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.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

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