Athlete registration 2016

Athlete registration 2016

Coinciding with the start of the new track and field season, the latest version of the UKA Rules for Competition 2016 came into effect on 1 April 2016 and UKA have announced information on the updates that will be included. The rule book can be downloaded from this page on the British Athletics website - click here to go the page.

These include important changes regarding compulsory athlete registration in competitions held under UKA Rules. It is important that athletes, club membership secretaries, team managers and others are aware of this and the associated guidance.

While athlete registration is a well established part of the sport to help those who affected by different aspects of registration rules we have put together advice for:

UKA Rules apply from the Under 13 Age Group upwards. The rule book can be downloaded from this page on the British Athletics website - click here to go the page.

While athlete registration has been a part of the rules of the sport for a number of years these changes mean it is essential that athletes are registered and aware of their registration details.

While road runners will still be able to compete unattached, athletes, who wish to represent their club (and claim the registered athlete discount on entry fees) in road running events, will need to be registered.

Checks on registration

Rules have previously stated athletes should be registered. For a number of years England Athletics has worked with a number of major competition providers to carry out registration checks at point of entry and after events. The number of unregistered athletes has been low and decreasing. There are also competition organisers who have already been carrying out their own checks on athlete registration.

We have already spoken to a number of major competition providers and will continue to approach others over the coming weeks and months.

Random and systematic checks will be carried out by England Athletics in addition to those made by competition providers.

Checks on an athlete’s registration status can be made at www.englandathletics.org/licencechecks. Competition providers can also upload spreadsheets of entrant/ competitor details for automated checks.

England Athletics is working with partners, including clubs and competition providers, to minimise the number of instances in which disqualification due to ineligibilty occurs. In the event of an athlete being disqualified after competing, Power of 10 will delete marks achieved by the athlete.

Guidance for club membership secretaries

The process for registering athletes remains unchanged. The latest guide to the club portal is available at www.englandathletics.org/affiliation or directly downloadable at www.englandathletics.org/portal-guide. This includes details on the recently added functionality to enable clubs to take online club membership (and athlete registration) payments.

Note – the online payment functionality will mean that athletes paying their club membership and registration fee through this system will show as registered as soon as payment is made (the club membership part of the payment will go straight to your club’s account).

We also recommend:

  • You make your athletes (and their parents) aware of the increased importance of paying their club membership fees and England Athletics registration fee
  • Agreeing a process with team managers for them to check athlete registrations – it is possible to export lists of athletes (including their URNs - also sometimes referred to as licence or England Athletics number) so they can check athlete statuses and know their URNs
    • Ask them to check that athletes who they believe to be currently active are registered and are aware of the guidance to athletes
    • Supply updated lists on a regular basis, particularly before they are likely to be entering teams
    • You can carry out different types of exports – work out what works best for you as a club
  • Encourage athletes (and parents) to check that their details are correct, they know their URN/ licence number (also also sometimes referred to as licence or England Athletics number) and that they have an up to date email address
  • Encourage club coaches to support you in this process:
    • Ask them to check the athletes they know are currently active are registered and aware of the guidance to athletes

Guidance for athletes

It is important that athletes take responsibility for their role in ensuring their club registration is up to date. Be aware the volunteers at your club are involved in carrying out a wider range of activities to support athletes so playing your part is important.
Here is what you should do:

  • Ensure you know your URN/ licence number (also sometimes referred to as England Athletics number) – more below
  • Ensure you pay your club membership fee, including England Athletics’ registration fee, promptly
    • Make clear to your club that you are a competing athlete if your club also has non-competing athletes
    • Be aware of your club’s membership renewal process – when do you need to pay and how?
  • Log in at www.englandathletics.org/myprofile to check your details are correct and your registration status. If necessary us the forgotten username and/ or forgotten password functionality. Remember:
    • The new affiliation year begins on 1 April. 
    • Athletes registered in the previous affiliation year have until 30 June to renew their registration
    • Previously registered athletes who have not renewed their registration by 30 June will become ‘unregistered’ at that point
  • Make a note of your URN/ Licence number (also sometimes referred to as England Athletics number)– this is given at the top of your Summary/ Personal Details
  • Ensure your details are correct on your profile:
    • First name – especially if your name can be abbreviated
    • Surname
    • Date of Birth
    • Email address
  • When you are sent your athlete pack keep hold of your registration card
  •  If your name and date of birth are correct on the portal (Trinity) you can also use www.englandathletics.org/licencechecks to find your URN/ licence number (also sometimes referred to as England Athletics number)

Guidance for team managers

It is important to ensure that athletes you enter in competitions are registered and that you know their details – first name, surname, date of birth and URN/ Licence number (also sometimes referred to as England Athletics number) – as they appear on the athlete/ club portal (Trinity) to ensure that entries you make are valid and easily validated. Be particularly aware of athletes who have a first name that can be abbreviated or have changed their surname.
We recommend:

  • Speak to your club membership secretary to ensure you get regular updates on:
    • which athletes are registered
    • their details – first name, surname, URN (also sometimes referred to as licence number or England Athletics number), date of birth
    • (It is possible for exports of athletes to be carried out from the club portal that give these details)
  • Where necessary remind athletes of the need to be registered and for them to be aware of the Guidance for athletes. In particular do this in advance of key dates – such as:
    • 1 April when the affiliation year begins
    • 30 June when the renewal period ends(athletes not renewed by 30 June will show as unregistered)
    • Before you need to make entries for key competitions
  • Ask club coaches to support you in this process:
    • Ask them to check that the athletes they know are currently active are registered and aware of the guidance to athletes
  • If you know the name and date of birth of your athletes are correct on the portal (Trinity) you can also use these details at www.englandathletics.org/licencechecks to find their URN (also sometimes referred to as licence number or England Athletics number)

Guidance for coaches

We recommend that you:

  • Speak to your club membership secretary and team managers to ensure they are aware of  your active athletes
  • Work with them to get regular updates on which athletes are registered
  • (It is possible for exports of athletes to be carried out from the club portal that give these details – if these are being produced for team managers check the registration status of your athletes)
  • Remind athletes of the need to be registered and for them to be aware of the Guidance for athletes. In particular do this in advance of key dates – such as:
    • 1 April when the affiliation year begins
    • 30 June when renewals are due (athletes not renewed by 30 June will show as unregistered)
    • Before they need to enter key competitions
  • If you know the name and date of birth of your athletes as they appear on the portal (Trinity) you can also use these details at www.englandathletics.org/licencechecks to find their URN (also sometimes referred to as licence number or England Athletics number)

Guidance for event organisers

Please see the information on ‘Checks on registration’ above. We also recommend you:

  • Remind entrants of the rules around registration and that checks, including spot checks, are carried out
  • Ask athletes for their URNs (also referred to as licence number or England Athletics number) at entry – this makes eligibility checks much easier
  • Use www.englandathletics.org/licencechecks to carry out bulk or individual checks
  • Where possible use entry systems such as runbritain for road races which carry out registration checks at point of entry
  • Check registrations as early as possible (for example at point of entry) to enable those not registered to get their registration in order before the competition date
  • Note that, the rules allow scope for retrospective registration of athletes for up to one week following the competition, after which it will be deemed the rule has been broken
    • This does not remove your right to require athletes are registered at point of entry, by time of competition or in accordance with other rules you may have in place for your competition or league. Stating clearly your requirements will help athletes, team managers and others in meeting registration requirements
  • If you require further advice or guidance please contact us. If you require advice or support contacting us in advance of taking entries or making checks on entrant/ participants will help us give you the advice or support in good time
  • Please use the email of licencecheck@englandathletics.org to contact us – note this is specifically for permitted/ licenced event organisers to use with regards queries around athlete registration