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Event Scheduling Instructions 2020-21.Pdf

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Event Scheduling Instructions 2020-21.Pdf 1. Overview This is the eleventh season using the U.S. Ski & Snowboard Online Event Scheduling tool. We have a new insurance provider, so please go to the insurance link. PLEASE READ the notes below, even if you have entered a schedule agreement every year for the last 11 years: • When using U.S. Ski & Snowboard Online Athlete Registration, remember that registration opens at 12:01 AM of the date selected and closes at 11:59 PM of the date selected. Late Fees will start at 12:01 AM of the date selected. Registration MUST close after Late Fees start. The date selected to close registration is the last date that the computer will allow registration to be taken. • When using U.S. Ski & Snowboard Online Athlete Registration, registration will now close at midnight of the region you are in. • New to the U.S. Ski & Snowboard Online Athlete Registration for events. Now the system will be able to register FIS athletes that aren’t members of U.S. Ski & Snowboard. The athletes just need to have an active FIS number. More information will be coming in the fall with instructions on how to they will register. • Alpine events will be asked if the club wants Referee Reports and Gate Judge cards. If the answer is yes, Race Packets will be shipped around Dec 1 based on the number needed for the races scheduled. If the Schedule Agreement is entered after Nov 30, please send an email to compservices@usskiandsnowboard.org to request result packets. The Race Packets will be mailed to the Club Contact, please see Section 3 for how to input or update club contact information. • After an event has been certified the following items may be edited from Event Administration. A limited subset can be edited for FIS, additional changes will still need to go through Competition Services and/or the TD. Below is the list of items that can be edited. If they can be edited for FIS competitions that will be in parenthesis: o Event Title o Ref Reports & Gate Judge Cards if Alpine (FIS) o Enable U.S. Ski & Snowboard online athlete registration (FIS) o Online Registration Open Date (FIS) o Online Registration Close Date (FIS) o Late Fee Start Date (FIS) o Late Fee (FIS) o Event Comments (FIS) o Date of Competition (only within the Begin and End Dates of Event Competition) o FIS Codex o Competition o Age Class(es) (FIS) o Max Competitors (FIS) o Entry Fee (FIS) o Lift Fee (FIS) U.S. Ski & Snowboard Event Scheduling 2020-21 Season Page 1 o Cancel a competition(s) (to reschedule contact compservices@usskiandsnowboard.org) o Any other changes will need to contact jj.ehlers@usskiandsnowboard.org • Remember to click on for more information about an item. • See Section 4 below if you need to add a new Event Contact. • Use Click and Shift Click to choose more than 1 age class. Please make sure you combine age classes if they will all be racing in the same competition • If you have multiple competitions priced together, i.e. Speed Training and Downhill all for $50, then choose yes to the question after Add Competition, otherwise pick No. o If you select yes you will complete all the competitions for the selected gender. When finished, select Done Sub Competitions to do the other gender. • Combine multiple days of racing into one Event ID if it is all the same event. Just change the date and or gender and keep adding competitions until they are all in, then say Done w/ Entry. This will save you money and paperwork, besides the fact you will save me much frustration and make tracking much easier. The Schedule Agreement serves two main purposes. First, it is the agreement between the organizer, the landowner and U.S. Ski & Snowboard for rules and insurance. Secondly, it is U.S. Ski & Snowboard’s source for all information regarding the event for purposes such as tracking, scoring, Online Athlete Event Registration and FIS Calendaring. • It is very important that you read and agree with all of the terms of the Schedule Agreement. • Organizers are required to be a current U.S. Ski & Snowboard Member Club. If you are unsure of your organization's status for the current season, please call the U.S. Ski & Snowboard Membership hotline at 435.647.2666. You can register your competition before your club is current, but your event will not be certified until your club is current. • Please confirm your club's event calendar with your region / division / state / sport leadership before starting the scheduling process. The Request for Certificate of Insurance form can be found at Request for Certificate of Insurance. U.S. Ski & Snowboard Event Scheduling 2020-21 Season Page 2 2. Logging In You will need to log in to my.ussa.org using your Club Login*. Enter your club's U.S. Ski & Snowboard number in the username field, and your club's password. Once you have logged in, you will need to choose Event Administration from your dashboard. * You should have received your login information via email. If you did not receive this email, or don't know your username or password, send an email to J.J. Ehlers at jj.ehlers@usskiandsnowboard.org. Note: If you are already logged in with your personal credentials, Club login will not work. You will need to log out from your personal credentials and then login with your Cub information. You may need to log out and close your browser and/or clear you cache. 3. The Home Page On the home page, you can see a list of your currently scheduled competitions. For multi-sport clubs, you can filter this by sport. You can also go back and see the previous season. This is helpful if you want to see what the schedule agreement looked like the previous season. Some clubs may see events that have been scheduled for them. In that case, all that may be required of the club is to pay their fees and print their documentation to sign and send in. Check with your Sport Contact if you have questions. For each scheduled event that is pending, you can see the details, edit the dates, discipline, or location of the event, re-print your documents, pay your scheduling fees online, or cancel the event. If an event has been certified, you can reprint your documents and make minor changes to the event. More details on certified and pending events can be found in Section 5. U.S. Ski & Snowboard Event Scheduling 2020-21 Season Page 3 4. Contact Information By clicking on the "club information" link on the home bar, you can edit your club's information as the organizer. If your club name has changed, please contact U.S. Ski & Snowboard Member Services at 435.647.2666. An organizer can create different competition contacts here. For example, a club may have a different contact for Freestyle competitions and for Alpine competitions. Organizer and competition contacts will receive emails from U.S. Ski & Snowboard regarding payment and competition status, so it is critical that the contact information is kept up to date. For Alpine events who order Race Packets, they will be shipped to the address of the Event Contact. To modify or add a competition contact, choose the contact from the pull-down menu next to Name. Then select Edit to update the information. To add a competition contact, choose ADD NEW from the Name pull down. 5. Scheduling an Event An Event is everything that is part of a series of competitions. This includes all races, jumps, and competitions that are all part of an event. This is limited by competition level, but includes multiple genders, age classes and days. A. Event Information To start scheduling an event, click on New Event from the home page, or from the navigation bar at the top. Begin by entering the start and end dates of your competition, selecting the sport and competition contact, and enter in your event title. Your title can be up to 50 characters; it cannot contain special characters like "&" or "!" or "@". U.S. Ski & Snowboard Event Scheduling 2020-21 Season Page 4 The division will automatically be set based upon your club's location, and will include all the states in that division. A list of Resorts and Event Locations will be given based on the state. Choose your location. If your resort is not listed, select Location Not Listed and contact U.S. Ski & Snowboard at compservices@ussa.org or 435.647.2037. Double check your scoring level – once you select your event level, you cannot change it. Just like filling out separate paper forms for a non-scored and a scored event on the same weekend, you'll need to enter each event type separately. The following section needs to be filled out only if you are using the U.S. Ski & Snowboard 's online athlete registration system to register athletes for your event. DO NOT click the 2nd box, "Enable U.S. Ski & Snowboard 's online athlete registration for this event" unless you intend to use U.S. Ski & Snowboard 's system. The last step to setting up your event is to enter in additional details, such as set up and tear down days, a website for your event, or limitations on entries. Non-Alpine events: please list your training days, if applicable here. Alpine events can assign speed training days in the next step. This information will be displayed on the Athlete Event Registration webpage.
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