National Paralympic Committees Accreditation Manual

Transcription

1 1 National Paralympic Committees Accreditation Manual

2 1 Contents 1. Introduction Purpose of the manual Accreditation timeline Items to be returned to Sochi User account and system accessibility 3 2. Accreditation General guidelines Acceptable forms of identification 6 3. Submitting accreditation information Submission options Dignitary Accreditation Applications Logging into the ECR system Entering data into ECR using the online single application (ECR single form) Submitting data using the bulk upload template (ECR template) Accreditation assistance Required formats Required fields Single Form Application Bulk Upload Template Submitting and saving records using the ECR single application method Submitting a photo via ECR Data verification Data Query Reports Data Export NPC Eligibility Code Forms Pre-Delegation Registration Meeting Pre-Valid Cards production, delivery and distribution Production and delivery of PIACs Confirmation of receipt of Pre-Valid Cards Distribution of Pre-Valid Cards to participants Lost, or damaged Pre-Valid Cards 31

3 2 8. Delegation Registration Meeting Delegation Registration Meeting Process Team Officials NPC team leadership ( Ac and Am ) Paralympic Attaché ( Ac sub-category) Administrative personnel ( Ao sub-category) Technical and coaching personnel ( Ao sub-category) Medical personnel ( Am sub-category) Press Attachés ( Ao or As sub-category) NPC team officials allocation method Additional NPC team officials for Paralympic Winter Games ( As sub-category) Nominative Transferable Accreditations Upgrade Cards Substitution and Multiple Roles Athlete Competition Partner Guest Pass Entering/Exiting Russia Entry Requirements Filling in a Migration Card Entry process for participants not in possession of a Pre-Valid Card Validation of the Pre-Valid Card at Sochi International Airport Accreditation Centers Paralympic Villages Timeline Lost, stolen or damaged PIACs Exiting Russian Federation PrivilegeS Access codes and symbols Privilege Matrix 45

4 3 1. Introduction 1.1 Purpose of the manual This manual has been prepared by the Organizing Committee of the Olympic Winter Games and Paralympic Winter Games Sochi 2014 to assist National Paralympic Committees (NPCs) in preparing for and completing the accreditation process for their delegations. All organizations participating in the Sochi 2014 Paralympic Winter Games must complete the accreditation process in order to obtain the Paralympic Identity and Accreditation Cards (PIACs) for their delegation members. This manual is available in English and Russian. The English language version of the manual prevails if there are disagreements regarding the manual s translation. 1.2 Accreditation timeline Date Action 13 September 2013 Sochi 2014 sends Paralympic Games Accreditation & Sport Entries Manual and Eligibility Code Forms to NPCs Immediately upon receipt of electronic package By 1 October 2013 NPCs return Confirmation of Receipt Form to Sochi 2014 Accreditation NPCs submit Organizational Consent Form and User Account Application Form (to be returned as soon as possible) 1 October 2013 Online accreditation system goes live 2 December 2013 Deadline for NPC to apply for accreditation 6-11 January 2014 Pre-Delegation Registration Meeting (Pre-DRM) Paralympic Identity & Accreditation Card (PIAC) production and distribution start following the Pre-Delegation Registration Meetings 7 February 2014 Sochi 2014 completes distribution of PIACs to NPCs 7 January 16 April 2014 PIACs valid as entry visa to Russia (if used with a passport which is valid until at least October 16, 2014) 21 February 2014 Deadline for NPCs to submit sport entries information and Eligibility Code forms to Sochi February 2014 NPC DRMs start at the Coastal Paralympic Village 1 March 2014 Validation of PIACs begins at Sochi Airport and Paralympic Villages for athletes and NPC team officials after completion of their NPC s DRM Table 1. Accreditation timeline

5 4 1.3 Items to be returned to Sochi 2014 Once you receive the package containing this manual and other registration materials, please complete and return the following: a) Confirmation of Receipt Form return immediately: Print, sign, scan and or fax the form immediately back to Sochi 2014 Accreditation to confirm that your NPC has received this package. Fax number: b) Organizational Consent Form return by 1 October 2013: This form gives Sochi 2014 Accreditation permission to provide the accreditation information received from NPCs to the Russian Federation Government and other relevant authorities responsible for screening and issuing Games-time travel authorization (if applicable). No accreditation applications can be submitted until this form is received by Sochi Original or scanned copy with original signature will be accepted. Please return this form using the contact details shown above. c) User Account Application Form return as soon as possible, but not later than October,1 2013: This form is used to create and issue a username and password for the online accreditation system (ECR) and Sport Entries system. The NPC must indicate if it will be using the bulk upload template for its accreditation applications. Once Sochi 2014 has received this notification a template specific to the NPC will be created and ed. See section for further information regarding bulk upload. d) Dignitary Accreditation Request Form return by 15 November 2013: This form is used to nominate who will receive each dignitary accreditation, including accompanying guests and entourage. 1.4 User account and system accessibility Only NPCs that have requested user accounts will have access to the online system through the dedicated web address: While separate systems, the online Accreditation system and online Sport Entries system are dependent on each other; information from the Accreditation system is sent to the Sport Entries system. If data is inaccurate or incomplete, the registration of an athlete will not be processed in either system.

6 5 2. Accreditation In accordance with IPC Accreditation at the Paralympic Winter Games User s Guide 2013 (which can be downloaded at a Paralympic Identity and Accreditation Card is a document which confers on its holder the right to perform his/her function at Paralympic Winter Games. This card, produced and issued by Sochi 2014, performs two functions. It: establishes the identity of its holder; and constitutes a document, accompanied by a valid passport, authorizing multiple entries into Russia for the registered holder. It is valid from 7 January until 16 April 2014 and can be used when the holder receives the Card. The PIAC permits access to Paralympic Winter Games venues. Prior to validation, the PIAC is referred to as a Pre-Valid Card until it has been validated upon arrival in Sochi. Once the Pre-Valid Card has been validated, it becomes the official Games accreditation card for the bearer throughout the Sochi 2014 Paralympic Winter Games period. Pre-Valid Cards can be validated up until and including the day of the Closing Ceremony of the Paralympic Winter Games on 16 March General guidelines The NPC is responsible for registering every potential member of its delegation by 2 December This deadline will allow the Russian Federation Government, other relevant authorities and Sochi 2014 adequate time to verify data prior to the Games. The NPC s legal representative must sign the Organizational Consent Form before any applications can be submitted. Sochi 2014 Accreditation strongly recommends electronic Accreditation Application forms. All approved applicants whose data is received by 2 December 2013 will be eligible to receive a Pre-Valid Card. Pre-Valid Cards will be produced after the Pre-DRM is completed. The NPC must submit a recent high-quality color digital image (refer to section 3.7) for every member of its delegation. Applications submitted without photos by the deadline will not be eligible to receive a Pre-Valid Card. Prior to issuing Pre-Valid Cards, Sochi 2014 Accreditation will work closely with each NPC to verify the data used to produce the Pre-Valid Cards. Any Pre-Valid Card that is received but will not be used must be returned to Sochi 2014 Accreditation (at the Delegation Registration Meeting). Individuals whose accreditation data arrives after the deadline will not receive a Pre-Valid Card and will need to follow normal visa procedure to enter and work in the Russian Federation. Please visit the Russian Federal Migration Service website for more details: Any PIACs that will be cancelled at the DRM must be returned to Sochi 2014 Accreditation.

7 6 2.2 Acceptable forms of identification For non-russian citizens the only acceptable form of identification for the Sochi 2014 Paralympic Winter Games is a passport (international passport). For Russian citizens: born on or before the 30th of September, 1999, only Russian domestic passport is acceptable. born on or after the 1st of October, 1999, either Russian domestic passport or birth certificate is acceptable.

8 7 3. Submitting accreditation information 3.1 Submission options NPCs have two options for submitting accreditation applications: Online single application. e-accreditation (ECR) is the web application that allows NPCs to submit accreditation applications directly to Sochi 2014 Accreditation, or save either complete or incomplete records to its account for completion and/or submission at a later date. Saved but not submitted records will not be sent to Sochi 2014 and as such will not be accepted until the record has been submitted to Sochi After 2 December 2013, access to the ECR system will be restricted to a read-only basis. To edit or submit any applications after this time, the NPC will need to request temporary submission access through Sochi 2014 Accreditation (accreditation.paralympic@sochi2014.com). An explanation on the completion of the online single application can be found in section Bulk upload template. The ECR system will also allow NPCs to submit accreditation applications via a bulk upload process. If an NPC has its own database, it can export this information into a template provided by Sochi 2014 (with specific formatting) and submit applications in bulk via ECR. If an NPC wishes to use the bulk upload template, it must notify Sochi 2014 Accreditation via the User Account Application Form. An explanation on the completion of the bulk upload template can be found in section

9 Dignitary Accreditation Applications NPCs wishing to invite dignitaries to the Sochi 2014 Paralympic Winter Games must adhere to the following process, which applies to the following people: Sovereign or Head of State Their accompanying guest (1) Entourage of Sovereign or Head of State (max 2) Head of Government Their accompanying guest (1) Entourage of Head of Government (max 2) Minister responsible for sport (of NPCs with participating athletes, transferable once if duties are shared between two or more ministers) Their accompanying guest (1) Head of Diplomatic Mission (if and for the period of Sovereign/Head of State or Head of Government is accredited and present at the Games) Other Prominent Government Officials (at Ministerial level, responsible for sport for persons with an impairment in their country. Examples of this might include the Minister of Health & Social Welfare, the Minister of Youth and Education or the Minister for Public Health) Their accompanying guest (1) However, each NPC must accredit their Sovereign or Head of State, Head of Government, Minister responsible for sport and Other Prominent Government Officials within the maximum quota of three persons. All requests for dignitaries must be approved by Sochi 2014 before the applications can be submitted to ensure that the correct applicants receive these accreditations. You will find an NPC Dignitary Accreditation Request Form included in the package that contains this manual. The NPC must nominate who will receive each dignitary accreditation, including guests and entourage, and this form to Sochi 2014 to or fax it to +7(862) The Dignitary Accreditation Request Form must be returned to Sochi 2014 by 15 November Once these names have been verified by Sochi 2014, the NPC will be notified and will be able to submit these applications via the methods described in this manual. The deadline for dignitary accreditation applications is 2 December 2013.

10 9 3.2 Logging into the ECR system During the process of account creation each NPC will receive an with NPC username and password and a confirmation that the NPCs account is ready to use. Once the NPC receives the it will be able to log into the online accreditation system at We recommend logging in to the system as soon as the is received to check that the username and password are working. The web address ( can be saved into «Favorites» or Bookmark folders, so the site can be easily accessed. Once the NPC enters this address into its internet browser it will be directed to the login screen as in Figure 1. Figure 1: Main login page After the login page loads, enter your NPC s provided username and password into the appropriate fields. The first time the account is accessed, you will be required to change the password (minimum of eight characters including one number and one capital letter). Once logged into the system you will see the screen as shown in Figure 2. Figure 2: Home page

11 Entering data into ECR using the online single application (ECR single form) The system s functions can be viewed by clicking on the Main Menu near the top left of the screen. To submit a new application, select New Application Form from the Main Menu. This will take you to the screen (see Figure 3) that will allow you to choose which type of application form you wish to submit. You can choose the function you wish to perform from the drop down menu. Figure 3: New application form By clicking on the Form Name field, the system will present a list of forms available to the NPC. Selecting the appropriate form and clicking once on Add New will then take you to the Data Entry screen (Figure 4). All the required fields are listed in section 3.5. NB: Note that some of the fields in the form are mandatory only for Russian citizens. If you are applying as a Non-Russian citizen you will not have to fill in the following fields: Patronymic Local Given Name Local Family Name Preferred Local Given Name Preferred Local Family Name

12 11 Figure 4: Single Accreditation application form (Data entry screen)

13 Submitting data using the bulk upload template (ECR template) Once the NPC confirms with Sochi 2014 Accreditation its intention to use the bulk upload template via the User Account Application Form, Sochi 2014 Accreditation will send a customized template via with specific instructions regarding the upload process. Certain fields specific to the NPC will already be filled in by Sochi 2014 Accreditation Team. Upon receipt of this template, the NPC will be able to enter information into the spreadsheet either manually or by importing information from existing databases. Each field has a specific format for entering the required data; a description of these formats can be found in section Once the template is completed, the NPC will be able to upload it directly via the ECR system. If you experience any difficulties while uploading, please contact Sochi 2014 Accreditation Team. The spreadsheet must be completed in full before uploading. Any incomplete or incorrectly formatted templates will be rejected by the ECR system. This option will only be available to the NPCs until 2 December To edit or submit applications after this time, the NPC will need to request temporary submission access and use the ECR single application process. Digital photos can be uploaded with the spreadsheet or individually via the ECR system after the spreadsheet has been uploaded (refer to section 3.7). The data will be available for review after upload via the Data Query, Reporting and Export functions of the ECR system (refer to section 5). 3.3 Accreditation assistance Support for the online accreditation system and process will be available via at accreditation.paralympic@sochi2014.com.

14 Required formats All information should be typed in Latin or in Cyrillic characters when applicable. List of characters accepted: Latin letters: A, B, C, D, E, F, G, H, I, J, K, L, M, N, O, P, Q, R, S, T, U, V, W, X, Y, Z: Cyrillic letters: А, Б, В, Г, Д, Е, Ё, Ж, З, И, Й, К, Л, М, Н, О, П, Р, С, Т, У, Ф, Х, Ц, Ч, Ш, Щ, Ъ, Ы, Ь, Э, Ю, Я and 1, 2, 3, 4, 5, 6, 7, 8, 9, +, as well as apostrophes ( ) and hyphens (-). For special characters, please see Table 2 for accurate transcription. Personal data provided on the Accreditation Application Form must be identical to the data on the applicant s identification document. All identification documents must be valid until at least 16 October Do not enter same as above, idem or not applicable. Leave field blank if not applicable. Transcription table If you need to enter a character that is not listed among the accepted characters above, please enter the use for accreditation replacement character as outlined in Table 2: Original Ñ Ü Ö Ø Ä Æ ç ß Ð þ Å Use for accreditation N U O O A AE C SS D P A Table 2: Transcription table For special characters not listed in the table above please use the corresponding Latin character without any diacritics (for example, E instead of É).

15 Required fields Single Form Application Responsible Organization This field will be filled in by Sochi You will only be able to see what is applicable to your NPC. Example: NPC R Main Function Click on the arrow to the right of the field and select the function that corresponds to the applicant s official role at the Games. Example: Aa ATHLETE Nationality Click on the plus (+) to the right of the field and select the nationality of the applicant. For dual nationals, use the nationality of the identification document the applicant will use throughout his/her application for the Sochi 2014 Paralympic Winter Games. Example: RUSSIAN FEDERATION Family Name Type the applicant s family name (surname, last name) exactly as it appears on the individual s identification document (refer to section 2.4). Example: STEWART Given Name Type the applicant s first given name exactly as it appears on the individual s identification document. See Table 3. Example: ANNE-MARIE Given Name 2 (optional) Enter the remainder of the applicant s given names exactly as it appears on the individual s identification document. See Table 3. Example: MARIE MICHELLE Given name(s) of applicant Anne Names to be entered in Given Name Field (first given name) Anne Names to be entered in Given Name 2 field (remainder of given names) Anne Marie Anne Marie Anne Marie Michelle Anne Marie Michelle Anne-Marie Anne-Marie Anne-Marie Michelle Anne-Marie Michelle Table 3: Explanation of given names

16 15 Preferred Family Name (optional) This field is to be used if an athlete wishes to be known by a family name other than the one stated on his/her passport. This name should be entered in capital letters as he/she wishes it to appear on the Accreditation Card. Otherwise please leave this space blank. For other categories this field is not active and the value is copied automatically from the Family Name field. Example: NORMAN Preferred Given Name (optional) This field is to be used if an athlete wishes to be known by a family name other than the one stated on his/her passport. This name should be entered in capital letters as he/she wishes it to appear on the Accreditation Card. Otherwise please leave this space blank. For other categories this field is not active and the value is copied automatically from Given Name field. Example: CHRIS Local Family Name For Russian citizens this field is mandatory. Type the applicant s family name (surname, last name) in Russian exactly as it appears on the applicant s given passport of the citizen of the Russian Federation. If kept blank, this field shall be completed by Sochi 2014, also the submitted Russian family names translated by Responsible Organization shall be reviewed by Sochi 2014 and may be corrected. Example: ИВАНОВ Local Given Name For Russian citizens this field is mandatory. Type the applicant s given name (first name) in Russian exactly as it appears on the applicant s domestic passport of the citizen of the Russian Federation. If kept blank, this field shall be completed by Sochi 2014, also the submitted Russian names translated by the Responsible Organization shall be reviewed by Sochi 2014 and may be corrected. Example: КРИСТИАН Patronymic (Russian citizens only) This field is applicable to Russian citizens only and is mandatory for them. Type the applicant s patronymic (отчество) exactly as it appears on the applicant s domestic passport of the citizen of the Russian Federation. Example: АНАТОЛЬЕВИЧ Local Preferred Family Name This field is mandatory for Russian citizens. It is to be used if an athlete wishes to be known by a local family name other than the one stated on his/her passport. This name should be entered in capital letters as he/she wishes it to appear on the Accreditation Card. Otherwise please enter the same value as in the Local Family Name. For other categories this field is not active and the value is copied automatically from Local Family Name field. Example: ВОЛКОНСКИЙ

17 16 Local Preferred Given Name This field is mandatory for Russian citizens. It is to be used if an athlete wishes to be known by a different local given name other than the one stated on his/her passport. This name should be entered in capital letters as he/she wishes it to appear on the Accreditation Card. Otherwise please enter the same value as in the Local Given Name. For other categories this field is not active and the value is copied automatically from Local Given Name field. Example: КРИС Previous Name(s) (optional) Enter any family name previously used, such as maiden names or legally changed family names and provide additional information in the comment box to the right of the Previous name(s) field. Example: STEVENS Gender Click on the arrow to the left of the field and select either Male or Female. Example: FEMALE Date of Birth Enter the applicant s date of birth using the (dd/month/yyyy) format. Example: 24/April/1969 Identification Type Click on the arrow to the right of the field and select the appropriate document type. For non-russian citizens always choose international passport as it is the only acceptable form of identification for them. For Russian citizens choose either passport (for Russian domestic passport) or birth certificate (see Table 4). Example: INTERNATIONAL PASSPORT Nationality Non-Russian Russian (born on or before the 30 September 1999) Russian (born on or after 1 October 1999) Type of ID accepted Passport (international passport) Russian domestic passport Russian domestic passport or birth certificate Table 4: Acceptable forms of identification Identification Number Enter the number of the identification document selected, using letters and numbers, leaving no spaces. Example: X

18 17 Date of issue Enter the date of issue of the identification document you have selected above using the (dd/month/yyyy) format. Example: 07/February/2010 Expiry Date Enter the expiry date of the identification document you have selected above using the (dd/month/yyyy) format. All types of identification documents must be valid until at least 16 October Leave the field empty if not applicable. Example: 07/December/2014 Issuing Authority Enter the identification document issuing authority exactly as it is stated in the identification document. For documents issued in Russia the name of the authority should be entered in Russian. Example: Department of Internal Affairs Country of Birth Click on the plus to the right of the field and select the country in which the applicant was born. Example: RUSSIAN FEDERATION Place of Birth Type in the city or town in which the applicant was born. Example: SOCHI Multiple citizenship Click the arrow in the field Do you have multiple citizenship? and select the relevant answer. If the answer is Yes, please provide additional information in the comment box to the right. Changes of citizenship Click the arrow in the field Have you ever changed your citizenship? and select the relevant answer. If the answer is Yes, please provide additional information in the comment box to the right. Permanent Residential Address (Russian citizens only): This section is displayed only for citizens of the Russian Federation and is mandatory. Both Latin and Cyrillic characters are allowed. In this section: Select country by clicking the green plus (+) next to the Permanent Country field. For Russia, select the region by clicking the green plus (+) next to the Permanent Region/Province field. For other countries, type in the information. Enter the city/town name in the Permanent City/Town field; Enter the house number in the Permanent House field. Other fields of this section are optional.

19 18 Actual Residential Address (Russian citizens only): This section is displayed only for citizens of the Russian Federation and is mandatory. If the applicant s actual residential address is the same as the permanent address, check the relevant box beneath Permanent Residential Address section, the data will be copied automatically. If the actual residential address differs, please provide the relevant data: Select the country by clicking the green plus next to the Actual Country field. For Russia select region by clicking the green plus next to the Actual Region/Province field. For other countries type in the information. Enter the city/town name in the Actual City/Town field; Enter the house number in the Actual House field. Other fields of this section are optional. Both Latin and Cyrillic characters are allowed. Home Telephone (optional) Enter the number in the Home Telephone field, starting with + (plus) sign and including the country code. Example: Mobile Number (optional) Enter the number into the field Mobile Number, starting with + (plus) sign and including the country code. Example: Address (optional) Enter the address in the Address field. Example: oleg.ivanov@mail.ru Authorize OCOG Please select Y to authorize Sochi 2014 to use the provided data for background check by relevant authorities. Wheelchair User (optional) Indicate whether the applicant is a daily wheelchair user by checking the relevant box. By default the value is set to No. Sports Athletes (Aa) and Athlete Competition Partners (Ab) only. Indicate the applicant s sport(s)/ discipline(s). Select the required sport/discipline from the Available window and click on the leftpointing arrow to move the sport/discipline to the Assigned window. Example: IH Bulk Upload Template Nationality Enter the required country code in the Nationality field. A full list of country codes can be found on the Codes tab in the template. The country code used must exactly match one of the country codes on this tab. For dual nationals, use the nationality of the identification document the applicant will use throughout his/her application for the Sochi 2014 Paralympic Winter Games. Example: RUS

20 19 Responsible Organization This field will be completed by Sochi You will only be able to see what is applicable to your NPC. Example: NPC RUSSIA Main Function Enter the function code of the applicant, which corresponds to the applicant s main role at the Games. A full list of functions can be found on the Codes tab in the template. The function used must match exactly one of the functions on this tab. Example: AA01 Family Name Enter the applicant s family name (surname, last name) in the Family Name field exactly as it appears on the individual s identification document (refer to section 2.4). Example: STEWART Given Name Enter the applicant s first given name exactly as it appears on the individual s identification document. See Table 3. Example: ANNE-MARIE Given Name 2 (optional) Type the remainder of the applicant s given names exactly as it appears on the individual s identification document. See Table 3. Example: MARIE MICHELLE Given name(s) of applicant Anne Names to be entered in Given Name Field (first given name) Anne Names to be entered in Given Name 2 field (remainder of given names) Anne Marie Anne Marie Anne Marie Michelle Anne Marie Michelle Anne-Marie Anne-Marie Anne-Marie Michelle Anne-Marie Michelle Table 3: Explanation of given names Preferred Family Name (optional) To be used if the applicant wishes to be known by a family name other than the one stated on his/her passport). This name should be entered in capital letters as he/she wishes it to appear on the Accreditation Card. Otherwise please leave this space blank. Example: NORMAN

21 20 Preferred Given Name (optional) To be used if the applicant wishes to be known by a different given name other than the one stated on his/her passport. This name should be entered in capital letters as he/she wishes it to appear on the Accreditation Card. Otherwise please leave this space blank. Example: CHRIS Local Family Name For Russian citizens this field is mandatory. Type the applicant s family name (surname, last name) in Russian exactly as it appears on the applicant s domestic passport of the citizen of the Russian Federation. If kept blank, this field shall be completed by Sochi 2014, also the submitted Russian family names translated by Responsible Organization shall be reviewed by Sochi 2014 and may be corrected. Example: ИВАНОВ Local Given Name For Russian citizens this field is mandatory. Type the applicant s given name (first name) in Russian exactly as it appears on the applicant s domestic passport of the citizen of the Russian Federation. If kept blank, this field shall be completed by Sochi 2014, also the submitted Russian family names translated by Responsible Organization shall be reviewed by Sochi 2014 and may be corrected. Example: КРИСТИАН Patronymic (Russian citizens only) This field is applicable to Russian citizens only. Type the applicant s patronymic (отчество) exactly as it appears on the applicant s domestic passport of the citizen of the Russian Federation. Example: АНАТОЛЬЕВИЧ Local Preferred Family Name This field is mandatory for Russian citizens. It is to be used if an athlete wishes to be known by a local family name other than the one stated on his/her passport. This name should be entered in capital letters as he/she wishes it to appear on the Accreditation Card. Otherwise please enter the same value as in the Local Family Name. For other categories please state Family Name exactly as it appears on the identification document used for the Accreditation application. Example: ВОЛКОНСКИЙ Local Preferred Given Name This field is mandatory for Russian citizens. It is to be used if an athlete wishes to be known by a different local given name other than the one stated on his/her passport. This name should be entered in capital letters as he/she wishes it to appear on the Accreditation Card. Otherwise please enter the same value as in the Local Given Name. For other categories please state Given Name exactly as it appears on the identification document used for the Accreditation application. Example: КРИС

22 21 Previous Name(s) (optional) Type any family name previously used, such as maiden names or legally changed family names. Leave blank if not applicable. Example: STEVENS Reason and date of change Please provide additional information on previous name(s) change if applicable. Gender Type M for male or F for female in the Gender field. Example: F Date of Birth Type the required date in the Date of Birth field using the dd/mm/yyyy format. Example: 24/04/1969 Identification Type Type the required identification type code in the identification document type field. A full list of identification type codes can be found on the Codes tab in the template. The document type code used must exactly match one of the document type codes on this tab. For non-russian citizens always enter international passport as passport is the only acceptable form of identification for them. For Russian citizens choose either passport (for Russian domestic passport) or birth certificate (see Table 4). Example: PSF Nationality Non-Russian Russian (born on or before the 30 September 1999) Russian (born on or after 1 October 1999) Type of ID accepted Passport (international passport) Russian domestic passport Russian domestic passport or birth certificate Table 4: Acceptable forms of identification Identification Number Enter the number of the identification document selected, using letters and numbers, leaving no spaces. Example: X Expiry Date Input the expiry date of the identification document in the Identification Expiry Date field using the (dd/mm/yyyy) format. All types of identification documents must be valid until at least 16 October Leave the field empty if not applicable. Example: 21/12/2014

23 22 Issuing Authority Input the identification document issuing authority exactly as it is stated in the identification document. For documents issued in Russia name of the authority should be entered in Russian. Example: Department of Internal Affairs Date of issue Enter the date of issue of the identification document you have selected above using the (dd/mm/yyyy) format. Example: 23/02/2010 Country of Birth Input the required country code into the Country of Birth field. A full list of country codes can be found on the Codes tab in the template. The country code used must exactly match one of the country codes on this tab. Example: RUS Place of Birth Enter the required city in the City of Birth field. Example: SOCHI Do you have multiple citizenships? Type Y or leave the field empty. For Y please provide additional information in the field Comments multiple citizenships. Have you ever changed your citizenship? Press Y or leave the field empty. For Y please provide additional information in the field Comments changed citizenship. Home Telephone (optional) Enter the number in the Home Telephone field, starting with + (plus) sign and including the country code. Example: Mobile Number (optional) Enter the required number in the input field, starting with + (plus) sign and including the country code. Example: Address (optional) Enter the address in the Address field. Example: oleg.ivanov@mail.ru Permanent Residential Address (Russian citizens only): This section is mandatory only for citizens of the Russian Federation. Both Latin and Cyrillic characters are allowed.

24 23 Please type all the mandatory data according to the Table below: Field name Permanent Country Permanent Region/Province Permanent District Permanent City/Town Permanent Street Permanent House Permanent Building Permanent Apartment Mandatory Yes Yes No Yes No Yes No No Table 5: Permanent Residential Address fields Actual address is the same as Permanent Residential Address Type Y for Yes or N for No. If the box is left blank, it will be set to No by default. Actual Residential Address (Russian citizens only): This section is mandatory only for citizens of the Russian Federation. It should be filled in only if the actual residential address of the applicant differs from the permanent. Both Latin and Cyrillic characters are allowed. Please type all the mandatory data according to the Table below: Field name Actual Country Actual Region/Province Actual District Actual City/Town Actual Street Actual House Actual Building Actual Apartment Mandatory Yes Yes No Yes No Yes No No Table 6: Actual Residential Address fields Authorize OCOG Please type Y to authorize Sochi 2014 to use the provided data for background check by relevant authorities.

25 24 Image Name You can use this field to attach photos. Please include file name that corresponds to the image that is submitted, Format: Family Name_Document Number.jpg. Please note that detailed instruction on how to attach pictures to the Bulk Template will be provided with the Bulk Template itself. Example: IVANOV_ jpg Wheelchair User (optional) Indicate whether the applicant is a daily wheelchair user. Type Y for Yes or N for No in the Wheelchair User field. If the box is left blank, it will be set to No by default. Sports Athletes (Aa) and Athlete Competition Partners (Ab) only. Indicate the applicant s sport(s)/ discipline(s). In the Sports field enter the relevant sport code. A full list of sports codes can be found on the Codes tab in the template. The sport s code used must exactly match one of the sports codes on this tab. Example: IH 3.6 Submitting and saving records using the ECR single application method Once you have completed an application you can click on the Submit button at the bottom of the screen. This will send the information to Sochi 2014 Accreditation. If, however, you only have partial information for an applicant you can still enter the information you have and save this record to your account. This saved record can then be retrieved at any time until the deadline and completed and submitted to Sochi 2014 Accreditation. The Save function can be extremely helpful and is a great tool for managing your information. Please remember that Sochi 2014 Accreditation will not process saved applications. Only completed and submitted applications will be processed. No Pre-Valid Cards will be created for saved records. If you receive outstanding information for a saved record after 2 December 2013 (when ECR access will be read-only), you will need to request temporary submission access from Sochi 2014 Accreditation to submit this application. 3.7 Submitting a photo via ECR Once you have entered, saved or submitted a record (via ECR single application or bulk upload), you will be able to attach a digital image to this record. Photos must be named in the following format (familyname_idnumber), where idnumber is the number of the identification document used in the application for accreditation. This will allow you to ensure that the photo is attached to the correct record. Example: IVANOV_ jpg

26 25 Photo requirements for PIACs Digital images must follow these requirements: 1. A color (not black or white) passport style photograph (width-to-height ratio 4x5) 2. The photograph should be in.jpg,.jpeg,.gif,.png or.bmp format 3. The image file must be between 50 and 128Kb to upload into ECR, and minimum image size 420 pixels wide by 525 pixels high 4. The photograph should be no more than six months old 1. Key parameters for passport style photographs: Template 2. Requirements for the person s position in the photograph: The subject of the photograph should be facing forward, with eyes open and mouth closed. He or she should have a neutral expression and the face should be fully in focus. There should be no more than one person in the photograph. The back of a chair or children s toys should not be in the shot. The background should be a single color. Up to 18% grey or light blue is recommended for the background color. Yellow, red, or otherwise colored lighting is not permitted. The face should be lit evenly. The face and eyes should be visible and free from shadows. There should be no dark spots on the photograph. The photograph should not show the person with red-eye. People whose religious beliefs require that they may not show themselves in public without their head covered (for whom wearing headwear at all times is a compulsory part of their culture or religion), may be shown in the photograph with headwear as long as this does not obstruct the face, if the person is also shown wearing headwear in the photograph in his or her passport. People who usually wear glasses, may be shown wearing glasses in the photograph, as long as these do not have tinted lenses. The glasses should be clean and transparent (with no marks), and the eyes should be clearly visible. The frames of the glasses should not obstruct the eyes. There should be no flash reflection off the glasses. Bandages covering the eyes are only permitted for medical reasons, if the person is shown with a bandage in the photograph in his or her passport. The color image must not be edited to improve its appearance.

27 26 Examples of pictures To access the Upload Photo screen, click on the silhouette of the head in the applicant s record. Once the Upload Photo screen (see Figure 5) has opened, click on Browse (Load File) and you will be able to search your computer for the relevant photo. When you have selected the photo, click Submit and the photo will be attached to the record. Figure 5 Photo upload

28 27 4. Data verification Data verification is the responsibility of the NPC and must take place before the Pre- Delegation Registration meeting. The purpose of data verification is to ensure that NPC delegation s accreditation information is correct. The NPC can use the tools below Data Query, Reports and Data Export to review the data. If any updates are required after the 2 December 2013 deadline, the NPC must inform Sochi 2014 Accreditation Team so that this information could be corrected. 4.1 Data Query Select Data Query on the Main Menu tab of the main screen to search your saved and submitted records for specific information. By entering information into any of the fields on the Data Query screen, you can search for any saved or submitted records that meet the search criteria (Figure 6). Example Enter Stewart in the Family Name field, and click Search; the ECR system will show all records with the family name Stewart. By further selecting TEAM OFFICIAL in the Main Function field, the ECR system will show all Team Officials with the surname Stewart from your saved or submitted records. You can narrow the search to Saved or Submitted records only by checking the appropriate box. After you have completed your search, you can click on a record in the search results panel and edit the information as needed. Figure 6: Data Query

29 Reports By selecting Reports in the Main Menu tab, reports can be created, saved and printed. Selecting the Report fields is similar to the Data Query process (refer to section 4.1). Once the parameters for the report have been selected, click Start Process. Once the system has finished compiling the report, the following message will appear: Last process finished successfully. Click View File to display the report, which can then be printed or saved as required. Figure 7. Totals report window

30 Data Export To export all of your data into a format that can be read by Excel, follow these steps: Step 1 Complete a search using the Data Query search function. Step 2 Once the search is completed, click on the Show/Hide Columns button at the left bottom of the search results. A separate window will open, which will allow you to choose which data fields to export. To select all fields click on the right facing double chevrons (>>) button and click Close. Step 3 Click on the Export button on the right of the Show/Hide Columns and the Print button. The system will ask if you want to export all records, click Ok. The export process can take some time, but once the process is complete you will be asked to save the export file. This file can be opened as a spreadsheet in Excel. Figure 8. Data export

31 30 5. NPC Eligibility Code Forms All athletes, NPC team officials accredited in the A categories (Aa, Ab, Ac, Ao, Am, As) and NPC President and Secretary General are obliged to abide by the provisions of the IPC when participating in the Paralympic Winter Games. They bind themselves to the rules by signing the IPC Eligibility Code form. This form must have the necessary references to the NPC and to the applicant s Paralympic Identity and full name, the text of the declaration from the IPC Eligibility Code, and the necessary signatures. The text of the IPC Eligibility Code referred to in the declaration is printed on the back of the form. Each signatory should retain a copy of the form, and either an original, a fax or an electronic copy must be given to the OCOG, attached to the corresponding Accreditation Form. Failure to sign the IPC Eligibility Code form will prohibit the person from participating in the Paralympic Winter Games. 6. Pre-Delegation Registration Meeting The Pre-Delegation Registration Meeting (Pre-DRM) is a meeting between each NPC and Sochi 2014 functional areas to address various issues prior to the DRM. The Pre-DRM will take place in 6-11 January, During the pre-drm, Sochi 2014 will: verify the received accreditation data with the NPC; run the calculation to estimate a preliminary team size; identify the potential final list of the NPC s delegation members to be accredited for the Sochi 2014 Paralympic Winter Games; assess venue access needs of individual team officials; assess the NPC s needs for transferable accreditations; assess the NPC s needs for additional team officials; assess the NPC s needs for dignitary accreditations; confirm with the NPC which Eligibility Code Forms are still outstanding. During the pre-drm, it is very important that the NPC provides as much specific information as possible regarding its accreditation needs (for example, privileges and dining requests). This will help Sochi 2014 to produce accurate Pre-Valid Cards, which in turn will allow minimal disruption upon the delegation s arrival in Sochi. After the completion of the Pre-DRM, Sochi 2014 Accreditation will send to the NPC a final list of all its delegation members to be signed off. Once this list is signed and returned to Sochi 2014, the Pre-Valid Cards will be printed and sent to the NPC for distribution to its delegation members.

32 31 7. Pre-Valid Cards production, delivery and distribution 7.1 Production and delivery of PIACs Following data verification and the Pre-DRMs, Sochi 2014 will produce and send PIACs to each NPC by February 7, NPCs will be responsible for distributing PIACs to delegation members before they travel to the Russian Federation. NPC cooperation with this distribution is essential to facilitate the arrivals process and avoid delays due to the reissuing of PIACs after arrival in Russia. Sochi 2014 will ensure that NPCs using PIACs as entry visas, together with a valid passport, receive the PIACs in a timely manner. Any PIACs received by NPCs and not used for Games participation are to be returned to Sochi 2014 at the DRM. 7.2 Confirmation of receipt of Pre-Valid Cards Confirmation of Receipt will be included in a package containing your Pre-Valid Cards. You must sign, scan and this Confirmation of Receipt back to Sochi 2014 Accreditation at accreditation.paralympic@sochi2014.com immediately upon receiving the Pre-Valid Cards. You also have the option of faxing the Confirmation of Receipt to Distribution of Pre-Valid Cards to participants The Pre-Valid Card is an important document, and as such the NPC must take great care to ensure that each participant receives his/her card safely and that it is intact and undamaged upon arrival. It is NPCs responsibility to ensure the successful distribution of its Pre-Valid Cards. The NPCs cooperation with this distribution is essential to facilitate the arrival process and avoid any potential delays. 7.4 Lost, or damaged Pre-Valid Cards If a Pre-Valid Card is lost, stolen or damaged before or after entry into the Russian Federation, Sochi 2014 Accreditation must immediately be informed in order for the card to be cancelled in the system. The applicant will not be deleted from the system, but he/she must visit a primary accreditation center to have his/her PIAC issued after arriving in Russia. The applicant will also need to follow the standard visa procedures for entry into the Russian Federation for the Paralympic Winter Games. Any Pre-Valid Cards received, but not used for Games participation, must be returned to Sochi 2014 at the DRM.

33 32 8. Delegation Registration Meeting 8.1 Delegation Registration Meeting Process The Delegation Registration Meeting (DRM) is a meeting between each NPC and relevant Sochi 2014 functional areas to finalize all issues before the delegation s arrival. The DRM must be scheduled through Sochi 2014 NPC Relations Department. No Pre-Valid Cards will be validated before the DRM is completed. Chefs de Mission/Heads of Mission are strongly advised to arrive in Sochi at least two days before their delegation in order to complete the DRM. The following issues will be finalized at the DRM: Sport Entries of eligible athletes to Paralympic Winter Games events verification of the Eligibility Code Forms; outstanding accreditation access privileges assignment for team officials; outstanding accreditation issues for example, transferable accreditation -dignitary accreditation and guest pass quota; allocation of upgrade cards; allotment of housing, storage, workshop, office and medical space in the Paralympic Villages; outstanding financial issues; other details, including confirmation of team arrivals and departures, and team welcome ceremony scheduling. Please note that only a limited number of NPC delegation members can have their PIACs validated before the opening of the Paralympic Villages. During the pre-opening period and after completing the DRM, three accredited team officials per NPC will have access to overnight housing in their NPC s allotment. Accommodation will be free of charge. Housekeeping services will be provided.