WILSON SURREY LEAGUES Captain’s guide...4 Wilson Surrey Leagues; Captain’s Guide DATES Fixed Dates The dates for fixed dates are set. A team not able to make a commitment to a

WILSON SURREY LEAGUES

Captain’s guideHelping you to organise your Surrey league team.

Version 3 (October 2019)

2 Wilson Surrey Leagues; Captain’s Guide

Team Captains!Welcome to the Wilson Surrey Leagues. We hope this guide will act as a tool to help you successfully organise your team before and during the season. The guide was created following an increased number of queries relating to the organising of matches, the interpretation of rules before/during a match and the understanding of league/division structure.

Our overall aim of the Wilson Surrey Leagues is to provide competitive tennis to club members, with the emphasis being on ‘playing tennis’. It is vital that Team Captains make every effort to arrange and confirm their matches as early as possible, in addition to ensuring their players availability for their matches at the start of each season. Please ensure this guide is present at all of your matches.

Thank you,

Lewis WoodhamCompetitions Manager

INTRODUCTION

CONTENTSExpectations 3Match dates & times 4Guide to organising matches 5How to enter results online 6Key rules 8Rules on promotion and relegation 12Frequently asked questions 13Contact us / Who we are / Useful websites 15

www.tennissurrey.org.uk 3

Surrey Tennis expects that any player competing in the Wilson Surrey Leagues adheres to the following expectations.

Politeness & Respect We expect all of our league organisers as well as our team captain’s to be treated

with politeness and respect. Captaining a team and organising a league is not an easy task and is done on a volunteer basis so we ask that you please keep this in mind.

Prioritising Playing Tennis Playing tennis should be the top priority for every player competing in the leagues.

We ask that you keep this in the forefront of your mind when arranging each of your fixtures in a season.

Follow Good Practice We expect all of our team Captains to follow our ‘guide to organising matches’ that can

be found on pages 4 and 5.

Walkovers If your team receives a walkover, you MUST advise your league organiser or county

office. ONLY they can input walkovers.

Understand our ‘Verbal Abuse, Harassment, Intimidation & Threatening Behaviour’ Policy.

If a parent, member of staff, consultant, coach, official or volunteer acts in an abusive way toward their child or a player then you should report the concern to the LTA Safeguarding team via: www.safeguardingconcern.lta.org.uk

If you believe the child/player is in immediate danger please call the Police on 999 or if it is not deemed an emergency, please report via 101. For additional advice, you can also contact the NSPCC and/or other Surrey local authority children services:

• Local Authority Children’s Social Care Services • Local Authority Adult Social Care Services

If there is an incident where no referee is present, then any complaint about the conduct of a player and/or their entourage should be made to the Surrey Competitions Manager by the Captain of the team (in team competitions) or individual players (in knockout matches). All complaints must be made within 2 days of the alleged incident occurring.

The complaint must be made in writing (which includes e-mail) and shall set out full details of the incident giving rise to the complaint and identifying all the players involved. Any supporting evidence must be submitted with the complaint.

EXPECTATIONS


DATESFixed DatesThe dates for fixed dates are set. A team not able to make a commitment to a fixed date will be risking a walkover to the opposition and as a result will receive a penalty point. It is extremely important that teams commit to these datesApplies to: Men’s and Women’s OPEN Divisions• Fixed Dates Summer: Divisions 1-4• Fixed Dates Winter: Divisions 1-12

Play By DatesThese are dates by which the match must be played by. The club drawn at home must offer the opposing club at least three dates to play, one of which shall be the round date and the others to be prior to the round date.Applies to: Men’s/Women’s OPEN, Mixed, Midweek and Veteran Divisions

TIMESMen’s/Women’s OPEN Divisions (weekend)• Although it is common for matches to start at 10:00, clubs are entitled to offer

alternative times with a start time no later than 18:00

Mixed Divisions (weekday)• It is expected that mixed league matches start at 19:00 Mon-Fri. If a club has a

floodlight curfew then please see floodlight rule on page 9.

Midweek Divisions (Men’s/Women’s/Vets)• It is expected that matches start no later than 14:00 unless otherwise agreed by both

captains

NOTE: Out of courtesy, for midweek matches please do not offer the same day of the week for each date you offer. Please try to vary the days of the week.

MATCH DATES & TIMES


Once the leagues have been published and you are aware of your home matches, we expect the following to take place:

Fixed Dates• Make a note of all of your home matches for the season. We strongly encourage you

to contact all opposing captains at start of season to confirm the date and time of each match.

• You MUST contact your opposition AT LEAST 2 weeks before each fixed date to re-confirm the time of the court booking.

• Away team captains must respond confirming the time and confirm if they will be staying for refreshments.

• If you are the away captain and you have not heard from your opponent 2 weeks before the fixed date, in the interest of playing tennis, please contact them by both email AND telephone. If this prompts no response, then please contact your league organiser.

Play By Dates• For your home matches, you MUST contact your opposition AT LEAST 4 weeks prior to

each play by date and provide them with three possible dates (with start time). The 3 dates must be at least a week apart and be before or on the play by date.

• Away team captains must respond confirming which of the three dates they choose and confirm if they will be staying for refreshmentls.

• If you are the away captain and you have not heard from your opponent 4 weeks before the play by date, in the interest of playing tennis, please contact them by both email AND telephone. If this prompts no response then please contact your league organiser.

NOTE: If both captains are in agreement, then we are happy for the match to be played on an alternative date during the season.

GUIDE TO ORGANISING MATCHES


HOW TO ENTER RESULTS ONLINE

Visit: www.lta.tournamentsoftware.com (Please note this is different to the LTA website)In the search box type: ‘Wilson Surrey League’

Please then click ‘Login’ button located in the top-right of the page. You then type in the username/password that was emailed to you.

IMPORTANT: Once you have logged in, do not worry if you see another person’s name. These login details are used by your entire club, so please DO NOT reset the password.

To find your team’s page please click:1. ‘Clubs’2. Scroll down (alphabetically) and find the name of

your club. Then click on it.

3. You are now on your clubs page. To find your team click the ‘Teams’ tab.

4. Then scroll down and find the name of your team. Then click on it.

5. To add your players to your squad, on your team page click the ‘players’ tab.

6. Then click ‘Add players’.

7. Type the first 3 letters of your players’ name. Then click on their name, and select ‘Add’.

Do this for all the player’s in your team and click ‘save’ when you have finished.


HOW TO ENTER RESULTS ONLINE

8. You are now on your team page. You can now view the league table.

To view your matches, click the ‘matches’ tab.

9. You can now see the matches you are due to play and also the date they are due to be played on/by. 10. To enter match results, click the ‘modify’ button.

11. To enter the match score, click the ‘Enter rubber result’ button.

Please DO NOT click the ‘enter match results’ button. This is only to be used by the County office.

12. Add in the players’ names from each club.

13. Select the winning team.

14. Add in the correct score. Remember that the home team’s scores are entered first. For example, if St George’s Hill has lost the first rubber 6-4, 6-4, the score would be entered 4-6, 4-6. 15. Then click ‘Save’

15. Championship tie-breaks should be entered as 1-0 or 0-1


Play Up Rule:For the purpose of this ruling, the term ‘up’ is defined as any team in a higher division than the team a player players their first match for.(i) A player may not play for a team

junior to that for which they play their first match of the season for.

(ii) If a player plays more than once for a higher graded team than that for which they play their first match of the season for, they may not return to any lower graded team and will be deemed to be a permanent member of that higher graded team. Subsequently, the player would then not be permitted to play further for any other higher graded team.

(iii) Playing up’ is not limited to the team immediately above. Players may represent any team above their own. For example a team 4 player can represent team 1.

(iv) If a Club has two or more teams in the same division of a league there must be no interchange of players between these teams

Match day rulesLateness of a team:If a player is absent without good cause when called upon to play at the expiration of thirty minutes from the time agreed for the commencement of the match his opponent or opponents shall be entitled immediately to one love set, and at the expiration of sixty minutes to a further love set.

Player Retirement:If a player retires during a rubber, the opponent shall be deemed to have won

all remaining games and sets necessary to win the rubber. For example, if they were winning 4-2 and withdrew, they would lose the match 4-6, 0-6. They can however return for the 2nd rubber if they wish. If they do not return for the second rubber, then that match is also forfeited by 0-6, 0-6.

Rain Delay:If a match is postponed due to inclement weather the match is decided as follows: If two or more rubbers have been completed at the point of cessation, the match stands. The remaining rubbers are then halved. If two rubbers have not been completed, the match is replayed from scratch. You will not require the same players to play if the match is replayed from scratch.Scores for any rubbers unfinished should be recorded as “not played, match postponed” and 6-4, 4-6 regardless of the score at the point of cessation. You must let the organiser know once you have entered the result.

Hospitality:Home teams are required to provide not less than three new yellow balls per court. Home teams are also required to provide toilet facilities, options for hot and cold drinks and some form of snack (fruit, crisps, biscuits etc.) before, during and after the match.

Result entry:The result must be entered online within 48 hours of match completion by the winning team captain. We urge losing captain’s to check the result has been entered correctly after 48 hours. If there is an issue, please contact your league organiser.

KEY RULES


Scoring formats for each leaguePLAYING ORDERHOME 1 vs. AWAY 1HOME 2 vs. AWAY 2HOME 1 vs. AWAY 2HOME 2 vs. AWAY 1

Scoring formatsMen’s Doubles: 2 full sets with a championship (to 10) at 1 set all.

Women’s Doubles:2 full sets with a championship (to 10) at 1 set all.

Women’s / Men’s Midweek Doubles:2 full sets with a championship (to 10) at 1 set all.

Mixed Doubles:2 full sets with a championship (to 10) at 1 set all.Sudden death at deuce. Receiver chooses side.

Men’s Over 45, Women’s Over 50 and Men’s Over 55:2 full sets with a championship (to 10) at 1 set all.

How final league standings are calculated1.) Match PointsIf tied…2.) Percentage of rubbers won to rubbers playedIf tied…3.) Percentage of sets won to sets playedIf tied…4.) Percentage of games won to games played.

Final league positionsAt the end of the season, all league standings shown online will be final. In incidents where the table online is shown incorrectly, we will make all Captains aware and issue the correct standings.

Floodlights:For clubs with a floodlight curfew of 21:30 or earlier, we require home captains to offer the following to the opposition captain:• Earlier start time between 18:00 and

18:30• Championship tie-break to 7 instead

of 10• Short sets (first to 4 games with tie-

break at 4-4).The opposition can choose whether or not to accept any of these options to ensure the match gets completed, but they are not obliged to. Regardless, if the floodlights turn off during the match, then the ‘Rain Delay’ ruling will apply (please see page 8).

Walkover Claims:If a team pulls out of match within 96 hours of the arranged start time, then they will immediately concede the walkover and receive the penalty point unless captains mutually agree another date to play.Walkovers CAN ONLY be sanctioned/entered by the Surrey Office or league coordinators.

KEY RULES

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KEY RULES

Court Surface:Any surface is permitted to be played on, it is the decision of the home team. However once a match starts on a chosen surface, unless weather intervenes, then the match must NOT be moved to another surface during the rubber unless captains mutually agree.

League Deadlines:Summer league matches must be completed by 30th September at the latest and Winter matches by 30th April at the latest. In extenuating circumstances the county will allow matches to be played after this deadline. i) Club teams competing in League competitions must play the minimum number of matches (3 matches in a league of 5 teams or 4 matches in a league of 6 teams) or risk being omitted from that League competition for the following year. If an insufficient number of matches have been played then the County will investigate the reasoning behind the un played matches and will take necessary action that the County deem as appropriate.

ClothingWe are aware that some clubs competing in the Wilson Surrey Leagues have regulations in place that state that dress on their courts should be predominantly white. Although clubs are allowed to request the opposition team adhere to this rule, they cannot insist on it.

Multiple ClubsPlayers are only able to represent one club in each event. Any example of players representing a second club in the same

event will result in all rubbers containing the ineligible player for that subsequent club being conceded 0-6, 0-6. The results for the first club they represented will not be affected. Players may represent multiple clubs across different events. For the purpose of this rule, events are grouped as followed: • Men’s/Women’s East/West Open

Divisions • Men’s /Women’s Midweek Divisions • Mixed East/West Divisions • Veteran Divisions (Men’s Over 45/55 &

Women’s Over 50)

Age Restrictions:We do not have a minimum age restriction in place for the Wilson Surrey Leagues. We ask that if a captain decides to field a junior player, they ensure the player is capable of competing physically and emotionally with adult players.


KEY RULESSUMMER / WINTER DIFFERENCES

WINTERStart: October, Finish: MarchEvents Available:- Men’s Doubles- Women’s Doubles- Men’s Midweek Doubles- Women’s Midweek Doubles- Women’s O50 doubles

Fixed Dates:- Men’s & Women’s Doubles, fixed dates

apply to divisions 1-12

Scoring Formats:Men’s Doubles:2 full sets with a championship (to 10) at1 set all.

Women’s Doubles:2 full sets with a championship (to 10) at1 set all.

Women’s/Men’s Midweek Doubles:2 full sets with a championship (to 10) at1 set all.

Matches to start no later than 14:00 Monday - Friday unless both captain’s mutually agree.

Women’s Over 50 2 full sets with a championship (to 10) at1 set all.

SUMMERStart: April, Finish: September Events Available: - Men’s Doubles- Women’s Doubles- Men’s Midweek Doubles- Women’s Midweek Doubles- Mixed Doubles- Men’s O45 Doubles- Men’s O55 Doubles- Women’s O50 Doubles

Fixed Dates:- Men’s & Women’s Doubles, fixed dates

apply to divisions 1-4.

Scoring Formats: Men’s Doubles:2 full sets with a championship (to 10) at1 set all.

Women’s Doubles:2 full sets with a championship (to 10) at1 set all.

Women’s/Men’s Midweek Doubles:2 full sets with a championship (to 10) at1 set all.

Matches to start no later than 14:00 Monday - Friday unless both captain’s mutually agree.

Mixed Doubles:2 full sets with a championship (to 10) at1 set all. Sudden death at deuce. Receiver chooses side.

Men’s Over 45, Women’s Over 50 andMen’s Over 55:2 full sets with a championship (to 10) at1 set all.


RULES ON PROMOTIONAND RELEGATION

Men’s and Women’s Doubles:Division 1:1st place – Winner5th place – Relegated 1 Division6th place – Relegated 1 Division

Divisions 2-3:1st Place – Promoted 1 Division2nd Place – Promoted 1 Division5th Place – Relegated 1 Division6th Place – Relegated 1 Division

Division 4:1st Place – Promoted 1 Division2nd Place – Promoted 1 Division5th & 6th Place – Relegated to 5 East or

5 West

Division 5 East/5 West:1st Place – Promoted 1 Division4th Place – Relegated 1 Division5th Place – Relegated 1 Division6th Place – Relegated 2 Divisions

Division 6 East/6 West:1st Place – Promoted 1 Division2nd Place – Promoted 1 Division5th Place – Relegated 1 Division6th Place – Relegated 2 Divisions

Division 7 East/7 West ONWARDS….1st Place – Promoted 2 Divisions2nd Place – Promoted 1 Division5th Place – Relegated 1 Division6th Place – Relegated 2 Divisions

Mixed Doubles (SUMMER):Division 1:1st place – Winner5th place – Relegated 1 Division6th place – Relegated 1 Division

Divisions 2-3:1st Place – Promoted 1 Division2nd Place – Promoted 1 Division5th Place – Relegated 1 Division6th Place – Relegated 1 Division

Division 4:1st Place – Promoted 1 Division2nd Place – Promoted 1 Division5th & 6th Place – Relegated to 5 East or 5 West

Division 5 East/5 West:1st Place – Promoted 1 Division5th Place – Relegated 1 Division6th Place – Relegated 1 Division

Division 6 East/6 West ONWARDS….1st Place – Promoted 1 Division2nd Place – Promoted 1 Division5th Place – Relegated 1 Division6th Place – Relegated 1 Division

Ladies’/Men’s Midweek Doubles:Division 1:1st place – Winner5th place – Relegated 1 Division6th place – Relegated 1 Division

Division 2 ONWARDS….1st Place – Promoted 1 Division2nd Place – Promoted 1 Division5th Place – Relegated 1 Division6th Place – Relegated 1 Division

Men’s O45, Men’s O55, Ladies’ O50 Doubles:Division 1:1st place – Winner5th place – Relegated 1 Division6th place – Relegated 1 Division

Division 2 ONWARDS….1st Place – Promoted 1 Division2nd Place – Promoted 1 Division5th Place – Relegated 1 Division6th Place – Relegated 1 Division


1. I am the home captain and I have sent an email to the opposing captain to arrange our fixed date match a week ago but have had no response?

- We suggest sending another email- Have you also tried calling them?- If you still have no response following the telephone call then please check with us that their

captain’s contact details are correct.- If there is no response from a telephone call, send the captain a final reminder email with your

league organiser CC’d in.- If that still doesn’t prompt a response, then let us know and we will look at awarding a

walkover on the immediate Monday after the match date.

2. I am the away captain and the home captain has not contacted me at all about our upcoming match?

- In the spirit of playing tennis you should try and contact the captain by sending a reminder email or phoning them.

- Please then make your league organiser aware of the situation.- If that still doesn’t prompt a response, then let your league organiser know. The County office

will then decide if a walkover is appropriate.

3. My opposition captain has informed me that their team cannot make the match anymore and our match is tomorrow!

- If a team pulls out of match within 96 hours of the arranged start time, then they will immediately concede the walkover and receive the penalty point.

- If both teams agree that they would still like the match to be played, then an alternative date can be arranged.

4. We have our fixed match arranged in 2 weeks’ time but I now know one of my players cannot make the match?

- If the match date/time has been agreed then you must find a replacement player (in line with the playing up ruling) to complete your team. Alternatively, you would be permitted to play with just 1 pair. In this instance, you would be forced to cencede the two rubbers that were not played by a score of 6-0, 6-0. Your opposing captain must be made aware if you will be travelling with 1 pair only.

- If you know you cannot field a team then you can contact the opposition captain in advance, explain the situation and suggest an alternative date. If the opposition captain agrees (which they are not obliged to do) then the fixed date can be changed.

- However, once this alternative date is set, there is no reversal to the original date if any further issues arise.

5. I am the home team captain and the opposition captain won’t agree to any of the dates I have suggested?

- Have you followed the GOOD PRACTICE outlined in this document?- Have you offered 3 dates on separate weekends?- Are 2 of the dates before the play by date (at least a week apart) and is one on the play by

date?- Have you contacted them well in advance of the play-by date?- If you wish to agree with the opposition captain to get the match played after the play by

date then that is fine. The new date must be updated via Tournament Software (preferable) or league organiser advised by email. Remember though, once this alternative date is set, there is no reversal to the original date if any issues arise.

FREQUENTLY ASKED QUESTIONS


- If you are unable to play the match after the play by date and you have followed our team captain’s expectations/GOOD PRACTICE guide; and the opposition can still not agree 1 of the 3 dates, we will look at awarding a walkover on the immediate Monday after the play by date.

6. I am the away captain and have always played winter league matches on Sundays at 10:00 and the home team is asking to play in the afternoon?

- Every club has differing court times on match days. We ask captain’s to get in contact early to ensure clubs have as much time as possible to arrange court space.

- Matches can be played at any time and is determined by the clubs own programme and other events.

7. One of my players can’t play, so I won’t be able to field a team for my upcoming match. We are a very small club so do not have many people to call upon?

OR My opponent says they cannot field a full team. They are a massive club so surely they can

find someone to play?!- The dates for the Winter league were sent to all clubs in August. Clubs enter these leagues

knowing when the matches need to be played and as such, should have plenty of time to assess the size squad they need and to gain an indication on player availability early.

- We appreciate that sometimes meeting these dates can be difficult but it is not fair for clubs to assess another clubs capability on player availability due to the varying types of clubs and programmes we have in Surrey.

8. I would like to re-arrange a date but the opposition won’t agree, they say they do not have the court time/space available. But they are a massive club so must have some courts available??

OR I would like to re-arrange a date but the opposition won’t agree, they say they do not have

the court time/space available. But they are a small club so surely don’t have much going on??

- We ask that you be mindful of the following when arranging matches and cooperating with alternative dates.

• We have a wide variety of clubs from park sites to one court clubs through to 15 court clubs.• Some clubs operate 1 team and some clubs operate 23 teams.• Some clubs operate small squads of players, other clubs have larger playing squads.• Clubs operate differing amounts of internal competition, coaching and structured club play

for their members, all of which impact on court availability. • Many clubs play in other local leagues which impact on court availability.• Clubs host external competitions at different levels.

- All of the above points contribute to a team’s ability to re-arrange matches and access court time at their club on alternative dates. We find that clubs are much more likely to accommodate a change, for whatever reason, if they are given plenty of warning.

9. My opposition (the home team) has arranged our match for indoors. Is that allowed??• Yes it is. Any surface is permitted to be played on, it is the decision of the home team.

However once a match starts on a surface, unless weather intervenes, then the match must NOT be moved to another surface during the rubber unless captains mutually agree.

FREQUENTLY ASKED QUESTIONS


Surrey Tennis:Lewis WoodhamSurrey Competitions [email protected] 8487 7036

Lewis is your point of call for the Wilson Surrey Leagues and Surrey competition in general. For any questions you have regarding the Wilson Surrey Leagues that are not answered in this captain’s guide or the ‘Good Practice’ guide, please contact Lewis on the details above.

Useful contacts:Julie DuckworthSurrey Competitions [email protected] 8487 7036

Deborah SlaterOffice [email protected] 8487 7036

Tim SagarSurrey Tennis Development [email protected] 8487 7036

League Organisers:We currently have league organisers in place that deal with any issues that arise for a specific range of divisions. Once the divisions have been finalised prior to the season starting, a list of the organisers will be distributed to the divisions affected.

Please ensure your league organiser is your first port of call for any queries relating to your division.

CONTACT US / WHO WE ARE

www.lta.tournamentsoftware.com(This is where you access the Wilson Surrey Leagues. This is a different website to the LTA’s website)

www.surrey.tennis

www.lta.org.uk www.itftennis.com

The National Tennis Centre100 Priory LaneRoehamptonLondon SW15 5JQ T: 020 8487 7036 Follow us on

Surrey.Tennis @surrey_tennis surrey.tennis

Documents

WILSON SURREY LEAGUES Captain’s guide...4 Wilson Surrey Leagues; Captain’s Guide DATES Fixed Dates The dates for fixed dates are set. A team not able to make a commitment to a