Procedure at Entries Close

2025-05-18T12:27:01Z

172.70.163.54: /* De-duplicate or approve Incomplete or Unconfirmed Entries */

=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.paddleuk.org.uk/competition/events/checkup/42 
- 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 
 

==Identify event merges and request seeding lists==
Review the events list and proposed numbers of heats and finals 
Identify those events that won't run and for which refunds are required 
Identify those events that have limited entries 
Identify where events with limited entry numbers can be merged 
For seeded events, prepare lists and send these to the individuals who will prepare those lists 
- Seniors 
- Juniors 
- Canoes 
- Paracanoe 
- Paddle-Ability 
Identify where events with small entry numbers, could potentially be run concurrently with separate results, i.e. not merged 

==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 
-- When merging, remember to copy the Classes, Racing-up Classes, and Event names to a separate file, as the merge function doesn't merge these correctly, so prepare these outside of the system 
- Adding in days takes approx 30-40 mins (use Excel filters to help) 
- Colouring up takes approx 40-50 mins (sort by Event type only to prepare file) 
 
- 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 in a Correct Distance column to supplement the system workaround distances to help with timetabling 
- Add days (not dates) for each event based on the event schedule, e.g. SAT, SUN, MON. These will be corrected to dates later in the process, but it's 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 Correct Distance 
 

==Review timetable==
===First review===
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 
- Add times
- Add race numbers
- Check that there is an hour between K4 usage. We have 10 skinny Plastex boats and 16 more stable Commanders

 
merged the Girls A/B and Girls C K4 500m events and updated the spreadsheet name and number of entries 
checked that events are ideally 45+ mins apart 
checked enough time space between reducing distance, i.e. 1000 > 500, 1000 > 200, 500 > 200 to allowance course to be clear of other events 
checked 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 
checked that there is an hour between K4 usage based on available boats 
added event times 
added race numbers and can confirm that we have 253 races 
added progressions info. I have marked a few queries in column K, which are highlighted in yellow. Please update these progressions if correct 
updated days to dates in yyyy-mm-dd format ready for upload 
dropped a note to Matej to inform him to expect a Start Lists request later today 

===Second review===
Checking draft Timetable - second review 
- Check corrections 
- Check time gaps again 
- Add Progressions info from the Progressions spreadsheet, if not already added 
- Add dates in place of FRI/SAT/SUN in yyyy-mm-dd format 
- Update race numbers
- Add information lines, e.g. course opens, course closes, paralympic events etc 
- Delete extraneous rows used for time separation, when no longer required 
- Remove columns to the right of the data 
- Remove rows below the data 

==Upload Timetable to Online Entry System==
Check online view 
Once approved, ask Matej to generate start lists

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Procedure at Entries Close