INDEX SUBSCRIPTION TO THE SYSTEM Username and Password Audio/Video/Internet Right Holders DATA ENTRY Step 1) Media data entry Step 2) Media staff data entry 1) First and Last Name 2)Personal data 3) Photo Upload 4) Caricamento della tessera professionale 5) SMS Services subscription ACCREDITATION REQUEST CHECKING APPLICATION STATUS TERMS OF USE AND DATA PROTECTION INFORMATION NOTICE 2 3 3 4 5 5 6 7 8 9 10 12 13 1
SUBSCRIPTION TO THE SYSTEM The accreditation application procedure begins with subscription to the UCI On-line accreditation system. The UCI online accreditation system can be accessed by visiting the login page: http://uci.wingsmedia.it After choosing the language, users must select the media category they belong to. Concerning media: - Journalists and Photographers: select the first option and proceed directly to apply for accreditation. - Audio / Video / Filming (including websites with streaming video): contact the the UCI Marketing & Events Department (Tobias Friedrich: tobias.friedrich@uci.ch )to receive a password and use the system. 2
Username e Password Audio/Video and multiple users The UCI Marketing & Events Department (Tobias Friedrich: tobias.friedrich@uci.ch) will provide, under request, username and passwords that must be used in order to apply for multiple accreditation for the same event, both for radio/tv/streaming internet companies. Those username and password will be valid also for further events, even if they will have to be activated for the single event, under request of the media, by the UCI Marketing & Events Department (Tobias Friedrich: tobias.friedrich@uci.ch). DATA ENTRY After choosing the Audio/Video/Filming section, users will have to enter username and password received by the UCI Marketing & Events Department. 3
Step 1) Media data After entering all the media data (compulsory fields are marked with a *), the main page of the system will be displayed. On this page, all the events the password is active for, will be displayed. 4
Before proceeding to the accreditation requests, it will be necessary to enter in the system data concerning the staff members of the media for whom accreditations will be required: in order to do so, it will be necessary to select Manage Users, from the left menu of the main page Step 2) Media staff data entry By selecting the new user icon, it will be possible to enter a new staff member 1) First and last name For every new staff member, first name, last name and e-mail address will have to be provided. 5
2) Personal data For every staff member, data required by the system will have to be entered. Data with * are compulsory. For journalists, data concerning professional card (AIPS, AIJC or National), will have to be entered. 6
3) Photo upload At this stage, users be asked to upload an ID photo. The picture must be in.jpg format, and should not exceed 1.5 MB. 7
4) Professional Card upload At this stage, users will be asked to upload a scanned image of the staff member press card (National or AIPS). The file must be in.jpg format, and should not exceed 1.5 MB. Even though a press card is required for journalists, users can still complete the registration procedure without having to provide one or uploading its scan. 8
5) SMS services UCI offer a free SMS messaging service to media. Upon providing the cell phone number (by entering it in the appropriate field see 1 st step), it is possible to choose between two different types of services: the first will keep you constantly updated on the status of the press pass applications; the second will let users receive, during the event, flash communications from the UCI press office. After submitting the SMS services data, the registration process is over and the list of the staff available for accreditation requests will start populating. By clicking on new user and following the above mentioned procedure, it will be possible to enter the desired number of staff members. In order to modify the staff members data, it will be sufficient to click on the personal data link on the staff member record. 9
ACCREDITATION REQUEST On the UCI on-line accreditation system, all the events the UCI Marketing & Events Department will have enabled the password for the accreditation requests, will be displayed in the main page, with place, date, deadlines for the accreditation requests, and status of the requests. If the list of the events is empty, or if the event users want to apply for accreditation is not displayed, it will be necessary to contact the UCI Marketing & Events Department for the activation of the account. In order to apply for accreditations, it will be necessary to click on the red arrow besides the desired event. 10
The staff members to be accredited can be selected by the list containing all the names already registered, by clicking on the red arrow icon. The names on the list will always remain available for any future applications for accreditation. Once the information have been provided and data verified, the accreditation request can be submitted. Once the procedure is over the system will take users back to the page, listing the names that can be selected for additional accreditation requests. Naturally, all those names for which users have already made the accreditation request for the event, will no longer be available in the list. 11
CHECKING APPLICATION STATUS Upon entering username and password, users can access the system at any time, in order to check on the status of the applications for each of the available events. Upon entering username and password users will be able to check on the status of their applications for each of the UCI available events: RED ARROW ICON : it is possible to apply for the event (by clicking on the icon). RED ICON : application refused by the administrator. YELLOW ICON GREEN ICON : application not analyzed by the administrator yet. : application approved by the administrator. INFORMATION ICON on the icon). : the administrator is asking for further information (message available by clicking EXCLAMATION MARK ICON : the accreditation request has been approved under condition (users receive a message with conditions applying for the withdrawal of the badge) CLOSED ENVELOPE ICON clicking on the icon) : there is an unread message from the administrator (message available by 12
OPEN ENVELOPE ICON : there is a message from the administrator already read by the user (message available by clicking on the icon) As soon as the status of an application is changed by the administrator, a notification is automatically sent to user s e-mail address (all communications will also be sent both to the main email address - the one the account is registered with - and to the one of the person the accreditation is being required for). When the SMS service has been subscribed, user will also receive a message on their cell phone number. The UCI Marketing & Events Department has the right to ask for additional information: this will be indicated by an information icon and users will have to click on this icon in order to access the communication interface and provide the UCI Marketing & Events Department with the additional information requested. Once this additional data has been provided, the application status will return to standby, as shown by the yellow icon. For any further information, here are the terms and conditions of the " UCI online accreditation system ", as accepted when completing the registration procedure. TERMS OF USE AND DATA PROTECTION INFORMATION NOTICE By using this UCI on-line accreditation system (hereinafter, the System ), the users can sign themselves up to the service, obtain a personal user name and password, and submit their requests for press accreditation to the upcoming events, according to the deadlines that are indicated from time to time. SIGNING UP User name and password generated during the registration process will be automatically sent to the e-mail address provided by the user in the registration form. Please save that message for future reference. Each user must verify that the information provided is accurate and complete: any missing, wrong, or incomplete data may prevent the signing up procedure from being completed and will cause delays in the issuance of the accreditation or may lead to denial of accreditation. 13
ACCREDITATION REQUESTS After signing up to the System, users may submit their accreditation requests for any upcoming event. For every request users are asked to upload to the System a specific letter of engagement. The System applies to all journalists who shall submit their requests for any upcoming event within the relevant deadline. Any communication pertaining to the accreditation requests will be sent to the users exclusively through the System; therefore users shall access their personal area to check the status of their requests. EVALUATION OF REQUESTS It will be at the sole discretion of UCI Press Office to evaluate if the accreditation requests submitted by the professionals or by the media are properly filed and complete. Incomplete or untrue data as well as failure to provide the requested documents will cause automatic denial of the requested accreditation. The approval of an accreditation request as photographer does not automatically gives the right to receive a bib which is necessary to work in the photographers' reserved areas. CAR ACCESS AND PARKING PERMIT The press accreditation does not grant access by car to the venue nor a parking permit. Car access and parking permissions will be granted on-site at the sole discretion of UCI Press Office according to the number of requests and capabilities of the venue. DATA PROTECTION INFORMATION NOTICE UCI informs the data subjects that by providing personal data they implicitly grant consent, when needed, to the processing of the data they submitted. The data are processed by UCI, as data controller, by electronic means based on UCI s infrastructure. The personal data will be communicated to the persons in charge of the processing at UCI Press Office, and to Wings S.r.l. (with registered offices in Rome, Via Cornelia. 493), which was duly appointed data processor. The processing will be carried out for signing up to the System, accreditation, and information purposes. If users fail to provide data they will not be able to use the System and accreditation may be refused. FILMING If you intend to film moving images from racing and award ceremonies of the events, and intend to publish these on any website or broadcast it anyway, please get in touch with the UCI Marketing & Events Department, Tobias Friedrich: tobias.friedrich@uci.ch. In case you publish and broadcast moving images from the mentioned event UCI reserves the rights to withdraw the accreditation, deny accreditation for further UCI events and claim a financial compensation of CHF 10 000. 14