Procedure at Entries Close

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 20-40 mins (using Excel filters really speeds up the process)
- Colouring up takes approx 20-50 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