STANDARD OPERATING PROCEDURE
REGISTRATION – SINGLE DISTANCE EVENT
Issue date 25 June 2014
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Club remains responsible for Registration Process including all moneys received.
Online entries must be captured in correct format provided by ASWD IPICO.
Online entries must be received by ASWD IPICO 48 hours before race.
Race packets comprising of Temporary number, chip, pins, cable tie and identifier arm band (whichever is
applicable) prepared by ASWD.
Goody bag etc. to be prepared before the event by the Club ready for collection on race morning.
Floor Manager/ “Meeter Greeter” welcome participants directing them to the correct tables/ queues – being
available for ad-hoc queries/ issues.
NO CHIP NO TIME!
Table 1 – RACE ENTRY COMPLETION
- Club to provide several tables away from registration tables for athletes to complete race entry
form
- Ensure enough entry forms and pens available
- Athlete complete entry form and proceed to relevant registration table for payment
Table 2A – REGISTRATION –Late entries - SWD Athletes
- Athlete hand entry form to registration helper
- Registration Helper checks athletes details on entry form:
o Name and Surname
o ASWD Licence number
o Club
o ID number
o Date of Birth (DOB) – extremely important for IPICO timing
o Age
o Walker or Runner
o Ask athlete whether he/ she remembered ASWD IPICO Chip:
 Yes – proceed
 No – collect R20,00 and issue receipt, record loan chip number on entry form and
on the receipt
- Athlete pays entry fee
- Helper writes PAID on entry form
- Helper puts entry form one side
- Dedicated club helper to hand entry forms to IPICO for capturing
STANDARD OPERATING PROCEDURE
REGISTRATION – SINGLE DISTANCE EVENT
Issue date 25 June 2014
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Table 2B – REGISTRATION –Online entries (race packets must be prepared in advance which will
include temporary numbers, chips – whichever is applicable to the particular athlete)
- Athlete hands proof of payment to registration helper
- Registration Helper checks athletes details on list
o Name and Surname
o ASWD Licence number
o Club
o ID number
o Date of Birth (DOB) – extremely important for IPICO timing
o Age
o Walker or Runner
o Ask athlete whether he/ she remembered ASWD IPICO Chip:
 Yes – proceed
 No – collect R20,00 and issue receipt, record loan chip number on schedule and
on the receipt
- Athlete receives race pack/ goody bag.
- Helper marks/ticks against athletes name as confirmation of registration
Table 3 – REGISTRATION - Temporary Numbers
- Athlete hands entry form to registration helper
- Registration Helper checks athletes details
o Name and Surname
o ID number
o Date of Birth (DOB) – extremely important for IPICO timing
o Age
o Walker or Runner
- Helper writes TEMP NUMBER and CHIP NUMBER on top right hand corner of entry form – in
sequence as specified by ASWD IPICO
- Hand athlete TEMPORARY NUMBER, CHIP, PINS and CABLE TIE – in sequence as specified by
ASWD IPICO
- Athlete pays entry fee and temporary licence fee
- Helper writes PAID on entry form
- Helper puts entry form one side for capturing
- Dedicated club helper to hand entry forms to IPICO for capturing
STANDARD OPERATING PROCEDURE
REGISTRATION – SINGLE DISTANCE EVENT
Issue date 25 June 2014
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Table 4 – REGISTRATION - Out of Province
- Athlete hands entry form to registration helper
- Registration Helper checks athletes details
o Name and Surname
o PROVINCE Licence number
o Club
o Distance
o ID number
o Date of Birth (DOB) – extremely important for IPICO timing
o Age
o Walker or Runner
- Helper writes CHIP NUMBER on top right hand corner of entry form – in sequence as specified by
ASWD IPICO
- Athlete pays entry fee
- Helper writes PAID on entry form
- Hand athlete CHIPand CABLE TIE– reminding athlete to return chip in finish tunnel
- Helper issues identifier (arm band or sticker) as applicable
- Helper puts entry form one side for capturing
- Dedicated club helper to hand entry forms to IPICO for capturing
Table 5 – REGISTRATION – IPICO capturing
- Karla Alberts captures all Temporary numbers, Chips and Loan chips during Registration before
race start
SPECIAL NOTES:
-
“garbage in, garbage out”
Integrity of data is reliant on the registration following these basic steps
No chip, no time