Club Representative Responsibilities

Club representatives should be tennis pros and/or knowledgeable parents who handle the day-to-day management of their club’s players and teams, stay in contact with the KCJTL office and attend all meetings. This person or persons should select other volunteers to be “Team Coordinators” who handle the duties of overseeing interclub match play.

Club Representatives should understand the following:

1. Read and be familiar with the KCJTL rules and procedures. Be sure that your club professionals, team coordinators, and players are familiar with these rules and procedures.

2. Attend the KCJTL Spring Kick-off meeting in March. KCJTL procedures will be discussed and updated. Club contacts, calendar, manuals and other supplies will be distributed.

3. Assign a team coordinator for each of your age/gender teams and instruct them on their duties (see list of Team Coordinator Responsibilities). Be certain that they are familiar with the KCJTL Manual. Have them refer to the manual for any issues that arise during the season. Have copies of the manual available for all team parent volunteers. Encourage all team parents to attend a “Team Parent Training” session, hosted by the club/organization, held before the season begins.

4. Assist players and parents with team registration as needed. Players register online and complete a waiver when they do so. Federal law requires any new player under 13 yrs to complete a Parental Consent Form. The form is available to download during the registration process. Download, complete the form, scan or photograph the form and email to Tencap Sports. Complete instructions are on the form. Completion of this form is necessary for interactive web access.

5. Create team rosters using registered participants—one for each age/gender division by May 16. Participate in meeting after registration closes to make assignments for Aces and/or Adds

6. Collect the KCJTL membership fee from each player.

7. After May 15th, new players may be added to online rosters according to the rules. Registrations/ rosters will be billed June 30th. The club will be responsible for payment of every player rostered, regardless of play. Player fees and tournament fees must be paid by August 1 (late fees apply).

8. Provide all team coordinators with necessary information regarding how to print scoresheets from the kcjtl website, and how to record the match and sportsmanship scores on that sheet after the match has been completed. Make sure the scoresheets are then given to the pro or person designated to enter scores on the KCJTL website. Scores must be entered within 24 hours of match.

9. The Home Team is responsible for entering the KCJTL match scores on the website within 24 hours. The Visiting Team Coordinator is responsible for verifying the scores within 48 hours. The enter/verify process should be complete within a week (prior to next match).

10. Attend the KCJTL Tournament seeding meeting held in July. Every club must have one Club Representative in attendance throughout the entire seeding meeting. IF YOU HAVE TEAMS COMPETING IN BOTH ACES AND ADS DIVISIONS, YOUR CLUB MUST SEND TWO CLUB REPRESENTATIVES TO THE MEETING as there will be two separate meetings. The rep or pro is there to make sure all of your players are entered into the tournament and to advocate for any top player’s seed. Please be prepared.

a. View tournament entries online prior to meeting. League will provide hard copy at meeting

b. For any top player to be seeded, print player record from profile on

c. Seeds will not be assigned without documentation of match play

11. Provide year-end feedback to your pro and/or the Executive Director, to be used for future changes/additions/enhancements for the league.

Team Coordinator Responsibilities

1. Team coordinators must be a responsible adult, over 21, from a participating club. Team coordinators are responsible for score sheets, the conduct of the club’s players, and making sure players arrive at the match site on time.

2. The Team Coordinator is responsible for canceling or stopping the match for weather, health or safety concerns.

3. The Team Coordinator must remain with the team during all matches or the match will be forfeited.

4. The Team Coordinator must enter the score on the website after each match, and/or give a copy to the club representative or pro for them to enter and keep. Entry within 24 hours.

5. Team Coordinators must call players and make sure that there are at least four (4) players for a match and preferably eight (8) players able to compete. Players should let the Team Coordinator know at the beginning of the season when they will be gone for vacations, camps, etc.

6. For all 13&Over home matches, coordinators must make sure each player brings an unopened can of balls to the match.

7. Team coordinators should ensure each player from the home/host team brings or buys their opponent a cold drink after their match(es).

8. Prior to each match, team coordinators must remind players to exercise good sportsmanship and to call the lines and scores fairly.

9. Score sheets:

a. The Home Team is responsible for entering the KCJTL match scores on the website within 24 hours. The Visiting Team Coordinator is responsible for verifying the scores within 48 hours. The enter/verify process should be complete within a week (prior to next match).

b. Both team coordinators should work together to ensure the scores are correct.

c. The team coordinator prints a score sheet from the website prior to the match and makes sure all pertinent data will be included on the form.

d. Complete the scores sheet for each match as the players finish and ask the players to collectively rate each other on sportsmanship as well. Note under the comments section any problems with sportsmanship, facilities, etc. Team coordinators submit their score sheet to the club representative or club pro. The score sheets have important info for tournament seeding and eligibility for league awards.

e. If the match is stopped while in progress, the score should be turned in as a partial score.

f. If the match is not played at all during the season due to rain, a rain-out form must be e- mailed to the KCJTL office. If the match is rescheduled, then the score sheet should be entered immediately after the match.

Player Responsibilities

Tennis Etiquette & Personal Conduct

1. Good sportsmanship, tennis etiquette and personal conduct on and off the court, are expected at all times.

2. Wear clean, appropriate tennis attire and non-marking shoes. Respect the rules and customs of other clubs such as the rule to wear all white tennis attire at The Kansas City Country Club.

3. Be a good host and an appreciative guest. Hosts introduce themselves, make guests feel welcome when they arrive and treat them to cold drinks after the match. Guests make their arrival known and introduce themselves to the hosts. Opponents shake hands before and after the match; after the match, win or lose, both express congratulations to the opponent.

4. Each player is responsible for calling lines on his/her own side of the court. Call game score clear and loud before points begin. Call Set score at the start of each new game. If in doubt, about a line call, give the point to the opponent.

5. Call the game score loud and clear before each point is served and call set score before beginning a new game. This makes disagreements about the score less likely. If there is disagreement, go back to the last score you agree upon and resume play from that point.

6. Treat your opponent respectfully. Play continuously without stalling or intentionally delaying the game. Complaining, yelling, cursing, hitting or throwing a racquet is not acceptable. Do not accept any coaching during the match.

7. Learn the rules of tennis from your tennis coach and in ‘The Code’ — The Code is also available to download on the League website—

8. Report any sportsmanship problems to the team coordinator.

Player and Spectator Responsibilities

1. Equip your child with a racquet, non-marking shoes, appropriate tennis clothing (all white tennis attire at KCCC) and a water bottle. Make sure your child is on time for matches.

2. Spectators, including parents, relatives and friends, are welcome to watch and enjoy matches. Their role is restricted to that of a passive observer off the court with no involvement of any kind during the match. If questions arise that cannot be resolved by the players, club pros should be contacted for a resolution. Keep your distance during the match and keep your voice low so that it cannot be heard by match participants.

3. Applaud appropriately; mistakes or unforced errors do not warrant applause.

4. The role of the tennis professional during a match is limited to consultation only if players approach the pro with questions. No professional should facilitate scoring (except to run a tie-breaker). This is to ensure that no player feels intimidated by having the opponent’s professional on or near the court. The rule applies as well to all assistant pros at a club or facility.

5. Teach your child to treat opponents with respect at all times. Be humble with your child’s success and gracious with his/her setbacks. Tennis is supposed to be fun. Your guidance can help develop a love of the game.

6. Parents of the players involved in the match do not to assist with tie-breakers. If assistance is necessary, another parent or pro should assist.


Minimum Standards for Player Participation

The following guidelines are provided to assist member organizations in determining if a player should register to play in the league. The purpose of these guidelines is to guard against a child feeling overwhelmed by the game of tennis and, consequently, losing the desire to play. Players need a certain confidence level in their knowledge of how the game is conducted just as much as they need a certain confidence level in their playing skills.

a. Players must be able to keep score using traditional scoring. They must understand that if they lose track of the score, they should go back to a place where both players agree. That may mean starting the game over.

b. Players must be able to get their serve in relatively consistently, keeping both feet behind the baseline (6-10 serves).

c. Players must understand that it is their job to call the lines on their side of the net quick and loud. Players must know that balls hitting on the line are considered good.

d. Players must know that calls made by their opponent stand. No one is allowed to change an opponent’s call. Players must understand that situations will arise that they are unsure about. When that happens, both players should feel free to ask the club’s pro or team parent for clarification of the situation.

e. Club pros are responsible for putting players in “match situations” prior to their first KCJTL match so that the pro is certain that his/her players are capable of competing in KCJTL.

Player Eligibility

a. No player may compete in KCJTL matches or tournament play without a signed registration/ waiver form on file with the KCJTL office.

b. Players must be members of the club they represent unless the following situation applies: (1) the club allows non-members AND (2) the player is involved in summer lessons at that club AND (3) the player is NOT a member of another KCJTL club. (NOTE: Any player may compete for an organization that does not have membership dues, such as a parks and recreation program.)

c. A player may participate for only one club per season and only one age/gender group in any KCJTL match/week, except in the situation that the club/team needs additional players to fill out a roster. If the club or facility allows this option, and the player pays an additional dues pay- ment, they may be an official member of two teams in different age groups for the same club. If a player is not registered with the league as a member of a team but they play in a second match in any week in order to fill out a club’s team, the score will be considered a 4-8 loss, no matter what the actual score of the match was.

d. Players who have accumulated 800 points (Missouri Valley USTA point system by May 1st) they must play up a level/age division. If a player has over 1000 points, the pro must submit an exception and the board votes to allow the player to play in KCJTL.

e. Players will play in their respective age brackets according to their age on June 1. High School Division players must not turn 19 on or before June 1. Championship Flight (main draw) singles winners from the prior year’s KCJTL singles tournament must add one year to their tennis age for current year’s KCJTL league and tournament play. This applies for only one year.

Team Participation

a. A team’s participation in any match requires a minimum of 4 players and maximum of 8 players. Clubs are urged to play 8 players in order to allow the most players to participate.

b. Substitutions: If a team parent does not have 4 available players from the appropriate age group to compete during a weekly KCJTL match, they are encouraged to find substitutes. If no appropriate age/gender substitutes are available, substitutes can come first from a lower age group or from the opposite gender. When these kinds of substitutions are made the Tennis Director should be consulted and care should be taken to place the substitute on the appropriate court so that the opponent is comfortable and has a compatible match.


Rules & Scoring

1. Interclub match schedules may be obtained from the website approximately four days (one weekend) prior to the first date of play.

2. Matches will be played on the following days and times and all players should arrive at or before the START time:

10 and under — Mondays at 1 p.m. (one and one half hours)
12 and under — Tuesdays at 1 p.m. (two hours or until completion if court time allows)
13 and over — Thursdays at 1 p.m. (two hours or until completion if court time allows)

3. If a club needs to reschedule a match, the change must be confirmed by both teams at least 24 hours in advance with the club pro/representative, and scheduled within a week of match original date.

4. In order to determine weekly team lineups, each club should have an active ladder in each age/ gender group with regular challenge matches. Ladder set-up, maintenance/movement, and execution of challenge matches are expected for each age/gender team within each club/ organization. The rules by which these ladders are managed will be determined individually by each club/organization’s pro. They are also responsible to communicate these logistics to their respective parents and players on those teams.

5. Use as many players as you have available each week rather than repeating players in singles and doubles and leaving kids at home.

6. If you have two teams entered in the same age/gender division, the first eight available (#1 – #8) become your Aces team and the second eight available (#9 – #16) become your Ads team.

7. If you do not have eight players each week, see the Rules and Information Manual – Match Administration for how to match up opponents for the number you do bring. See # 9 below.

8. If you do not have the minimum four players needed each week, see League Rules/Team Participation for how to substitute players from younger age divisions.

9. Positions on teams will be determined by club ladder ranking. A weekly match will consist of 4 singles and 2 doubles matches. The top 4 available players will play singles. The next 4 players on the ladder will play doubles if 8 players are available. Otherwise, singles players may play both as needed. The following table reflects how to position players on courts:

Club Brings Singles Doubles
4 players: #1 - #4 #1 and #4 #2 and #3
5 players: #1 - #4 #2 and #3 #4 and #5
6 players: #1 - #4 #3 and #4 #5 and #6
7 players: #1 - #4 #4 and #5 #6 and #7
8 players: #1 - #4 #5 and #6 #7 and #8

10. If a club has two matches scheduled concurrently at a single location, the club must have access to six courts for two hours. The matches shall be run as follows: Singles #1—#4 for Match A and Doubles #1—#2 for Match B shall be started at 1:00 p.m. At the end of one hour, Doubles #1—#2 for Match A and Singles #1—#4 for Match B shall be started.

11. If a club does not field a team with a minimum of 4 players, it must default the 4th singles match and the 2nd doubles match (i.e., less than 4 players will result in at least 2 defaults). To declare a win by default in any numbered position, a club must have a player available to play in that position and the opposing club must have no opponent. A win by default is scored as a 3-0 or 4-0 victory, not to exceed 24-0 per team.

12. 10&Under Matches– this age group will play 2 out of 3 sets first to 4 games with no ad scoring. Play a 12 point (first to 7/win by 2) tiebreaker in place of a 3rd set when sets are split. Orange balls provided by the host club. Time will be called at 45 minutes if the participants are also playing doubles. If not, the match will continue for 60 minutes or until complete, whichever is first. Total match time for singles and doubles is 1 1/2 hours. There will be no tiebreakers. If the score is tied at the end of 45 minutes, one more game should be played to break the tie. Scores will be recorded as total number of games won for each club.

13. 12&U or 13&Over Player Playing in One Match—Singles or Doubles: A 10-minute warm -up time is allowed. A player participating in one match will play an 8-game pro set with ad scoring. A 12-point tiebreaker is played if the score reaches 8-8. (See tiebreaker rules below— #21). If the host club has no time restrictions for courts, then the match should be played to completion. If a time limit needs to be enforced, a one hour time limit should be observed. The pro/club rep should give the players a 10 minute warning. At one hour, the players should finish the game they are on. If the score is tied, one more game is played and the 1 game advantage is considered a win. In a doubles match, if 1 or more players have already played but at least one has not, the group will decide whether a 10-minute warm-up is to be taken or not.

14. 12&U or 13&Over Player Participating in Both Singles and Doubles Matches: A player participating in both singles and doubles will, for both, play an 8-game pro set with ad scoring not to exceed 1 hour each (a 10-minute warm-up is included in the first match only). No tie- breaker will be played. The pro/club rep should give the players a 10 minute warning. At one hour, the players should finish the game they are in. If the score is tied at the end of 1 hour, one more game should be played to break the tie.

15. Injury/Voluntary Retirement: If a match in progress must be stopped due to injury or be- cause of a voluntary request by a player, the score should be recorded as is for injured or requesting player and extended to 6/8 games for the winning or non-requesting player. (6 game pro set for 10&Unders, 8-game pro set for 12&Unders and 13&Overs).

16. Weather: If a match in progress must be stopped due to environmental causes, the score should be turned in as it stands. Team coordinators or pros may try to reschedule the match in order to complete it. If the match is completed within the KCJTL season using the same players, the score should be updated online. If different players are used, the match should be restarted. The team totals will be adjusted by the Executive Director. Rain/Thunderstorms/Tornado Watches or Warnings: when courts are unsafe to play on, a representative from the home team should contact the visiting team advising them that the match has been cancelled. The team coordinator/Pro from each club should select an agreed upon date, time and location to reschedule. Inclement Weather/Excessive Heat: the Pro from the home team should determine the best plan of action based on the current location and circumstances and communicate that to the visiting team before the play begins. This could include any of the following options: Cancelling the match and rescheduling/reducing the number of games played/no ad scoring/mandatory water & rest breaks every 15 minutes. It is suggested, when there are excessive temperatures to have plenty of drinks, refreshments and cold towels available.

17. Arrival Delays and Penalties: When a match is scheduled, all players from each team must come at the start time on that day. If a team is delayed during their travel to the match, they should call their opponent’s club as soon as possible. No late penalties will be given for the first 15 minutes. For every 5 minutes after that, a 1 game penalty will be given. After 30 minutes, a default will be awarded. If there is no call from the visiting team by 1:20 p.m., the match should be declared a default. Matches should begin when the visiting team arrives, and singles matches should conclude at 2 p.m. Doubles matches are then played. If singles matches are not completed, a one-game advantage is considered a win. Visiting teams should make every effort to arrive to matches on time.

18. Scoring Discrepancies: Since KCJTL players are at the beginner level, discrepancies on scoring and rulings will happen. If a disagreement occurs, all points played in good faith stand. (In other words, if a point is finished and then a player determines that the score was incorrect, the point stands. It is not replayed.) If players lose track of the score, they should return to the place where they both agree. If they agree on all points in a game, except one, they should replay only that point and then continue with completion of the game.

19. Score Entry: The home team is responsible for keeping the official score sheet. A team coordinator or club pro from each club must sign the form at the completion of the match, signifying their agreement that the score sheet is correct. The home team is responsible to see that the scores are entered within 24 hours on the website. Visiting team has 48 hours to verify the scores/make changes/dispute or computer will finalize scores as input. It is also very important to give a copy of the score sheet to the club pro.

20. Match Winner: A club’s final score for the match consists of a winning percentage determined by the total number of games won divided by the total number of games played.

21. Tiebreakers: For 12&Under and 13&Over if the game score reaches 8-8 or for 10&Under if the sets are split, the 12-point tie-breaker should be used to determine the winner as follows:

The first player to reach 7 points with a margin of 2 points wins the set. A player must win by 2 points. The final set score is tallied as 9-8.

How to play tie-breaker points:

Player A (the first server of the set) serves 1 point from the right court.
Player B serves points 2 and 3 from the left then right courts.
Player A serves points 4 and 5 from the left then right courts.
Player B serves point 6 from the left court.
Players change sides.

Player B serves point 7 from the right court.
Player A serves points 8 and 9 from the left then right courts.
Player B serves points 10 and 11 from the left then right courts
Player A serves point 12 from the left court.
If no player has a 2-point margin, play continues until a 2-point margin is reached. Players change sides after every 6 points.