Special Olympics Results Information System Tennis. Release: Version: 6.0 Date: Sport (TN) Version 6.0. Page 1 of 32

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1 SPECIAL OLYMPICS RESULTS INFORMATION SYSTEM TENNIS Release: Version: 6.0 Date: Page 1 of 32

2 Table of Contents 1. Introduction List of TENNIS Outputs... 6 (Rt.2) Entries List by delegation... 6 (Rt.3) Entries List by ranking score... 6 (Rt.4) Issue reports... 6 (Rt.5) Preliminaries Divisioning report... 6 (Rt.7) Bracketing for Preliminaries... 6 (Rt.8) Finals divisioning report... 6 (Rt.9) Order of play(finals)... 6 (Rt.10) Score Card... 6 (Rt.11) Results for Preliminaries... 6 (Rt.12) Results for singles(finals)... 6 (Rt.13) Results for doubles(finals)... 6 (Rt.14) Results for mixed doubles(finals)... 6 (Rt.15) Bracketing for finals... 6 (Rt.16) Awards report... 6 (Rt.17)Awards presentation report... 6 (Rt.18)Awards staging report... 6 (Rt.19) Summary reports... 6 Procedures Results Service and Competition Management Support Pre-Games Activities... 7 Page 2 of 32

3 2.3 Schedules and competition format Pre-competition Activities Pre-event Activities Head Coaches Meeting Preliminaries Before the match [Staging Area] During the match After the match After the Finals Real time data presentation Exceptional situation handling Distribution Table Appendix 1- TENNIS Results/Reports Outputs (Rt.1) Tennis Competition Schedule per Event (Rt.3) Entries list by ranking score (Rt.5) Preliminaries Divisioning report (Rt.6) Order of play (preliminaries) (Rt.7) Bracketing for Preliminaries (Rt.8) Finals divisioning report (Rt.11) Results for Preliminaries (Rt.12.) Results for singles finals (Rt.14) Results for mixed doubles finals (Rt.15) Bracketing for finals (Rt.16) Awards report (Rt.17) Awards presentation report Page 3 of 32

4 (Rt.18) Awards staging report (Rt.19) Summary report Appendix 2- Distribution Table Page 4 of 32

5 1. Introduction Special Olympics Results Information System Tennis The purpose of this document is to establish the result procedures of the sport, while setting the framework for the operational development of the sport during Games-time operations. In specific, this document: Creates an overall idea of the of what reports need to be produced by the GMS Achieves an overall idea and clear understanding of the GMS Identifies a list Reports Identifies key timelines of each report Page 5 of 32

6 2. List of TENNIS Outputs Special Olympics Results Information System Tennis No. Results/Report Phase Rt.1 (Rt.1) Tennis Competition Schedule per Event HCM Rt.2 (Rt.2) Entries List by delegation HCM Rt.3 (Rt.3) Entries List by ranking score HCM Rt.4 (Rt.4) Issue reports HCM Rt.5 (Rt.5) Preliminaries Divisioning report HCM Rt.6 (Rt.6) Order of play(preliminaries) HCM/Preliminaries Rt.7 (Rt.7) Bracketing for Preliminaries HCM/Preliminaries Rt.8 (Rt.8) Finals divisioning report Competition Rt.9 (Rt.9) Order of play(finals) Competition Rt.10 (Rt.10) Score Card Preliminaries/Competition Rt.11 (Rt.11) Results for Preliminaries Preliminaries Rt.12 (Rt.12) Results for singles(finals) Competition Rt.13 (Rt.13) Results for doubles(finals) Competition Rt.14 (Rt.14) Results for mixed doubles(finals) Competition Rt.15 (Rt.15) Bracketing for finals Competition Rt.16 (Rt.16) Awards report Competition Rt.17 (Rt.17)Awards presentation report Competition Rt.18 (Rt.18)Awards staging report Competition Rt.19 (Rt.19) Summary reports Competition Page 6 of 32

7 Refer to Appendix 1 for Tennis Results / Reports Outputs Procedures 2.1 Results Service and Competition Management Support This part of the Procedures section focuses on processes related to the gathering, processing and distribution of information concerning competition progress and results and the acquisition and processing of data that the GOC Competition Management require in order to prepare for and manage competition. Roles and of this document is to documented in chronological order the results processing during competition (Divisioning reports, start lists, results, Awards etc.). 2.2 Pre-Games Activities Some competition-related information must be available on the first day of the Sports Information and Information Desks in the Special Olympic village is operational. When Teams arrive in the Special Olympic village, most teams and media require the latest release of the Games schedule, the competition format. The final few weeks before the Games can be hectic and the wise organiser will prepare aspects of this information weeks in advance or as early as possible. 2.3 Schedules and competition format Most of the Games participants will receive the Games schedule from different sources before they arrive in the host city. Schedules will be printed in a number of publications that the OC will send to SOI. Schedules will be available on the official WEB site. Despite this, experience shows that high-demand items of information after teams and journalists arrival are the competition schedules. It is highly likely that participants will want to check for any last minute changes in the schedule. Additionally they will want to verify other information about the competition, such as competition phases. All the above information should be prepared in outputs: (Rt.1) Tennis Daily Event & Session Competition Schedule It will be distributed on the first day of operations of each client. Before distribution of the competition Schedule it will have to be approved by the Technical Delegate allocated by SOI. Once the content of these outputs has been agreed between the Technical Delegate and the OC Page 7 of 32

8 Competition Management, it will be distributed to all clients. Special Olympics Results Information System Tennis Should it become necessary to change data in the above-mentioned outputs after verification and distribution, the OC Competition Management will immediately send corrections by electronic means with the new date and version. 2.4 Pre-competition Activities After the Technical Delegate arrives in the host city, they will work with the OC Competition Management on the final preparations for the Games. During the period before the start of Games, a lot of time will be spent on final checking of the participant data and the preparation, checking and correction of other information if necessary. It is important that the process for transferring this data from its official source to the Organizing Committee is agreed much earlier and that any planned technology solution is properly tested. 2.5 Pre-event Activities Head Coaches Meeting A Head Couches Meeting will be organized on the first day of competition one hour and a half (1 ½ h) before the start of competition. Two (2) hours prior to the meeting the following information should be ready and available to all delegations upon arrival in the venue at the Sports INFO Desk. (Rt.1) Tennis Daily Event & Session Competition Schedule (Rt.2) Entries List by delegation (showing qualifying scores) (Rt.5)Preliminaries Divisioning Report (Rt.6) Order of play (Preliminaries) (Rt.4) Issue reports (Rt.7) Bracketing for Preliminaries should be printed by the Games Management System (GMS) Team and distributed by result runners after final approval Divisioning Preliminaries One (1) hour before the divisional process begins (Rt.3)Entries list by ranking score Page 8 of 32

9 should be printed by the GMS Team and distributed to the Technical Delegate/Sport Manager by result runners (Rt.6) Order of play (Preliminaries) to the officials should be printed by the GMS Team and distributed to the Head Referee by result runners (Rt.10) Score cards (not from GMS) should be printed by the Sports Management team and distributed to the Head Referee by result runners nd Head Coaches Meeting (Rt.8) Divisioning Report (finals) (Rt.9) Order of play(finals) (Rt.15) Bracketing for finals should be printed by the Games Management System (GMS) Team and distributed by result runners after final approval Divisioning Before the match [Staging Area] At the beginning of the day when the staging area is operational (Rt.6.Rt.9) Order of play(preliminaries, Finals) should be printed by the GMS Team and distributed to the Staging area by result runners thirty (30) minutes before matches begin During the match The score of each game will be displayed on the scoreboards located on the field of play at each court. Page 9 of 32

10 2.5.6 After the match After the match is completed, the authorized persons Head Referee or Technical Delegate or Assistant TD will sign off the scorecards if they agree with result (In the case that they do not agree with the result they should not sing off the scorecard) and deliver it to the GMS Team. When all scorecards of the competing division have been submitted: The results of the games depending on the Event: (Rt.8) Results Singles (unofficial) (Rt.9) Results doubles (unofficial) (Rt.10) Results for mixed doubles (unofficial) will print out by the GMS Team the result/report will be posed up on the bulletin board for teams/athletes to see for 30 minutes which is the time frame that teams have to submit their protest. If no protest has been submitted after 30 minutes the official result output: (Rt.8) Results Singles (official) (Rt.9) Results doubles (official) (Rt.10) Results for mixed doubles (official) (Rt.12) Bracketing (end of each day) will print out by the GMS Team and will be distributed to all relevant client groups by result runners. In the case that a protest is submitted the Tournament Brackets report will remain unofficial until the protest has been solved and then the report: will printed and distributed as mentioned above After the Finals At the end of the final games/matches at each division, the GMS Team should produce the outputs: (Rt.16) Awards Report (Rt.17) Awards presentation report (Rt.18) Awards staging report (Rt.19) Summary report and distributed to all relevant client groups by result runners. Page 10 of 32

11 2.6 Real time data presentation Special Olympics Results Information System Tennis The public scoreboard is one of the critical elements in the production of a Tennis competition. It, along with the action on the field of play is the centre of all attention for keeping spectators abreast of the competition. Public scoreboard displays are essentially a result-oriented type of information. The public scoreboard in Tennis is used to present the score of the match. In addition, the public scoreboard and video board(s) if applicable can be used in an infinite number of ways to supplement the action and turn the competition into a live production rather than a sterile sequence of events. During warm-ups, for example, the scoreboard can be used to entertain the crowd with trivia, news, or last minute announcements. It should be noted that the design and implementation of a good public scoreboard and video board production are very time consuming and difficult to manage. It is not the intention of this document to describe all that can be done in this area, but only to note that it can be done, and what information is mandatory or minimally required. 2.7 Exceptional situation handling DNS = Did Not Start DNF = Did Not Finish DSQ = Disqualified (HE) The above initials will appear on the Result/Report if they occur. 3. Distribution Table The table has been created to show all relevant outputs, Description / Delivery Time and all involved client groups. It identifies which result/report go to which client and the quantity of each delivery. It also shows the method of delivery and the location that it will be delivered. Refer to Appendix 2 for Distribution List Page 11 of 32

12 Appendix 1- TENNIS Results/Reports Outputs Page 12 of 32

13 (Rt.1) Tennis Competition Schedule per Event Page 13 of 32

14 (Rt.2) Entries List by delegation (ranking score) Special Olympics Results Information System Tennis Page 14 of 32

15 (Rt.3) Entries list by ranking score Special Olympics Results Information System Tennis Page 15 of 32

16 (Rt.4) Issue report Page 16 of 32

17 (Rt.5) Preliminaries Divisioning report Special Olympics Results Information System Tennis Page 17 of 32

18 (Rt.6) Order of play (preliminaries) Special Olympics Results Information System Tennis Page 18 of 32

19 (Rt.7) Bracketing for Preliminaries Special Olympics Results Information System Tennis Page 19 of 32

20 (Rt.8) Finals divisioning report Page 20 of 32

21 (Rt.9) Order of play (finals) Page 21 of 32

22 (Rt.10) Score card SUPER TIE BREAK Special Olympics World Summer Games Day: Court No: Group: Player: Player: Country: X Country: Server Winner: TIE BREAK: Final score: Winner Chair umpire: Time started: Time finished: Duration: Playing at 2 points difference. Page 22 of 32

23 (Rt.11) Results for Preliminaries Page 23 of 32

24 (Rt.12.) Results for singles finals Page 24 of 32

25 (Rt.13) Results for doubles finals Page 25 of 32

26 (Rt.14) Results for mixed doubles finals Special Olympics Results Information System Tennis Page 26 of 32

27 (Rt.15) Bracketing for finals Page 27 of 32

28 (Rt.16) Awards report Page 28 of 32

29 (Rt.17) Awards presentation report Special Olympics Results Information System Tennis Page 29 of 32

30 (Rt.18) Awards staging report Page 30 of 32

31 (Rt.19) Summary report Page 31 of 32

32 Appendix 2- Distribution Table Page 32 of 32