager will flip to see which team rides the spare and which team rides the horse in the other #2 position. The manager will state that if the coin comes up heads, Team A will ride the spare. If the coin comes up heads, Team A plays the spare, and Team B plays the horse opposite, as listed on the Split String Form, regardless if Team B has already played the horse. If it comes up tails, Team B would play the spare and Team A would play the horse opposite). The spare remains with the string as determined by this coin toss. In the event the spare comes in during the first half, the spare remains in that designated string for the duration of the game.
BEST PLAYING PONY & BEST PLAYING STRING Horse scores are used to determine the Best Playing Pony and Best Playing String at all USPA I/I Tournaments - a way in which to recognize the outstanding horses that play our sport. Split String Forms have a box in which horse scores are to be entered. The Tournament Manager or designated individual will collect horse scores from all players, after each chukker or at half-time and at conclusion of game (to be stated at start of tournament). Horses shall be scored 1 - 10, 10 being the best score. The tournament manager/RHTC reserves the right to request more accurate horse scores if, in their opinion, a player or team is manipulating the scoring in any way. The horse receiving the highest average score shall be named Best Playing Pony (BPP) of the tournament. Horses must have played at least two games in the tournament to be eligible for BPP. IC tournaments will award a men’s and women’s BPP. Any ties will be broken by a random draw. All total scores of horses within a string shall be added and divided by the number of games played by that string. The string with the highest average shall be named Best Playing String (BPS) of the tournament. String must have played at least two games in the tournament to be eligible for BPS. IC tournaments will award a men’s and women’s BPS.
PROTOCOL FOR CHUKKER BREAKS AT I/I EVENTS When needed, chukker breaks will be taken at I/I events. The protocol (established by the I/I NHTC) for these breaks is as follows: • Chukkers will be divided by a walking break (rest for horses) approximately half-way through the chukker. At a natural break in play (i.e. goal scored, penalty, tack time-out) the timekeeper shall alert the umpires that it is approximately half way through the chukker (3 to 4 minutes remaining in the chukker). This can be done by quick horn or bell. • The umpires will assess the horses and make the decision as to whether the break will be taken at that time. In chukkers 1 and 2, a break of at least 2 minutes shall be taken In chukkers 3 and 4, a break of at least 3 minutes shall be taken • Length of break will be tracked by the time keeper and umpires will confirm whether the break is over or if more time is needed. • Players will remain on their horses unless directed by the umpires to dismount. This protocol will be utilized at all I/I Tournaments and in all games of those tournaments unless the Regional Host Tournament Committee (RHTC), or Tournament Committee and Umpires, deems breaks are unnecessary in any particular game. The topic will be discussed by the RHTC, or Tournament Committee and Umpires, with advice from the horse providers and the Equine Welfare Representative and ruled upon by the RHTC, or Tournament Committee and Umpires, prior to the start of each game. The RHTC, or Tournament Committee and Umpires, can enact the protocol at any time.
PRE TOURNAMENT HORSE INSPECTION
HORSE PROVIDER PAYMENTS
All horses appearing in a USPA I/I Preliminary, Regional, or National tournament, playing or umpiring, must provide proof of a negative coggins test and a current health paper to the USPA two weeks prior to the start of the tournament. Coggins and Health Papers need to be current through the completion of travel at the end of the tournament.
Horse providers who have a team entered in the tournament: Preliminary: $600/string/game Regional: $800/string/game National: $1000/string/game Umpire horse: $40/game Shipping: $1/mile/string/round trip
All horses will be scheduled for a Pre-Tournament Horse Inspection to be completed by the onsite veterinarian and any HTC members present. Horses will be Body Condition Scored (Henneke Scale) and checked for soundness. Horses must be within the 4-6 range on the BCS to be allowed to compete and/or umpire. Any horse(s) the veterinarian and/or HTC deems unfit to play, will be removed from the string and will not be eligible for string or travel reimbursement. Strings will be scheduled to appear at the arena prior to the start of the tournament for their inspection. Estimated time for 1 string of 8 horses is 30 mins. All horses from one string will be led into the arena. One at a time, horses will be presented to the committee, for BCS scoring, and verification of coggins and health papers. At completion of visual and Body Condition Scoring, horses will then perform a jog. Trotting in a straight line away from the committee, a left hand turn, straight past the committee, to a right hand turn, back to the committee. At completion, horses will remain in the arena, until the entire string has been evaluated.
Horse providers who do not have a team entered in the tournament: Preliminary: $800/string/game Regional: $900/string/game National: $1100/string/game Umpire horse: $40/game Shipping: $1/mile/string/round trip
LIMITED HORSE PROCEDURE In the event, spare horses have been used during a tournament game and more spare horses are needed to complete the game, the Host Tournament Committee may elect to use: > Suitable un-used spares for previously played games. > Umpire horses from previous games that are suitable for the level of play. > Qualified tournament horses that are on site, but not scheduled for the tournament.
I/I SHIPPING GUIDELINES: 0 to 100 miles- complete travel 2 hours before game time 100 to 200 miles- complete travel 4 hours before game time 200 to 300 miles- complete travel 12 hours before game time 300 to 600 miles- complete travel 24 hours before game time If shipping over 600 miles - a request must be sent to Emily Dewey at firstname.lastname@example.org at least two (2) weeks before the scheduled tournament date. A detailed, round trip travel plan must be included, outlining travel times, layovers for horses to be off of the trailer, and planned travel dates. All requests will be sent to the NHTC for approval. At the completion of the tournament horses should be given time to recuperate following their last game and before their return shipment.
For a horse to be qualified, it would need to have the appropriate paperwork (negative Coggins result, health paper) and pass a jog by the tournament veterinarian.
I/I HORSE USAGE GUIDELINES
If no suitable spare horses can be found to complete the chukker or game, the HTC may decide to continue to play the chukker or game 2v2. The horse opposite the horse being removed on the string sheet will also be removed from the game, and teams will finish the chukker(s) 2v2. The competing teams will decide which of their players will continue in the chukker without being charged for a timeout or substitution. If a player has been ruled out of the chukker or game by the officials, they are not eligible to be selected to play in the 2v2 chukker(s).
Regionals: If horses played on consecutive days, to have at least 16 hours off. No horses will be played three consecutive days.
Nationals: Horses will not be played on consecutive days.
Body Condition Score Chart Areas of emphasis for body condition scoring: thickening of the neck, fat covering the withers, fat deposits along backbone, fat deposits on flanks, fat deposits on inner thighs, fat deposits around tailhead, fat deposits behind shoulders, fat covering ribs, shoulder blends into neck
Back is flat (no crease or ridge); ribs not visually distinguishable but easily felt; fat around tailhead beginning to feel spongy; withers appear rounded over spine; shoulders and neck blend smoothly into body.
Animal extremely emaciated; spine, ribs, tailhead, points of hip and buttock projecting prominently; bone structure of withers, shoulders, and neck easily noticeable; no fatty tissue can be felt.
6 Moderately Fleshy
May have slight crease down back; fat over ribs fleshy/spongy; fat around tailhead soft; fat beginning to be deposited along sides of withers, behind shoulders, and along sides of neck.
2 Very Thin
Animal emaciated; slight fat covering over base of spine; ribs, tailhead, points of hip and buttock prominent; withers, shoulders, and neck structure faintly discernable.
May have crease down back; individual ribs can be felt, but noticeable filling between ribs with fat; fat around tailhead soft; fat deposited along withers, behind shoulders, and along neck.
Fat buildup about halfway on spine; slight fat cover over ribs; spine and ribs easily discernable; tailhead prominent, but individual vertebrae cannot be identified visually; points of hip appear rounded but easily discernable; points of buttock not distinguishable; withers, shoulders, and neck accentuated.
Crease down back; difficult to feel ribs; fat around tailhead very soft; area along withers filled with fat; area behind shoulders filled with fat; noticeable thickening of neck; fat deposited along inner thighs.
4 Moderately Thin
Slight ridge along back; faint outline of ribs discernable; tailhead prominence depends on conformation, fat can be felt around it; points of hip not discernable; withers, shoulders, and neck not obviously thin.
9 Extremely Fat
Obvious crease down back; patchy fat appearing.
Body condition 8.5x11.indd 1
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