canoesprint-wiki - User contributions [en]

Paddler Registration and Transfers

2022-09-08T18:45:47Z

162.158.159.85:

=How do I register a new paddler?=

If the paddler has previously raced Lightnings at National Regattas, amend the existing paddler record. Locate the paddler record using Paddler details | Registered club paddlers and then use the Edit function. Add the relevant new 500m times

If the paddler hasn't previously raced at National Regatta, use the Paddler details | Register new paddler

Newly registered paddler records are reviewed and validated by the person responsible for Paddler Registration. As soon as these have been validated, the paddler will appear on the Entries screen for any Competitions accepting entries.

If a paddler has already achieved a 500m time that puts them in a higher Ability Class than the normal entry classes, e.g. BDK, GDK, MDK, WDK etc, they can be added to their correct Ability Class from the outset, i.e. they don't have to get promoted to that class.

=Is there a cut-off date by when I have to register a new paddler?=

New paddlers can be registered at any time, although there is a Paddler Registration cut-off date for each regatta to allow time to resolve any issues with these registrations.
If I want to transfer an existing paddler to my club, when does this have to be done by?

Paddlers are only allow to race for one club during the racing year. Officially the date by which all transfers between clubs has to take place is the 1st March, which is the same each year. In practise, paddler transfers will be allowed until the entry deadline for the first National Regatta each year.
How do I register an overseas paddler?

=If my club has overseas paddlers who are members of their own national body, but not British Canoeing, can they be registered under my club?=

If your foreign paddlers want to race under your club then they have to be British Canoeing members. If these paddlers' stay is relatively temporary then as visitors they can race under their Bulgarian National Federation club colours but we will need proof of their current membership and written permission from their home National Federation to compete in the UK. If they race under their home club colours then we'd use the Non-UK club short code for them in the programme.
After I register a new paddler, why isn't an Ability Class or Age Class shown against their record?

The following information is required to calculate Ability Classes and Age Classes
 
Ability Classes

Gender
Kayak | Canoe | Kayak and Canoe
Relevant 500m time(s)

Age Classes

Gender
Date of birth
Kayak | Canoe | Kayak and Canoe

Age Classes are calculated based on a Paddler's racing age. This is their age on the 1st of January for the given year.

Ability Classes and Age Classes are calculated automatically when a new paddler record is set up. Ability Classes are validated and confirmed by the person responsible for Paddler Registration. As soon as these have been validated, the paddler will appear on the Entries screen for any Competitions accepting entries.

=Paracanoe minimum times and paddler registrations=
There are no 500m times for a Va'a paddler as this style of boat is designated as a Paracanoe boat. Paracanoe only race over 200m. To race in the Paracanoe events, athletes do have a qualifying time depending on their capability. Paracanoe paddler classification is documented at https://www.britishcanoeing.org.uk/olympic-paralympic/paracanoe-intro/paracanoe-classification 
Paracanoe assessment events can be found at https://www.britishcanoeing.org.uk/news/2022/paddle-perform-podium-paracanoe-testing-days-at-national-water-sports-centre.

Procedure at Entries Close

2022-08-21T16:47:24Z

162.158.159.85: /* Apply event merges and prepare coloured-up file for timetabling */

=Procedures before entries close=
Chase Team Leaders to resolve Unresolved and Incomplete Boats 

=Procedures at entries close=
==De-duplicate or approve Incomplete or Unconfirmed Entries==

 
 
Take screengrabs of entries summary list by club and any incomplete and unresolved boats 
Accept incomplete entries and unresolved entries 

If there are duplicate entries or if you need to accept Unconfirmed or Incomplete entries, use the following link syntax substituting the number at the end of the link with the number for the specific event
https://canoesprint.britishcanoeing.org.uk/competition/events/checkup/11

At present, the entry costs associated with Incomplete or Unconfirmed entries, which are subsequently accepted using this Admin feature, aren't currently being charged back to the respective clubs or squads.

Take screengrabs of entries summary list by club again 
Generate the event list (heats and finals) from Online Entry System, remembering to select the correct event number in the URL, paste it into Excel, and send it to Cathy 
 

==Apply event merges and prepare coloured-up file for timetabling==
Note - Applying Merges and generating the Coloured-up file for the timetabling process takes about 2 hours 
Merges take approx 30-50 mins 
Adding in days takes approx 30-40 mins (use Excel filters to help) 
Colouring up takes approx 40-50 mins 
 
- Regenerate event list 
- Paste it into Excel 
- Delete system-generated Progression information. This will be corrected and added back in later in the process 
- Add days (not dates) for each event based on the event schedule. These will be corrected to dates later in the process, but its easier to work with these as Days for Timetabling 
- Colour up the events in Excel, ideally showing all relevant colours for Mixed events 
- Sort the file by Day, then by Event, then by Boat Type, then by Distance 
 

 
Generate timetable 
Review timetable for time conflicts 

Checking draft Timetable - first review 
- Check that events are ideally 45+ mins apart using colouring as the principle guide 
- Check enough time space between reducing distance, i.e. 1000 > 500, 1000 > 200, 500 > 200 to allowance course to be clear of other events 
- Check that if we don't have Final 2 (F2) or Final 3 (F3) races, then the event description shows F not F1, F2, or F3 
- Check Para runs are in correct sequence, i.e. R1, R2, R3 
- Identify and correct event title discrepancies against event naming convention 

Second review 
- Check corrections 
- Check time gaps again 
- Add Progressions info from master spreadsheet 
- Add dates in place of FRI/SAT/SUN in correct format 

 
Rework timetable 
Review timetable again for conflicts 
Add event times, progression info, event numbers, remove extra lines, delete Sunday row entry and renumber, and send to Cathy for checking of Progressions 
 
Upload Timetable to Online Entry System 
Check online view 
 
Ask Matej to generate start lists 
Import Start List data into Excel 
Add spaces between events, and add correct lane order, e.g. 5, 6, 4, 7 etc 
Take in lane draws, seedings, and paddler specific issues. This takes about 3 hours. 
Send to Cathy for review 
 
Upload start lists 
Generate PDF of start lists 
Once PDF has been approved, update 5000>500 and 2000>200 in the Online Entry System where required, e.g. for Paddle-Ability and Paracanoe races 
Generate data file for HPP system and send to Jon 
Compile programme and other materials for John 
Compile Timetable, Start Lists, Regatta Guide and Programme for the website and upload to the website 
Produce news item on website 
Send cover photo to Trevor for use in Official Results along with PDF of cover for reference 
Produce news item on BC Sprint Racing Committee Facebook page 
Share Facebook news item with Racing Canoe Clubs Facebook page 
Send final regatta bulletin to Team Leaders, including the Regatta Guide, and request payment

Procedure at Entries Close

2022-03-27T18:18:39Z

162.158.159.85:

This to do prior to entries closing 
 
Chase Team Leaders to resolve Unresolved and Incomplete Boats 
Accept Unresolved boats by entering via Club entry pages and advise relevant Team Leaders 
 
This to do when Entries close 
 
Take screengrabs of entries summary list by club and any incomplete and unresolved boats 
Accept incomplete entries and unresolved entries 
Take screengrabs of entries summary list by club again 
Generate event list (heats and finals) from Online Entry System, remembering to select the correct event number in the URL, paste into Excel, and send to Cathy 
 
Take in race merges received from Cathy 
Re-generate event list, add Sat/Sun to differentiate, order by Event Type and colour up for timetabling. Send to Cathy. 
Note - Merges and colouring up the timetable takes about 2 hours. 
 
Generate timetable 
Review timetable for time conflicts 
 
Rework timetable 
Review timetable again for conflicts 
Add event times, progression info, event numbers, remove extra lines, and send to Cathy 
 
Upload Timetable to Online Entry System 
Check online view 
 
Ask Matej to generate start lists 
Import Start List data into Excel 
Add spaces between events, and add correct lane order, e.g. 5, 6, 4, 7 etc 
Take in lane draws, seedings, and paddler specific issues. This takes about 3 hours. 
Send to Cathy for review 
 
Upload start lists 
Generate PDF of start lists 
Once PDF has been approved, update 5000>500 and 2000>200 in the Online Entry System where required, e.g. for Paddle-Ability and Paracanoe races 
Generate data file for HPP system and send to Jon 
Compile programme and other materials for John 
Compile Timetable, Start Lists, Regatta Guide and Programme for the website and upload to the website 
Produce news item on website 
Send cover photo to Trevor for use in Official Results along with PDF of cover for reference 
Produce news item on BC Sprint Racing Committee Facebook page 
Share Facebook news item with Racing Canoe Clubs Facebook page 
Send final regatta bulletin to Team Leaders, including the Regatta Guide, and request payment