BC Athletics Track & Field Sanctioning Checklist

 

 

This document is a work in progress.  I have tried to address the questions that come in regularly regarding sanctioning.  If you have a question that is not covered please let me know so we can add it to the document. 

If you find an explanation vague or confusing please let me know so the proper wording is used to make the information as clear as possible.

Your help with this is much appreciated!

Sam Collier - Manager, Registration & Membership Services

__________________________________________________________________________________________________

  1. List your event in the BC Athletics Calendar of Events
  2. Book the venue
  3. Sanction your event with BC Athletics
  4. Notify the Branch Officials
  5. Set up your meet registration and results programs
  6. BC Athletics membership download
  7. Submit results to BC Athletics
  8. Post Event Submission form
  9. List next year’s event in the BC Athletics Calendar of Events

 

  1.  List your event in the BC Athletics Calendar of Events

Get your event listed in the BC Athletics Calendar of Events through the online Add/Update Event Form as early as possible.    Getting your date into the Calendar of Events gives clubs and athletes early notice and helps to solidify the date.  The date should be in to the BCA Calendar of events by the beginning of October of the previous year in order to be included in the BC Athletics Calendar Congress held each year in the fall.  Event dates and possible conflicts are addressed at that time so the earlier the event is listed the better.

  1. Book the venue

Most venues require booking far in advance so make sure it is booked early.  Find out what the insurance requirements are for the facility - who is to be named on the certificate and the exact wording.  This information is required for sanctioning.

  1. Sanction your event with BC Athletics

Complete the appropriate sanction form and send the form with fees to the BC Athletics office no later than 30 days prior to the start of the event to avoid late charges.  Both the form and the fees must be received before the sanctioning will be processed.  Contact Garrett Collier if you have technical questions regarding the form and Sam Collier for payment information.

Once received your sanction application will be processed within a 2 week period prior to the beginning of the event. 

  1. Notify the Branch Officials

Officials don’t automatically show up at your meet.  Give the Branch Officials’ Regional Development Coordinator in your area the date and detailed information as early as possible to ensure you have the required Officials.  A list of contacts and other pertinent information regarding Officials is available on the Officials webpage.

Parents and other volunteers should be encouraged to officiate at club meets and will need training in advance.  See the Officials Training Program information on the Officials webpage to see information for scheduled Officials clinics or arrange for a clinic to be held for your club or for several clubs as a group.

  1. Set up your meet registration and results programs

In order for meet results to be eligible for inclusion in provincial and national results and rankings, meets must be set up in a specific way.  Please refer to the 2015 Athletics Canada Rankings and Results Branch Document

For Hy-Tek setup requirements please go to Appendix 1 – Results Submission Guide.

For meets that do not use the Hy-Tek results system – the Athletics Canada Competition Results format template must be used in order for results to be included in the provincial and national rankings.

It is extremely important that meets follow the membership requirements and eligibility rules noted below for all BC Athletics sanctioned events.  If meets permit athletes who are not eligible to take part in sanctioned competitions, they run the risk of jeopardizing the insurance coverage provided through sanctioning, jeopardizing school aged athletes and their ability to compete in BC School Sports championships, and jeopardize the results for the meet.  If you are not sure of a requirement or rule or if you have a special circumstance that is not covered here please contact the BC Athletics office.

Full Track Meets - (Non BC Athletics Championship meets):

  • Junior Development
  • Midget
  • Youth
  • Junior and Junior Post-secondary
  • Senior and Senior Post-secondary
  • Master

The following membership types are only permitted during the time periods identified:

  • Non-BC Athletics member Elementary and High School aged athletesonly between September 1 and June 30th (or the Jack Brow Meet -  whichever is later):
    • Athletes who are not BC Athletics annual, competitive athlete members can take part in meets during the school year as either a member of a BC Athletics affiliated School/School District or as an individual athlete with a School Day of Event membership.
    • Athletes who are members of a current BC Athletics School Club or School District member school are not required to pay the $3.00 Day of Event fee.
    • Athletes from schools who are not current BC Athletics School Club or School District members much pay a $3.00 School Day of Event Fee at each meet they enter.
    • All athletes entering a BC Athletics sanctioned event as either a member of a BC Athletics School/School District club or with an individual School Day of Event membership can only compete under their school name or as Unattached. 
    • Note:  BC Athletics “Training” members who belong to a BC Athletics club must purchase a School Day of Event membership if they are not members of a BC Athletics School/School District member and can NOT compete under their club name.
    • A list of BC Athletics School and School District memberships is available on the BC Athletics website on the Event Directors Page.  Lists are updated each Friday.
  • Team Roster athletesonly between September 1st and May 31st each year:
    • Must be registered as a Team Roster athlete member through a current BC Athletics Post-Secondary (School) Affiliate Club.
    • Their names must appear on the BC Athletics “BC Athletics Competitive Athlete Members” list posted on the Event Directors page.
    • Team Roster members must complete under their Post-secondary school name.

All Comers and Twilight Meets

  • Junior Development
  • Midget
  • Youth
  • Junior and Junior Post-secondary
  • Senior and Senior Post-secondary
  • Master
  • Road & Trail
  • Day of Event membership ($3.00 – all ages)
  • Team Roster athletes – only between September 1st and May 31st each year:
    • Must be registered as a Team Roster athlete member through a current BC Athletics Post-Secondary (School) Affiliate Club.
    • Their names must appear on the BC Athletics “BC Athletics Competitive Athlete Members” list posted on the Event Directors page.
    • Team Roster members must complete under their Post-secondary school name.

BC Athletics Track & Field Championships

Age Category Championship

Eligible Membership Types

BC Athletics Junior Development Pentathlon Championships

  • Junior Development

BC Athletics Junior Development Track & Field Championships

  • Junior Development

BC Athletics Track & Field Championships Jamboree

  • Midget
  • Youth
  • Junior
  • Junior Post-Secondary
  • Senior
  • Senior Post-Secondary
  • Senior/Master

BC Athletics Masters Indoor Championships

  • Masters

BC Athletics Masters Outdoor Championships

  • Masters

 

FAQ's

Out of province athletes?

Out of province athletes holding a current, competitive membership with another province or IAAF Federation are permitted to take part in BC Athletics sanctioned events as would a BC Athletics competitive member.  Out of province athletes can take part in BC Athletics championships and can receive medals.  However, if the BC Championship is a Midget, Youth, Junior or Senior BC Team selection meet, an out of province athlete will not be permitted to advance to a lane final.  Junior Development Championships are closed to out of province athletes.

Track Rascals participation?

The BC Athletics Track Rascal membership is a non-competitive membership.  Track Rascals are not permitted to take part in any of the competitive events in the meet where results are kept and awards are given.  Track Rascals can take part in fun, participation events that are specifically created for them.  Results are not to be kept and awards for finishing positions are not to be given.  If anything is given out it should be given to all of the children taking part in the event (ie. Ribbons, stickers etc.).

Can Training members compete?

Training membership are not eligible to take part in ANY BC Athletics sanctioned events using their Training membership.

If a BC Athletics Training member wishes to take part in an All Comers/Twilight meet they must do so by purchasing a Day of Event membership. For All Comers/Twilight Meets they can compete under their club name.

What if someone shows up and wants to join BC Athletics at the meet?

If someone comes to the meet and wants to participate in the meet but doesn’t have the appropriate membership they can sign up with BC Athletics at the meet.  Have a few copies of the BC Athletics Membership application on hand for them to complete.  The completed membership form with fees should be forwarded to BC Athletics as soon as possible so the membership can be entered on the Trackie.me database and a membership number can be issued. 

If there is internet access at the meet people can sign up online through the BC Athletics website.  Once they have completed the online membership process their BCA number can be located through the “Membership Lookup” form found on the home page.

 

           How is “Running-up” (competing in older age events) handled at sanctioned meets?

            Junior Development:

Junior Development athletes are not permitted to run up in age category.  They must compete in events offered for their age.  However, if an event for their gender/age group is not offered in the meet and the next age group up has the same technical as their own age group they can enter the older aged event.  If the event has different technical specifications than the LTAD (Long Term Athlete Development Program) event for their age category, they cannot move up. 

Example: an 11 year old girl who throws a 2 kg SP in her age group may not take part in a 12 Year old girl’s event throwing the 3kg SP.  JD athletes can compete in an Open category if it is offered at an All Comers or Twilight meet.

            Midget / Youth / Junior:

The Midget, Youth and Junior age categories may compete up 1 age category in an age based event and can compete in an Open category event.

           What is a Master/Senior membership valid for?

Masters athletes can compete in identified Masters events and Open events when offered.  Masters can only take part in Senior age category events if they hold a current BC Athletics Senior/Master membership.  Masters with Senior & Master memberships are listed on the website on the Event Directors page.

Please refer to the BC Athletics Technical Standards & Specifications for complete information on events offered by age group. 

When are forms required for BC and Canadian Records?

BC Records require that a BC Athletics Record Application form be completed for all pending records with the exception of performances achieved at:

  • BC Athletics Championships
  • BC Summer Games
  • Western Canada Summer Games
  • Canada Summer Games
  • Canadian Championships
  • NCAA Championships
  • Pan Am Junior Championships
  • Pan American Games
  • Commonwealth Games
  • World University Games (GISU)
  • Grand Prix Events
  • World Championships
  • World Cup
  • Olympic Games

Meets should have copies of the following Record Application Forms on hand at the meet:

BC Athletics Track & Field Record Application

Masters Track Record Application Form

Masters Field Record Application Form

Canadian RecordsApplication for Record

 

  1. BC Athletics membership download

BC Athletics sanctioned events should request a Hy-tek BCA Membership Database Download when initially setting up a meet.  Hy-tek downloads include all eligible BC Athletics members and can be updated as many times as needed prior to the beginning of the meet.  Using the download will avoid spelling errors in names, incorrect membership numbers, birth dates and club affiliation and greatly reduces the need for results corrections.

Lists of all current Competitive Individual members and all current BC Athletics School and School District members are available on the Event Directors page.  Both lists are updated each Friday.

 

  1. Submit Results to BC Athletics

As soon as the meet has ended and results are finalized submit the following four files to Sam Collier at BC Athletics:

  1. Hy-tek Meet Backup
  2. Athlete Roster List – sorted by gender
  3. Athlete Roster List – sorted by club/school affiliation
  4. Results.htm file
  5. A direct link to where the results are posted on the host organizations website.

Once verified they will be forwarded to Athletics Canada for inclusion in national and provincial rankings. 

Should there be corrections made after the results files are sent to BC Athletics, resend the four files with a clear notification that they supersede previously submitted results and an explanation of what was corrected.

Meet results should be posted on the host organization website as soon as possible following the meet.  Send the link out to all clubs/schools that attended the meet and if possible, provide each club/school with a listing of their athlete’s results.

  1. Post Event Submission form

A Post Event Submission Form (PESF) along with any fees owing must be sent in to the BC Athletics office no later than 30 days after your meet. 

Your event will not be completed until BC Athletics receives your Post Event Submission form.  Note:  A form must be submitted for all BC Athletics sanctioned events.  If the amount owing is less than $5.00 no payment is necessary but the form must be submitted.

Section 1:    Event Information

Section 2: Event Demographics – It is critical that BC Athletics receives as much information on sanctioned events as possible to better serve the membership and for reporting to funding partners throughout the year.

Section 3:  These are all of the participants who had recorded results or were rewarded for their performance.    This number is usually the same as the total reported in Section 1.  It would be different if you had, for example, a Track Rascals non-competitive event held within the meet.

Section 4:  Day of Event membership fees are reported in this section.  These are the registrants who paid a $3.00 Day of Event or School Day of Event fee in order to take part in the meet.  Please see the detailed information provided to be sure your event can offer A Day of Event or School Day of Event membership entry to individuals.

Enter the Total Non-Number Participants in the first field and the form will automatically populate the remaining fields. 

If the Total Fees due for sections 3 & 4 are less than $5.00 for a single meet - no payment is required however the Post Event Submission form must be completed and submitted to BC Athletics in order to complete all sanctioning requirements.   

 

  1. List next year’s event in the BC Athletics Calendar of Events

The earlier your upcoming events get on the BC Athletics Calendar of Events and on everyone’s radar the better.  Dates for several years in advance are welcomed.  Just make sure your venue is booked for those dates.


Detailed information regarding the in depth planning, staffing and technical requirements of meets is available in the Manual for Host Organizing Committees developed by the BC Athletics Branch Officials.

Additional information and resources are available on the “Event Directors” page on the BC Athletics website