The online accreditation process has been “divided” into several steps in order to facilitate the work of both NUSFs and the OC. The stages are as follows:
STEP1. SAVE – in order to save one individual entry in the system, you will be required to enter the following data:
Representing Country (pre-selected for all NUSFs)
Family Name
Given Name
38
Gender
Participating Sport
STEP2. 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:
Nationality
Date of birth
Place of birth
Photo
Passport expiration date
Passport number
Upload the scan of the passport page which contains personal information of the holder
Upload the scan of the student certificate
Function (applicable only to Officials)
*Machine Readable Zone must be copied if there is MRZONE in the passport.
STEP3. 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
Abbreviation of University
Location City of University
Faculty
Major
Sport Entries mandatory fields (details for each sport given in the sections below)
39 STEP4. ARRIVAL AND DEPARTURE DATA SUBMIT – this is the final submission step where you will be required to provide the arrival and departure information of your delegation. The deadline for submission is 3 June 2015. For any changes after the submission deadline, please contact at the following email address: [email protected].
There is a separate tab to enter the following information.
Arrival Data:
- Arrival Date (YYYY/MM/DD) and Time (HH:MM by using 24-hour format) - Flight Number
- Arrival Airport (Incheon/Gimpo/Muan)
Departure Data:
- Departure Date (YYYY/MM/DD) and Time (HH:MM by using 24-hour format) - Flight Number
- Departure Airport (Incheon/Gimpo/Muan)
Regarding the Individual Entry phase, please bear in mind that the option to register and submit new delegation members will be available up until 3 June 2015. You will be asked to provide all the information listed above in order to ensure the smooth preparation and running of competitions. In addition to the mandatory fields that have been mentioned, there will also be some fields that will not be mandatory in the system. However, it would be much appreciated to provide this information as well, if possible:
Short Family Name and Short Given Name – in case of ISF registered athletes, this field must be filled in with their official family and given name as registered in the ISF 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
Vaccinations
Allergies
Height (in cm) – only applicable for athletes
Weight (in kg) – only applicable for athletes
Best Performance of the career/year/Participation in previous Universiades
The ITOs will register themselves individually via the online accreditation system using the access parameters provided to them by the OC. However, the ITOs who are proposed by the delegations shall be registered by the delegations.
40 8.3.2. Individual Entry Form Fields
The instructions on how to fill in particular fields are separated in two groups: general data entry fields and sport-specific entry fields. Each competitor must fill out the following fields of the form. Mandatory fields are marked with an asterisk*.
General Data Entry Fields
The following fields are common for all of the delegation members:
NO. Field Description
1 Family Name (English)*
Fill in the family name of a participant as indicated in the passport since it will be used by the OC in case you need an invitation letter issued. Please use the Latin alphabet as indicated in the section 8.3 Language and Alphabet.
2 Given Name (English)*
Fill in the given name of a participant as indicated in the passport since it will be used by the OC in case you need an invitation letter issued. Please use the Latin alphabet as indicated in the section 8.3. Language and Alphabet.
3 Preferred Family Name
In case different from the family and given name in the passport, please fill in the preferred family name of the participant. This is relevant for persons who compete and/or are registered in the International Federations databases under a name different from the one given in the passport. It is also applicable for the persons whose official passport name has several names and/or surnames and therefore is too long to be printed on the accreditation card or shown in TVG graphics and who normally have a preferred name that they use for competition. Please use the Latin alphabet as indicated in the section 8.3.
Language and Alphabet.
4 Preferred Given Name
In case different from the family and given name in the passport, please fill in the preferred given name of the participant. This is relevant for persons who compete and/or are registered in the International Federations databases under a name different from the one given in passport. It is also applicable for the persons whose official passport name has several names and/or surnames and therefore is too long to be printed on the accreditation card or shown in TVG graphics and who normally have a preferred name that they use for competition. Please use Latin alphabet as indicated in the section 8.3. Language and Alphabet.
5 Nationality* Select the nationality of the person from the drop-down list.
6 Gender* Tick the box.
41 7 Date of Birth*
Fill in the date of birth using numbers only and the following format DD/MM/YYYY. Please note that for athletes, the age restriction will apply and you will not be able to enter any dates outside the proscribed span of 1 January 1987 and 31 December 1997. The only exception to this rule is Basketball where athletes must be born between 1 January 1991 and 31 December 1997.
8 Place of Birth* Enter the city of birth of the participants as indicated on their passport.
9 Passport Number* Enter the valid passport number of the participant. This information will be used to issue the invitation letter for the visa.
10 Date of Expiry* Enter the date by filling each of the boxes provided using the format DD/MM/YYYY.
11 Address Enter the address of the participant.
12 City Enter the city of the participant.
13 Zip code Enter the zip code of the participant.
14 Country Enter the country of the participant.
15 E-mail* Enter a valid email for the participant.
16 Student Certificate* Upload the scan of the student certificate. Please note that you will still be required to bring the original with you to the CIC meeting.
17 Photo*
Please refer to 8.3.3. Photo Requirements in this document. Please note that in case you upload a photo that is not acceptable due to poor quality or content, the OC will notify you of this upon your arrival so that you can organize the delegation members to come to the Main Accreditation Center to have their photos retaken.
Fields in the individual entry form for competitors:
18 Height (in cm) This field will be available for athletes only. Please use centimetres to indicate the height of the athlete.
19 Weight (in kg) This field will be available for athletes only. Please use kilograms to indicate the weight of the athlete.
20 Name of University* This field will be available for athletes only. Please fill in the full official name of the University using only the Latin alphabet.
21 University Abbreviation*
This field will be available for athletes only. Please note that this information will be used for the purposes of displaying the University name in the TV graphics and printed on the accreditation cards. Therefore, we kindly ask you to fill in the official abbreviation of the University, if any, or provide a shorter name for the University.
22 City of the University* This field will be available for athletes only. Please note that this information will be used for the purposes of displaying the University name in the TV graphics.
23 Faculty* This field will be available for athletes only. In case the University the athlete attends has faculties, please indicate which one.
42 24 Field of Study* This field will be available for athletes only. Please indicate
the field of study.
25 Year of Study
This field will be available for athletes only. This particular field is to be filled in for the athletes who are currently still students. You should enter the year of study that they are currently in, e.g. 1, 2, 3, 4 or 5.
26 Graduation Date
This field will be available for athletes only. This particular field is to be filled in for the athletes who are no longer students, but graduated in the year preceding the Universiade and therefore are eligible to participate in the event. Please fill in the date that the athlete graduated
The following field will be available only for officials and must be entered:
Function selection – please select your function from the provided list:
• Head of Delegation
• Deputy Head of Delegation
• Secretary
• Other (in case you select other, you will be offered the option to fill in your function)