International Tournament Entry Policy

Transcription

1 Background International Tournament Entry Policy According the Badminton World Federation (BWF) General Competition Regulations, a player or pair intending to compete in BWF sanctioned international tournaments is required to be entered by the BWF Member Association of which the player / pair is a member. United States players must therefore be entered in international tournaments by USA Badminton (USAB). International tournament entry requires a collaborative effort between athletes and the USA Badminton National Office. The USAB Office, High Performance Advisory Group (HPAG), and the USAB Athlete Advisory Council (AAC) have collaborated and developed the following guidelines in order to better improve athletes entries. This policy is endorsed by the USAB Board of Directors. Policy Rationale Athletes - USAB International Tournament Entry Policy (ITEP), formerly known as International Tournament Entry Procedure was last updated on May 13, This policy served as a guide for athletes on entry procedures. Since 2006, the USAB high performance athlete population participating in BWF sanctioned individual events has grown. There are two groups of athletes. One group has U.S. citizen status. They can compete and represent the U.S. is all competitions including the Olympic Games, Pan Am Games, Pan Am Championships, BWF Team Events, World Championships, World Junior Championships. (See General Competition Regulations (GCR) # 8 representation) Another group involves non-u.s. citizens who are legally residing in the U.S. This group can play under the U.S. flag in all open BWF events except those as mentioned above (as in GCR # 8). In order to play under the U.S. flag they have to meet residency criteria as well as change jurisdiction by obtaining approval from their home country and the BWF. (See General Competition Regulations (GCR) # 9 Change of jurisdiction.) Since 2006, the USAB high performance athlete population participating in BWF sanctioned individual events has grown. Many are located in different cities in the USA and some are based outside the USA. Competition Structural Changes - The BWF and tournament organizers have set stringent regulations on deadlines for entry, entry fees, hotel reservations, airport pick up & drop off, visa support documents, accreditation for team officials, and policies which includes codes of conduct for officials & athletes as well as defining offenses and penalties. Coaches & Team Officials - The BWF has several policies which include the conduct of officials which includes coaches. This potentially makes USAB a liable party for the actions of the officials who represent the U.S. This leaves USAB potentially liable to charges for penalties should the athletes, coaches and/team officials representing the U.S. commit any offense. International Tournament Entry Procedure v

2 USAB Office Service Time and Liability - The USAB National Office has a small staff with multiple responsibilities. The National Office support time for international tournament entries takes up a substantial portion of the work day. In order to provide more efficient and effective service to the athletes, tournament entries, travel and hotel requests need to be made in a more timely and systematic manner. Also having an updated athlete database (updated passport, e-photo, etc.) helps the entry process. When registered athletes compete withdraw and/or commit offenses against BWF rules, this can leave USAB liable to charges for fines and penalties. Terms 1. USAB 5-Business-Day-Request-Rule In order for the USAB National Office to submit tournament entry, including requesting for a foreign partner and/or approve a foreign athlete requesting to partner a USA athlete, or to contact the tournament organizers (as per the tournament prospectus) regarding accommodation, travel information, and visa support, the USAB National Office requires a 5-business day period. This deadline shall be referred to as the USAB 5-Business-Day-Request-Rule. The 5-business day does not include the Badminton World Federation (BWF) entry deadline. 2. BWF Tournament Entry Deadline All BWF entry deadlines fall on a Tuesday (11:59PM Malaysian Time). This week shall be referred to as the BWF Tournament Entry Deadline Week. 3. USAB Tournament Entry Request Deadline The USAB Tournament Entry Deadline is the Tuesday 11:59PM MST of the week before the BWF Tournament Entry Deadline Week. All tournament entry request must meet this deadline: o If a USA athlete makes a request to be entered in an international tournament o If a USA athlete makes a request to partner a foreign athlete in an international tournament o If a foreign athlete makes a request to partner a USA athlete in an international tournament 4. USAB Adult Athlete Status According to the U.S. Department of State, children become a full legal adults in most US localities when they reach the age of 18. However, some "dependent" status remains, at least in the context of the Federal Government. Children retain the status of eligible family member (EMF) until they turn 21. They will still be on parents' travel orders, covered by their health insurance, and the medical services of the embassy or consulate health unit, and be eligible for evacuation for either medical or security reasons. Entry Guidelines 1. How to make a tournament entry request USAB is currently accepting requests sent through only. USAB is in the process of setting up an online tournament entry system. USAB will notify all athletes when the system is ready for use. International Tournament Entry Procedure v

3 Future tournament entry request USAB is in the process of setting up an online tournament entry system. USAB will notify all athletes when the system is ready for use. 2. Mandatory s For all communication entry request, withdrawal, coach request, accommodation request, airport pick up & drop off request, visa support letter request, etc, it is mandatory to request to BOTH John Lobato at and If athletes do not BOTH these s, USAB will not be responsible should any of the athlete s tournament entry request is not received by USAB 3. Tournament Entry Processing Fee Currently USAB does not charge an athlete requesting to be entered in an international tournament. However, USAB may initiate a Tournament Entry Processing Fee per athlete per tournament in the future. 4. USAB Entry Request Deadline The USAB Entry Request Deadline is Tuesday 11:59PM MST of the week before the BWF Tournament Entry Deadline Week; (see deadlines above) If a tournament requires an entry fee, athletes are responsible to set up payment. For more information on Tournament Entry Fees, see (8). Entry request without the completed Credit Card Authorization Form will be considered invalid and the athlete/athletes will not be entered in the tournament. 5. Late Entry Penalty USAB instituted a Late Entry Penalty which was effective from October 1, After the USAB Entry Deadline, USAB will still be able to service entry requests until 12.00PM MST of the last business-day of the USAB Entry Week, which is Friday or Thursday if Friday is a holiday. However, USAB will charge a Late Entry Penalty of $200 per player per tournament. Late entry request must be accompanied by a completed Credit Card Authorization Form for USAB to charge the Late Entry Penalty. Late entry request without the completed Credit Card Authorization Form will be considered invalid and the athlete/athletes will not be entered in the tournament. 6. Who can request to be entered for the tournament under USAB? The requesting athlete/athletes must be a current USAB member in good standing with USAB who: has an active BWF ID is US citizen (to represent the USA) is not a citizen but has an active BWF ID and has BWF approved transfer of jurisdiction to compete under USA. has no outstanding dues to USAB as a result of unpaid USAB/BWF penalties, and tournament entry fees and currently not barred from entering tournaments by USAB or the BWF, etc has signed the USAB Athlete Code of Conduct for the current year. A signed copy of the USAB Athlete Code of Conduct must be ed to John Lobato at john.lobato@usabadminton.org and internationalentry.usab@gmail.com at the beginning of the year and/or the time of requesting to International Tournament Entry Procedure v

4 enter the first tournament of the year. ensure that the tournament entry request meets the USAB Tournament Entry Request Deadline 7. Valid tournament entry request is one that is made by The parent or guardian who has been legally appointed as manager of a junior ( 18 years old and below) before the USAB Tournament Entry Request Deadline. This appointment must be approved by USAB. The adult athlete (21 years and above) or his/her legally appointed manager before the USAB Tournament Entry Request Deadline. The National Office will not enter you if the request is past the USAB Tournament Entry Request Deadline Only tournament entry request by is acceptable. No other forms of request will be accepted. 8. USAB-Athlete Communication The USAB athlete who is 21 years old is deemed as the sole legal authority representing him/herself in all matters related to competition whom the USAB National Office will communicate with. The USAB National Office will not communicate with other persons who have not been formally nominated as the athlete manager. USAB National Office will not be responsible for any miscommunication as a result of numerous persons trying to communicate with regards to entering tournaments. The USAB adult athlete who wishes to have someone else represent him/her can do so by formally writing to John Lobato at john.lobato@usabadminton.org and internationalentry.usab@gmail.com A parent/guardian/individual who has been nominated as the athlete s official athlete manager will have sole authority to represent him/her with all matters related to the USAB National Office. Such request of transfer of authority once activated can only be terminated by the athlete concerned with a formal written request to John Lobato at john.lobato@usabadminton.org and internationalentry.usab@gmail.com. However, be aware that the USAB National Office will from this point communicate only with this nominated person with all matters until further instructions. The athlete will lose all decision making ability unless requested or waived in certain circumstances by the USAB National Office. If the athlete is 18 years old and below, USAB will only communicate with the legal parent or guardian who will act as the athlete manager. USAB National Office will not be able to respond for tournament entry requests made during a weekend, on public holidays or after business hours. 9. Entering Tournaments Below are several options for tournament entry request which will help both the athlete/athletes and the USAB National: o a single tournament entry request for one tournament only; e.g. Peru International o a single tournament entry request for several tournament for the period of one (1) month only; e.g. Denmark Open, French Open, Santo Domingo Open o an annual competition plan for the year. However, the single athlete/pair is responsible to update the competition plan should there be any changes and remind the USAB National Office. International Tournament Entry Procedure v

5 Include the names of the tournament(s) in the subject section; e.g. January Tournaments Malaysia SS, Korea SS. Athletes are responsible to make sure that the dates of the tournaments they are requesting do not overlap. Athletes cannot request to be entered for two tournaments that fall on the same competition dates. USAB National Office will not enter athletes for those tournaments in order to avoid being penalized by the BWF. If athlete s USAB membership is not current, they will not be entered for tournaments. It is the athletes responsibility to ensure that their membership is current. The requesting athletes are responsible to update the USAB National Office if they make any changes to the selection of tournaments. In order to be entered for the tournaments requested, the athletes updates must meet the USAB Tournament Entry Request Deadline. Sending an request to enter a tournament to the USAB National Office, does not mean that you have been entered for the tournament you requested. An entry request is confirmed only when the requesting athletes receive a confirmation of entry from the USAB National Office. If athletes do not get a confirmation of entry from the National Office by 12:00PM MST, Thursday of the USAB Tournament Entry Deadline Week, John Lobato at john.lobato@usabadminton.org and internationalentry.usab@gmail.com immediately by Friday 12:00PM MST of USAB Tournament Entry Deadline Week. If athletes do not check back to confirm, the USAB National Office, will not be responsible if the athletes are not entered for the requested tournament. Doubles and Mixed Doubles o Athletes may partner USAB members in good standing with BWF ID or foreign athletes in good standing with BWF ID. Click the link below for more information: USAB Doubles & Mixed Doubles Partnership Guidelines for International Tournaments o USAB athletes making a intending to partner a foreign partner and/or foreign athletes intending to partner a USAB athlete must make the request before/by the USAB Tournament Entry Request Deadline. 10. Tournament Entry Fees Tournament entry fee payment may be requested by the organizers in different ways. Athletes are responsible to read the tournament prospectus on the BWF website, other continental confederations website and the host country or tournament website. Entry Fee Payment At The Time Of Entry Request If the tournament organizers requests that the entry fee must be paid at the time of requesting the tournament entry (by USAB), athletes must attach a completed a credit card authorization form at the time of making the tournament entry request so that the USAB office can wire the entry fee to the organizer. If the tournament entry request is not accompanied by a completed and signed Credit Card Authorization Form, the athletes entry request will be considered invalid. The USAB National Office will not enter the athletes in the requested event. International Tournament Entry Procedure v

6 Entry Fee Payment Before Tournament Commences If the organizers request the tournament organizers requests that the entry fee can be paid before the tournament commences, the athletes are responsible to make the payment to the organizers. If the organizers invoice USAB for unpaid entry fees, USAB will pay the entry fee and/or other penalties on behalf of the athlete as per BWF regulations. USAB will then invoice the athlete. The athlete is responsible for all administrative cost incurred by USAB. The athlete is responsible for all banking and processing fees within the USA and/or those required by the host country s bank. 11. Accommodation USAB National Office will only provide service to coordinate accommodation for athletes and/or other USAB members in good standing who are formally on a team for a tournament. If the tournament organizers requests reservations to be made through the USAB National Office before a certain date, the athlete must the USAB National Office to make the reservation five business-days before that deadline as stated in the tournament prospectus. A completed a credit card authorization form must accompany the accommodation request. USAB national office will not request for accommodation. USAB National Office will not service accommodation requests made past the reservation deadline. Athletes are not authorized to communicate with the hotel and/or hosting National Governing Bodies (e.g. Badminton Peru, etc) on behalf USAB National Office to organize their accommodation. Should an athlete or individual communicate the host or organizers for assistance on their own behalf, USAB will not be responsible for any miscommunication or issues that may arise. 12. Airport pick up and drop off request Athletes who require airport pick up and drop off must complete flight information to the USAB National Office, five business-days before the deadline stated by USAB or in the tournament prospectus. Airport pick up and drop off request should include the following to assist the organizers: o Date of arrival and departure o Time of arrival and departure o Airline Name o Flight Number o If an athlete provides the flight information past the deadline, the National Office will not be responsible to make the request with the host and/or organizer. If an athlete provides the flight information past the deadline, or does provide complete information, the National Office will not be responsible to make the request with the host and/or organizer. Athletes are not authorized to communicate with the hosting National Governing Bodies (e.g. Badminton Peru, etc) on behalf USAB National Office to organize their airport pick up and/or drop off. Should an athlete or individual communicate the host or organizers for assistance on their own behalf, USAB will not be responsible for any miscommunication or issues that may arise. International Tournament Entry Procedure v

7 13. Accreditation Accreditation is limited and controlled by the organizers. Accreditation is provided for USAB Team Officials only. The BWF has several policies which include the conduct of officials. This makes USAB a potentially liable party for the actions of the officials who are nominated by the USAB for accreditation. Click this link for more information: USAB International Tournament Accreditation Policy 14. Team Managers at BWF Events Other Than Team Events According to the BWF General Competition Regulation, USAB shall be responsible to appoint a Team Manager before the tournament. With regards to this: USAB has the rights to appoint a Manager for athletes representing USAB Appointed managers represent USA Badminton at all times although they may personally be leading their own group of athletes. Manager appointments: o If only one athlete is competing, the athlete must attend the managers meeting. o If two or more athletes are present the athlete with the higher BWF rank must attend the manager s meeting or arrange for a substitute. o If more than one athlete is present and only one has a personal manager that personal manager will represent all athletes at the manager s meeting o If more than one athlete is present and there are more than one athlete represented by a personal manager (approved by USAB), the manager of the highest BWF ranked player will represent all players. o In all cases the person appointed is required to attend the managers meeting represent USAB players It is mandatory for the appointed Manager to attend the Managers Meeting. Manager Duty o From the time of arrival at the venue, the Manager shall assume all administrative and other responsibilities on behalf of USAB and the athletes representing USAB and other team officials in connection with the conduct of the tournament. o It is mandatory for the appointed Manager to attend the Managers Meeting as well as any briefing meeting called by the Referee and / or by the Organizing Committee. If the appointed manager does not attend, BWF will impose a penalty and the manager shall bear the penalty. Non-athlete individuals nominated must meet the following criteria: o Must be a current USAB member in good standing o Must be in good standing with the BWF o Must have a USAB approved background check on file o Must sign the USAB Team Officials Code f Ethics & Conduct If no athlete or personal manager is available to attend the managers meeting, USAB will be fined by BWF. The fine will be borne by all athletes attending the tournament. 15. Athlete Database In order to service athletes efficiently, athletes must John Lobato at john.lobato@usabadminton.org and Internationalentry.usab@gmail.com the following if they have not done so: International Tournament Entry Procedure v

8 Provide a clear current electronic copy of passport ( color preferred) Provide a clear passport sized electronic head and shoulder photo with a white or light colored background in JPEG format of not less than 300kb 16. Travel & Medical Insurance Players are responsible to organize their own personal and injury insurance. TravMed is available at a rate of $3.00 per day per person. This fee must be included and requested at the time of entry submission. 17. Visa Support Letter Request & Government Travel Approval Request Warning: USAB is not able to expedite visas. A player must be aware that the turnaround time for Visa applications can be as short as 2 days or as long as 3 weeks. Note that special government approval is required to travel to Cuba and Iran. This may take between days. Players are responsible for obtaining their own visas and to check out the host country's travel and health requirements. Visa requirements may be found at the US State Department's website at Some tournaments provide invitation and visa support letters. In such cases, athletes must have on file a clear and legible current passport copy in PDF (Portable Document Format). For this purpose, athletes are responsible to provide the USAB office an updated electronic copy of their passport so that the National Office can retain a database of passports and service the athlete more efficiently. When to Send Requests for Visa Support Letter Request Athletes who request a USAB visa support letter or letter from the tournament organizer, must the USAB office five (5) business days before the tournament entry deadline or the first deadline set by organizers before the tournament entry deadline such as for accommodation, accreditation, visa support letter, or travel information. 18. Personal Coaches In individual BWF tournaments where an official USAB coach is not present, athletes may request accreditation for their personal coach. U.S. based coach The requested coach must meet the following criteria: o Must be a current USAB member in good standing o Must be in good standing with the BWF o Must be a USAB Level 1-4 Certified Coach* o Must sign the USAB Coaching Agreement for International Tournaments o Must have a USAB approved background check on file o Must complete Safe Sport Training Note: * - Status subject to change in the future Foreign Certified Coach The requested coach must meet the following criteria: o Must have USAB membership International Tournament Entry Procedure v

9 o Must be in good standing with the BWF and his/her Badminton Governing Body o Must be a certified coach of his/her country o Must sign the USAB Coaching Agreement for International Tournaments o Must have a USAB approved background check on file and/or his/her country police certificate of good conduct o Must have an endorsement letter from his/her country s Badminton Governing Body that he/she is a member in good standing o Must complete Safe Sport Training Application must be made by the athlete eight (8) weeks before the entry deadline for a tournament or for 1 (one) calendar year. This is subject to approval and discretion by the USAB. 19. Withdrawals The BWF has introduced a much stronger policy on conduct and withdrawal from tournaments (See BWF Offences and Penalties). This will also apply to any penalties imposed by the BWF and its members. Please note that Badminton Europe in particular pays serious attention to this aspect. Please visit their website ( for details. When withdrawing an athlete from events, BWF requires its members (USAB in this case) to complete a withdrawal form which includes the reason(s) for withdrawing. Athletes may be fined by the BWF and/or its members. Athletes are then responsible to provide a valid reason to USAB for withdrawing when notifying USAB. Penalties imposed by the BWF and or the continental organization are invoiced and charged to USAB. However, withdrawing athletes are responsible for any withdrawal penalties and will be invoiced accordingly by USAB. The BWF allows withdrawals without penalties on the Sunday preceeding the draw. As such USAB athletes may withdraw without according the USAB timelines: o Athletes are free to withdraw until the Thursday 11:59PM MST preceeding the BWF withdrawal without penalty deadline (Sunday); o After this deadline, athletes may withdraw until the Friday 11:59AM MST preceeding the BWF withdrawal without penalty deadline (Sunday); however, the withdrawal must be accompanied a Complete Credit Card Authorization Form by a $200 late withdrawal penalty; USAB will not be responsible for any withdrawals: o received after until the Friday 11:59AM MST preceeding the BWF withdrawal without penalty deadline (Sunday) o and late withdrawals without the completed Credit Card Authorization Form Withdrawals Owing To Injuries and Bereathment Athletes facing these circumstances may withdraw at anytime by 7:00AM MST Sunday preceeding the BWF withdrawal without penalty deadline; Athletes who withdraw based on medical reasons must provide a physician/medical expert s advisory note and those withdrawing on grounds of bereathment should provide the appropriate proof at the time of making the withdrawal request. Note that while USAB will only submit the withdrawal request if the withdrawal request is received as per deadline with the relevant documents and proof to the referee, organizers and the BWF, USAB does not guarantee that action will not be taken by the BWF. Whom To International Tournament Entry Procedure v

10 all withdrawal request to John Lobato at and 20. First Time U.S. Citizen and Non-U.S. Citizens Competitiors If you are a U.S. Citizen or a non-u.s. citizen (residing legally in the U.S. for more than 3 months) intending to compete internationally under the U.S. flag (under the jurisdiction of USA Badminton) click the link below for more information: U.S. Citizens & Non- U.S. Citizens: How to Compete in International Tournaments If you are a non-u.s. Citizens, please take note that, this is a time consuming process. USAB does not guarantee that the application for jurisdiction change can be approved in time to be entered for a tournament as the decision does not lie solely with USAB. The decision involves the BWF and the applicant s previous member association. 21. Useful links Credit Card Authorization Form Athlete Code of Conduct BWF New Player Profile Players Transfer Process Players Transfer Form Coaches' Code of Ethics & Conduct USAB International Tournament Accreditation Policy USAB Coaching Agreement for International Tournaments Team Officials Code of Ethics & Conduct International Tournament Entry Procedure v