ITF Officiating Portal User Guide

Transcription

1 ITF Officiating Portal User Guide Version 2.0

2 Contents Portal at a Glance (1) Overview Functions Menu Help Getting started (2) Logging on to the portal Installing Microsoft Silverlight Personal Details Work Record (3) My Work Record Add International Work Add Team Work Add Other Work Add Historic International Work Evaluations (4) Evaluations about me Evaluations written by me Uploading an Evaluation Uploading a Team Evaluation Forms Apply to an ITF School (5) How to apply Attendance Fee Other (6) Off-Court Role Descriptions Microsoft Silverlight

3 1 Portal at a Glance Overview Home Screen Choose language Home Button Menu Points Latest news My Officiating Updates Schools Deadlines My Details ITF Store Contact us - 3 -

4 Functions Change language: Home Button: Latest News: My Officiating: Updates: Schools: Deadlines: My Details: ITF Store: Contact Us: By clicking English, Français or Español, you can choose your preferred language By clicking the ITF Officiating Portal logo, you will always be redirected to the Home Screen All recently published Information will be listed here You will reach the My Officiating area by clicking here Updates about Selections, Results of Schools or Software Updates will be listed here All information about Officiating Schools will be found at this section. You may also apply for schools here. Information about upcoming deadlines Check and update your personal details. Make sure you always keep your details up to date. This button brings you to the ITF store where you can purchase Officiating products Find all contact information of ITF Officiating here - 4 -

5 Menu The main menu gives you access to all sections of the ITF Officiating Portal: NEWS brings you to the page where all up-to-date news are displayed MY Officiating is the place for all your personal officiating records including Evaluations and Work Record RULES gives you access to our Rules page where all relevant Rules, Procedures and Form are available for download ASSIGNMENTS shows the latest Assignments for Davis and Fed Cup, Grand Slam Events or the Olympic and Paralympic Tennis Events SCHOOLS show all Information about ITF Officiating Schools. This is also where you can apply online to attend Level 1, 2 and 3 Schools ITF OFFICIATING is where you can find out more about the ITF Officiating Team and our staff OFFICIAL SEARCH is your tool to easily search a certified Official in our database - 5 -

6 Help If you need assistance outside of what this portal can offer, please feel free to contact ITF Officiating. All contact details can be found by clicking the CONTACT US button on the home screen

7 2 Getting started Logging on to the portal When opening the Website You will be automatically directed to the following screen: You must register in order to use the ITF Officiating Portal. If you have been invited to the ITF Officiating Portal, you will have received an from with a link to the registration page. If you have any questions or trouble registering, please contact officiating@itftennis.com. Please enter your registered Address and Password and click on Login After a successful login you will be taken to the Officiating Portal Homepage from where you can easily navigate to all sections and pages

8 Installing Microsoft Silverlight To be able to use all functions of the ITF Officiating Portal, you will need to install Microsoft Silverlight on your computer. Please see Chapter 6 for details about Microsoft Silverlight and how to install it

9 Personal Details To customize your Personal Details such as address or password, please click MY DETAILS on the Home Screen to get to your Details page. You may then do so, by selecting the option Change Address, Change Password or Update Profile

10 3 Work Record My Work Record In the MY OFFICIATING Section, you can click on MY WORK RECORD to see all work from you that has been recorded on the Portal. The five sub-sections on the left hand side show all categories of recorded work, so just click the corresponding role to view it

11 Add International Work International Tournaments: Grand Slam ATP World Tour ATP Challenger Tour ITF Pro Circuit ITF Junior, Senior, Wheelchair WTA events All work at ITF Pro Circuitevents will be automatically capturedby the ITF Supervisor using the Tournament Planner (TP) software. You don t need to record your work for these events as your work record will be updated for you. Here you can only add work from the current year. To add work from previous years please use the Add Historic International page. To add international work, just select Add Work Record in the top menu (or from the MY OFFICIATING homepage click on the ADD WORK RECORD image). Then click on Add International

12 To add a tournament, please select the month using the scrolling calendar. Then select the Category (Mens, Womens, Juniors, etc.) You will see a list of tournaments appearing by Country. Scroll to find your tournament or use the Tournament Search box. Each tournament has the three icons +Tournament, +Match and +Number

13 There are different procedures for Chair Umpires, Referees, Chief Umpires and Review Officials. Please make sure you follow the correct procedure which will be explained here: CHAIR UMPIRES Important: You will be unable to add or edit matches from ITF Pro Circuit tournaments as these will be automatically captured and displayed for you via our Tournament Planner software used by the ITF Supervisor/Referee. You can check your matches by viewing the draw sheet for the tournament where your name will appear next to the relevant matches, or by viewing your Chair Umpire Work Record. To resolve any disputes regarding matches please contact ITF Officiating at There may be an occasion where we may not have a record for your ITF Tournament (please check your Chair Umpire Work Record regularly). In this case you will be able to add your total number of matches only. To record actual matches, click on +Match for the relevant tournament. A draw sheet of the selected tournament will be displayed

14 To maximise the drawsheet for a better view in Full Screen, click. You can exit the Full Screen view by clicking on or pressing Esc on your keyboard. Select the relevant drawsheet (e.g. Main Draw Singles). To add your matches, simply click the Add button on the relevant match. You will see your name appear on the match card. You can click Delete if you want to correct a wrong selection. If you are unable to see Add it means that another Chair Umpire has already claimed this match. To resolve any disputes, please contact ITF Officiating. Once you have marked all your matches, close the drawsheet by clicking. Check that your work record has been saved correctly by going to the My Work Record section

15 To see your matches on the Chair Umpire Work Record page click on the expand button to the left-hand side of the Tournament Name and your matches will be listed below. If necessary you can delete a tournament from your record on the Chair Umpire Summary page by clicking the on the far right-hand side of the grid. This will delete your whole record, including the matches. If you only need to amend your matches then return to the draw sheet for the tournament by selecting Add International and finding the tournament again. If you do not want to record the actual matches worked, then you may simply record the total numbers of matches worked at the tournament by selecting +Number from the Icons +Tournament, +Matches, +Number Enter your total number of matches worked and click Add

16 Referees, Chief Umpires and Review Officials Important:You will be unable to add a work record from ITF Pro Circuit tournaments as these will be automatically captured and displayed for you via our Tournament Planner software used by the ITF Supervisor/Referee.You can check your work by viewing your Referee, Chief Umpire or Review Official Work Record. Firstly, please ensure that you are familiar with the different role descriptions detailed in the Chapter Other. Select the icon Tournament of your event and the following screen will appear: Select your role by checking the relevant box and click Add to confirm. Once you have added the tournament that you have worked, it will show up in the My Work Record section. If necessary you can delete a tournament from your record on the Work Record page by clicking the on the far right-hand side of the grid

17 Add Team Work Team Competitions: Davis Cup by BNP Paribas Fed Cup by BNP Paribas Hopman Cup World Team Cup The following Junior Team Events can also be input using the Add Team Function: World Junior Tennis 14 & Under Qualifying World Junior Tennis Finals Junior Davis Cup / Fed Cup 16 & Under Qualifying Junior Davis Cup / Fed Cup Finals Tennis Europe Summer Cup 18 & Under All other Junior Tennis Events should be added using the Add other function. To add Team Competition work, select Add Team and the following table appears:

18 Add Other Work Other tournaments: Regional Level tournaments e.g. Tennis Europe COSAT COTECC ATF National Level tournaments Other international tournaments not found on the Add International calendar such as ITF Beach Tennis tournaments, ATP Champions Tour, International Exhibition Tournaments and Sub-Regional events should also be recorded here To add other work, just select Add Other and the following table appears:

19 Add Historic International Work Historic International Tournaments: Grand Slam ATP World Tour ATP Challenger Tour ITF Pro Circuit ITF Junior, Senior, Wheelchair WTA events This calendar is limited to a two (2) year period preceding the current year. This record is primarily for the purpose of applying for Officiating Schools as you must provide ITF Officiating with at least two (2) full years of work record. To add historic work, just select Add Historic and follow the same procedure as Add International Work. Chair Umpires can only use the function Number to add matches

20 4 Evaluations Evaluations about me In the MY OFFICIATING section, you can find all Evaluations submitted about you under My Evaluations and About Me

21 You can view and download all Evaluations by clicking on the PDF icon. You will be notified by when an evaluation about you has been submitted and uploaded in the Portal. Please note that if you were evaluated at an ATP, WTA, Grand Slam, Davis Cup or Fed Cup event, the evaluation sharing process may take a while longer because these evaluations must be reviewed by the ATP, WTA and ITF respectively before they can be uploaded on the portal. Evaluations written by me When you write and submit an evaluation about another Official, this will appear in your Written By Me page. You can view and download the evaluation by clicking on the PDF icon

22 You will be notified by that it has been received and you will be prompted to review the evaluation. Please note that evaluations written at ATP, WTA, Grand Slam, Davis Cup and Fed Cup events must be sent to the ATP, WTA and ITF respectively. These will be reviewed and uploaded to the portal directly by the ATP, WTA or ITF. The relevant Officials will receive a notification by once this has been done. Evaluations of non-registered Officials: You can only upload evaluations for Officials who are registered on the ITF Officiating Portal. If the non-certified Official is not registered, then please send your evaluation directly to officiating@itftennis.com (in Word format)

23 Uploading an Evaluation Please click the Add Evaluation tab and browse through the calendar to select the tournament you have been evaluating an official at (this calendar does not include Team events. To add an evaluation from a team competition event, please use the Add Team Evaluation see further below for more information). Click and enter all necessary information in the table

24 To add the name of the Official, you can start typing their name and a drop down list will appear where you can select their name from the list. Click the icon to find and upload the evaluation from your computer (it will not work if you still have the evaluation file open on your computer). After completing, click Submit Evaluation. The Official and the Evaluator will receive an confirming the upload of the evaluation at the portal. Make sure you always use the latest version of the evaluation forms. These are available in the Portal!

25 Uploading a Team Evaluation Click Add Team Evaluation from the Add Evaluation page. Complete all fields in the table. Always put the week commencing Monday. Select Category and Tournament Type by using the drop-down lists. Complete the Tie Name (e.g. Davis Cup World Group Play-Off USA-AUS) The rest of the form should be competed as per the previous instruction for uploading non-team event evaluations

26 Forms By clicking Forms on the left hand side of the screen in the Evaluations section, you will be directed to our Forms page. All up-to-date evaluation forms can be found there and you can download them. Please make sure to only use the latest version of Evaluation forms. Please check the Portal regularly to be up-to-date

27 5 Apply to an ITF School How to apply To apply to a Level 1, 2 or 3 school you should go to the SCHOOLS section of the portal and the Apply for a School page: Here you will see a calendar of schools which gives the following information for each school: Level: There are 3 levels of Schools taught by the ITF -1,2 or 3 (you should contact your National Association regarding how to apply to attend a National Level school) Language: Level 1 schools are taught in French or Spanish. Level 2 and 3 schools are taught in English only

28 Nation: What country the school will be held in City: What city the school will be held in Date From and To: The dates the school will start and finish Deadline: The deadline to apply to your National Association Info: Apdf document containing information about the school and the application process. Click on the pdf icon to download. Click on the Apply button to the right of the relevant school you wish to apply for. You will receive a prompt to update your work record before you proceed: If your work record is up to date then you can click on Continue to Application

29 An application form will load: You will need to complete 3 sections of the form: 1. Select the module(s) you want to apply to attend 2. Read the Conflict of Interest paragraph and add details if applicable. 3. Read and accept the Terms and Conditions Once completed, you can then Submit your application form. You will receive a confirmation notification on the screen and also an confirmation of your application. You application will now be visible in the School Applications table:

30 Until the application deadline, you can choose to withdraw your application by clicking on the Withdraw button. If you wish to withdraw after the application deadline has passed then you must contact your National Association Officiating Representative as soon as possible so they can update the ITF. After the application deadline has passed your National Association Officiating Representative will review your application and if they endorse your application, it will be sent to the ITF for consideration. If your application is not endorsed, your National Association Officiating Representative should inform you directly. Also the status of your application will be displayed as Not endorsed by NA on the School Applications box. Once selections have been made, you will receive an from the ITF confirming whether your application was successful or not. If successful, you will receive a selection letter. You will be instructed to log into the portal and go back to the Apply for a School page where you will now see the result of your application. An option also appears for you to Accept or Decline the invitation to attend the school:

31 Note! If you have been selected for more than one module but you do not wish to accept the invitation to attend both modules, then you must click Accept but follow up with an to which module you are attending. The selection letter you received by from ITF Officiating will inform you of the deadline for accepting the invitation to attend the school. If you wish to accept the invitation to attend the school, click on Accept before the given deadline. Attendance Fee If your National Association has indicated that you will be paying for your attendance fee, a prompt will appear with more information: You can download the payment form from this prompt, or later from the link in the School Applications box. Click Continue and you will receive confirmation that your invitation to attend the school has been accepted. You will also receive an notification. For more detailed information regarding the school application process please refer to the SCHOOLS pages on the ITF Officiating Portal

32 6 Other Off-Court Role Descriptions Role Applying to Description Supervisor All The Supervisor is the person in charge of supervising all aspects of play during a competition including the Rules of Tennis, conduct of players, coaches, spectators, etc. Supervisor s duties also include, but are not limited to, the making of the draw according to the competition s regulations and the scheduling of the matches to be played. Referee All The Referee is the person in charge of supervising all aspects of play during a competition including the Rules of Tennis, conduct of players, coaches, spectators, etc. Referee s duties also include, but are not limited to, the making of the draw according to the competition s regulations and the scheduling of the matches to be played. At ATP and WTA events the Referee advises and assists the Supervisor in their tasks and is in charge of looking after the courts and staff. Qualifying Supervisor Assistant Referee (all week) ATP, WTA All When a Supervisor is finishing the tournament of the previous week, the Qualifying Supervisor will conduct the Qualifying Sign-in and Draw of the following event. S/he will also be in charge of supervising all aspects of play and making the Order of Play until the Supervisor arrives. The Assistant Referee (all week) is there to advise and assist the Referee or Supervisor in their tasks and is in charge of looking after the courts and staff. Off-Court Umpire ITF The Off-court Umpire supervises the courts during the Qualifying event, when there is no chair umpire requirement. End of Week Referee ITF When a Supervisor is required to travel to the site of the tournament (held in the same region) of the following week to conduct the Qualifying Sign-in and Qualifying Draw, and supervise the Qualifying event, the End of Week Referee is the person who will finish the tournament of the previous week. Chief Umpire All The Chief Umpire is in charge of coordinating the officials, assigning the chair umpires (pending final approval of the Supervisor/Referee) and line umpires, and deal with officiating problems or requests from officials. Assistant Chief Umpire All The Assistant Chief Umpire advises and assists the Chief Umpire in their tasks Review Official All The Review Official is in charge of operating the Electronic Review System

33 Microsoft Silverlight The ITF Officiating Portal requires a software program called Microsoft Silverlight to be installed on your computer. Your computer may already have Silverlight installed on it, but if not you may see a message like the ones below: On a Windows PC OR

34 Or on a Mac the text Missing Plug-in is displayed. To download the free Silverlight software, please follow the instructions below depending on whether you are using a Windows PC or an Apple Mac

35 Install Silverlight on a Windows PC 1. Go to the website 2. Click on Click to Install Then click Run on the message box that appears. 3. Click Run again:

36 4. Click Install now on the blue Silverlight installer screen: 5. Once the software has finished installing you should see the message below. Click Close to finish. 6. You can then return to the ITF Officiating Portal. You might need to refresh the web page or click on one of the other navigation menu options and you should then see the Work Records or Evaluation forms displayed. To install Silverlight on an Apple Mac:

37 1. Click on the text Missing Plug-in 2. Click More info in the message box that appears, and a new window will open. 3. In the new window, click on Click to Install 4. A file will be downloaded to your computer called Silverlight.pkg. Find this file and double click on it

38 5. Click Continue on the Install Microsoft Silverlight message that appears. 6. Click Continue on any subsequent message boxes or windows to complete the software installation

39 7. When you see this message you have successfully completed the installation of Silverlight. 8. Close this window and return to the ITF Officiating Portal. Refresh the web page or click on one of the menu options and you should see the Work Records or Evaluation forms displayed