National University Sports Federations
We are pleased to inform you that starting from Tuesday, 14 October 2014, you are able to submit your Individual Entries via the online registration system. You should use the same access parameters as in the initial information letter sent to you by the Organising Committees of Winter Universiade 2015. In case you have not received the access details yet or have any difficulties in accessing the system, please contact the International department of the Organising Committee.
A step-by-step user guide on how to fill in and submit the data for this stage of registration is available on the log on page of the system. To download the user manual, simply click the link named Individual Entry Forms User Guide. The manual will also be available at the FISU extranet. However, we strongly suggest that you read carefully the User Guide as well before you start using the system.
Individual Entry Stage – key information
During the online accreditation process, which has been “divided” into several steps, you will have the opportunity to register your athletes and delegation officials.
“Save” option – when you are registering a new person, in order to save the initial entry, you will be required to enter the following information for this person:
- Participation – indicate whether the person will participate in Granada or Strbske/Pleso or both
- Representing Country – this field is pre-selected for each NUSF
- Last Name
- First Name
“General Data Submit” – you will need to perform the “General Data Submit” action in order to obtain the visa invitation letters for your delegation members. The system will not allow you to perform this action unless you have entered and saved the following data in addition to the fields mentioned above:
- Date of birth
- Place of birth
- Passport number
- Passport expiration date
- Upload the scan of the passport page which contains personal information of the holder
- Function (applicable only to Officials)
“Sport Entries Submit” – this validation is applicable only for Athletes. In order to submit the Sport Entries data for your delegation, first you will have to enter and save the following mandatory fields:
- Full Name of University
- Short Name of University
- City of University
- Field of Study
- Sport Entries mandatory fields
- FIS code (where applicable)
- Event selection
- Best Performance of the career fields
- Best Performance of the year fields
- Participation in previous Universiades fields
Regarding this step of submission, please bear in mind that the option to register and submit new delegation members will be available until January 4, 2015. You will be required to provide all the information listed above in order to ensure smooth preparation and running of competitions. In addition to the mandatory fields, we are mentioning as well some fields that will be optional in the system. However, it would be much appreciated to provide this information as well if possible:
- Short Last Name and Short First Name – in case of FIS registered athletes, this field must be filled in with their official last and first name as registered in the FIS database
- Address information
- Graduation date – to be filled in only for the athletes that have graduated during the 12 months prior to the Universiade
- Year of study – to be filled in only for the athletes that are currently studying – their current year of study should be entered here
- Certificate of Academic Eligibility – possibility to upload the scan of the file. Please note that you will still be required to bring the original with you to the CIC meeting
- Height – only applicable for athletes
- Weight – only applicable for athletes
After you have submitted all the required data, PDF export of I-form will become available for you to download. For more details on how this and other reports that will be available to you, please refer to the User Guide.
“Transport Data Submit” – this is the final submission step where you would be required to provide the travel information of your delegation. The deadline for submission is January 4, 2015. There is a separate tab to enter this information. The first step when you open the Transport tab is to tick the box to indicate to which location you plan to travel. For any changes after the submission deadline, please contact the Organising Committee.
Bulk import of data and photos
Same as in previous Universiade, you will be offered the possibility to provide the data of your delegation by filling the Excel import forms. These forms are available for download once you click the button “New” and select the category of participant you wish to register (athlete or official). Once you select the category, the system will offer you a download link below – for athletes, it will download a folder containing the import files per sport. In case you select official, it will offer you to download a single import file for Officials.
For bulk upload of photographs, please make sure that they are of appropriate format (.jpg or .jpeg) and aspect ratio (3x4). In addition to this, if you wish the OC to import the photos, please make sure that they are named in the following manner: lastname_firstname.jpg. once you have all the forms filled in and photos in appropriate format and names, you can send them to the OC who will upload the files to the system. After the import is done, we will also inform you if we have found any issues related to the import of the data you sent and ask you to make corrections or provide additional information if necessary.
Official registration closing dates
The Individual Entry stage (Sport Entries) will be officially closed on 4 January 2015. After this date you will only be able to export the PDF Individual Entry Form reports that you will be required to bring with the individual dossiers for CIC approval. You will not be allowed to change any of the Sport Entries data in the system. In case you need to make any changes you will be required to get in touch with the Organising Committee. It is very important to note that no new persons will allowed to be added after the above mentioned deadline. In the event that you need to cancel and replace some athletes in your list, replacements can only be selected from the persons whose registrations are already saved in the system.
In case of problems or questions related to the registration process please contact directly the Štrbské Pleso / Osrblie 2015 Organizing Committee
ENTRY FORMS DEADLINES
|Q-2||Quantitative Entry- 2 - Snow Sports||4-Oct-2014|
|N-15||Nominative ITOs (FS, IH, ST)||4-Oct-2014|
|I||Individual Entry of all participants at the WU2015||4-Jan-2015|
|Certificate of Academic Eligibility||4-Jan-2015|
|Pre-Payment of 25% of the participation fee per athlete and official to Štrbské Pleso / Osrblie 2015 WUOC||4-Jan-2015|