Special Olympics Results Information System Judo. Release:Version: 6 Date: Sport (JU) Version 6 Page 1 of 29

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1 SPECIAL OLYMPICS RESULTS INFORMATION SYSTEM JUDO Release:Version: 6 Date: Sport (JU) Version 6 Page 1 of 29

2 Table of Contents Special Olympics Results Information System Judo 1. Introduction List of JUDO Outputs... 5 (Rpt.1) Entry List per Delegation... 5 (Rpt.2) Bib Number Assignment... 5 (Rpt.3) Weigh-in Lists... 5 (Rpt.4) Rough Divisioning... 5 (Rpt.5) Divisioning Report... 5 (Rpt.6) Distribution of Divisions per Tatami... 5 (Rpt.7) Contest Order per Tatami... 5 (Rpt.8) Contest Sheet per Division... 5 (Rpt.9) Contest Results... 5 (Rpt.10) Final Results... 5 (Rpt.11) Divisions Award Order... 5 (Rpt.12) Awards Presentation... 5 (Rpt.13) Awards Staging Procedures Results Service and Competition Management Support Pre-Games Activities Schedules and competition format Pre-competition Activities The BIBS Pre-During-After / Event Activities Head Coaches Meeting Divisioning... 8 Sport (JU) Version 6 Page 2 of 29

3 Before the competitions [Staging Area-SID] During the competitions At the End of the Day Exceptional situation After the preliminaries After the Finals Contest running and contest order presentation Exceptional situation handling Distribution Table Appendix 1- Judo Results / Reports Outputs (Rt.1) Daily competition schedule (Rt.2) Bib Number Assignment (Rpt.3) Weigh-in Lists (Rpt.4) Rough Divisioning (Rpt.6) Distribution of Divisions per Tatami (Rpt.7) Contest Order per Tatami (Rpt.8) Contest Sheet per Division (Rpt.9) Contest Results (Rpt.10) Final Results (Rpt.11) Divisions Award Order (Rpt.12) Awards Presentation (Rpt.13) Awards Staging Appendix 2- Distribution Table Sport (JU) Version 6 Page 3 of 29

4 1. Introduction Special Olympics Results Information System Judo The purpose of this document is to establish the result procedures of the sport, while setting the framework for the operational development of the sport during Games-time operations. In specific, this document: Creates an overall idea of the of what reports need to be produced by the GMS Achieves an overall idea and clear understanding of the GMS Identifies a list Reports Identifies key timelines of each report Sport (JU) Version 6 Page 4 of 29

5 2. List of JUDO Outputs Special Olympics Results Information System Judo No. Results/Report Description/Phase Rpt.1 (Rpt.1) Entry List per Delegation HCM (deploying the athletes in program piles*) Rpt.2 (Rpt.2) Bib Number Assignment HCM Rpt.3 (Rpt.3) Weigh-in Lists Indications of entered gender, age, weight, skill level, exact weight(blank column)/ Before divisioning Rpt.4 (Rpt.4) Rough Divisioning (Indications of entered gender, age, weight, exact weight (blank column), skill level, sensorial impairments. Possibility of adds.*)/before divisioning and before consultation with the coaches Rpt.5 (Rpt.5) Divisioning Report All above indications with exact data/final form (fighting groups)to be distributed amongst the coaches Rpt.6 (Rpt.6) Distribution of Divisions per Tatami Before competitions Rpt.7 (Rpt.7) Contest Order per Tatami Per day / Before Competition Rpt.8 (Rpt.8) Contest Sheet per Division Before Competitions/absolute use of the coaches/can be distributed even at the HCM Rpt.9 (Rpt.9) Contest Results Results of every divisioning being filed up as the contests develop, round after round/suspended on boards at the warming up area Rpt.10 (Rpt.10) Final Results Exact results of every division with final scores data and athletes placement Rpt.11 (Rpt.11) Divisions Award Order Before awarding Rpt.12 (Rpt.12) Awards Presentation Report of athletes awarding in a descending order of placement Rpt.13 (Rpt.13) Awards Staging Same report as above, but with the names of the athletes as they should march to the podium *Columns of overall and BIBS enumeration. **Two possible versions corresponding to the two possibilities of up to or more than 5 contestants for each division. Refer to Appendix 1 for Judo Results / Reports Outputs Sport (JU) Version 6 Page 5 of 29

6 3. Procedures 3.1 Results Service and Competition Management Support This part of the Procedures section focuses on processes related to the gathering, processing and distribution of information concerning competition progress and results and the acquisition and processing of data that the GOC Competition Management require in order to prepare for and manage competition. Roles and of this document is to documented in chronological order the results processing during competition (Divisioning reports, start lists, results, Awards etc.). 3.2 Pre-Games Activities Some competition-related information must be available on the first day of the Sports Information and Information Desks in the Special Olympic village is operational. When Teams arrive in the Special Olympic village, most teams and media require the latest release of the Games schedule, the competition format. The final few weeks before the Games can be hectic and the wise organizer will prepare aspects of this information weeks in advance or as early as possible. 3.3 Schedules and competition format Most of the Games participants will receive the Games schedule from different sources before they arrive in the host city. Schedules will be printed in a number of publications that the OC will send to SOI. Schedules will be available on the official WEB site. Despite this, experience shows that high-demand items of information after teams and journalists arrival are the competition schedules. It is highly likely that participants will want to check for any last minute changes in the schedule. Additionally they will want to verify other information about the competition, such as competition phases. All the above information should be prepared in the output: Daily Competition Schedule (shall be distributed in excel form) It will be distributed on the first day of operations of each client. Before distribution of the Competition Schedule it will have to be approved by the Technical Delegate assigned by SOI. Once the content of these outputs has been agreed between the Technical Delegate and the OC Competition Management, it will be distributed to all clients. Should it become necessary to change data in the above-mentioned outputs after verification and distribution, the OC Competition Management will immediately send corrections by electronic means with the new date and version. Sport (JU) Version 6 Page 6 of 29

7 3.4 Pre-competition Activities Special Olympics Results Information System Judo After the Technical Delegate arrives in the host city, they will work with the OC Competition Management on the final preparations for the Games. During the period before the start of Games, a lot of time will be spent on final checking of the participants data and the preparation, checking and correction of other information if necessary. It is important that the process for transferring this data from its official source to the Organizing Committee is agreed much earlier and that any planned technology solution is properly tested The BIBS The GMS must produce as soon as possible: (Rpt.2) BIBS Report The BIBS encoding list shall comprise a four digits number assigned to each athlete, from which digits the first two shall correspond to the athlete s program and the last two to the athlete s numerical order within his delegation, arbitrary set by the SM. The enumeration of the programs shall start with number 10 to be naturally continued. This list must be delivered to the contractor who will have undertaken the sewing of the BIBS on the judogi jacket of the athletes by a member of the management team of the sport assigned by the SM, at least one day before the arrival of any delegation. Sport (JU) Version 6 Page 7 of 29

8 3.5 Pre-During-After / Event Activities Special Olympics Results Information System Judo Head Coaches Meeting A Head Couches Meeting will be organized on Sunday 26 th of June. One (1) hour prior to the meeting the following information, printed by the GMS, should be ready and available to all delegations upon arrival in the venue at the Sports INFO Desk, particularly set up at that day at the entrance of the meeting room Daily Competition Schedule (Rpt.1) Entry list per Delegation Divisioning One (1) hour before the divisional process begins (Rpt.3) The weigh in lists should have been printed by the GMS Team and distributed to the assigned personnel for the weigh in by result runners. Approximately half an hour after the divisioning is completed, the GMS Team will produce the output: (Rpt.4) Rough Divisioning report which will be handed over to the TD and SM and distributed to the coaches waiting. Half an hour after the final consultation of the divisioning officials with the coaches, the GMS should produce: (Rpt.5) Divisioning report Two hours after the final consultation of the divisioning officials with the coaches the GMS should produce the reports: (Rpt.6) Distribution of Divisions per tatami (latest decision: it will be given in excel form) (RPt.7) Contest order per tatami (Rpt.8) Contest sheets per division The above reports should be handed over to the TD and the SM and distributed amongst coaches by the Village SID personnel and then to all relevant clients. Sport (JU) Version 6 Page 8 of 29

9 Before the competitions [Staging Area-SID] At the beginning of the day when the SID and staging area are operational (Rpt.6) Distribution of Divisions per tatami (excel) (Rpt.7) Contest order per tatami (Rpt.8) Contest sheets per division having been be printed by the GMS Team, shall be distributed by result runners as follows: All three reports above: 1) At the bulletin board of the SID in piles of 10 per report. 2) In suspension on the bulletin board and on the tables of the control personnel (one copy of the proper kind on each table) at the staging area (phase 1) 3) In sets corresponding to each chair on the table of the Press. 4) In sets corresponding to each chair on the table of the VIPs. The first two reports: 1) At the table places of the electronic scoreboard officials (one copy of the proper kind on each place). 2) Handed over to the announcers and the assigned Head referees (jury) of the tatamis (one copy of the proper kind to each of them). 3) At the bulletin board of the Families and the Spectators. Only the first report: Handed over to the Award Ceremonies Supervisor or put in his room. Only the second report: Handed over to the staging officials (phase 2)-one copy of the proper kind to each During the competitions The unfolding of each game shall be displayed on the scoreboards located in the field of play by the side of each tatami. The GMS, after every round of the games of a tatami is completed, should print: (Rpt.9) Contest results per division Result runners must hand it over to the TD and the SM or his assistant and suspended it on the bulletin board of the staging area and deliver it to the proper control table. Sport (JU) Version 6 Page 9 of 29

10 At the End of the Day The documents to be produced by the GMS and distributed through results runners are the ones below: (Rpt.10) Final results (Rpt.11) Divisions Award Order (Rt.12) Awarding Presentation Report (Rpt.13) Awarding Staging Report The above documents shall be distributed as follows: The first one: 1) One copy handed over to the Award Ceremonies Supervisor in his room. 2) One copy handed over to the control tables of the staging area (phase 1) 3) One copy handed over to the staging officials of the staging area (phase 2) 4) Pigeon holes of the SID. The second one: All the above, plus The announcer assigned by the presentation for the awarding. The third one: The announcer assigned by the presentation for the awarding. The forth one: 1) One copy handed over to the control tables of the staging area (phase 1) 2) One copy handed over to the staging officials of the staging area (phase 2) Sport (JU) Version 6 Page 10 of 29

11 Exceptional situation Should there exist more than 5 athletes in some divisions After the preliminaries Should there exist more than 5 athletes in some divisions, which means that in those divisions there shall be a stage of finals, the GMS should produce specifically for them right after the stage of preliminaries (Rpt.7) Contest order per tatami (for the 3 rd place) in the order set by the SM or his authorized assistant, and through result runners: 1) Hand a copy over to the TD, the SM, the announcers, the Head referees (jury) and the electronic scoreboard officials per tatami (one copy). 2) Suspend a copy on the bulletin board and put two copies on the tables of the control personnel of the staging area (phase 1) 3) Hand over two copies to the staging officials of phase 2. 4) Put a pile of 50 copies on the bulletin Board of the SID for the coaches to receive. 5) Put a pile of locally estimated number on the Press table. 6) Hand a copy over to the VIPs in person. 7) Put a copy on the bulletin board of the Families and the Spectators. After the end of all finals for the 3 rd place the GMS should produce (Rpt.7) Contest order per tatami (for the 1 st place) in the same order as above, unless changed by the SM or his assistant, and through result runners: Distribute it identically as above After the Finals The documents to be produced by the GMS and distributed through results runners are the ones below: (Rpt.13) Awarding Staging Report (Rt.12) Awarding Presentation Report (Rt.10) Final results The above documents shall be distributed as follows: The first one: 3) One copy handed over to the Award Ceremonies Supervisor in his room. 4) One copy handed over to the control tables of the staging area (phase 1) 5) One copy handed over to the staging officials of the staging area (phase 2) The second one: Sport (JU) Version 6 Page 11 of 29

12 The third one: Special Olympics Results Information System Judo Handed over to the announcer assigned by the presentation for the awarding. 1) Put in sets in the pigeon holes of the SID 2) Put in sets of locally estimated number on the Press table. 3) Hand over a set to the VIPs in person. 4) Put on the bulletin board of the Families and the Spectators. 5) In sets to all clients concerned Contest running and contest order presentation While a contest is on the run and being deployed, all results and time indications, shall be presented on electronic scoreboards by the side of each tatami, while manual scoreboards and stop watches shall be used simultaneously, for reason of back up. This equipment is considered as sport specific. Boards for extent use of the spectators presenting an updated short term contest order per tatami shall operate through a suitably placed projector Exceptional situation handling DNS = Did Not Start DNF = Did Not Finish DSQ = Disqualified The above initials will appear on the contest sheets if they occur. Sport (JU) Version 6 Page 12 of 29

13 4. Distribution Table The table has been created to show all relevant outputs, Description / Delivery Time and all involved client groups. It identifies which result/report go to which client and the quantity of each delivery. It also shows the method of delivery and the location that it will be delivered. Refer to Appendix 2 for Distribution List Sport (JU) Version 6 Page 13 of 29

14 Appendix 1- Judo Results / Reports Outputs Sport (JU) Version 6 Page 14 of 29

15 (Rt.1) Daily competition schedule Sport (JU) Version 6 Page 15 of 29

16 (Rt.1) Entry list per Delegation Sport (JU) Version 6 Page 16 of 29

17 (Rt.2) Bib Number Assignment Sport (JU) Version 6 Page 17 of 29

18 (Rpt.3) Weigh-in Lists Sport (JU) Version 6 Page 18 of 29

19 (Rpt.4) Rough Divisioning Sport (JU) Version 6 Page 19 of 29

20 (Rpt.5) Divisioning Report Sport (JU) Version 6 Page 20 of 29

21 (Rpt.6) Distribution of Divisions per Tatami Special Olympics Results Information System Judo Sport (JU) Version 6 Page 21 of 29

22 (Rpt.7) Contest Order per Tatami Sport (JU) Version 6 Page 22 of 29

23 (Rpt.8) Contest Sheet per Division Sport (JU) Version 6 Page 23 of 29

24 (Rpt.9) Contest Results Sport (JU) Version 6 Page 24 of 29

25 (Rpt.10) Final Results Sport (JU) Version 6 Page 25 of 29

26 (Rpt.11) Divisions Award Order Sport (JU) Version 6 Page 26 of 29

27 (Rpt.12) Awards Presentation Sport (JU) Version 6 Page 27 of 29

28 (Rpt.13) Awards Staging Sport (JU) Version 6 Page 28 of 29

29 Appendix 2- Distribution Table Special Olympics Results Information System Judo Sport (JU) Version 6 Page 29 of 29