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NF Entry Guidelines

1.	Introduction and Login
1.1.	Introduction
1.2.	Important Dates
1.3.	Contacts
1.4.	Entries online
1.5.	Username and password
1.6.	Your first login
2.	Check In for a WEG discipline
3.	Add competitors & horses for Nominated Entries
3.1.	Add competitors
3.2.	Add horses
3.3.	Enter qualifying results
3.4.	Confirm Nominated Entries in HippoBase
3.5.	Nominated Entries and Certificates of Capability for FEI
	Data Entry & Document Upload for Horse Flights
4.	Accreditation
4.1.	Add NF representatives
4.2.	Add companions per discipline
4.3.	Add competitor companions
4.4.	Accreditation pictures
4.5.	People with 2+ functions
5.	Definite Entries
5.1.	Remove competitors and horses
5.2.	Confirm Definite Entries

1. Introduction and Login

1.1. Introduction

In this document National Federations (NF) will find condensed practical information on how to submit the entries for the FEI World Equestrian Games Kentucky 2010. It is structured in a step by step manner and contains general information from the organizing committee as well as a manual for the use of the online entry system.

Please note that this document is a only a supplement to the schedule. In case of inconsistencies, the schedule will always be decisive.

You should read chapter 1 and 2 now and execute the steps recommended therein. Come back to chapter 3 once you have a somewhat reliable idea about your selection of competitors and horses. Chapter 4 is exclusively on accreditation. Study chapter 5 when specifying your Definite Entries.

1.2. Important Dates

1.3. Contacts

1.4. Entries Online

The HippoBase online entry system allows NFs, the organizer, the FEI and Peden Bloodstock to work on a common online database. If you can see data online so can the other three parties and usually no further confirmation is needed.

If you are a very experienced user of HippoBase you are probably familiar with most of the subsequent technical explanations. However, there are some things which are particular to the WEG which we would ask you to read. For your convenience, those topics have been marked with a bar on the left like this paragraph.

According to the schedule, all Nominative and Definitive Entries must be submitted online. Your cooperation in this matter is most appreciated by the OC. The online data will be regarded as the only official data by the OC and the FEI. Any information sent to the OC by email or fax which could also be entered directly into the online system will be ignored by the OC. The FEI will approve Certificates of Capability based on competitors, horses and their qualification data available in HippoBase.

1.5. Username and password

We would appreciate if those people within a NF who already have a login for the HippoBase system and who are familiar with the system would also enter the data for the WEG.

New logins are only issued to individuals, i.e. a person not a federation. Preferably the person in the NF staff who is usually responsible for international entries and/or who will really do the typing. Multiple logins per NF may be requested if there are different people taking care of different disciplines.
A request for a new login must clearly specify the requesting organisation and full name, phone and e-mail of the person and should be send to kentucky@hippobase.com.

Login and username are strictly personal and should not be shared with other people. The person to whom the login is being issued will be held responsible for all input and changes done with this login. Whenever data is being modified the login name and the current time is stored as well. If you suspect someone to have knowledge of your password please request a new one.

1.6. Your first login

To access the HippoBase login page, please direct your webbrowser to
http://login.hippobase.com
and enter your username and password.

After logging in, you will see the welcome page of your country. In the grey area at the top you will find upcoming events using the HippoBase system for their entries. Once the WEG has been activated for data input, it will appear somewhere at the top of the list.

In the brown area at the bottom you can see an overview of the archive of your NF's competitors and horses. NFs which have never used the system might not see any events and the number of competitors and horses will be zero in most disciplines in the archive.

2. Check In for a WEG discipline

On Friday, May 21^st, the CH-M-R/E/D/C/S/P/V/A Alltech FEI World Equestrian Games should show up in the list of upcoming events so you can open the start page of the event by clicking on "Alltech FEI World Equestrian Games". At the top of that page you will find general information about the event including a link to the schedule. At the bottom, you should find the disciplines you have specified in your entries in principle.

Before you can add any competitors you must do the Check In procedure and leave your contact with the OC. In the picture on the right, the Check In has already been done for Endurance and still needs to be done for Dressage and Jumping.

The contact fields are being filled in automatically with the information that has been saved with your user account. Please enter the contact of the person really doing the entry work rather than an official of your NF. The contact may be changed any time and can also be modified by the organizer. Once you click the checkbox stating your intention to submit the entries online, the OK button at the bottom should be enabled. If there is a checkbox for team and you still intend to send a team this should be activated as well.

After clicking OK you will see that the name of the discipline on the WEG start page has become a link like "Endurance" in the previous picture. This link will be used in the next chapter to start your list of competitors.

Repeat the Check In procedure for all disciplines you are responsible for. Unless you already know your competitors your job is done for now.

3. Add competitors & horses for Nominated Entries

3.1. Add competitors

Once you have done the Check In for a discipline as described in the previous chapter, clicking on the name of a discipline will open an empty competitor list with the message "no competitors registered". On the picture to the right, two riders and their horses have already been added to this list. The OC and the FEI can see this page the same way you see it.

Use  Add Competitors to open a list of competitors from the HippoBase archive.

By default, the system shows you all competitors in the archive for your NF and the current discipline. To select competitors for the WEG, check the box in front of the desired competitors and click Copy Selected to Alltech FEI World Equistrian Games.

If your competitor is not in the list please use the search facility at the top to find him/her by his/her name in the archive. If you can still not find your competitor use "Get from FEI" to copy from the FEI registration database.

Special topic: How to add a vaulting team?
For the Nominated Entries there are now 9 team members allowed for a vaulting team. Two of these have to be removed again for the definite entries.

Once a rider is listed for the WEG, you can click on the name to open his/her details.

The correct FEI-PersonID, sex, date of birth and complete contact data in the "Address, Phone, Email" section are required for all competitors!

Tip: Click on a section title bar like Address, Phone, Email / Hotel / Stable & Competitor to open or close it.

It is of paramount importance that competitors have their correct FEI-PersonID (e.g. 10012345) as this number will be used to check data and results on the FEI server. However, it is easy for you to make sure it's correct: Clicking on the number anywhere in HippoBase should open the page of that competitor on the FEI website. The FEI-PersonID can be entered in the "Stable & Competitor" section on the page of a competitor.

Hotel bookings for the WEG in Kentucky are NOT handeled in HippoBase. Please contact Shorts Travel, Darlene Free dfree@shortstravel.com, +1 859 244-2985.

3.2. Add horses

Horses must be added to their competitors. To open a competitor's form, click on his/her name. Use Add Horses at the bottom to open a dialog window for selecting horses. By default, only the horses which have been associated with this competitor in HippoBase are shown. In the list, check the box in front of the desired horse and click Copy Selected to Alltech FEI World Equistrian Games.

If you can not see the horse in the default list use the search option "Horses name contains" at the top. Type in 4-5 characters of the horses name which are unique and unlikely to be spelled wrong in the blank field to search the entire archive of horses. If the horse should be listed under a different competitor or NF but you are sure it is the horse you are looking for you may 'steal' it for your competitor.

If you can not find the horse in HippoBase you can use the Get from FEI to copy data from the FEI registration database to your entries. "Get from FEI" function realizes if you search for a horse that's already in the HippoBase archive or entries, so you can also use it to override incomplete details in HippoBase with data from the FEI.

The schedule specifies that for horses the name, FEI passport number, gender, year of birth, country of birth, sire, sire of dam, breed and name(s) of owner(s) including their address is required.

It is of paramount importance that horses have their correct Passport Number as it will be used to check data and results on the FEI server. However, it is easy for you to make sure it's correct: Clicking on the number anywhere in HippoBase should open the page of that horse on the FEI website.

The OC needs to know for ALL horses if they are Prioplasmosis positive or negative. You can enter this information on the very bottom of the details page of each horse.
For horses flying to the US with Peden you also need to supply the respective blood tests. The upload of the tests is only required for horses that have been declared for flight (the latest by Aug 30).

3.3. Enter qualifying results

In order to participate at the WEG, competitors and/or horses must have qualifying results. The information on these results must be provided by the NFs in the online entry system and the corresponding confirmation will be given by the FEI in the online system as well. In most cases, it should therefore be possible to communicate the results and the resulting approval by the FEI without any paper or extra emails.

The FEI has published the rules for the qualification procedure on their website. When entering the results in the online system the format specified in the table must be used.

Discipline	Specify For	Data Required Example
Jumping	competitor and horse	event, country, date, competition, round 1, round 2 CSIO5* La Baule, FRA, 4-7.May 2006, GP, 0 faults CSIO5* La Baule, FRA, 4-7.May 2006, NC, 0 faults, 0 faults * * necessity of second result depends on qualification criteria
Dressage	competitor and horse	event, country, date, class, 5* judge´s score, judge´s name CDI3* Berlin, GER, 22.May 2006, Grand Prix, 66%, Volker Moritz
Eventing	competitor and horse	event, country, date, dressage penalties, cross-country penalties (penalty and time), jumping penalties CCI4* Badminton, GBR, 18-21 May 2006, 74.75, 0, time, * 0 * necessity of second result depends on qualification critera
Driving	competitor and each horse	event, country, date, dressage test no., score Dressage Test 8 A, 70 points or less CAI-A4 Conty, FRA, 30 April 2010, 8A, 62 pts event, country, date, confirmation of completion of dressage, marathon and cones CAI-A4, Dorthealyst, DEN, 30 April 2010, yes
Endurance	competitor/ horse/ competitor and horse combination	competitor:event + distance, country, date (4x CEI2* or higher) CEI2* 120km Sirolo, ITA, 23 January 2010 horse:event + distance, country, date (2x CEI2* or higher) CEI2* 120km Flores, URU, 12 February 2010 combination: event,+ distance, country, date, average speed (1x CEI3* 160km competitor and horse in combination (13kph, time frame 4*CH)) CEI3* 160km Cazon, ARG, 12 February 2010, 16.36
Vaulting	competitor only	event, country, date, round, average score (Group I&II: 2x CVI2* min. average score, 6.0 points on 1st round (Com+Free)) (Other Groups: 1x CVI2*/1* min. average score, 6.0 points on 1st round (Com+Free))) CVI2* Saumur, FRA, 2 April 2010, Round 1, 7,2pts
Reining	competitor only	event, country, date, score, round (2x CRI, min. average score at each of 68 pts.) CRI2* Bremen, GER, 25 February 2010, 70.5, round 1
ParaEquestrian	competitor only	event, country, date, class, score (CPEDI3* or 4* / class=indiv or team / minimum 60%) CPEDI3* Moorsele, BEL, 17 April 2010, Individual, 64,50%

Information on results must be entered on the competitor and horse pages. For competitors, there is a field labeled Qualification at the top of the Stable & Competitor section. Horse forms have a Qualification field at the bottom. Please enter one result per line in these text boxes. Depending on the qualification requirements of a discipline, only one or both boxes have to be filled in.
Tip: For jumping, dressage, eventing and endurance you can click on a FEI Rider ID (eg. 10011403) or a horse passport number (eg. GER23072) to open the FEI online results.

Besides qualifying results, competitors and horses must have complete details to be approved. For competitors, this includes FEI-ID, gender, date of birth and complete contact data in the Address, Phone, Email section of the person. For horses, the name, gender, year of birth, country of birth, sire, sire of dam, breed, FEI passport number and name(s) of owner(s) including their address is required.

 

The FEI has access to HippoBase and will check your riders and horses. FEI-approval for your data and qualifying results will be issued in form of a CC on the right side of the competitor and horse list as can be seen in the picture. Holding the mouse pointer over the CC will reveal when and by whom a record has been approved.

 

3.4. Confirm Nominated Entries in HippoBase

At the bottom of the competitor list, there is a box labeled Entry Phase. The six checkboxes therein specify what you as NF are still allowed to do.

To confirm your Nominated Entries

Your submission is successful once "Nominated Entries" is displayed in the title of the rider list and the two leftmost checkboxes controlling the right to add competitors and horses are empty and disabled. Technically the state of Nominated Entries simply means that the "Add Competitor" and the "Add Horse" buttons disappear and the addition of competitors and horses will no longer be possible. If you have accidentially submitted your entries before the date of the Nominated Entries please contact the OC to undo this step.

3.5. Nominated Entries and Certificates of Capability for FEI

4. Accreditation

All people being part of a NF delegation who need venue access must apply for accreditation in advance by entering names and pictures into HippoBase. People can be added at three different levels: Per nation, per team and per competitor. Respectively the place to add them in HippoBase is in each case on the bottom of the WEG start page, the competitor list of a discipline and the page of a competitor.

Before you can enter a name you must select what type of person (="Role") you want to add. The Role determines the access rights of a person. You might want to consult the table "Access Zones" (page 85) under Annex VIII "Accreditation" in the schedule when selecting a Role to make sure a person has access to the right areas.

NEW: The deadline for entering people for accreditation is September 1^st. In practice the decision of the participating horses will be taken on August 30^th for most NFs with the declaration of the flying horses. It should therfore be possible to determine the actually attending people shortly after that.
Adding companions only for competitors which will eventually participate will save work for you and the OC. The OC would also appreciate if you delete competitors from the system for which a participation is highly unlikely until Septembet 1st. The Definite Entries are much later but for severe cases the nominated list at the FEI will be decisive and for special cases the OC or FEI can restore deleted entries for you.

4.1. Add NF Representatives

On the bottom of the first page of the WEG (first picture in chapter 2), you will find an area named People accompanying NF Delegation. Select the desired type of person in the list-box labeled "Select Role to Add" and click Add to open an empty form for a new person.

If the president or the secretary general of your federation will attend the WEG enter them here to apply for an entry pass. Please understand that the OC cannot accept any deputies here.

There are also five places for additional accreditations; however, these are paid places. For people you put under additional accreditation please note in the comment of the person if you request (and paid) Access I or Access II. When checking the payments the OC staff will manually activate the Athlete Stand zone where the comment says "Access I".

The chef de mission can be entered there as well if your country participates in three or more disciplines. Should your participation be reduced to less than three disciplines in the course of the entry process your chef de mission and his/her companion must be deleted. If he/she still needs to enter the venue you will have to re-enter him/her under a discipline or competitor.

4.2. Add companions per discipline

4.3. Add competitor companions

On the very bottom of each competitor page, you will find a listbox labeled "Select Role to Add" which allows you to select a partner, groom, horse owner, etc. Select the desired type and click Add to open an empty form for a new person.

The available types of people and the maximum allowed should correspond with the specifications in the table in Annex VIII "Accreditation" in the schedule (page 83). Note that except for individual vaulters and para-equestrian the schedule does not allow for additional accreditations per competitor.

To remove a companion, tick the checkbox in front of the person and click  Remove Selected.

4.4. Accreditation pictures

The HippoBase system allows to assign pictures to people for the use on show passes.

There are two ways of adding or modifying pictures:
1. On the page of a person, you can add or format a picture by using the two links below the picture.
2. In the riders/companions list, there are little icons in front of the names of people. A white one with a diagonal line signifies that there is no picture assigend to the person and you can click on it to search or upload a picture. The icon with the little head shows that there is a picture and when you click on it you can cut/modify the current picture.

People who already have a picture of good quality in HippoBase may keep it even if it has a smaller size than defined below. Pictures of many major events including the last WEG are in the HippoBase archive and simply need to be re-connected to the records of the people you enter.

Requirements for new accreditation pictures:

• Accepted file formats: JPEG, GIF, PNG or BMP
  Even though they may contain pictures Word documents or PDFs are text documents and can NOT be uploaded. If you do not know how to extract a picture from such a document please ask someone to help you with this.
• Size: approx. 240 x 300 pixels, 10 - 40 KiloBytes
  Allthough HippoBase will accept larger pictures we highly recommed you cut and resize your pictures on your computer before uploading them. The upload of large files is inherently slow over most internet connections. Shrinking your file before upload can speed up you upload by a factor of 10.
  If you have many large, odd-sized or mal-formatted pictures we recommend free, easy to use graphics software like XNVIEW or IRFANVIEW to cut and shrink your pictures
  
   
  

A common error is that the head takes only a small portion of the picture and when printed the face will not be recognizable. It is recommended that you format and resize the pictures on your computer before uploading them. If this is not possible HippoBase offers rudimentary support for cutting and resizing pictures.

Use the "Cut off sides" options after upload until the head is in the center and almost fills the whole area of the picture. Select one or more % values and then click  Apply to Image to make your settings take effect. Until you have some experience use small % values repeatedly when cutting a picture as there is no undo function. If you accidentially cut off too much please upload the original picture again.
If the picture is still too large after cutting of the sides you can finish with the Auto Resize option to bring the picture to the required size of 240x300 pixels.

4.5. People with 2+ functions

5. Definite Entries

5.1. Remove competitors and horses

Delete competitors not coming to the show from the long list by clicking the checkbox in front of the riders name and then Remove Selected at the end of the list. Deleting a competitor will automatically remove all his horses and companions. After this, the number of competitors at the top right should no longer be in red.

Please see the schedule for the maximum number of horses allowed in a discipline. Open a competitor to delete extra horses by marking the checkbox in front of the horse and then clicking the "Remove Selected" button at the end of the horse list.

5.2. Confirm Definite Entries

Before submitting your Definite Entries please check that you have entered all data of competitors and horses as specified in the schedule and in the entry guide.

After executing the three steps below, you will not be able to make any more changes in that discipline.

In the discipline you wish to submit your Definite Entries please go to the bottom of the list of riders. In the box labeled Entry Phase

Your submission is successful once "Definite Entries" is displayed in the title of the rider list and the Entry Phase box at the bottom has disappeared. If you have accidentially submitted your entries before the date of the Definite Entries please contact the OC to undo your submission.

We hope the method of entering the entry data online has not caused you major inconveniences. Your effort was much appreciated by the Organizing Committee of the Alltech FEI World Equestrian Games Kentucky 2010 and the office staff in particular.

We wish your competitors and horses a pleasant flight and successful competitions in Kentucky.

Thank you for your patience and cooperation!