Team Requirements

In order to remain in good membership standing with USQ and continue with regular competitive play, teams must meet the following seasonal requirements.

2021-22 Season Team Requirements

New Season Checklist
Timeline and Key Deadlines
Return to Play Guidelines
Roster
Regular Season Schedule
Officials Certification
Coach Certification
Team Eligibility Requirements
Player Eligibility Requirements
Joint Team Development Program

NEW SEASON CHECKLIST

To assist teams with the requirements for the season, below is a list of everything a team should be accomplishing before starting the new season.
 
  • Admin Transfer
    • If your team has a new admin, you will need to transfer admin capabilities to the new leader. We recommend that teams do this process at the end of the season.
      • New Admin
        • Go to: Dashboard, My Team, then Re-Register An Existing Team.
        • Select your team from the drop down and submit.
        • Website will email you and the previous admin a confirmation. Please approve the confirmation from that email.
      • Previous Admin
        • When the website emails a confirmation of admin transfer, please approve.
    • Once confirmed, USQ will upgrade the new admin and provide access to admin tools.
  • Register Team
    • Information on signing up for a team membership can be found here
    • Go to ‘Dashboard’, ‘My Team’ and then the option will be available to pay team fee.
      • If your team has been registered with USQ before and you do not see your team’s name in the upgrade team list, please consider emailing USQ to get that account reactivated before making a brand new team account. 
    • Once your team is registered, individuals on your team can begin to request to join the team via their ‘My Team’ page of the dashboard. 
      • Admin will need to approve individuals as they request to join the team roster.
  • Ensure each player signs up for an individual membership
  • Proof of Enrollment (Collegiate Teams Only)
    • Proof of enrollment must be sent to enrollment@usquidditch.org  and must include the player's school name, full name, and official proof of enrollment from the school’s registrar or the player's official class schedule for the current season showing that they are enrolled.
    • Some teams may have a school admin update enrollment of their players. These players will not need to submit duplicate enrollment to USQ.
  • Vaccination Requirement (For Stage 3 Activities/Official and Sanctioned Events)
    • For official and sanctioned events, all rostered players, coaches, and team staff must be fully vaccinated for COVID-19 or approved for an exemption. 
    • Confirming vaccination status is a two step process: 1) affirming vaccination status on the USQ website via their member profile, and 2) uploading proof of vaccination (or negative COVID PCR test, if approved for an exemption) via this form
    • More information is available below. 
  • Regional Transfer (Collegiate Teams Only)
    • There will be no regional transfer deadline for teams this year. For all regionals, collegiate teams may attend as many regional championships as they wish and are not limited to the regional championship in their host region. 
  • Officials Requirements 
    • As with previous seasons, teams are required to certify the following officials as part of their team membership requirements: *Players may upgrade to a referee membership for free. Non-player referee membership is $20. Upgrade can be done on the 'Membership' tab of your USQ dashboard. This will make one eligible for the certified lead assistant referee position at official matches. Additionally, all teams competing at USQ events must supply a crew of officials, up to the certifications as listed above.
  • Coach Certification
    • A certified coach must obtain a USQ coach membership and complete the USQ coach certification process. A player or referee member who would like to serve as a team’s coach must upgrade their membership to include that of “coach.” Coach membership is free.
    • You can upgrade your membership on the USQ ‘Membership’ tab of the ‘Dashboard’. 
    • Coach certification is due 24 hours before your team’s first official event.
  • Set up team profile on the USQ website
    • Team admins can do this by logging into their USQ account, going to My Team, and then clicking on Information. 
    • Ensure that your team’s email address is correct.
    • Add social media links for Facebook, Twitter, and Instagram, if you have them. 
    • Add a description for your team.

Timeline and Key Deadlines

The following are general deadlines for gameplay policies:

The following deadlines apply to an event with official games: 

  • 1 month before event: event sanctioning application due (if applicable)
  • 2 weeks before event: waiver application deadline for the dedicated TD requirement (if applicable)
  • 1 week before event: the game or tournament must be submitted to the USQ events calendar, and TD must be certified 
  • 1 week before before event: equipment waiver primary deadline, will be processed before event (if applicable)
  • 24 hours before event: equipment waiver final deadline, may not be processed before event (if applicable)
  • 24 hours before event: participating teams must submit their rosters
  • 24 hours before event: players on collegiate teams must submit proof of enrollment
  • 24 hours before event: participating teams must have a fully certified coach 
  • 24 hours before event: team referee and snitch runner requirements due (if not completed by the team’s initial deadline)
  • 2 days after event: scores submitted to USQ standings
  • 1 week after event: forfeits at tournament emailed to gameplay@usquidditch.org (if applicable)
  • 1 week after event: appeal form submitted (if applicable)
  • 1 week after event: disciplinary report form submitted (if applicable)
  • 1 week after event: event survey form submitted (optional, recommended for all attendees)

The deadlines for the team referee and snitch runner requirements vary, and are as follows:

  • If a team is competing at a USQ fall regional championship or fall circuit event, they must complete the team referee and snitch runner requirements by the season play deadline for that specific event.
  • If a team is competing at a USQ spring regional championship, a USQ spring circuit event, or not going to a regional championship or circuit event at all but still an official member team, they must complete the requirements by either the season play deadline for the final fall regional championship, or one month after their team registers for the season, whichever comes later.
  • If a team does not attend a regional championship, then their requirements are due one month after their team registers for the season.
  • Relevant Season Play Deadlines:
    • Mid-Atlantic Regional Championship: Sunday, October 10, 2021
    • Northeast Regional Championship: Sunday, October 17, 2021
    • Midwest Regional Championship: Sunday, October 17, 2021
    • Great Lakes Regional Championship: Sunday, October 24, 2021
    • Southwest Regional Championship: Sunday, February 6, 2022
    • West Regional Championship: Sunday, February 13, 2022

If a team does not complete these requirements by the deadline, it must complete them by 24 hours before its next scheduled official event.


Return to Play Guidelines

Full information on return to play guidelines is available here.

    1. Teams must submit the team checklist form before resuming in-person activities.
    2. The team vaccination waiver program is optional and allows teams to have stage 2 activities even if their team doesn't meet baseline conditions.
    3. All participants of official and sanctioned events must be fully vaccinated or approved for a medical or religious exemption. Those with an exemption must submit proof of a negative COVID PCR test to USQ before every event they attend.
    1. Complying with the vaccine requirement has two steps:
      1. Affirm your vaccination status or request an exemption
        1. Steps to affirm vaccination status
          1. Everyone on the list above will have to affirm their vaccination status through their profile on the USQ website. You will be able to change your answers after updating your profile, such as if you declare an exemption and later decide to get vaccinated.
          2. This step must be completed at least 24 hours in advance of the event, the same as the roster submission deadline. At this time, this step only needs to be undertaken once.
          3. The ability to affirm vaccination status on the website will be available by Friday, September 3.
        2. Steps to request an exemption
          1. Exemption requests may be made through this secure form
          2. Exemption results must be submitted at least 7 days in advance of the event. 
          3. Those approved for an exemption must later submit proof of a negative COVID PCR test taken no earlier than 72 hours before the event, and submitted to USQ by 24 hours before the start of the event, the same as the roster submission deadline. 
      2. Upload proof of vaccination status or proof of negative COVID PCR test 
        1. People will upload proof of their vaccination status or proof of a negative COVID PCR test via this secure form
        2. As with step 1, this must be completed at least 24 hours in advance of the event, the same as the roster submission deadline. 
        3. Those who are fully vaccinated only need to complete this step once. For those approved for an exemption, proof of a negative COVID PCR test must be submitted prior to every official and sanctioned event. The COVID test must be taken no more than 72 hours before the event.

ROSTERS

All players on tournament teams must also be registered as individual members of USQ.

There is no limit on the number of players who can belong to a quidditch team; however, no more than 21 players can be on a team's tournament or game roster for any particular event

Players may only play official games for one team at a time per season. Any player who wants to switch between teams mid-season must submit a waiver to the gameplay department in advance requesting permission and explaining their reasoning. Click here for a waiver.

ENROLLMENT VERIFICATION REQUIREMENTS

All players on a collegiate team must attend the same school, unless they are participating in the joint team development program. Current graduate students will be permitted to play on their school’s collegiate team. Faculty, staff, and community members who are not enrolled in classes will not be permitted to play on a school’s collegiate team. A student from a college with an unofficial or club team may not compete with a college team from another school.

This season, USQ will be confirming enrollment status with an administrator from the school that supervises a team. Teams will be required to provide that contact info upon registration. When registering for individual USQ membership, players will be required to provide their student ID number. This will help school administrators identify and confirm that players are enrolled. If USQ staff is unable to reach an administrator for confirmation, players may be asked to submit proof of enrollment individually. 

For more information about the enrollment policy, please click here.

REGULAR SEASON SCHEDULE

All teams must compete in a minimum number of USQ official games during the season against a minimum number of teams in the same division.

Games played at USQ-hosted events count towards this total. Read the full season play requirements here.

Officials CERTIFICATION

Competitive teams are required to certify officials in order to facilitate regular competitive play in the still-developing sport of quidditch.

Teams are required to complete their referee and snitch requirements, completed by six different individuals. Teams are required to complete their referee and snitch requirements by either of the deadlines listed below:

  1. If a team is competing at a USQ fall regional championship, they must complete the team referee and snitch runner requirements by the season play deadline for that specific event.
  2. If a team is competing at a USQ spring regional championship or not going to a regional championship at all but still an official member team, they must complete the requirements by either the season play deadline for the final fall regional championship, or one month after their team registers for the season, whichever comes later.
  3. If a team does not attend a regional championship, then their requirements are due one month after their team registers for the season.

A team that fails to complete their referee and snitch runner requirements will not be permitted to play in any official matches until it completes these requirements. 

*Players may upgrade to a referee membership for free. Non-player referee membership is $20. Upgrade can be done on the 'Membership' tab of your USQ dashboard. This will make one eligible for the certified lead assistant referee position at official matches.

Teams that have players transferring to or from their team will be expected to maintain a fully certified crew. Players transferring to a team are immediately eligible to count as a referee for their new team. When a player transfers from a team, their old team will be given two weeks from the date of the transfer to complete their crew to these standards. 

The status of team referee and snitch runner requirements is publicly available here (when it becomes available)

Team admins can view the certifications of anyone associated with their team by logging into their USQ account and going to the Team Officials Requirements Page in the My Team section (link here).

For more information on how to become a referee or for a description of the tiered referee system, click here.

COACH CERTIFICATION

Each USQ official team is required to certify a coach before competing officially. They must be certified by the roster deadline for their first official event of the season - 24 hours before the start of the event.

A certified coach must obtain a USQ coach membership and complete the USQ coach certification process. A player or referee member who would like to serve as a team’s coach must upgrade their membership to include that of “coach.” Upgrade can be done on the 'Membership' tab of your USQ dashboard. 

An individual can play for a maximum of one team and can coach for a maximum of one team. The team for which one plays need not be the team for which one coaches; if the two teams do differ, two separate memberships must be purchased (an individual cannot use the upgrade option when two different teams are involved).

USQ requires teams to have a certified coach registered with their team before they play in official games. Teams must have their coach fully certified by the roster deadline, 24 hours before the start of the first event they are competing in officially this season The team’s certified coach be present at all official matches. Please note that teams may have more than one certified coach. Only one of them needs to be onsite at official matches.

To help with enforcement, USQ has created a public coach certification status list, similar to what we do for regional championship requirements.  It will also help ensure that teams have more accountability in completing this requirement. The status list will be available soon. However, it is the responsibility of the team to ensure that a certified coach is present at all official matches. If a team does not fulfil this requirement, they will be subject to forfeiting all games at the tournament they attended without a certified coach present. 

In the case of a medical or personal emergency that arises during an event that causes a team’s certified coach to need to leave the event site, the team may continue to play without being required to forfeit their remaining games in the tournament, given the following:

  • This exception is only in effect when the certified coach unexpectedly leaves the game or event site due to a medical or personal emergency, or is leaving the event site to accompany one of their players to seek medical attention offsite.
  • The coach must have been present during the tournament. If a medical or personal emergency arises before the start of the event, the team is not exempted from the requirement of having a coach present onsite.
  • Before leaving the event site, the coach must inform the tournament director of the situation. If the coach is unable to directly inform the tournament director, a member of their team must immediately do so.
  • Upon return to the event site (if the coach returns before the end of the event), they must be present at all remaining official matches.
  • Within one week after the event, the coach must complete this form to affirm that they left for an emergency situation that arose during the event.

The team's certified coach must be present at all official matches. For more information, click here.

COLLEGE & club TEAMS - ELIGIBILITY REQUIREMENTS

Please note that the word college and collegiate applies to all colleges and universities.

A college team is comprised of a group of students from a single school. A college team does not need to have a formal affiliation with their school to be registered as a college team. However, those teams with recognition from a school must compete in the college division and register as a college team. Forms of recognition may include:

  • Teams with the school name incorporated into their team name
  • Recognized student organizations
  • Club sports
  • Grant or funding recipients
  • Recipients of discounted practice or event space

The goal of this definition is to ensure that teams who are representing a school are competing in the college division.

A school may have more than one official college team, provided they meet the requirements above. However, there will be no special exceptions to the player transfer policy made for schools in this situation.

A club team may not have any affiliation with a college and may not use the name of a school as part of their team name. They may not receive any monetary or in-kind support from any school, including but not limited to free or discounted practice or event space. However, discounted practice or event space shall not be considered in-kind support if a community resident, unaffiliated with the school, could have obtained the space at the same cost.

Collegiate teams are permitted to play against club teams. If collegiate teams and club teams play against one another, those games will count towards each team’s season play requirements (qualifications to compete at the national championships). If collegiate teams and club teams play against one another, those games will NOT count towards each team’s standings, and will affect seeding for regional and national championships. At USQ-hosted events, collegiate and club teams will play in separate divisions.

PLAYER ELIGIBILITY REQUIREMENTS

College and club adult players must be 18 or older. Those who are 17 may compete after they submit a signed parental consent form.

All players on a collegiate team must attend the same school. Current graduate students will be permitted to play on their school’s collegiate team. Faculty, staff, and non-students will not be permitted to play on a school’s collegiate team. A student from a college with an unofficial or community team may not compete with a college team from another school.

Updated Enrollment Verification Requirements

All players on a collegiate team must attend the same school, unless they are participating in the joint team development program. Current graduate students will be permitted to play on their school’s collegiate team. Faculty, staff, and community members who are not enrolled in classes will not be permitted to play on a school’s collegiate team. A student from a college with an unofficial or club team may not compete with a college team from another school.

This season, USQ will be confirming enrollment status with an administrator from the school that supervises a team. Teams will be required to provide that contact info upon registration. When registering for individual USQ membership, players will be required to provide their student ID number. This will help school administrators identify and confirm that players are enrolled. If USQ staff is unable to reach an administrator for confirmation, players may be asked to submit proof of enrollment individually. 

If a player graduates their school mid-term, they will not be permitted to play on that collegiate team after their enrollment at that school ends. Affected players may choose to apply to transfer to a club team.

Players must have proof of enrollment confirmed before participating in an official game. Players and teams are subject to penalties for roster violations.

A player on a collegiate team will be permitted to coach a club team as a non-player, and vice-versa. Coaches for a college team do not need to be current students, nor do affiliated referees. However any member who is a playing coach or playing referee must submit proof of current enrollment.

Team admins can view enrollment status for their players logging into their USQ account and going to the roster page of the My Team section.  

Due to USQ’s Return to Play Guidelines, players will also need to fulfill COVID-19 requirements to be eligible to compete in official events. These guidelines can be found here

Joint Team Program 

This joint team development program is intended to help new teams develop. This program has been expanded for the 2021-2022 USQ season to assist returning teams in navigating their first post-COVID season. The plan has two main components: a foster program, whereby an established official college club may be permitted to have students from one single other college on its roster, and a joint team program, whereby up to three schools that currently don’t have official teams may compete together as one team. The joint team program has been expanded to allow schools with previously official teams to combine, provided they have evidenced need. Learn more here