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Sport Entries and Qualification Manual

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Sport Entries and Qualification Manual SPORT ENTRIES AND QUALIFICATION MANUAL JUNE 2013 CONTENTS 1. INTRODUCTION 3 2. SPORT ENTRIES PROCESS 4 Part 1: Qualification Tracking and Verification 4 Part 2: Final Athletes Entries and Registration 4 2.1. Registration Method 4 2.2. P Accreditation 4 2.2.1. Ice Hockey 5 2.2.2. Bobsleigh 5 2.3. System Access and User Account 5 2.4. Timeline 6 3. ELIGIBILITY CONDITIONS 7 3.1. Individual Eligibility Conditions Form 7 3.2. NOC Delegation Eligibility Validation Form 7 3.3. National Federation (NF) and National Olympic Committee (NOC) signatures 7 4. LATE ATHLETE REPLACEMENT POLICY FOR THE SOCHI 2014 OLYMPIC WINTER GAMES 8 5. eSEQ GUIDELINES 10 5.1. General Instructions 10 5.2. Language and alphabet 10 5.3. Technical requirements 10 6. OLYMPIC SPORT PROGRAM AND TYPE OF INSCRIPTIONS 11 6.1. Eligibility requirements 13 6.2. Generic entry fields 13 6.3. Sport-specific entry fields 14 6.3.1. AS – Alpine Skiing 14 6.3.2. BS – Bobsleigh 15 6.3.3. BT – Biathlon 16 6.3.4. CC – Cross-Country 17 6.3.5. CU – Curling 18 6.3.6. FR – Freestyle Skiing 19 6.3.7. FS – Figure Skating 20 6.3.8. IH – Ice Hockey 21 6.3.9. LG – Luge 22 6.3.10. NC – Nordic Combined 23 6.3.11. SB – Snowboard 24 6.3.12. SJ – Ski Jumping 25 6.3.13. SN – Skeleton 26 6.3.14. SS – Speed Skating 27 6.3.15. ST – Short Track Speed Skating 28 APPENDIXES 29 1. INTRODUCTION Sport Entries is the official registration process for athletes selected and qualified to participate in the Olympic Games. The Sport Entries team ensures that only eligible and qualified athletes that are confirmed by their respective National Olympic Committees (NOC) to represent their nation in accordance with the rules of the International Sport Federations (IF) are formally “entered” to participate in the Games. This manual is designed to provide National Olympic Committees (NOCs) with the Olympic Sport Entries process, relevant policies, and instructions for completing the online registration for athletes participating in the Sochi 2014 Olympic Winter Games and to assist NOCs in using the online Sport Entries and Qualification (eSEQ) system to complete the entries of their athletes to the Sochi 2014 Olympic Winter Games. Sport Entries and Qualification Manual | Sochi 2014 Olympic Winter Games 3 2. SPORT ENTRIES PROCESS In order to compete at the Sochi 2014 Olympic Winter Games, all athletes must be entered by name in the events in which they will participate. The online Sport Entries system provides the official entry of eligible athletes to the Games. The Sport Entries and qualification process has been developed in two parts in order to manage the official registration of athletes. The parts are as follows: Part 1: Qualification Tracking and Verification The qualification tracking and verification process is specific to each discipline. The Sport Entries team is working with each of the International Sport Federations (IFs) to apply the relevant qualification criteria. This is based on results from the 2012/2013–2013/2014 competition seasons and by monitoring the world rankings. IFs will submit the names of athletes who have met the qualification criteria and are eligible for competition in the Sochi 2014 Olympic Winter Games. In addition, the IFs will also notify Sochi 2014 of reallocated places available after the end of the qualification period. Part 2: Final Athletes Entries and Registration NOCs must provide the final list of names of their respective qualified athletes who will be competing in the Sochi 2014 Olympic Winter Games. All entries will be verified and approved by Sochi 2014 in consultation with the IFs to ensure that the qualification requirements have been met. Sochi 2014 will not accept entries submitted after the January 27, 2014 deadline. NOCs with a Delegation Registration Meeting (DRM) scheduled prior to the January 27, 2014 deadline must submit their Sport Entries 48 hours prior to the scheduled day of their DRM. At the pre-DRM, each NOC will be assigned a dedicated point of contact within the Sport Entries team who will be able to answer any questions over the phone or by email, which NOCs might have regarding eSEQ, entries or qualification. 2.1. REGISTRATION METHOD To ensure a successful Sport Entries process, Sochi 2014 has implemented an updated version of the online sport entries system (eSEQ) which was used at the Vancouver 2010 and London 2012 Games. The system will enable NOCs to submit their sport entries by entering athletes into events for which they have qualified and are eligible. The Sport Entries system will be pre-populated with athletes’ data from the Accreditation system; this means that NOCs will only submit each athlete’s information to Sochi 2014 once through the accreditation application process closing on October 1, 2013. 2.2. P ACCREDITATION The Sochi 2014 Olympic Winter Games will feature P accreditation; in Bobsleigh (BS) and in Men’s Ice Hockey (IH). Both P training partners for Men’s Ice Hockey (IH) and P alternate athletes for Bobsleigh (BS) must be registered through Accreditation. Sport Entries and Qualification Manual | Sochi 2014 Olympic Winter Games 4 2.2.1. ICE HOCKEY A maximum of eight (8) P training partners per Men’s NOC team will be permitted. 2.2.2. BOBSLEIGH Quota for P alternate athletes for the men’s and women’s team per NOC are as follows: Men’s bobsleigh P per NOC Max 3 NOCs with 3 crews 2 P Max 6 NOCs with 2 crews 1 P 5 NOCs with 1 crew 1 P Women´s bobsleigh P per NOC Max 2 NOCs with 3 crews 2 P Max 4 NOCs with 2 crews 1 P 2 NOCs with 1 crew 1 P 2.3. SYSTEM ACCESS AND USER ACCOUNT The online Sport Entries system will be available to NOCs on December 1, 2013 onwards. Each NOC must indicate who will manage its online entry applications. The username and password for the eSEQ system will be the same as the eACR system. However, if the person chosen to undertake the Sport Entries is different from the one who did the accreditation registration, a new User Account Application Form signed by the NOC Chef de Mission, President or Secretary-General has to be completed. The User Account Application Form can be found in Appendix E. The eSEQ can be accessed through a dedicated web address at https://seq.sochi2014.com. Step-by-step instructions and accompanying screenshots of how to use the eSEQ system can be found in the Technical Guide to using the eSEQ system in Appendix A at the end of this manual. NOCs will also find separate sections for each sport, which clearly details all information required to complete the entries for that particular sport or event. Sport Entries and Qualification Manual | Sochi 2014 Olympic Winter Games 5 2.4. TIMELINE December 1, 2013 On-line Sport Entries System (eSEQ) opens The online entries system will open for NOCs to enter qualified athletes on December 1, 2013. NOCs are encouraged to undertake their athlete inscriptions as early as possible. This will allow sufficient time for the Sport Entries team to process the entries and to assist with any issues that may arise. January 27, 2014 Final Entries deadline Athletes must be entered in the online entries system by 23:59 (GMT +1) on January 27, 2014 at the latest, in time for the start of the DRMs. Note: All NOCs that schedule DRMs prior to the Sport Entries deadline will have to finalize the submission of sport entries at least 48 hours prior to their scheduled DRM. January 24 — February 6, 2014 Delegation Registration Meetings Sport Entries will finalize with the NOC the athletes’ team size for each sport/discipline and gender, verify all events, cross-check the quotas and verify the team sports rosters. The final stage of the process will be the sign-off of the Sport Entries DRM report. Sport Entries and Qualification Manual | Sochi 2014 Olympic Winter Games 6 3. ELIGIBILITY CONDITIONS As required by the Olympic Charter, each athlete (Aa and P accredited) and official must also complete an Eligibility Conditions Form, acknowledging his/her compliance with objectives and goals regarding Games participation. Without the signed form, an athlete will not be allowed to compete. In addition, athletes and P athletes who have not reached 18 years of age on the date that they sign the Eligibility Conditions Form are required to have a parent/guardian sign the supplementary Parent/Legal Guardian Acknowledgement of Consent for Minors Form. The completed Eligibility Conditions Form and/or Parent/Legal Guardian Acknowledgement of Consent for Minors Form must be signed by the individual and submitted to Sochi 2014 in paper copy (printed format) no later than midnight 23:59 (GMT +1) on January 27, 2014. An OIAC cannot be validated until Sochi 2014 receives the corresponding signed Eligibility Conditions Form. There will be two types of Eligibility Conditions Forms: • Individual Eligibility Conditions Form • NOC Delegation Eligibility Validation Form 3.1. INDIVIDUAL ELIGIBILITY CONDITIONS FORM The .pdf format of the form can be found on Appendix C downloaded from the ALPINA Extranet and must be signed by each athlete and team official. 3.2. NOC DELEGATION ELIGIBILITY VALIDATION FORM During the DRMs, each NOC will be required to sign the NOC Delegation Eligibility Validation Form and one Eligibility Conditions Form to which will be attached a list of persons forming the NOC’s delegation. This will include athletes and team officials who could replace those confirmed during the DRM, since replacement athletes and team officials will not be members of the delegation when the form is signed.
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