GUIDELINES FOR HOSTING WORLD PARA SWIMMING INTERNATIONAL CLASSIFICATION EVALUATIONS. October

Transcription

1 GUIDELINES FOR HOSTING WORLD PARA SWIMMING INTERNATIONAL CLASSIFICATION EVALUATIONS October

2 INDEX INDEX... 2 ACKNOWLEDGEMENTS... 3 INTRODUCTION... 4 APPLICATION FOR WORLD PARA SWIMMING INTERNATIONAL CLASSIFICATION... 5 COMMUNICATION PROTOCOL... 6 CLASSIFICATION PLANNING... 7 CLASSIFIERS ARRANGEMENTS... 9 IPC STAFF ARRANGEMENTS SUMMARY OF ROLES & RESPONSIBILITIES IN INTERNATIONAL CLASSIFICATION PLANNING APPENDICES APPENDIX 1: GENERIC REQUIREMENTS APPENDIX 2: REQUIREMENTS FOR IPC APPROVED PI CLASSIFICATION APPENDIX 3: REQUIREMENTS FOR IPC APPROVED VI CLASSIFICATION APPENDIX 4: REQUIREMENTS FOR IPC APPROVED II CLASSIFICATION APPENDIX 5: EQUIPMENT LIST FOR PI CLASSIFICATION APPENDIX 6: WORLD PARA SWIMMING CLASSIFICATION CHECKLIST

3 Acknowledgements The information in this publication derives from previous World Para Swimming documents including the World Para Swimming Classification Rules and Regulations (2017). The contribution of the World Para Swimming Classifiers to the sport is recognised and highly appreciated. World Para Swimming - 3 -

4 Introduction The purpose of this document is to provide guidelines for a Local Organizing Committee (LOC) looking to host international classification evaluations at a World Para Swimming approved competition. This document has been aligned with the IPC Classification Code and International Standards which is available on the IPC website World Para Swimming acts as the International Federation of Swimming for athletes with impairment. The content of this document has information related to impairment groups currently recognised, those being: Physical Impairment Visual Impairment Intellectual Impairment It is recognised that an LOC runs the competition and makes provision for classification evaluations; however, classification is a direct responsibility of World Para Swimming. Compliance with rules, regulations and procedures is required to ensure that the interests of all parties athletes, Classifiers, LOC and IPC - are best protected with the appropriate conditions for conducting classification. World Para Swimming seeks to improve the delivery of classification at every opportunity and therefore invite feedback through the Local Organizing Committee (LOC) and Chief Classifier as a means of achieving this

5 APPLICATION FOR WORLD PARA SWIMMING INTERNATIONAL CLASSIFICATION To assist with the provision of World Para Swimming international classification panels at a competition, adequate and early notice is required. A LOC requesting international classification panels should apply to World Para Swimming in the year preceding the competition by submitting the Application for classifiers through SDMS for hosting World Para Swimming international classification evaluations. This may be completed concurrently when submitting an application through SDMS for an Approved Competition. The Application to request international classification panels must be received no later than 31 July in the calendar year preceding a competition to be hosted between January and June. For all competition hosted between July and December the Application for International Officials and/or their Training form must be received no later than 15 January of the same calendar year. World Para Swimming will provide international classification panels where possible at their discretion. The LOC should specify on the Expression of Interest form the size and scope of the competition to allow World Para Swimming to decide on the classification programme by impairment group e.g. Physical Impairment, Visual Impairment and Intellectual Impairment. For World Para Swimming recognised competitions the following Classifier appointments will be made: Physical Impairment A minimum of five (5) Classifiers are required a Chief Classifier and four (4) Classifiers. This will permit resolution of protests at the competition and help to ensure smooth running of classification. Visual Impairment Minimum of two (2) Classifiers per panel: one ophthalmologist and one optometrist Minimum of four (4) Classifiers are required for protest management Intellectual Impairment Minimum of two (2) Classifiers per panel: one psychologist and one sport technical expert Minimum of four (4) Classifiers are required for protest management - 5 -

6 International classification outcomes can only be recognised if the following criteria are fulfilled: The competition is approved / sanctioned by World Para Swimming or is an IPC competition The competition is open for other countries to enter All Classifiers conducting the classification are World Para Swimming certified and duly appointed by World Para Swimming The final entry date is at least six (6) weeks prior to the start of the competition World Para Swimming official documentation is used throughout the classification process and to record classification outcomes The Chief Classifier needs to forward the original classification documents to World Para Swimming within two (2) weeks of the completion of competition. Only the Chief Classifier in conjunction with the classification panels at a competition where World Para Swimming Classifiers have been appointed to classify can allocate World Para Swimming sport class and class status. COMMUNICATION PROTOCOL World Para Swimming will appoint classification panels on the basis of LOC requests and availability of Classifiers. In accordance with the IPC Communication Protocol World Para Swimming will officially notify the LOC contact person of the appointed panels and their respective contact details. All required classification information must be directed through the World Para Swimming Office. Please ensure you communicate directly with the World Para Swimming Classification Coordinator (natasha.gilbert@paralympic.org) and World Para Swimming Competition Coordinator (annasophie.hippke@paralympic.org) on all matters relevant to classification at the competition. Note All communication in relation to competition management matters (e.g. classification panel appointment process, classification paperwork) must be directed to World Para Swimming. All communication in relation to classification operations (e.g. classification schedule, Classifier travel and logistics) must be directed to World Para Swimming. All classification requests from delegations must be raised through the respective NPC and/or National Swimming Federation to World Para Swimming

7 CLASSIFICATION PLANNING Application for World Para Swimming Classification Evaluation An athlete entering a competition may or may not require classification. This is only determined by the verification of an athlete as they enter a competition. It is the responsibility of the NPC/National Swimming Federation entering the athlete to apply for a classification evaluation if the athlete: does not have an World Para Swimming international classification (in the IPC Sport Database Management System [SDMS] they have to be registered as a New class status athlete) has an international Review class status has an international Confirmed class status and has been granted a Medical Review by World Para Swimming World Para Swimming Regulations should be followed in terms of the timelines required to apply for a review of classification. Entry Information The classification evaluation schedule depends on the number of the athletes that are entered into a competition and require classification. Reviewing the entry information as soon as it is available assists in the process of identifying athletes that will require a classification evaluation. The LOC must provide the final entries a minimum of six (6) weeks prior to the competition or no later than 1 week after the entry deadline. If the final entry date is more than six weeks prior to the competition start, it is recommended to provide the entry list earlier than six weeks before the competition begins. A clear entry deadline must be stipulated in the entry package. World Para Swimming will determine if classification is offered to swimmers with late entries. Classification Schedule World Para Swimming prepares the classification schedule in consultation with the LOC and once confirmed by the Chief Classifier it will be circulated to the respective NPC and/or National Swimming Federation and published on the World Para Swimming website: LOCs should clearly advertise the classification date(s) and times within the competition information

8 Classification Evaluation Priority The first priority will be given to licensed athletes then afterwards to registered athletes. Athletes with New (N) and Review (R) sport class status must be included on the classification evaluation schedule. Athletes with a Review date after the date of the competition and athletes with a Confirmed (C) sport class status do not require classification. Classification Evaluation Scheduling A minimum of three clear days is recommended for Classification evaluation. It is the responsibility of World Para Swimming to prepare the classification schedule and for verification by the Chief Classifier. Recommended timing of classification evaluations: Physical Impairment: 60 minutes per athlete Visual Impairment: 40 minutes per athlete Intellectual Impairment: 60 minutes per athlete There will be a one (1) hour lunch break First evaluation of the day is at 9:00am World Para Swimming will consult the LOC and the Chief Classifier if an extension of the classification period is deemed necessary. It is preferred that classification evaluations are completed as soon as possible and should be completed at least the evening before the start of a competition, including protest management. To ensure good communication between the Classifiers and the athletes and / or their coaches the LOC may provide multilingual interpreters or the athletes may have an interpreter e.g. coach or support staff attend during the evaluation

9 During Classification sessions Suitable refreshments are provided to the Classifiers (including trainees) Drinking water must be provided at all times Lunch is also to be provided on the days of classification During Observation in Competition All swimmers are observed during competition and a suitable area should be identified to accommodate the number of Classifiers (and trainees) attending the competition. The area should be located at about the midpoint of the pool (25m mark for a long course competition). Classifiers should be able to view all lanes and access to the viewing area restricted to Classifiers only. Confirmation of the suitability of the area should be jointly made with the Chief Classifier and/ or Technical Delegate upon their arrival for the competition during pre-competition classification. Suitable Officials services (refreshments and meals) are to be provided for Classifiers performing observation during competition. A start list should be made available to the international classification panels at least four (4) hours before commencement of each competition session or the evening before if the session starts in the morning. A full list of requirements for classification evaluation can be found in the Appendices. World Para Swimming reserve the right to withdraw the appointed Classifiers from the competition should the LOC not meet the minimum requirements. CLASSIFIERS ARRANGEMENTS For World Para Swimming appointed Classifiers travel (e.g. flight and ground transportation, and incidental costs, such as, entry visas and taxi costs to port of departure, short term parking at airport), accommodation, all meals, service fees (per diem) and incidental costs during his/her time away from home are to be covered by the LOC. The minimum requirement for accommodation is 3 star (European standard). The Chief Classifier shall be booked in a single room, while all other Classifiers can be accommodated in twin rooms. Travel arrangements should be finalised and notified to concerned Classifiers at least four (4) weeks in advance of the competition. The officials have to approve their flight itinerary before the ticket is booked for them

10 Classifiers should arrive one (1) day prior to commencement of the classification evaluation, and in the case of Classifiers for athletes with a Physical Impairment or Intellectual Impairment stay for the full period of the competition and should not depart any time prior to the close of the competition. Classifiers who travel over eight (8) hours are entitled to arrive two (2) days prior the start of classification to allow adequate rest and preparation. Internet connection must be provided in classification areas. The LOC must provide a per diem to Classifiers at a rate of 20 per day counted from the day of arrival and including the day of departure. LOCs have to follow the arrangements outlined above otherwise all appointed Classifiers will be withdrawn from the competition. IPC STAFF ARRANGEMENTS For one World Para Swimming staff member travel (e.g. flight and ground transportation, and incidental costs, such as, entry visas and taxi costs to port of departure, short term parking at airport), accommodation, all meals, and incidental costs during his/her time away from home are to be covered by the LOC. The minimum requirement for accommodation is 3 star (European standard). World Para Swimming staff shall be booked in a single room. Travel arrangements should be finalised and notified to concerned World Para Swimming staff member at least four (4) weeks in advance of the competition. The World Para Swimming staff member should approve the flight itinerary before the ticket is booked for them. The World Para Swimming staff member should arrive one (1) day prior to commencement of the classification evaluation, and stay for the full period of the competition and should not depart any time prior to the close of the competition (unless otherwise communicated). SUMMARY OF ROLES & RESPONSIBILITIES IN INTERNATIONAL CLASSIFICATION PLANNING World Para Swimming Verify and approve the facilities for classification provided by the LOC Receive classification applications from NPCs Appoint World Para Swimming classification panels (PI, VI and II), including a Chief Classifier Inform the LOC of the Classifiers contact details prior to the competition

11 Verify and approve the list of athletes requiring classification evaluation according to their sport class status, licensing status and appropriate application for reviews and accepted protests Prepare and notify LOC and NPCs of the classification evaluation schedule Provision of relevant classification documentation to Chief Classifier including summary of all swimmers entered with impairment information and rule exceptions Oversee Classification on-site (where PI classification is hosted) Update SDMS within four (4) weeks of the last competition day Provide relevant classification forms to LOC by Chief Classifier To approve the classification schedule Responsible for liaising with the LOC to ensure the classification documents are prepared prior to a competition; o World Para Swimming classification forms o Athlete Consent forms o Paper calculation sheets (PI) o Observation during competition forms o Protest forms Responsible for the on-site conduct of the classification at the event, and the representative of World Para Swimming on classification related matters towards third parties Contacts an NPC in a timely manner if an athlete does not present themselves for classification as scheduled, and determines if the athlete is permitted to be rescheduled Responsible for checking the appropriate completion of classification evaluation forms and verification of classification outcomes Responsible for communicating classification outcomes with the LOC/NPCs in an appropriate format at the conclusion of each half-day session Responsible for sending the original classification forms to World Para Swimming within two (2) weeks after the competition Complete and forward a post competition report to World Para Swimming using the agreed template including recommendations for future classification opportunities Correspond and liaise with World Para Swimming to follow up any outstanding issues with evaluation outcomes Responsible for collection and management of protest fees on behalf of World Para Swimming as required, and transferring the exact amount of money to World Para Swimming within two (2) weeks after the last competition day or handover to World Para Swimming at the earliest opportunity during an IPC competition World Para Swimming appointed Classifiers Bring the necessary classification equipment (goniometer, tape measure, pens etc.) Conduct classification evaluation and assign initial sport class and sport class status as a member of a classification panel Observation assessment during first appearance as a member of a classification panel

12 Support the Chief Classifier on classification evaluation relevant matters World Para Swimming provides communication devices (handset, head set and batteries) for sanctioned competitions (if required) Local Organizing Committee (LOC) Arrange appropriate travel, accommodation, all meals, and local transport at the competition for the appointed World Para Swimming Classifiers and World Para Swimming staff member The minimum requirement for accommodation is 3 star (European standard) in a single rooms for the Chief Classifier and World Para Swimming Staff and twin rooms for the other Classifiers. Provide the complete entry list, including the athletes SDMS numbers, to World Para Swimming for the competition at least six (6) weeks prior to the competition to facilitate adequate planning Arrange appropriate classification facilities and services at the pool and book an outside swimming lane for the water test Print off relevant number of classification forms (provided by World Para Swimming) before classification Set and allocate an observation area which guarantees privacy for the classifiers work during competition in consultation with the Chief Classifier and /or Technical Delegate Provide Officials services to the World Para Swimming Classifiers during classification and observation during competition Provide a per diem to Classifiers at a rate of 20 per day Select and appoint classification volunteers and define their roles Provide transport to/from the classification evaluation area is required for the Classifiers, athletes and delegation representatives if the distance to/from the swimming venue is significant Prepare a report and send to World Para Swimming including recommendation for future classification opportunities

13 APPENDICES Appendix 1: Generic requirements for Classification Appendix 2: Requirements for IPC approved PI Classification Appendix 3: Requirements for IPC approved VI Classification Appendix 4: Requirements for IPC approved II Classification Appendix 5: Equipment List for PI Classification Appendix 6: Classification Checklist

14 Appendix 1: Generic Requirements World Para Swimming recognises there are generic requirements identified in this document e.g. waiting area, administration and refreshment rooms. If classification is offered for more than one impairment group the work spaces can be shared i.e. they do not need to be duplicated. Where classification for one impairment group only is offered the generic and specific requirements of the respective impairment group must be provided. Note: Classifiers must have access to the same evaluation rooms during competition in case reviews are required following observation in competition or protests. Room/s: Athlete Waiting / Registration room (x1) Identified registration area and waiting room Comfortable waiting area for athletes and support personnel to wait prior to their classification evaluation Large enough to accommodate 4-6 waiting athletes and support personnel It needs to be fully accessible Proximity to Competition / Training venue: Within the Swimming venue (preferred) and within easy access to the classification evaluation rooms. Furniture and Services: Registration desk and seating for volunteers or LOC staff (x2) This area should have signage and all swimmers should report to this area on arrival. The volunteers or LOC staff shall notify the Chief Classifier of non-attending swimmers Seating for waiting athletes and support personnel Consent forms are kept at the desk and issued to the athletes attending classification according to the schedule Appropriate refreshments e.g. water, cool drinks, tea, coffee, snacks Fully accessible toilet and washing facilities nearby Technology: Computer with internet access Room: Classifier Administration Room (x1) Room for the co-ordination of all pre- and post-classification administration Location for the Classifiers and classification administration personnel (2) during the classification evaluation period and for the duration of the competition Room should be able to be locked Proximity to Competition / Training venue: Within the Swimming venue (preferred) and within easy access to the classification waiting and evaluation rooms

15 Furniture and Services: Desks 4-5 chairs for Classifiers Access to the internet in classification room Work station (additional to registration desk, services of work station to be determined by Chief Classifier and LOC) Technology: Power supply (adapter plugs as required) Computer (min. 1) Access to a printer and a photocopier Access to a scanner (preferred) Internet connection that can access IPC SDMS database and Wi-Fi. Access to the competition information system Full range of office equipment including pens, paper, stapler, staples, post-its, etc. Room: Recuperation and Refreshment Room (x1) For Classifiers to recoup and get refreshments during the classification and competition period. Proximity to Competition / Training venue: Within the Swimming venue (preferred) and within easy access to the classification evaluation rooms. Furniture and Services: Suitable refreshments e.g. water, cool drinks, tea, coffee and snacks for Classifiers (available for the duration of the evaluation and competition period) Lunch to be provided on the days of classification evaluation and observation in competition Chairs for number of Classifiers, trainees and staff Safe storage areas for Classifiers clothing and personal belongings Technology: Not specified

16 Appendix 2: Requirements for IPC approved PI Classification Room/s: Classification Evaluation room (min 2, dependent on number of classification panels) Area for athletes to be seen by classification panel Each room should 6m x 6m minimum for classification evaluation - this is to allow wheelchair access and movement of personnel around the bench and the maximum number of accompanying persons to classification All rooms to be located within close proximity of the swimming pool for the conduct of the water test All rooms to be fully accessible and able to be locked Additional rooms for classification panels should be 6m x 6m minimum Proximity to Competition / Training venue: Outside lanes of the swimming pool must be reserved for water testing The identified lane should have at least one starting platform Furniture and Services: Per Room One table, three chairs for Classifiers One variable height rehabilitation bench for assessment purposes Three (3) seats for athlete and support staff Fully accessible toilet and washing facilities nearby Alcohol antiseptic gel for hands or appropriate wash facilities with soap and towels Disinfectant wipes to clean rehabilitation bench One standing stadiometer (see picture below) Technology: Sufficient power supply for laptops (adapters as required) Access to wifi at classification rooms Access to a printer and a photocopier Access to scanner

17 Appendix 3: Requirements for IPC approved VI Classification The equipment and facilities listed are necessary for standardised Classification of athletes with visual impairment approved by the International Paralympic Committee (IPC). It is the Local Organising Committees (LOC) responsibility to meet these equipment standards described below. Basic room requirements Throughout the classification area (all spaces listed below), there may be no natural light or large variation in luminosity. The rooms shall be well lit with standard room illumination. A dimmer should be available as some exams require the room to be darkened. All rooms should be lockable and must have numerous electrical outlets. There must be access to restrooms in the classification area. Classification Panel Room There must be one (1) room per classification panel each with: Minimum size of 7x 3 meters Two (2) tables and five (5) chairs (1 table and 2 chairs being vertically height adjustable) One computer 1 Ancillary Testing Room There must be one (1) room for ancillary testing shared by all panels with: Ideally in a quiet area. Two (2) tables and four (4) chairs (1 table and 2 chairs being vertically height adjustable) Waiting Room This room must be large enough and with 10 chairs (based on 2 panels). An additional three (3) chairs should be added per extra panel. Reception Adjacent to the Waiting Room or within it, there will be a check-in area for staff or volunteers to welcome athletes and fill in the VI Classification Form. This area must be equipped with a desk and some chairs. Chief Classifier s Room An additional room shall be provided for the Chief Classifier to work if not a member of a classification panel. VI Classification equipment This list includes that equipment which is required in the field of ophthalmology and optometry. We suggest establishing contact with an equipment supplier, local hospital or clinic to rent the equipment for the Classification Period. Further explanation of the equipment is found below. Classification Panel This equipment is required in each classification panel room: Big set of large aperture lenses with trial frame (adult size) 2, occluder, spherical, and cylinder lenses (266 pieces). 1 Classifiers require reliable internet connection to access SDMS (IPC athlete database). It is highly desirable to have internet connection in all assessment rooms. 2 A small set of aperture lenses (100 pieces) is not sufficient

18 Lensmeter or Focimeter (automatic with printer is preferred) 3 Slit Lamp with 90D, 78D or Superfield fundus lens and spare bulb Ophthalmoscope (direct, with adjustable light sensitivity) with recharger and spare bulb Disposable eye cleaning pads/tissues (small 5x5 cm) Hand cleaning liquid and disposable (paper) towels Static Autorefractor 3 Ancillary Testing Equipment shared by all classification panels is stored in the ancillary testing room and includes: Automated perimeter (Goldmann VF Perimeter, Humphrey Field Analyzer, or Octopus Interzeag) 4 The software in automatic perimeters must be for full range fields (80º or more), not only for central visual fields. The reference stimulus/isopter is Goldman III/4 or the equivalent on other equipment. Topical medications (Drops) 4-1 bottle Dilating (tropicamide 0.5%) - 1 bottle Topical anesthesia (proparacaine 0.5%) Office Supplies The following supplies shall be made available in the classification space; should a Classification Administration room be made available these supplies will be found there. Printer/ scanner/copier; Computer connected to the printer, scanner and reliable internet connection; Metric measuring tape, 7m minimum; Masking or similar paper tape (to be used on the floor); Marker (used to mark tape) Permanent ink pad (to collect finger prints from athletes, who cannot sign the classification form); Wet wipes (to clean the athlete s fingers after using the ink pad); Pens; Staplers, staples, paper clips and staple remover. Volunteers and Technician The LOC should provide volunteers to help the classifiers with the administration work. Volunteers can help with athlete check-in, copying and scanning paperwork and filling in basic information on the classification forms. The number of volunteers needed depends on the number of classification panels appointed; one (1) volunteer per classification panel up to a maximum of three (3) total is required. The volunteers should speak English and be introduced to their tasks prior to classification. Therefore, at least a trained technician must be available to explain the operation of the automated perimeter. This technician may also assist in using the static autorefractor and lensmeter. 3 If the technician is able to complete these tests, these may be shared by all panels in the Ancillary Testing room. 4 In preparation the LOC should coordinate with the Chief Medical Officer for the event (or other relevant personnel) to access prescriptions as required

19 A technician who is trained to conduct visual field assessments on the provided automated perimeter is highly desirable. Should no capable technician be available some athletes may not be classified. Due to regional diversity classifiers are unlikely acquainted with the specific equipment

20 Equipment Photos Slit lamp Fundus lens (90D, 78D or Superfield or equivalent) Set of trial lenses (spherical and cylinder lenses), 266pcs. Adult size trial frame (for trial lenses) Direct ophthalmoscope, portable (With charger or enough spare batteries) Lensmeter or Focimeter (Automatic with printer is preferred) Autorefractor with printer Automated Perimeter : Goldmann VF Perimeter is preferred, Humphrey Field Analyser or Octopus Interzeag, accepted. Eye occluder or Tropicamide 0,5% - pupil dilating (topical eye drops) Proparacaine 0.5% - anaesthetic (topical eye drops) Disposable eye cleaning tissue/pads (small - 5x5 cm) Hand cleaning liquid Disposable (paper) towels

21 Appendix 4: Requirements for IPC approved II Classification Basic room requirements Sport Cognition Testing (Touch screen testing); One (1) room per panel Rooms should be in a relatively quiet environment and at least 3mx3m 5 chairs 1desk 2 electricity outlets and / or a power board Optional: an extra table for administration Observation assessment in competition 1 camera position per panel: Camera positions should be perpendicular to the swimming direction Cameras to cover at least 10m of clean swim performance Cameras should be set up in the stands, about 4 or 5m from the water surface Electricity outlets for laptop and camera Technology Sufficient power supply for both Sport Cognition Testing and Observation in competition Access to the internet Access to a printer and a photocopier Access to a scanner

22 Appendix 5: Equipment List for PI Classification Physical Impairment requirements for 2 panels Equipment Quantity Bench: 45 50cms high and fully adjustable 2 Rolling paper 2 Box of tissues 2 Alcohol antiseptic gel for hands 2 Cleaning fluid - to clean adjustable benches 2 Portable screens - to create extra privacy for athletes 1 Garbage bins 2 Full length stadiometer

23 Appendix 6: World Para Swimming Classification Checklist ITEM TIMELINE COMPLETED Competition Approval By 31 July Expression of Interest form for hosting World Para Swimming international classification Facility identified and booked for Classification Area for observation during competition identified Travel, meals, accommodation and logistics organised for appointed World Para Swimming Classifiers and World Para Swimming staff member Entry List supplied to World Para Swimming Preparation of classification schedule by World Para Swimming Distribution of final classification schedule by World Para Swimming Arrangements for airport pick up for IPC Classifiers and World Para Swimming staff member Room / services requirements met for classification administration and evaluation (all impairment groups) Refreshments for Classifiers (precompetition & during competition) World Para Swimming documents, including classification forms, observation during competition forms, Protest forms etc. sent to World Para Swimming (all impairment groups) Report sent to World Para Swimming including recommendations for future classification opportunities By 31 July Min. four (4) weeks prior to Competition Six (6) weeks prior to competition Upon receiving CL requests from LOC and NPCs As soon as possible after Entry list received from LOC and approved by CC Two (2) weeks after the competition Two (2) weeks after the competition