Tennis Section Internal Policy
USRC Tennis Section – Rules & Guidelines Summary (V.3: 27 March 2023)
Published by Tennis Section Sub-committee
A. Tennis Section Sub-committee & Membership (Bye-Laws):
1. The Tennis Convenor & Tennis Section Sub-committee are to be elected by votes of registered tennis section members (for details, please refer to the Bye-Laws of the Club Page 13-22).
2. For those USRC members who want to participate & play in the Tennis Section’s team games, events, & leagues for that year, need to register as Tennis Section member by submitting the ‘Sports Section Membership Application Form’. Club administration fee (currently $20) & levy (if any) will be charged to each section member annually.
B. Tennis Courts Booking (Bye-Laws Page 23):
All USRC members (age >14), could make a 7-day advance booking with the reception by phone or in person.
1. Singles – 1 hour by a single member.
2. Doubles – 2 consecutive hours by two members using two different membership numbers.
3. Only a maximum of 2 bookings per membership number are permitted per day.
4. Before occupying a court, the booking is to be confirmed at reception. The member holding the booking should be present on that court for the duration of the session.
5. On completion of a session, if the court has not been booked for the next period, the court may be used for a further session provide a new booking is made at the reception.
6. If the court is not occupied within 10 minutes of the appointed time, the booking is forfeited, and the court may be re-booked by another member.
Cancellation may be made with the following minimum notice:
a. Same-day play – before 12:00nn for afternoon or evening play.
b. Next day play – before 10:00pm for next day play.
c. Cancellation outside these periods or no-show may incur a penalty unless a reasonable explanation can be given to the General Manager.
C. Use of Tennis Courts (Bye-Laws Page 23):
1. Appropriate tennis attire must be worn.
2. No smoking or food will be permitted on the courts.
3. Children under the age of 11 are to be accompanied by & under the supervision of an adult member.
D. Guest Players:
1. No guest allowed between 6:00pm to 9:00pm on weekdays, between 1:00pm to 6:00pm on Saturdays, and before 2:00pm on public holidays (Bye-Laws Page 23).
2. Guest player needs to sign in at the reception, with a guest fee of HK$40 per entry.
3. Each tennis team should consist of no more than 2 guest players. Any changes to the number of guest players must be approved by the Tennis Section AGM.
E. Social Tennis:
1. Tennis courts 1 & 2 are reserved every Saturday & Sunday from 3:00pm to 7:00pm & 3:00pm to 8:00pm respectively for social tennis purpose for all Tennis Section Members. No guests allowed.
2. These courts are mainly for double matches. If there is a player(s) waiting, the match should limit to a total of 8 games.
F. Tennis Teams:
1. Team Formation & League Enrolment
a. All players of the teams, except the guest players, must be a member of the Tennis Section.
b. Each tennis team (both adult & junior teams) must consist of at least 6 USRC members, and a maximum of 3 JAS players & 2 guest players respectively. The maximum number of each team is limited to 20 team members.
c. New team formation is subject to the approval of the Tennis Section Sub-committee with consideration of the resources, players’ level & team mix.
Team captain needs to fill in the league tournament entry form with all the required information and send it to the Tennis Convenor or delegate for checking & processing before the deadline given.
d. All league tournament entry forms must be endorsed by the tennis convenor and the USRC Sports Office.
e. Any registered tennis team player(s) who have not played the HKTA Summer & Winter Leagues for 3 consecutive seasons (counting from 1st December 2022), will be removed from the HKTA Summer & Winter Leagues USRC team players registration for at least 2 years (total 4 league seasons). Subsequent rejoining will be subject to the captain’s decision.
2. League Tournament
a. After the release of the league schedule, the adult team captains need to make advance reservations of 3 tennis courts from 7:00pm to 10:00pm on all the scheduled & re-scheduled home match dates in writing with the reception. For Junior Teams, the captains need to make advance reservations of 3 tennis courts from 6:00pm to 9:00pm on all the scheduled & re-scheduled home match dates in writing with the reception. Each team is allowed to make an advance booking of 1 court an hour earlier for the scheduled home match warming up.
b. For scheduled & re-scheduled home matches, the team captain could claim 3 bottles of balls from the reception before the match and update the results to the HKTA League System online themselves within 1 day.
3. Team Subsidy
a. The Tennis Section shall pay the league tournament entry fee of the approved tennis teams.
b. The Tennis Section shall pay the HKTA annual membership fee of those section members who have registered as the team players of HKTA Summer or Junior Spring League tournaments to HKTA directly (currently: ladies A+, A; Men’s B, C1, C2, D; Junior A, C) & once annually (normally in March & April). Afterwards, a claim or payment will not be entertained. JAS & guest players need to pay this fee themselves.
c. The Tennis Section shall provide 3 bottles of tennis balls to each approved team for playing league tournament scheduled home matches.
d. Under the reciprocal dinner treatment arrangement of the HKTA Summer & Winter Leagues, each approved regular team (currently: ladies A+, A; Men’s B, C1, C2, D) will be subsidized a maximum of HK$500 for each scheduled home match. The meal must be taken within USRC after the home match with the captain’s sign-off on the meal subsidy roaster. This subsidy does not apply to a walk-over by the away team, rescheduled match with a meal subsidy claimed before, or a non-scheduled home match (e.g. play-off).
e. All approved teams winning the champion or 1st runner-up of the league tournaments will be awarded HK$1,000 or HK$500 meal subsidy respectively.
4. Team Practice
a. During the season breaks, each approved regular team (currently: ladies A+, A; Men’s B, C1, C2, D; Junior A, C) is eligible to make advance booking of 1 tennis court for 3 consecutive hours after 6:00pm once every week (except weekend & public holiday).
b. All team players, including JAS & listed guest players, can join the team practice.
c. The maximum number of teams for team practice per evening is 2. Should there be more than 2 teams booking for team practice on the same evening, priority will be given to the team(s) who used to have their HKTA League matches on that week’s date.
5. Friendly Match
a. Each regular team is entitled to host a friendly match at USRC with an external registered sports club/ association once during the season break of the HKTA Summer & Winter Leagues. Prior consent from the Tennis Section Convenor is required about the team being invited & the match date.
b. Each regular team could make an advance booking of 3 tennis courts for 3 consecutive hours after 6:00pm for the endorsed friendly match on the same date as its scheduled league match week-date, except public holidays.
c. Each tennis team could claim 3 bottles of tennis balls from the reception for the endorsed friendly match.
d. Team captain needs to observe the rules or health guidelines issued by USRC whenever it is applicable on the day of the match.
e. Each tennis team could determine the match format themselves. The team captain should take group photos with the visiting team & post them to the Tennis Section Facebook & Instagram within 1 week.
f. Souvenir: each approved team could apply for a maximum of 20 pieces of wristbands as souvenirs for the home-match guest team or away-match host team from the Tennis Section Sub-committee maximum of twice a year in total. It will be ended once the stock is over. The team captain needs to post the match photos to the Tennis Section Facebook & Instagram within 1 week.
G. Coaching:
a. Only tennis coaches appointed by the Club are permitted to coach. Any other coaching, whether or not a fee is involved, is not permitted.
b. Coach could make an advance booking of 1 court for coaching any time before 6:00pm on weekdays & before 1:00pm on Saturdays. No coaching is allowed on public holidays. The coach should cancel the booking as soon as possible if the coaching appointment is cancelled.
H. Communication:
a. To enhance communication with the Section Members effectively & efficiently, Tennis Section Sub-committee is currently using the following communication channels: Notice Board, Tennis Section News, WhatsApp, Facebook, Instagram, email, surveys, team captain meetings, AGM, etc.
b. Section members & team members are highly encouraged to post & share their match/ training/ events/ awards photos from time to time on Facebook & Instagram or send the information to the Sub-committee for newsletter drafting.
c. The social media, e.g. WhatsApp, Facebook & Instagram, is open to Tennis Section Members only. Users, please show respect by not posting disgusting or hostile photos/ pictures/ messages, sharing fake information, publishing commercial ads, disclosing personal information, violating Hong Kong laws, etc.
d. For WhatsApp, as it is a push notification system, each message shall cost the attention of over 100 Section Members. To maintain its effectiveness & eliminate unnecessary attention to all the Section Members, please do not use WhatsApp ‘USRC Tennis Section’ chat group for suggestions, complaints, group discussion, personal or commercial sharing. This chat group should be used mainly for fast & large group tennis-related notifications.
e. Queries, suggestions or complaints about tennis-related matters, please send to Tennis Convenor or Tennis Section Sub-committee members verbally or in written form through Facebook, personal WhatsApp, small chat group or email. The Sub-committee shall acknowledge the complaint received within 2 days & reply within 2 weeks.
Tennis Section
27 March 2023
Published by Tennis Section Sub-committee
A. Tennis Section Sub-committee & Membership (Bye-Laws):
1. The Tennis Convenor & Tennis Section Sub-committee are to be elected by votes of registered tennis section members (for details, please refer to the Bye-Laws of the Club Page 13-22).
2. For those USRC members who want to participate & play in the Tennis Section’s team games, events, & leagues for that year, need to register as Tennis Section member by submitting the ‘Sports Section Membership Application Form’. Club administration fee (currently $20) & levy (if any) will be charged to each section member annually.
B. Tennis Courts Booking (Bye-Laws Page 23):
All USRC members (age >14), could make a 7-day advance booking with the reception by phone or in person.
1. Singles – 1 hour by a single member.
2. Doubles – 2 consecutive hours by two members using two different membership numbers.
3. Only a maximum of 2 bookings per membership number are permitted per day.
4. Before occupying a court, the booking is to be confirmed at reception. The member holding the booking should be present on that court for the duration of the session.
5. On completion of a session, if the court has not been booked for the next period, the court may be used for a further session provide a new booking is made at the reception.
6. If the court is not occupied within 10 minutes of the appointed time, the booking is forfeited, and the court may be re-booked by another member.
Cancellation may be made with the following minimum notice:
a. Same-day play – before 12:00nn for afternoon or evening play.
b. Next day play – before 10:00pm for next day play.
c. Cancellation outside these periods or no-show may incur a penalty unless a reasonable explanation can be given to the General Manager.
C. Use of Tennis Courts (Bye-Laws Page 23):
1. Appropriate tennis attire must be worn.
2. No smoking or food will be permitted on the courts.
3. Children under the age of 11 are to be accompanied by & under the supervision of an adult member.
D. Guest Players:
1. No guest allowed between 6:00pm to 9:00pm on weekdays, between 1:00pm to 6:00pm on Saturdays, and before 2:00pm on public holidays (Bye-Laws Page 23).
2. Guest player needs to sign in at the reception, with a guest fee of HK$40 per entry.
3. Each tennis team should consist of no more than 2 guest players. Any changes to the number of guest players must be approved by the Tennis Section AGM.
E. Social Tennis:
1. Tennis courts 1 & 2 are reserved every Saturday & Sunday from 3:00pm to 7:00pm & 3:00pm to 8:00pm respectively for social tennis purpose for all Tennis Section Members. No guests allowed.
2. These courts are mainly for double matches. If there is a player(s) waiting, the match should limit to a total of 8 games.
F. Tennis Teams:
1. Team Formation & League Enrolment
a. All players of the teams, except the guest players, must be a member of the Tennis Section.
b. Each tennis team (both adult & junior teams) must consist of at least 6 USRC members, and a maximum of 3 JAS players & 2 guest players respectively. The maximum number of each team is limited to 20 team members.
c. New team formation is subject to the approval of the Tennis Section Sub-committee with consideration of the resources, players’ level & team mix.
Team captain needs to fill in the league tournament entry form with all the required information and send it to the Tennis Convenor or delegate for checking & processing before the deadline given.
d. All league tournament entry forms must be endorsed by the tennis convenor and the USRC Sports Office.
e. Any registered tennis team player(s) who have not played the HKTA Summer & Winter Leagues for 3 consecutive seasons (counting from 1st December 2022), will be removed from the HKTA Summer & Winter Leagues USRC team players registration for at least 2 years (total 4 league seasons). Subsequent rejoining will be subject to the captain’s decision.
2. League Tournament
a. After the release of the league schedule, the adult team captains need to make advance reservations of 3 tennis courts from 7:00pm to 10:00pm on all the scheduled & re-scheduled home match dates in writing with the reception. For Junior Teams, the captains need to make advance reservations of 3 tennis courts from 6:00pm to 9:00pm on all the scheduled & re-scheduled home match dates in writing with the reception. Each team is allowed to make an advance booking of 1 court an hour earlier for the scheduled home match warming up.
b. For scheduled & re-scheduled home matches, the team captain could claim 3 bottles of balls from the reception before the match and update the results to the HKTA League System online themselves within 1 day.
3. Team Subsidy
a. The Tennis Section shall pay the league tournament entry fee of the approved tennis teams.
b. The Tennis Section shall pay the HKTA annual membership fee of those section members who have registered as the team players of HKTA Summer or Junior Spring League tournaments to HKTA directly (currently: ladies A+, A; Men’s B, C1, C2, D; Junior A, C) & once annually (normally in March & April). Afterwards, a claim or payment will not be entertained. JAS & guest players need to pay this fee themselves.
c. The Tennis Section shall provide 3 bottles of tennis balls to each approved team for playing league tournament scheduled home matches.
d. Under the reciprocal dinner treatment arrangement of the HKTA Summer & Winter Leagues, each approved regular team (currently: ladies A+, A; Men’s B, C1, C2, D) will be subsidized a maximum of HK$500 for each scheduled home match. The meal must be taken within USRC after the home match with the captain’s sign-off on the meal subsidy roaster. This subsidy does not apply to a walk-over by the away team, rescheduled match with a meal subsidy claimed before, or a non-scheduled home match (e.g. play-off).
e. All approved teams winning the champion or 1st runner-up of the league tournaments will be awarded HK$1,000 or HK$500 meal subsidy respectively.
4. Team Practice
a. During the season breaks, each approved regular team (currently: ladies A+, A; Men’s B, C1, C2, D; Junior A, C) is eligible to make advance booking of 1 tennis court for 3 consecutive hours after 6:00pm once every week (except weekend & public holiday).
b. All team players, including JAS & listed guest players, can join the team practice.
c. The maximum number of teams for team practice per evening is 2. Should there be more than 2 teams booking for team practice on the same evening, priority will be given to the team(s) who used to have their HKTA League matches on that week’s date.
5. Friendly Match
a. Each regular team is entitled to host a friendly match at USRC with an external registered sports club/ association once during the season break of the HKTA Summer & Winter Leagues. Prior consent from the Tennis Section Convenor is required about the team being invited & the match date.
b. Each regular team could make an advance booking of 3 tennis courts for 3 consecutive hours after 6:00pm for the endorsed friendly match on the same date as its scheduled league match week-date, except public holidays.
c. Each tennis team could claim 3 bottles of tennis balls from the reception for the endorsed friendly match.
d. Team captain needs to observe the rules or health guidelines issued by USRC whenever it is applicable on the day of the match.
e. Each tennis team could determine the match format themselves. The team captain should take group photos with the visiting team & post them to the Tennis Section Facebook & Instagram within 1 week.
f. Souvenir: each approved team could apply for a maximum of 20 pieces of wristbands as souvenirs for the home-match guest team or away-match host team from the Tennis Section Sub-committee maximum of twice a year in total. It will be ended once the stock is over. The team captain needs to post the match photos to the Tennis Section Facebook & Instagram within 1 week.
G. Coaching:
a. Only tennis coaches appointed by the Club are permitted to coach. Any other coaching, whether or not a fee is involved, is not permitted.
b. Coach could make an advance booking of 1 court for coaching any time before 6:00pm on weekdays & before 1:00pm on Saturdays. No coaching is allowed on public holidays. The coach should cancel the booking as soon as possible if the coaching appointment is cancelled.
H. Communication:
a. To enhance communication with the Section Members effectively & efficiently, Tennis Section Sub-committee is currently using the following communication channels: Notice Board, Tennis Section News, WhatsApp, Facebook, Instagram, email, surveys, team captain meetings, AGM, etc.
b. Section members & team members are highly encouraged to post & share their match/ training/ events/ awards photos from time to time on Facebook & Instagram or send the information to the Sub-committee for newsletter drafting.
c. The social media, e.g. WhatsApp, Facebook & Instagram, is open to Tennis Section Members only. Users, please show respect by not posting disgusting or hostile photos/ pictures/ messages, sharing fake information, publishing commercial ads, disclosing personal information, violating Hong Kong laws, etc.
d. For WhatsApp, as it is a push notification system, each message shall cost the attention of over 100 Section Members. To maintain its effectiveness & eliminate unnecessary attention to all the Section Members, please do not use WhatsApp ‘USRC Tennis Section’ chat group for suggestions, complaints, group discussion, personal or commercial sharing. This chat group should be used mainly for fast & large group tennis-related notifications.
e. Queries, suggestions or complaints about tennis-related matters, please send to Tennis Convenor or Tennis Section Sub-committee members verbally or in written form through Facebook, personal WhatsApp, small chat group or email. The Sub-committee shall acknowledge the complaint received within 2 days & reply within 2 weeks.
Tennis Section
27 March 2023