National Youth Archery Championships Guidelines

Policy Name: Responsibility National Youth Archery Championships Guidelines Archery Australia Chief Executive Officer Effective April 2017 Policy Number 1014 Edition 6

2 Archery Australia Inc NATIONAL YOUTH ARCHERY CHAMPIONSHIPS GUIDELINES 1. INTRODUCTION Archery Australia Inc National Championships is hosted by a Regional Division, Club or Organisation (hereafter referred to as the Organising Committee [OC]) on behalf of Archery Australia, conducted under this current document and Archery Australia and FITA Competition Regulations. 2. EXPRESSION OF INTEREST The Archery Australia Board regularly calls on RGBs and Clubs to consider hosting National Youth Championships. Interested parties should firstly submit an expression of interest which details: Proposed dates Proposed Program Organising Committee structure Any other details and information the Organising Committee feels necessary to support the application. Ideally this expression of interest should be submitted no less than twelve (12) months prior to the planned championships. The Archery Australia Board will consider the application and shall allocate the championships to the successful applicant. 3. ORGANISING COMMITTEE All championships shall be conducted by an OC on behalf of Archery Australia. The OC shall be totally accountable to Archery Australia and their parent organisation for the conduct of the championships. The OC shall be totally responsible for the organisation and conduct of the championships ensuring compliance with this document, Archery Australia Board s direction and current Archery Australia and World Archery rules. The OC shall keep minutes of all meetings and shall provide the Archery Australia Chief Executive Officer with a copy of all such minutes within twenty-eight (28) days of each meeting. 4. RULES AND POLICIES Championships will be conducted strictly according to the Archery Australia and World Archery Rules 5. ENTRY FORM Entries shall only be accepted by the Organising Committee electronically using the IMG system. The Organising Committee will use the IMG Credit/Debit Card facility or may offer direct debit or payments by cheques.

3 The Archery Australia IT Committee will be consulted when developing the online entry to ensure correct format. The Organising Committee shall provide the link to the online entry form to the Archery Australia Office who will arrange to have the information published and distributed. The Entry Form will be distributed not less than 4 months prior to close of entries. The Entry Form shall be accompanied by an Information Sheet, which shall contain all relevant information relating to the championships such as; dates, location, program, fees, special conditions, merchandise etc. The Entry Form shall also include tick box/es and information for the following 1. Code of Conduct and Condition of Entry. 2. Photographic/Media Consent Form. 3. Medical consent form (unaccompanied minors). 4. Anti-Doping 5. Anti-Gaming and March Fixing 6. Media Consent 7. Code of Conduct and Behavior 8. If entrant is under 18 years of age confirmation by parent or guardian 9. Another other requirement as determined by Archery Australia Board from time to time Entry Form Procedure: 1) The Organising Committee shall call for a close to entries no more than two months and no less than two weeks prior to the Official Opening of the Championships. 2) Entries shall be submitted direct to the Organising Committee. 3) The Organising Committee shall ensure each athlete provides their Archery Australia membership number on the Entry Form and has agreed to the Code of Conduct, Photographic/Media Consent Form and Medical Consent Form. AA must be advised of any person who has not agreed to the Code of Conduct, Photographic/Media Consent Form and Medical Consent Form and their reasons for not consenting. AA will decide if such entries may be accepted or rejected. 4) Upon receipt of the entries the Organising Committee shall: Receive and process entries. Load names into Archers Diary using Imanage.today.

4 Distribute acknowledgement letter, receipt and general information to each entrant; this may be done by mail or email. Using the Archery Australia Membership Database, confirm entrants are financial members for the period of the Championships. Allocate targets for the championships and provide the Archery Australia Office with a list of target allocations for inclusion on the AA website no less than 14 days prior to the championships. 6. ENTRY FEE 5) The Organising Committee shall develop and include on the Information Sheet a Late Entry policy. This policy will cover the acceptance of late entries received after the closing date upon payment of an advertised Late Entry Fee which shall not be greater then 50% of the entry fee. Alternatively, the advertised Entry Fee may be inflated and include a discount if paid by the due date or develop their own method of determining an entry fee process. 6) The Organising Committee shall utilise the Archery Australia Withdrawal and Entry Cancellation Policy and this shall be imposed on all entrants who enter into the championships. The entry fees to be charged by the OC shall be determined following the development of a budget for the championships. The fees shall be submitted to the Archery Australia Board for approval no less than six (8) months prior to the championships. In addition, the Entry Fee shall include the Archery Australia levy which is an additional $10.00 fee for each entry received and is payable to Archery Australia. This fee shall be paid to Archery Australia prior to the commencement of the tournament. If an entry is received but the archer fails to attend the championships and a refund has not been issued in line with the Withdrawal and Entry Cancellation Policy the Archery Australia levy is still payable. 7. TIME LINE OVERVIEW 1) Where time permits the OC wishing to conduct a National Championships will submit an expression of interest to host a championship to the Archery Australia Board through the Archery Australia Chief Executive Officer no less than twelve (12) months prior to the planned event. The Archery Australia Board shall either support or reject the application. No less than one year before the championships the OC shall submit to the Archery Australia Board through the Archery Australia Chief Executive Officer for approval the following: The names of the OC members responsible for the event. Proposed budget and entry fees.

5 An overview of the planned event such as program, venue/s, general planning and any proposed changes to the program and events as detailed in the Archery Australia Competition Regulations. The Archery Australia Board shall appoint at this time a suitably qualified person to act as Technical Delegate who shall carry out a minimum of two inspections of the venues and facilities (one no less than ten (10) months before the championships and one two (2) months before the championships); and who shall advise the OC on rules and any issues or problems that may arise with the planning of the championships. The Technical Delegate shall also attend the Championships. The full expenses for these inspections (travel, accommodation and meals) for the two inspections and the championships shall be the responsibility of the Organising Committee. Archery Australia shall issue an invoice to the OC for the Technical Delegates visits. 2) No less than nine (9) months before the championships the OC shall submit a progress report to the Archery Australia Board through the Archery Australia Chief Executive Officer. At this time the OC shall also submit the proposed Entry Form and proposed competition information package for approval. 3) No less than six (6) months before the close of entries the OC shall distribute entry forms and competition information. Distribution shall be through Regional Division with electronic copies to the Archery Australia CEO for publishing on the Archery Australia website and other publications. 4) No less than six (6) months before the championships the OC shall submit a second progress report to the Archery Australia Board through the Archery Australia Chief Executive Officer. Also at this time the OC shall advise the Tournament and Records Committee of the approximate number of medals they will require and a proposed delivery date. 5) Six months before the championships the Chair of the Archery Australia Officials Committee shall call for nominations from National Judges and National Judge Candidates, to enable the Tournament Judge Commission and a Director of Shooting to be appointed. 6) No less than three (3) months before the event the OC shall submit a third progress report. 7) No greater than two (2) months before the championships, entries shall close with the OC. Late entries are permitted in line with Withdrawal and Entry Cancellation Policy. 8) One (1) month before the championships: Final orders for medals shall be placed with the Tournament and Records Committee in line with Archery Australia rules. 9) Not less than fourteen (14) days prior to the championships, the OC shall provide a complete list of entries and target allocations to the Archery Australia Chief Executive Officer for inclusion on the Archery Australia website. 10) The day prior to the championships, the OC shall meet with the Archery Australia Board (or CEO) and the Technical Delegate to submit a final report for approval. Following this meeting the Archery Australia Board (or CEO) and Technical Delegate will then officially assume control of the championships.

6 8. SCORECARDS 1) Only Archery Australia approved scorecards shall be used for the championships CLICK HERE. 2) Scorecards must be printed on waterproof paper are to be used for all National Championships. 3) Archers Diary Iscored.today will be used along with a single paper scorecard for all National Championships. 4) A copy of all scorecards shall be sent to the Archery Australia Tournament and Records Committee at P.B. Box 54, Panania NSW 2213 or scanned and sent to info@archery.org.au within twenty-one (21) days of the completion of the championships. 9. PROGRAM Ideally the Australian National Youth Championships should be programmed for around the first term school holidays each year. The championships will consist of National Target Championships (Single 144 Arrow Target Round) National Field Championships (Single WA 24 Target Field Round) National Short Distance Championships (Single 720 Target Round) National Clout Championships (Single Clout Round) National Youth Matchplay Championships (20 and Under and Cadet divisions only) 10. RESULTS MANAGEMENT 1) Archers Diary Iscored.today will be used for the Australian Field Open. 2) The Organising Committee will establish a Results Management Team to manage data entry and results prior to and during the championships. The Organising Committee may choose one of two options for the Results Management Team. a. The Organising Committee may create their own Results Management Team who will be solely responsible for managing Archers Diary Iscored.today. b. The Organising Committee may request Archery Australia to provide a Results Management Team or provide staffing support to the Organising Committee Results Management Team. If so, the Organising Committee will arrange for travel, meals and

7 accommodation costs for the Results Team for the duration of the championships and factor these costs into the entry fee. 3) The Results Management Team will be responsible for - a. Setting up the tournament in Archers Diary, this must be approved by the IT Committee to ensure appropriate format b. Imputing competitors into Archers Diary c. Being in attendance at Registration to manage registration changes d. Conduct a scoring briefing with scorers prior to the start of each event e. Manage Archers Diary and the input of scores during the championships f. Manage the Results Desk g. At the completion of each event verify each scorecard against Archers Diary h. Make changes and updates to the results as required. 4) Prior to the start of the tournament or during Muster a representative from the Results Management Team will address competitors on the use of Archers Diary Iscored.today. During this meeting the following information will be passed on - a. Procedures and process to be followed for the day b. Event Password c. Process for requesting help during the event d. Answer questions e. Process for end of day 5) At the end of the event the scorers will check each scorecard total score, 6's and 5's against the results in Archers Diary. 11. MANAGING SCORECARDS Only the official scorecards can be used and available on the Archery Australia website link at the following link CLICK HERE All scoring will be online using Iscored.today. Following the competition each local organisers will provide a facility where scorecards will be checked against the results listed in Archers Diary. 1. Each archer will be required to present their fully completed scorecard for checking.

8 2. The scorecard will be checked to ensure all required areas have been completed and the Total Score, 10 s and X s (5 s and 6 s Field and 10 s and 9 s Clout) will be checked against the Total Score, 10 s and X s (5 s and 6 s Field and 10 s and 9 s Clout) listed in Archers Diary. 3. If the scorecard is found to be incomplete or the Total Score, 10 s and X s (5 s and 6 s Field and 10 s and 9 s Clout) does not match Archers Diary the scorecard will be returned and the archer and the archer will be given the opportunity to correct the card. What needs to be checked on the scorecard? 1. Have the competitors name, club, membership number, date and round been completed 2. All boxes requirements are completed and the Total Score, 10 s and X s (5 s and 6 s Field and 10 s and 9 s Clout) match the results in Archers Diary. 3. The scorecard is signed by the competitor and a witness The adding up and accuracy of each score is not the responsibility of the Organising Committee. CHECKING OF SCORECARDS FOR ACCURACY OF ADDING UP OF SCORES MUST NOT HOLD UP PROCESSING OF RESULTS. Organisers may check scorecards at a later time. If found to be incorrect Archery 12. MEDALS and AWARDS 1. Archery Australia Medals shall be awarded in line with Archery Australia Inc rules 7.12.6 and 7.12.7, a. Only members of Archery Australia can be awarded National Youth Championships Medals. 2) If an athlete is not able to be in attendance for the presentation of medals they must advise the OC, who shall make appropriate arrangements for delivery of the medal. Medals will not be passed onto any person on behalf of the athlete. 3) The OC shall be responsible for the purchase and engraving of all championships medals to be used during the Championships. Medals will be purchased from the Archery Australia Tournament and Awards Committee. 4) All championship medals shall be identified with the name of the event, date and category of the award. The cost of all engraving shall be the responsibility of the OC. 5) The OC shall ensure all orders for medals are placed with the Tournament and Records Committee no less than one (1) month prior to the championships. Any medals not used and not engraved may be returned for a full refund or credit, but must be returned to the Tournament and Records Committee within thirty (30) days of the championships. Best all Round Individual and Team Awards

9 1) Each year the Best All Round and Team Champion awards will be presented. For a detailed list of awards and how the results are determined refer to Chapter 3 of the Archery Australia Shooting Rules. 2) The OC shall 13. OPENING CEREMONY a. Using the results, calculate the placing of all individual and teams and include a list of results in the official results. b. Announce the Best all Round Individual and Team results and present a memento (Plaque) for Best All Round Individual and Team Awards at any Farwell Function. c. The OC can either purchase the memento awards from Archery Australia or arrange with Archery Australia to provide the design template and purchase suitable awards. The cost of these awards shall be included in the National Championship budget and cost recovered from the entry fees changed. d. Archery Australia shall specify the design and layout of the plaque information. 1) An Opening Ceremony will be conducted on the first day at a time and format to be arranged by the OC. 2) The OC shall ensure the Opening Ceremony includes the following: Welcoming speeches, including a speech by the Archery Australia President or his/her representative. Reading of athletes and officials oaths. The playing of the Australian National Anthem and raising of the Australian flag. Acknowledgement of any Archery Australia officials and distinguished persons in attendance. Presentation of any awards as designated by the Archery Australia Board. Display logos of Archery Australia sponsors and ensure verbal acknowledgement of sponsors is made during ceremony. The OC may invite any person(s) they see fit, but shall issue invitations to the Archery Australia President, Archery Australia Vice President, Archery Australia Board, Archery Australia Chief Executive Officer, Life Members, the Technical Officials (Tournament Judge Commission, Director of Shooting and Technical Delegate) officiating at the Championships, HP manager, national Coach and designated Archery Australia sponsors. 3) The Opening Ceremony shall take no more then 20 minutes and may include refreshments following the opening, for invited guests. 14. PURCHASE OF EQUIPMENT 1) The OC shall purchase all equipment and consumable items necessary for the conduct of the championships, and shall be financially responsible for the payment of such items. 2) To be fair and equitable to all parties are to ensure compliance with Fair Trading laws, the OC shall openly seek a reasonable number of quotations for all equipment and consumables. 15. SPONSORSHIP 1) The OC has the right to arrange sponsorship but details must be presented to the Archery Australia CEO to ensure there is no conflict with current sponsors. The

10 Archery Australia CEO has the right to reject any sponsorship that is in conflict with current sponsors. 2) The OC shall assist Archery Australia in providing current sponsors with promotions during the Championships in the form of: Inclusion of logos and advertising in the Official Program (material to be provided by Archery Australia or the sponsor). Inclusion of logos and advertising on documents and official publications (material to be provided by Archery Australia or the sponsor). Inclusion of logos and advertising in the Official Results (material to be provided by Archery Australia or the sponsor). Include on field advertising in the form of logos and banners (provided by Archery Australia or the sponsor). 16. WEBSITE AND SOCIAL MEDIA 1) The OC may develop and utilise their own website for the championships but the. Archery Australia website will be the official website. 2) The Archery Australia Facebook and Twitter pages will also be used to distribute information. 17. SCORECARDS 1) Only Archery Australia approved scorecards shall be used for the championships. 2) All scoring shall be double scoring unless electronic scoring is being undertake, except for Matchplay where single scoring is used.. 3) A copy of all scorecards shall be sent to the Archery Australia Tournament Records Committee within twenty one (21) days of the completion of the championships, unless there is a claim for a World Record. In this case the time person is reduced to 5 days. 18. PRESENTATIONS 1) Once all scores have been confirmed as being correct in Archers Diary, an announcement will be made to this effect. Following a period of no more than 10 minutes to allow for the final scores to be viewed in Archers Diary and the lodgment of any protests with the Jury of Appeal the presentation of awards will take place. 2) If there is a protest received with the Jury of Appeal relating to scores or placing's medals will not be presented until the protest is resolved. 3) A dais will be used for the presentation of medals with Gold in the center, Silver to the left and Bronze to the right. 4) The format to be followed for all presentations shall be: The order of presentation of all medals shall be:

11 3 rd - Bronze - present bronze medal Break 2 nd - Silver - present silver medal Break 1 st - Gold - present gold medal. As the Australia Field Open is and open tournament no Visitors winning medals are awarded. All entrants are eligible for Australian National Youth Championships. Presentation process - Announce the athletes place, name, RGB. If necessary other achievements such as records obtained during the event should also be announced. The dignitaries presenting medals will be announced prior to the presentation of medals. 5) Medals should, whenever possible, be presented by a dignitary from either Archery Australia, a member of the Organising Committee or a dignitary arranged by the Organising Committee. Medals should be presented on a tray or pillow and brought out by a host accompanying the dignitary. 6) Medals shall be provided with ribbons to allow them to be hung around the recipient s neck, Green and Gold ribbons are available from Archery Australia. 19. MEMORADUM OF UNDERSTANDING The successful host and Archery Australia will enter into a MOU for the conduct of the tournament. 1) The field of play shall be set up in such a manner as to provide a safe environment ensuring there are no identified hazards. The OC shall carry out a Risk Analysis to ensure all hazards have been identified and appropriate action taken. The OC shall consult the Archery Australia Safety Policy and the Technical Delegate to ensure a safe conduct of the championships. 2) For the duration of the championships the OC shall fly the Australian Flag, Archery Australia Flag and World Archery flag on all venues. State and visiting countries flags may also be flown. 3) Archery Australia will provide signage promoting Archery Australia and sponsors, which shall be displayed at all times during the championships. 20. TECHNICAL OFFICIALS (National Judges and Director of Shooting DOS) The Archery Australia Officials Committee shall appoint the Judges. 1) The OC shall provide at their expense the following for the interstate or non-local Technical Officials (Judges and Director of Shooting) nominated by Archery Australia for the Championships: Twin share accommodation at a Motel/Hotel close to the venue. Billeting is permitted only with the agreement of each appointed Judge.

12 Transport to and from the first point of arrival in the state, to the accommodation. Transport to and from their accommodation and the venue/s each day of the competition and official practice. 2) The OC shall provide the following to all Technical Officials (Judges and Director of Shooting) nominated by Archery Australia for the Championships: An invitation to the Opening Ceremony. Lunch for each day of competition and Official Practice. Water as required. A complete list of competitors, target allocations and Equipment Inspection List prior to the start of Official Practice. Access to all venues and associated equipment no less then 24 hours prior to the start of competition (including Official Practice) to carry out inspections. A room, tent or area where Judges can conduct meetings, eat lunch, rest and where Equipment Inspection can be conducted. A program for the Championships. A map of the field course. List of the Field Course target distances and target face sizes against target numbers. Two 90m measuring tapes or a digital range finder for distance checks. Two way radio communication for each Technical Official. 21. JURY OF APPEAL 1) The OC shall appoint a Jury of Appeal for the duration of the championships. The Jury of Appeal shall be called upon to settle any disputes, protests or appeals. 2) The Jury of Appeal must be in attendance on each day of the competition, they shall not be: Involved in the organisation of the Championships. A Judge or official at the Championships. Be related to or have any association with any competitor who is involved with the dispute, protest or appeal. 3) The OC may appoint a number of members to the Jury of Appeal who can operate on a roster system. If this is done, the names of the roistered members of the Jury shall be made public each day 30 minutes prior to the start of practice. 4) The OC shall make available appropriate forms to apply for a Dispute, Protest or Appeal. 5) A $100.00 (Australian currency) fee for Disputes, Protests or Appeals shall apply and is refundable if the appeal is successful.

13 22. MEMBER PROTECTION 1) The OC Committee shall ensure that the rights of each athlete participating in the championships are protected. All OC members, staff and volunteers must have current Working with Children Checks. 2) There shall be no smoking at any time on the Field of Play by any person. Smoking is permitted only in designated areas determined by the OC 3) The OC shall provide facilities for the purpose of taking samples to be used by the Australian Sport Anti-Doping Agency (ASADA) for anti-doping. In line with current practice no notice of ASADA attendance will be issued in advance.

14 Appendix 2 Archery Australia National Youth Championships Medal Order Form RGB: Contact Name: Email Address: Postal Address: Date: Phone Number: NATIONAL CHAMPIONSHIP MEDALS (Ribbons and engraving not included) Championship Medals Price/Item Visitors Medals Price/Item Gold $10.00 Gold $10.00 Silver $10.00 Silver $10.00 Bronze $10.00 Bronze $10.00 AWARDS Item Number Required Price/Item Gold (National) All Gold medals (Blank) $4.25 Gold (National) Perfect Ten medals (Blank) $4.25 Field 15 Pins (FITA Field) $4.25 Field 20 Pins (National Field) $4.25 DISTANCE INSERTS Ind 18 Ind 25 80cm 20M 80cm 25M 80cm 30M 80cm 35M 80cm 40M 80cm 50M 80cm 60M Clout 100 Clout 125 Clout 145 Clout 165 Clout 180 Price/ Item 10 15 20 25 30 35 40 45 50 55 60 70 90 $1.25 X $1.25 Ind = Indoor, 80cm = shot on 80cm target face, Clout = Clout, and others are shot on a 122cm target face. Please indicate in unshaded areas the number of each item required, and send completed order form: Send completed form to Archery Australia Tournament and Records Committee The medals will be sent to your Nationals Organising Committee without any payment, but the committee will be invoiced for all medals/inserts not returned in original condition to the AA Records Committee within 30 days of the event. All postage costs are added onto the final invoice.

15 Athletes Oath "In the name of all competitors, I promise that we shall take part in these Championships, respecting and abiding by the rules that govern them, in the true spirit and the glory of sport." I promise to do my best I promise to play fair and according to the rules. I promise to respect the people I am competing with, including all opponents, officials, and volunteers and to remember that participating is more important than winning.

16 Judges & Officials Oath ON BEHALF OF ALL JUDGES AND OFFICIALS AT THESE CHAMPIONSHIPS, I MAKE THIS OATH: I DECLARE WE WILL STRIVE TO APPLY THE RULES OF ARCHERY AUSTRALIA, FITA AND THESE CHAMPIONSHIPS IN A MANNER THAT IS FAIR AND EQUITABLE TO ALL COMPETITORS; SHOWING COMPLETE IMPARTIALITY, AND RESPECTING THE ABILITIES AND RIGHTS OF ALL CONCERNED. WE WILL ENCOURAGE THE TRUE SPIRIT OF SPORTSMANSHIP THROUGH OUR PROFESSIONAL APPROACH TO OUR DUTIES AND THE FAIRNESS OF OUR DECISIONS AND ACTIONS.