PSO Sport Registration
ATTENTION ALL GAMES PARTICIPANTS
(ATHLETES, COACHES, MANAGERS, PSO REPS, AND MAJOR OFFICIALS):
All Participant Registration Forms & Waivers are to be sent to each sports respective Provincial Sport Organization NOT the Ontario Summer Games office. Each PSO will do a group submission once they have received all athlete forms and waivers.
1. Registration: Opens on: May 4, 2010
Closes on: July 9, 2010
Closes on: July 9, 2010
It is understood that some sports have requested a late closing date due to later qualification
events and these will be approved on a sport by sport basis. Please contact Registration and Accreditation Committee if you are unable to register by the deadline. Requests will be forwarded through the Games Coordinator (games@2010ontariosummergames.ca).
It should be noted that registration is only considered to be complete when both the participant information and a signed copy of the Participant Waiver Form are received.
The participant application information will be received from the PSO through the spreadsheet import process only - i.e. Individuals will not be registering online.
PSO Driven Registration
2. Each PSO will be responsible to provide the following to the participants of their sport:
- A copy of the Participant application form for each participant
- A copy of the Participant Waiver
- A copy of the Code of Conduct
- A copy of the Medical Questionnaire
3. Each PSO will download and complete the attached empty excel file (2010 Ontario Summer Games Participant Log).
4. Once the participant log has been completed the PSO representative is to email it to the games office immediately at games@2010ontariosummergames.ca.
5. The GOC will vet the file and import the data into the Registration System.
6. Once the system registration is complete and uploaded to website, each PSO will be emailed a report of the details to confirm successful registration of their participants.
7. Each PSO should review this report to verify that their participants are registered properly.
8. Any data revisions should be emailed to games@2010ontariosummergames.ca
The Participant Waiver Form
In order for registration to be complete and for accreditation material to be made available, the GOC must be in possession of a signed Participant Waiver Form.
Each PSO will need to mail completed waivers, for their group, to the GOC prior to the games. These forms will need to be received by July 31, 2010. Completed waivers should be mailed to:
2010 Ontario Summer Games
Each PSO will need to mail completed waivers, for their group, to the GOC prior to the games. These forms will need to be received by July 31, 2010. Completed waivers should be mailed to:
2010 Ontario Summer Games
Minnow Lake Place
1127 Bancroft drive
Sudbury Ontario P3B 1R6
The accreditation materials/ package will be released to a Games Registered PSO Representative or pre-identified delegate only. Delegates may include coaches, managers or team representatives. Please note there will be several Accreditation Centres based upon where each sport is being housed. Each PSO will be informed of that location prior to the games.
Please see the following downloads:
Registration
Policies
Policy Against Harassment
Privacy Policy
Code of Conduct
Substitutions
After the registration deadline, only substitutions will be allowed. Therefore, with any new individual registered, a previously registered individual must be eliminated. Participant substitutions will only be permitted due to illness, injury or extenuating circumstances of a previously registered individual.
Participant substitutions are permitted up to the date of on-site registration. Each PSO will be required to properly complete a Substitution Form for any participant substitutions. The PSO is then responsible to register the substitute, as specified in the Agreement.
No substitutions will be allowed unless a properly completed Participant Waiver Form is submitted, the Code of Conduct read and a signed Participant Waiver Form completed. The Participant Waiver Form must be signed by the parent or legal guardian or legally authorized representative for participants under the age of 18.
On-Site Registration Procedures
1. Only the PSO or the assigned delegate is required to register at the location(s) designated by the GOC. If special arrangements are required, such as registering prior to or after the official registration date (see Key Date schedule below), please contact the GOC. Special arrangements will be determined on an individual PSO basis.
2. The PSO/delegate is required to submit all outstanding paperwork for athletes, upon registration.
3. Once verified, that all packages are complete, the PSO/delegate will receive the appropriate accreditations. It is the PSO/delegates’ responsibility to ensure the athletes have their accreditations.
At the on-site registration, each Participant will receive the following:
- An accreditation badge that is to be worn or kept in the possession of the participant at all times during the Games.
- Accommodation assignments.
- Meal schedule and menu information.
- A participant manual containing all required technical, medical and hosting information.
- Transportation schedule.
Medical Information
A Medical Questionnaire must be completed by each participant and returned to the respective PSO. Completed Medical Questionnaires will remain in a sealed envelope with a team Manager and/ or Coach and only used when an injury or health problem arises.
External Travel Information
As in prior Games, there are travel subsidies available to participants in the 2010 Ontario Summer Games. Please refer to the documents below relating to External Travel policies, and required forms.
The 2010 Ontario Summer Games Organizing Committee will be strictly adhering to the policy and submission deadlines concerning travel subsidy claims associated with the 2010 Ontario Summer Games. It is the responsibility of each individual Provincial Sport Organization to ensure that all forms related to travel subsidy claims are completed in accordance with the policy. It is also the responsibility of each individual Provincial Sport Organization to ensure that all required forms are filed with the 2010 Ontario Summer Games Organizing Committee by their respective due dates.
Failure to submit the appropriate forms and supporting documentation in accordance with the policy by their respective due dates will result in the request for travel subsidy being denied and no travel reimbursement will be made.
Specifically the Travel Planning Worksheet must be completed by your PSO in its entirety, signed by your PSO representative and received by the Ontario Summer Games Organizing Committee not later than June 15, 2010.
Should your sport's qualifying events not be completed until after June 15, 2010 you will have up to 7 days following your sport's final qualifying event (not later than August 1, 2010) to submit an updated Travel Planning Worksheet and obtain any necessary pre - approvals for your travel arrangements. This in no way relieves you of your obligation to complete and file a Travel Planning Worksheet prior to the June 15, 2010 deadline.
Upon the completion of the 2010 Ontario Summer Games the 2010 Ontario Summer Games Travel Subsidy Form and related transportation subsidy worksheet, together with all related supporting documentation must be completed in its entirety, signed by your PSO representative and be submitted to the 2010 Ontario Summer Games Organizing Committee not later than August 31, 2010.
The 2010 Ontario Summer Games Organizing Committee will review and process the submitted claims, and issue a cheque to your PSO by September 30, 2010. Please be aware that any Travel Subsidy claims made for airfare, bus charters or any other alternative transportation arrangements that have not been pre-approved in accordance with the external travel policy will be denied.
Key Dates
| May 4, 2010 | Preliminary Schedule Information available online (Competition only) |
| May 4, 2010 | Participant Application form, Participant Waiver form and The Code of Conduct / Harassment Policy - will be available on the Web Site |
| May 4, 2010 | Spreadsheet template available with field specifications |
| May 4, 2010 | Registration System Opens for spreadsheet importing |
| June 8, 2010 | Registration fee invoices are issued (quantity based on Sport Technical Packages) |
| June 8, 2010 | Accreditation Centre Info -sport specific location, date and time information communicated |
| June 15, 2010 | External Transportation - PSO Travel Planning Worksheet is due. |
| July 9, 2010 | Registration System Closes – substitution forms required after this date |
| July 9, 2010 | Registration fees are due |
| July 30, 2010 | Final Schedule Information available online (Competition, Transportation, Meals, etc) |
| July 31, 2010 | Signed waivers are due at the games office NOTE: Registration Is NOT considered complete until the signed Waiver form is received. Signed forms should be mailed to: 2010 Ontario Summer Games Minnow Lake Place 1127 Bancroft drive Sudbury Ontario P3B 1R6 |
| Aug 10, 2010 | On-site registration will take place at Athletes' Villages and specified hotels. Any outstanding participant applications, waivers, and/ or invoices can result in participant disqualification. |
