Accreditation Manual 35 th National Games, Kerala 2015

Transcription

1 Accreditation Manual 35 th National Games, Kerala

2 DOCUMENT INFORMATION: Version no: 1.3 Version date: November 17, 2014 Prepared By: Accreditation Committee 35 th National Games Accreditation Committee, Kerala P a g e 2

3 TABLE OF CONTENTS 1 INTRODUCTION OBJECTIVE ACCREDITATION PROCESS KEY DATES AND TIMELINES ONE ACCREDITATION CARD PER PERSON POLICY ACCREDITATION OPERATION CENTERS VENUE ACCREDITATION HELP OFFICE (VAHO) ROLE OF VENUE ACCREDITATION HELP OFFICES (VAHOS): ACCREDITATION CARD FUNCTION OF ACCREDITATION CARD PERIOD OF VALIDITY OF THE ACCREDITATION CARDS RESPONSIBLE ORGANIZATIONS FOR ACCREDITATION CARD MODES OF ACCREDITATION DETAILS CAPTURE SAMPLE ACCREDITATION CARD LOCATION & OPERATION DATES OF ACCREDITATION CENTERS SUPPLEMENTARY ACCESS DEVICES DELIVERY OF ACCREDITATION CARDS ISSUE DETAILS OF ACCREDITATION CARDS DISTRIBUTION OF ACCREDITATION CARDS PLANNED AMONG CATEGORIES PROCEDURE OF OBTAINING AN ACCREDITATION CARD SENDING OF APPLICATION DETAILS ENTERING OF DATA IN ON-LINE ACCREDITATION APPLICATION INPUTTING DATA, TAKING PRINTOUTS & SENDING OF CONFIRMATION LISTS VERIFICATION OF DATA BY 35 TH NGOC CARD PRINTING DISTRIBUTION & ACTIVATION OF CARDS ACCREDITATION DATA DEADLINE DATA RECEIVED AFTER DEADLINE MODIFICATION OF DATA ISSUE & ACTIVATION OF ACCREDITATION CARDS RE-ISSUANCE OF ACCREDITATION CARD th National Games Accreditation Committee, Kerala P a g e 3

4 10.1 DAMAGED ACCREDITATION CARD CONTAINING INCORRECT INFORMATION UNUSED ACCREDITATION CARD RE-ISSUANCE OF ACCREDITATION CARD DATA ENTRY FORM FOR ACCREDITATION INSTRUCTIONS FOR ENTERING DATA THROUGH ON-LINE ACCREDITATION APPLICATION FAQ ANNEXURE ACCREDITATION CARD CATEGORIES RESPONSIBLE ORGANIZATION LIST SPORTS CODES STATE CODES th National Games Accreditation Committee, Kerala P a g e 4

5 1 Introduction This Manual serves as an information guide describing procedures for the issuance of an Accreditation Card use and instructions for completing the Application Form for Accreditation and the National Games Family List. The Accreditation program identifies registers and establishes the eligibility of all National Games participants and issues an accreditation Card to each which identifies the bearer and indicates the particular access to which they are entitled. Accreditation is the process that identifies and registers all National Games participants. This process establishes a participant s eligibility to enter a National Games Venue and the access entitlements they need to fulfil their role. National Games participants include amongst other groups of Committee, Contingent Officials, Team Officials, media, athletes and Technical Officials. The purpose of Accreditation is to ensure that only people who need to be in an area are there. The Accreditation Committee will issue to each person a Card indicating identity (who they are) and access entitlements (where they can go). Without this Card, a person will not be able to enter any accredited National Games area or a particular zone within that area. The 35 th National Games Organizing Committee-Kerala (35 th NGOC) will issue Accreditation Cards to all official National Games participants who have completed the designated accreditation processes. The following are the venue wise Sports to be conducted in all 7 districts and the schedule. District Venue Sport From Date To Date Thiruvanantha puram Greenfield Karyavattom Stadium, Opening Ceremony 31 st January ---- Aquatics Complex, Pirappancode Aquatics 1 st February 7 th February University Stadium Athletics 9 th February 13 th February Jimmy George Indoor Stadium Gymnastics 1 st February 6 th February Sreepadam Attingal Stadium, Kabaddi 9 th February 13 th February 35 th National Games Accreditation Committee, Kerala P a g e 5

6 Sreepadam Attingal Stadium, Kho Kho 1 st February 5 th February Indoor Agriculture Vellayani Stadium, College, NetBall 1 st February 5 th February NH Kovalam Bypass, Triathlon 12 th February 13 th February Indoor Agriculture Vellayani Stadium, College, Taekwondo 10 th February 13 th February Tennis Complex, Kumarapuram LNCPE Stadium/Karyavattom Stadium Chandrasekharan Nair Stadium LNCPE Velodrome, Karyavattom Jimmy George Indoor Stadium Tennis 1 st February Wushu 7 th February Squash 1 st February Cycling 5 th February Handball 8 th February 8 th February 13 th February 4 th February 13 th February 13 th February Shooting Vattiyoorkkavu Range, Shooting - Pistol/Rifle 1 st February 7 th February Shangumugham Beach Beach Handball 1 st February 5 th February Kollam New Hockey Stadium Hockey 1 st February 11 th February Lal Bahadur Shastri Corporation Stadium Rugby Sevens 11 th February 13 th February Alapphuza Vembanad Lake Canoeing & Kayaking 10 th February 13 th February Vembanad Lake Rowing 2 nd February 5 th February Kochi Jawahar Lal Nehru Stadium Rajiv Gandhi Indoor Stadium Archery 1 st February Badminton 9 th February 9 th February 13 th February 35 th National Games Accreditation Committee, Kerala P a g e 6

7 CIAL Convention Center, Nedumbassery CIAL Golf Course Nedumbassery Fencing 9 th February Lawn Bowls 1 st February 13 th February 9 th February Munambum Beach Yachting 1 st February 5 th February Rajiv Gandhi Indoor Stadium Table Tennis 1 st February 5 th February Trissur Corporation Stadium Football (Women) 1 st February 10 th February VKN Menon Indoor Stadium Judo 10 th February 13 th February VKN Menon Indoor Stadium Weightliftin g 1 st February 5 th February Indoor Thriprayar Stadium Boxing 6 th February 13 th February Police Academy Shooting Range Shooting - Trap & Skeet 1 st February 8 th February Kozhikode Corporation Stadium & Medical College Stadium Football (Men) 1 st February 9 th February VKK Menon Indoor Stadium Volleyball 9 th February 13 th February Kozhikode Beach Beach Volleyball 1 st February 5 th February Indoor Mundayad Stadium Basketball 9 th February 13 th February Kannur Indoor Stadium Mundayad Wrestling 1 st February 4 th February 35 th National Games Accreditation Committee, Kerala P a g e 7

8 2 Objective The Accreditation Program identifies, registers and establishes the eligibility of all National Games participants (Viz. Athletes, Team Officials, Technical Officials, Delegation Officials, Federation Officials, Organizing committee Officials etc) and issues an Accreditation Card to each accredited individual. With a good service focus at all times, this will be achieved through the provision of the following services: Implementation of the Accreditation Card System (which is an integral part of GEMS offered by CMC) Operation of Accreditation Centres, at the following identified locations: The Main Accreditation Centre (MAC) in Thiruvananthapuram Accreditation Centre at each district of 7 districts where games are going to be conducted Venue Accreditation Help Offices (VAHO) at each competition venue Games Village Accreditation Centre The Games Family Hotel Accreditation Centre The Accreditation process helps to uphold the integrity of the National Games by allowing athletes, delegates, operational personnel and media to perform their functions in a secure and organized environment, reserved for those people serving in an official capacity. Working on the premise or access to National Games venues can only be gained either with a duty pass or with a valid Accreditation card. The Accreditation department will establish, manage and implement appropriate Accreditation policies and procedures. The end result of the Accreditation process is the delivery of an Accreditation Card to the eligible and authorized individuals that identifies the holder and visually displays the specific access rights and/or other privileges needed to perform the holder s function. Accreditation is reserved for persons, as determined by the Federation and/or those performing a role or function necessary to the staging of the National Games. In the case of NGOC-Kerala service providers and contractors the Accreditation Card is a "Work Permit" for its holder, all access rights are assigned in accordance with the requirements of each approved function. Thus, each person needing Accreditation will be granted access to the venues and to the zones within the venues necessary for the performance of the approved function. Respective Responsible Organizations will have to nominate the respective games participants Accreditation Category wise. Organizing committee officials will nominate the other committee/subcommittee officials. State Olympic (SOA) Officials will nominate 35 th National Games Accreditation Committee, Kerala P a g e 8

9 Athletes, Team Officials and Contingent Officials. Associations/Federations will nominate the Technical Officials. Athletes for whom their State Olympic Association (SOA) has not applied for accreditation will not be able to participate in the events. 35 th National Games Accreditation Committee, Kerala P a g e 9

10 3 Accreditation Process Key Dates and Timelines Sl. No. Description From Date To Date 1 Availability of On-line Accreditation 1 st December rd January 2 Availability of Bulk Accreditation 1 st December rd January 3 Availability of Spot Accreditation Centers 24 th January 14 th February 35 th NGOC issues User IDs, Passwords and User Instructions Guide to the State Olympic Association (SOAs), National Sports Federations, IOA: 1 st December th National Games Accreditation Committee, Kerala P a g e 10

11 4 One Accreditation Card per Person Policy Each accredited individual will be restricted to being issued with one Accreditation Card to perform his or her National Games function. If an accredited individual loses their Card, the status will be cancelled in the Accreditation System and another Card (with the same privileges) will be printed. Only one Card will be live at any one time. Each request covering more than one pass will be assessed on a case by case basis. The decision of 35 th NGOC will be final. Where there are sensitivities regarding a participant s dual role, 35 th NGOC Accreditation subcommittee will liaise with the relevant functional areas and the IOA/SOA to determine the most appropriate course of action. Date 35 th National Games Accreditation Committee, Kerala P a g e 11

12 5 Accreditation Operation Centers Main Accreditation Centre (MAC) To produce and deliver Accreditation Cards to the Committee, workforce (volunteers and other staff), partners, Sponsors, contractors and venue stakeholders. It is available in Thiruvananthapuram only. Bulk Accreditation will also be available at this centre. It handles processing of both on-line & Bulk Accreditation entries and printing of Accreditation Cards. This centre also consists of the following activities: Processing of On-line Accreditation Entries Entry & Processing of Bulk Accreditation Forms Screening & printing of Accreditation Cards Games Village Accreditation Centre (GVAC) To produce and deliver Accreditation Cards in real time to senior officials, Athletes, Team officials during Games time Games Hotel Accreditation Centre (GHAC) To produce and deliver Accreditation Cards in real time to IOA officials, NSF Officials, NGOC officials during Games time District Accreditation Centre (DAC) To produce and deliver duplicate Accreditation Cards to the Committee, workforce (volunteers and other staff), partners, Sponsors, contractors and venue stakeholders for the lost/stolen cards. It is available in all other districts except Thiruvananthapuram of all the games conducting districts. In Thiruvananthapuram the MAC will also act as DAC. 35 th National Games Accreditation Committee, Kerala P a g e 12

13 6 Venue Accreditation Help Office (VAHO) The main function of VAHOs at the Games time is to provide passes to Accredited persons who have either temporarily forgotten their Games Accreditation Card or have lost or had their Card stolen, he/she will be issued with a Day Pass for that day before going to the District Accreditation Centre (DAC) to have their pass replaced for future access. For Lost and Stolen Cards: A Day Pass form must be completed and signed by the applicant A Day Pass is issued for the day to the applicant Accreditation Coordinators at the VAHO will report the cases to the respective Accreditation Centre situated in each district A duplicate card will be prepared at DAC and the applicant has to collect it from DAC at the appointed time In all cases the lost / stolen Cards will be cancelled in the Accreditation System. 6.1 Role of Venue Accreditation Help Offices (VAHOs): Issues Day Passes Takes care of the Accredited Areas Access Signage s. [Note: The team needs to prepare venue specific Posters and provide the same to security personnel as required] 35 th National Games Accreditation Committee, Kerala P a g e 13

14 7 Accreditation Card 7.1 Function of Accreditation Card Accreditation Card contributes to an efficient operating environment for the Games. This is done by providing control over the number of people in any particular venue or area, and restricting access to particular places to only those individuals who have a reason to be there. The Games facilities are designed to service a certain number of people. If these numbers are exceeded then service quality and safety cannot be assured. It is important to note that whilst Accreditation is an integral part of the security for the venue, Accreditation is not the security system. It is primarily for efficiency and safety. 7.2 Period of validity of the Accreditation Cards The Accreditation Card is effective from 31 st January to 14 th February. The Athletes & Team Officials cards access & privileges will be lapsed one day after the completion of the participating event. 7.3 Responsible Organizations for Accreditation Card Responsible Organizations are 35 th NGOC recognized organizations which serve as official organizations for accreditation/duty pass issues for all official participants and 35 th NGOC. 35 th NGOC will only deal with responsible organizations. It will not deal with individual participants or teams. Responsible Organization Users Code Indian Olympic Association 1 IOA 35 th National Games Organizing Committee including Media th NGOC National Sport Federation 35 NSF State Olympic Association 35 SOA 7.4 Modes of Accreditation details Capture There are three types of Accreditation details Capture modes. They are On-line Bulk 35 th National Games Accreditation Committee, Kerala P a g e 14

15 Spot Accreditation On-line accreditation is having facility to capture the participants details of all categories except Media. Media Accreditation will be done using Bulk mode. Spot accreditation is useful for the unexpected participants like Protocol Guests etc. The following table provides the mode of entries to be done by each responsible Organization for different Accreditation Categories. Category of Persons Responsible Organization No. Accounts/users of Mode Accreditation Entry of Athletes State Olympic Association (SOA) One for each state On-line Team Officials SOA Same user as above On-line Contingent Officials SOA Same user as above On-line State Officials Association SOA Same user as above On-line Technical Officials NSF One for each National Sport Federation On-line NSF members NSF Same user as above On-line Organizing members Volunteers Committee including 35 th NGOC (Conveners of each subcommittee) One for each Subcommittee & Accreditation Team On-line, Bulk Protocol Guests Convener, Committee Protocol On-line, Spot Bulk, Government Officials Convener, Committee Protocol On-line, Spot Bulk, Invitees Convener, Committee Protocol On-line, Spot Bulk, Media Identified Agency/Media Coordinator Media On-line, Entry Bulk 35 th National Games Accreditation Committee, Kerala P a g e 15

16 *Bulk Entries will be carried out by the Accreditation Staff deployed at Main Accreditation Centre (MAC) *Spot Entries will be carried out by the Accreditation Staff deployed at Accreditation centre available at each respective District 7.5 Sample Accreditation Card 7.6 Location & Operation dates of Accreditation Centers Sl.No. Accreditation Centre Location Operation Period Category From Date To Date 1 On-line Accreditation Internet 1 st December rd January All Categories except Media 2 Main Accreditation Centre Thiruvananthapuram 1 st December rd January All Categories 3 Games Village Accreditation Centre (Spot) At each games village available in each district 24 th January 14 th February Athletes, Team officials 35 th National Games Accreditation Committee, Kerala P a g e 16

17 7.7 Supplementary Access Devices Supplementary Access Devices are issued for the purpose of supplementing access for those functions that are not covered by Accreditation Pass Operations Systems. These devices are designed to manage access into the specific areas within competition venues. Supplementary Devices will be provided by 35 th NGOC Accreditation subcommittee, but will be issued to approved individuals by the relevant sub committees List of all Supplementary Access Devices Sl.No. Type of Supplementary Access Device Description 1 Day Pass A Day Pass provides access for previously accredited personnel at Competition or Non-Competition Venues only for a Specific Day. 2 Upgrade Pass A Upgrade Pass provides access to required new zones & Venues which are not available in Accreditation card provided. This Upgrade pass should be carried along with Accreditation Card. Upgrade pass will be issued only at MAC & DAC for all categories. However the upgrade passes for the contingent will be provided at Games Village Accreditation Centre also. 7.8 Delivery of Accreditation Cards Sl.No. Category of Cards To be delivered to 1 Contingent Officials, Athletes, Team Officials Accreditation Cards state wise as a bulk 2 Associations/Federations & Technical Officials Respective state Contingent officials by identified Liaison Officers Respective Federation Officials/Competition Manager 3 Committees/Sub committees Respective Committee officials 4 Protocol Guests, 35 th NGOC, Invitees, Observers, Government Officials 35 th NGOC 5 Media Main/District Media Center 35 th National Games Accreditation Committee, Kerala P a g e 17

18 7.9 Issue Details of Accreditation Cards S.No. Category of Cards Cards to be issued at Cities/venues 1 Contingent Officials As per the Place of Stay 2 Athletes City/Town in which participating sport is conducted 3 Team Officials City/Town in which participating sport is conducted 4 Technical Officials City/Town in which participating sport is conducted 5 All Others As per the Place of Stay 7.10 Distribution of Accreditation Cards Planned among Categories S.No. Category of Cards No. of Cards Planned Cumulative Total 1 Committee 2,500 2,500 2 Contingent Officials 1,000 3,500 3 Athletes 8,000 11,500 4 Team Officials 1,500 13,000 5 Technical Officials 1,100 14,100 6 Federations/Associations ,500 7 SOA Officials ,000 8 All Others (Media, Sponsors, Service Providers, Security etc) 10,000 25, th National Games Accreditation Committee, Kerala P a g e 18

19 8 Procedure of Obtaining an Accreditation Card 35 th NGOC will issue Accreditation Card based upon the Accreditation entries submitted by the above mentioned Responsible Organizations in accreditation system. The Following steps are involved: 8.1 Sending of Application Details 35 th NGOC will send the following documents to each Responsible Organization: The 35 th National Games Kerala Accreditation Manual On-line Accreditation Application user Id & Password 8.2 Entering of data in On-line Accreditation Application Each Responsible Organization should finalize the participants list and enter the details of participants as required in the on-line accreditation application only. The applicants recent front facing color passport size (32mm X 42mm) photo with plain background to be uploaded to the system. There will be pre-defined quota of entries for each category & sub category so that only the mentioned number of entries can be submitted. There is a facility to enter & Save the number of entries exactly double the number of quota provided to each sub category. Once list is finalized then the exact quota of records can be Submitted in the system. 8.3 Inputting Data, Taking printouts & Sending of Confirmation Lists After completion of all entries & submission, each Responsible Organization should print the checklists of entered details along with photo and authorize all the entries by signing on the print out. These signed & sealed sheets should be sent to the 35 th NGOC as confirmation lists. 8.4 Verification of data by 35 th NGOC After receiving the confirmation lists, 35 th NGOC verifies the data available in the on-line application with the data confirmed by each responsible organization. The records which are not available in confirmation list will be rejected by 35 th NGOC and they will not be processed further for card printing. The 35 th NGOC may choose to process entries for security verification from time to time as needed. 8.5 Card Printing All approved entries will be processed further to print the accreditation cards for each participant. 35 th National Games Accreditation Committee, Kerala P a g e 19

20 8.6 Distribution & Activation of Cards The printed cards will be handed over to the respective contingent officials/ Authorized representative once they reach to Kerala for Games. Once these cards are delivered they will automatically get activated. The following table illustrates where the Accreditation Cards to be issued. S.No. Type of Cards To be delivered to Cards to be issued at Cities/venues 1 Contingent Officials Respective state Contingent officials 2 Athletes Respective state Contingent officials 3 Team Officials Respective state Contingent officials 4 Technical Officials Respective Federation Officials 5 All Others Respective Responsible Organizations As per the Place of Stay City/Town in which participating sport is conducted City/Town in which participating sport is conducted City/Town in which participating sport is conducted As per the Place of Stay 35 th National Games Accreditation Committee, Kerala P a g e 20

21 9 Accreditation Data Deadline Data Entry of all participant details should be completed by 31 st December 2014 through the on-line application. The signed & sealed confirmation lists should reach the 35 th NGOC by 7 th January,. The confirmed Lists should be sent to the following address: 9.1 Data Received after Deadline Accreditation Officer, National Games Secretariat, Chandrasekhar Nair Stadium, Palayam, Thiruvananthapuram, Kerala, INDIA. PIN After 15 th January the user accounts provided to each responsible organization will be disabled and the on-line application will not be accessible for making entries. For some special cases the participant data need to be filled in the physical application form available by pasting the latest passport size colour photograph on it and to be sent all the physical forms to the above mentioned address. The decision of accepting the late submitted entries is the sole discrimination of 35 th NGOC. 9.2 Modification of Data Modification of entries made can be entertained till the entries are in saved mode. Once the record is submitted then modification will not be allowed to update the data. Check thoroughly and make sure that all details are correct before submitting the saved records. The 35 th NGOC will not entertain any modification requests after submitting the data. 9.3 Issue & Activation of Accreditation Cards The printed accreditation cards will be issued to the respective contingent officials and will be updated in delivery list. Once the delivery status updated as delivered then automatically the card gets activated. Once activated, it serves as the official Accreditation Card for the Games. When presented, it allows entry to venues and areas where the Games are taking place. 35 th National Games Accreditation Committee, Kerala P a g e 21

22 10 Re-issuance of Accreditation Card 10.1 Damaged Accreditation Card containing incorrect information If any major error is made in the process of distributing an Accreditation Card by respective contingent team or if the information on the Accreditation Card is incorrect, the Card will be cancelled. All Accreditation Cards that are damaged or cancelled must be handed over to 35 th NGOC with a letter signed by the authorized person. The letter should state the reason for cancellation and provide the corrected information, as necessary by submitting a new application form. If damaged or cancelled cards are not returned with a memorandum requesting reissuance, the replacement of the participants Accreditation card may not be permitted Unused Accreditation Card If an issued Accreditation Card is not used due to replacement, cancellation of participation or any other reasons, the card must be returned to the Accreditation Centre by the Chef de Mission or his/her representative in Kerala. If unused Accreditation Card is not returned, the authorized person of the contingent must explain the reason for not returning the unused cards in a detailed letter Re-issuance of Accreditation Card If an issued Accreditation Card is lost or stolen in Kerala, a detailed report should be made to the relevant contingent official, who must then inform the 35 th NGOC. Lost or stolen Cards will be cancelled in the accreditation system by 35 th NGOC immediately. A new Accreditation Card will be provided to the participant later. Lost or stolen Accreditation Cards will not be valid even if they are recovered at a later date. In the case of the Accreditation Card being lost or stolen in Kerala, the Card Bearer must fill in the form of "Lost and Stolen Accreditation Card" and send to or hand over to the Accreditation Centre immediately. Lost or stolen Cards will be cancelled in the Accreditation system and access to any of the National Games areas will no longer be allowed even if the Card is recovered at a later date. In order to be re-issued with a new Card, the individual concerned must fill out the form of "Application for Re-issuing an Accreditation Card" and have it signed and sealed by the Chef de Mission or his/her representative and submit the Form at the Main Accreditation Centre. After the submission of the "Application for Re-issuing the Accreditation Card" is accepted, the Cards will be re-issued as soon as possible. 35 th National Games Accreditation Committee, Kerala P a g e 22

23 11 Data Entry Form for Accreditation Data entry form Available in On-line application is: 11.1 Instructions for entering data through on-line Accreditation application Please read this information carefully before entering the data into the Application Form. Application Forms which are completed incorrectly or which is illegible will not be processed How to fill in the Application Forms It is preferred to have all information in CAPITAL LETTERS. The photograph used on the Application Form must comply with the following points: 35 th National Games Accreditation Committee, Kerala P a g e 23

24 Obtain a recent passport quality COLOUR photograph which accurately represents the bearer's current appearance. The photograph should be 32mm x 42mm in size, and was taken within six months, showing a view of the face from the front without a hat or dark glasses, the upper half of the body only, with plain background and without retouching. Photo Details: Width: 3.2 CM or 189 pixels Height: 4.2 CM or 248 pixels Resolution: 150 DPI File Format: JPG Place of Stay Where the applicant want to stay during games time out of 7 districts games are going to be conducted Thiruvananthapuram (TVM) Kollam (KLM) Alappuzha (ALP) Ernakulam (EKM) Thrissur (TSR) Kozhikode (KKD) Kannur (KNR) Responsible Organization Enter the name of the Organization the applicant represents. Family Name 35 th National Games Accreditation Committee, Kerala P a g e 24

25 The applicant's family name should be entered in capital letters, exactly as it appears in application's travelling document or a valid identification document. Given Name The applicant's given name should be entered in capital letters, exactly as it appears in application's travelling document or a valid identification document if Indian. Date of Birth Enter the applicant's date of birth, in the format "dd/mm/yyyy" (Day/Month/Year).The Date of birth should be the same as the one that appears in the applicant's travelling document or a valid identification document. Gender Choose either "Male" or "Female". Blood Group Enter the applicant's blood group. The blood group should be the same as the one that appears in the applicants travelling document. State Representing Enter the state the applicant representing. Current Address (Locality, Town, City, State) Enter the complete address, including town, city and state where the applicant is currently residing Passport Number/No. of Identification Card Enter the applicant s valid identification document number. Identification Document Place of Issue Enter the place of issue as recorded in the identification document of the applicant. Issue Date of Passport/Identification Card Enter the issue date as recorded in the valid identification document. The date must be earlier than Expiry Date of Passport/Identification Card Enter the expiry date as recorded in the travelling document of the applicant or valid identification document. The date must be later Function 35 th National Games Accreditation Committee, Kerala P a g e 25

26 Choose the Function which best corresponds with the applicant's official duties at the National Games Kerala. Sport/Discipline (If appropriate) Choose the Sport/Discipline the applicant represents. This is required for Athletes and Technical Officials only. Mobile No & ID (For Athletes & Technical Officials) Provide the Athlete/Technical Official mobile number & Id Event (If appropriate) Select the events the athlete is participating Name on Certificate (If Appropriate) The name, what the participant is expecting to be printed on Participation Certificate Important Instructions to make entries using the system: There are 3 types of operational modes for entries Save Submit Delete Once the entry is made in the system the record will be in saved mode. You can modify or delete the record when the record is in Save mode only. The records can be saved without photograph also. But cannot be submitted without photographs In Save mode the entries can be allowed double the number of quota provided for each sub category. Once all the records are entered into the system and the participant list is finalized by the Responsible Organization (SOA, Federations etc) then those participant records can be Submitted in the system. Only the exact number of records equivalent to the quota provided for each sub category can be Submitted. The submitted records report (provided in the system) need to be generated, printed and to be sent to Accreditation Committee with official signature & stamp for verification process of records in the Accreditation system by Accreditation Committee officials. 35 th National Games Accreditation Committee, Kerala P a g e 26

27 Only Submitted records will be processed further and Accreditation cards will be printed. Once submitted it is not possible to modify or delete the records. It is requested to verify the details of entries made and available in the system before submitting. Sometimes if the details of the submitted record is not clear then the Accreditation Committee may send back the entry by marking as Review by providing the reason during verification process. These review records are visible to the user and the user can update the records according to the reason provided and can submit once again. The verification status of all submitted records is available in the dashboard once logged in into the system. 35 th National Games Accreditation Committee, Kerala P a g e 27

28 12 FAQ 1. What will be the last date for submission of entries using on-line? A. The last date for submitting on-line entries is 31 st December However the on-line system will be available till 15 th January. But there is no guarantee that the records will be processed for entries made from 1 st January. So it is requested to complete the entries by 31 st December 2014 only for getting the Accreditation Cards. 2. Who will be provided UserID & Passwords to enter details into the system? A. 35thNGOC will identify the Responsible Organizations and provide unique UserID & passwords to them. Each State/UT SOA will be provided with a unique userid & password to make entries of their state athletes, team officials, contingent Officials, SOA officials etc. Each sport federation/association will be provided with a unique userid & password so that they can enter the Technical officials, members of sports associations etc. 3. Is the normal public individual who is willing to participate in the games can apply for Accreditation Card? A. No. Accreditation is through nomination only. It is not possible for a normal public individual to apply for the Accreditation card. They can register themselves in Volunteer system to participate in games as Volunteer if the eligibility criteria are matched. 4. Is the Accreditation Card must for all the participants? A. Yes. The Accreditation Card is must for all the Participants in the games. The participants will not be allowed into the Games venues & Games Village without Accreditation Card. 5. Can a participant have more than one Accreditation Card? A. No. A participant cannot have more than one Accreditation card at any point of time. 6. How to enter into the Games venues if Accreditation Card is forgotten? A. At each Venue a Venue Accreditation Help Office (VAHO) will be available. The participant can contact VAHO and able to get the Day Pass for that day, If Accreditation card is forgotten. With the help of Day Pass the participant can enter into the Games Venues. 7. Will the Day Pass be provided to the persons who have not Accredited for the National Games? 35 th National Games Accreditation Committee, Kerala P a g e 28

29 A. No. The Day Pass will be provided to the participants who are Accredited for the Games. 8. Where to get the duplicate Accreditation Card? A. The duplicate Accreditation Card will be provided at the Main Accreditation Centre (MAC) and also District Accreditation Centre (DAC) deployed at each district of 7 districts. 9. How to intimate the Lost/Stolen Accreditation Card information? A. In the case of the Accreditation Card being lost or stolen in Kerala, the Card Bearer must fill in the form of "Lost and Stolen Accreditation Card" and send to or hand over to the Main Accreditation Centre immediately. Lost or stolen Accreditation Cards will not be valid even if they are recovered at a later date. 10. What is the process for Re-Issuance of a new card? A. In order to be re-issued with a new Card, the individual concerned must fill out the form of "Application for Re-issuing an Accreditation Card" and have it signed and sealed by the Chef de Mission and submit the Form at the Main Accreditation Centre. After the submission of the "Application for Re-issuing the Accreditation Card" is accepted, the Cards will be re-issued as soon as possible. 11. What is the validation period of Accreditation Card? A. The Accreditation Card is effective from 31 st January to 14 th February. The Athletes & Team Officials cards access & privileges will be lapsed one day after the completion of the participating event. 35 th National Games Accreditation Committee, Kerala P a g e 29

30 13 Annexure 13.1 Accreditation Card Categories Broad Category 35th National Games Categories Print Code Color Code Committee OC Gold NGOC Chairman Description Committee OC Gold NGOC Chief Coordinator Committee OC Gold NGOC Convener Committee OC Gold NGOC Director Committee OC Gold NGOC Director General Committee OC Gold NGOC Additional Director General Committee OC Gold NGOC Executive Committee members Committee OC Gold NGOC General Convener Committee OC Gold NGOC CEO Committee OC Gold NGOC Guest Committee OC Gold NGOC Joint Secretary Committee OC Gold NGOC Member Committee OC Gold NGOC Organising Secretary Committee OC Gold NGOC Assistant Organizing secretary Committee OC Gold NGOC Organizing Secretary General Committee OC Gold NGOC Patron in Chief Committee OC Gold NGOC Patrons Committee OC Gold NGOC President Committee OC Gold NGOC Sr. Vice-Chairman Committee OC Gold NGOC Treasurer Committee OC Gold NGOC Vice President Committee OC Gold NGOC Vice-Chairman Committee OC Gold NGOC Working Chairman Committee OC Gold Committee Chairman Committee OC Silver Convener - Committee Committee OC Silver Sub-Committee Members Committee Ss Silver Chairman/MD of Main Sponsors District Committee DOC Gold DOC Chairman District Committee DOC Silver DOC General Convener District Committee DOC Silver DOC Secretary District Committee DOC Silver DOC Joint Secretary District Committee DOC Silver DOC Convener District Committee DOC Red DOC Venue Administrator District Committee DOC Red DOC Venue Sports Manager 35 th National Games Accreditation Committee, Kerala P a g e 30

31 District Committee DOC Red DOC Venue Operations Manager District Committee DOC Silver DOC Sub-Committee Chairman District Committee DOC Silver DOC Sub-Category Convener District Committee DOC Silver DOC Sub-Category Member District Committee DOC Red DOC Office Management Staff Contingent officials B Gold Chef de Mission Contingent officials C Blue Attaché Contingent officials C Blue Dy. Chef de Mission Contingent officials Fa Blue Contingent Doctor Contingent officials Fa Blue Contingent Manager Contingent officials Fa Blue Contingent Treasurer Contingent officials Fa Blue Other Accompanying Officials District Sports Council DSA Violet Executive Committee Directorate of Sport & Youth Affairs DSY Gold Director Directorate of Sport & Youth Affairs DSY Gold Additional Director Kerala State Sports Council KSC Gold President Kerala State Sports Council KSC Gold Secretary Kerala State Sports Council KSC Gold Vice President Kerala State Sports Council KSC SIlver Members Government Officials GO SIlver Advisor to Departments Government Officials GO Gold Advisors to Ministers Government Officials GO Gold Department Heads Government Officials GO Gold Union Sport Ministry Officials Invitees Cm SIlver International Medal Winners Invitees Cm SIlver National Sports Award Winners Invitees Cs SIlver National Padma Award Winners Invitees DG SIlver Distinguished Personalities Invitees NNG Gold Chairman of OC-Next National Games IOA IOA Gold IOA Administrative Personnel IOA IOA Gold IOA Executive Committee IOA IOA Gold IOA Executive President IOA IOA Gold IOA Joint Secretary IOA IOA Gold IOA Life President IOA IOA Gold IOA President IOA IOA Gold IOA Secretary General IOA IOA Gold IOA Treasurer IOA IOA Gold IOA Sr. Vice President IOA IOA Gold IOA Vice President IOA OT Orange IOA Supporting Staff 35 th National Games Accreditation Committee, Kerala P a g e 31

32 IOA GU SIlver IOA Guest Media E Yellow Journalist Media E Yellow Technical Staff Media ENR Yellow Electronic Press Personnel Media EP Yellow Photo Journalist Media Et Yellow Other Support Staff of Media Media Ea Yellow Assistants MPC/VMH Host Broadcaster HB Brown Senior Personnel Broadcaster Host Broadcaster HB Brown Production Personnel Broadcaster Host Broadcaster HB Brown Technical Personnel Broadcaster Medical FA MC Gold Dope Control Medical FA MC Gold Medical Commission Medical FA MC Red Medical Officers Medical FA MC Red Support Staff for Medical Officers NSF NSF Silver NSF Accompanying Guest NSF NSF Gold NSF Secretary General NSF NSF Gold NSF President NSF NSF Silver NSF Executive Committee Member NSF OT Orange Support Staff of Sports Federations Observer OBS Pink Observer Player F Green Competitors Protocol Guests G Gold CM Accompanying Guest Protocol Guests G Silver Councilors Protocol Guests G Silver Municipal Corporators Protocol Guests G Silver Guest Protocol Guests G Gold Mayor / Dy. Mayors Protocol Guests G Gold Secretaries Protocol Guests G Gold State Chief Minister Protocol Guests G Gold State Ministers Protocol Guests G Gold Union Ministers Protocol Guests G Gold Union Sports Minister Protocol Guests G Gold Member of Parliament Protocol Guests G Gold Member of Legislative Assembly Protocol Guests G Gold Panchayat President Security X Grey Security Commander Security X Grey Venue Security Commander Security X Grey Dy. Venue Security Commander Security X Grey Security Coordinator Security X Grey Security Assistant Service Provider IT Violet Information Technology Providers 35 th National Games Accreditation Committee, Kerala P a g e 32

33 SOA OT Orange Support Staff of State Olympic Association SOA SOA Silver Delegate SOA SOA Silver SOA Accompanying Guest SOA SOA Silver SOA Administrative Personnel SOA SOA Gold SOA President SOA SOA Gold SOA Secretary General Telcom & Infrastructure Management Sponsors OT Orange Officials Sponsors Ss Silver Co-Sponsors Sponsors Ss Silver Officials of Main Sponsors Sports Authority Of India SAI Gold Director General - SAI Sports Authority Of India SAI Gold Regional Director - SAI Sports Authority Of India SAI Silver Other Officials of SAI Sports Authority Of India SAI Gold Secretary - SAI Sports Authority Of India OT Orange Support Staff of SAI SSA SSA Gold President SSA SSA Gold Vice President SSA SSA Gold Secretary SSA SSA Silver Treasurer SSA GU Silver SSA Guest SSA OT Orange Support staff of State Sports Associations Team Officials FO Green Coaches Team Officials FO Green Doctor Team Officials FO Green HQ Team Official Team Officials FO Green Masseur Team Officials FO Green Medical Personnel Team Officials FO Green Physiotherapist Team Officials FO Green Press Attache Team Officials FO Green Team Manager Team Officials FO Green Team Official Team Officials FX Green Extra Official Technical Officials D Light Blue Competition Director Technical Officials D Light Blue Competition Manager Technical Officials Dn Light Blue Announcers Technical Officials Dn Light Blue Jury Technical Officials Dn Light Blue Judge Technical Officials Dn Light Blue Referee Technical Officials Dn Light Blue Other Technical Officials Technical Officials Dn Light Blue Scoreboard Operators Technical Officials Dn Light Blue Technical Officials 35 th National Games Accreditation Committee, Kerala P a g e 33

34 Workforce WKf Red NGOC Taskforce Workforce WKf Red NGS Taskforce Volunteer V Grey Volunteers (General) Volunteer V Grey Volunteers (Sport Specific) Volunteer V Grey Liaison Officer - Volunteer 13.2 Responsible Organization List Sports Organizations Affiliated Organization 35 th NGOC (Sports Organizations coming under NGOC)* *Kerala State Sports Council/District Sport Council/Directorate of Sports/State & District Sports Associations Indian Olympic Association State Olympic Association National Sports Federation Code 35 th NGOC IOA SOA NSF 35 th National Games Accreditation Committee, Kerala P a g e 34

35 National Sports Federations Organization Athletics Federation of India Archery Association of India Basketball Federation of India Badminton Association of India Indian Amateur Boxing Federation Cycling Federation of India Fencing Association of India All India Football Federation Gymnastics Federation Of India Handball Federation of India Indian Hockey Federation Judo Federation of India Amateur Kabaddi Federation Of India Indian Kayaking and Canoeing Association Kho Kho Federation of India Netball Federation of India Rowing Federation of India Indian Rugby Football Union National Rifle Association of India The Squash Rackets Federation of India Swimming Federation of India Table Tennis Federation Of India Taekwondo Federation Of India All India Tennis Association Indian Triathlon Federation Volleyball Federation Of India Indian Weightlifting Federation Wrestling Federation of India Code AFI AAI BFI BAI IABF CFI FAI AIFF GFI HFI IHF JFI AKFI IKCA KKFI NFI RFI IRFU NRAI SRFI SFI TTFI TFI AITA ITF VFI IWF WFI 35 th National Games Accreditation Committee, Kerala P a g e 35

36 Organization Wushu Association of India Yachting Association of India The Indian Golf Union Code WAI YAI IGU 35 th National Games Accreditation Committee, Kerala P a g e 36

37 13.3 Sports Codes Sport Code Sport Code Archery AR Lawn Bowls BS Athletics AT Netball NB Badminton BM Rowing RO Basketball BB Rugby 7S RB Beach Handball BH Shooting SH Beach Volleyball BV Squash SQ Boxing BX Swimming SW Canoeing Kayaking Cycling Fencing Football Gymnastics Handball Hockey Judo Kabaddi & CA CY FE FB GY HB HO JU KB Table Tennis Taekwondo Tennis Triathlon Volleyball Weightlifting Wrestling Wushu Yatching TT TA TE TR VB HA WR WU YA Kho Kho KK 35 th National Games Accreditation Committee, Kerala P a g e 37

38 13.4 State Codes State/UT Name Code State/UT Name Code Andaman Nicobar ADN Madhya Pradesh MPD Andhra Pradesh APD Maharashtra MHR Arunachal Pradesh ARP Manipur MNP Assam ASM Meghalaya MGH Bihar BHR Mizoram MZM Chhattisgarh CHG Nagaland NGL Chandigarh CNG Orissa ORS Delhi DLH Pondicherry PON Daman And Diu DND Punjab PNJ Dadra and Nagar Haveli Gujarat DNH GJR Rajasthan Services Sports Control Board RJT SCB Goa GOA Sikkim SKM Himachal Pradesh HPD Tamil Nadu TMN Haryana HRN Telangana TGS Jammu Kashmir JNK Tripura TRP Jharkhand JRK Uttar Pradesh UPD Kerala KRL Uttarakhand UTL Karnataka KRT West Bengal WBG Lakshadweep LKD 35 th National Games Accreditation Committee, Kerala P a g e 38