Online Entry and Declaration system for EC Authorization to compete

in CCI and CIC events

Introduction In an effort to facilitate the process in which a competitor requests authorization to compete in both a CCI or a CIC, Equestrian Canada has created an online portal which will eliminate the need to scan, email, fax or mail declarations, copies of entries and certificates of qualifications.

Login Information The competitor will have access to the portal online through the Equestrian Canada website effective January 1st, 2016.

In order to login, the competitor will be required to use the same Equestrian Canada login information used when renewing their sport licence. This login consists of their Sport Licence number and password. The password is issued by Equestrian Canada and cannot be modified unless requested through the Sport Licence department.

Note: You will require a valid platinum sport licence, Canadian Eventing membership and FEI registration in order to successfully login into the portal.

Login Page The Login page will look like this:

Home Page The Homepage offers three categories which will replace the current documents used for the process of requesting authorization from Equestrian Canada to compete at a CCI or CIC.

You may access the Homepage at anytime, from any other page by selecting the house emblem at the top right toolbar or the Home option below the Equestrian Canada logo.

Declarations

The Declaration tab provides the option to Add, Remove or view a list of declarations entered into the portal for the individual logged in. This will now replace the CCI Declaration form used in previous years.

Adding a New Declaration When selecting “Add new Declaration” you will be directed to the following page:

Declaration: Horse and Competition info You will then be required the enter the horse name and passport number and select the event name and division you wish to declare for.

FEI Competition list A list of available FEI competitions will be imported into the portal based on the current FEI calendar information. Each division held at the event will be displayed individually. Please ensure that you are selecting the appropriate division for the horse entered.

Qualification for CCI declaration and Preparation Horse Trials/CIC information Consistent with the current format of the Declaration form, you will have the ability to provide information on whether or not you have met the qualifications and also a list of preparation Horse Trials.

Athlete and Coach contact information Athlete contact information and coaching information will be a mandatory field when entering a declaration.

Submitting a Declaration Once all the information has been completed on the declaration page, you would then select the Submit declaration button at the bottom of the page, below the Deadline for Declaring notice. - Note: notice will be updated for 2016.

Completed your submission Once you submit the declaration you will be given the option to return to the Homepage or Submit another declaration.

List of entered CCI Declarations The Portal will keep track of all declarations entered into the system. You can review a list of your declarations at anytime by selecting the List of CCI Declarations option.

Entries

To Enter your entry information for Equestrian Canada Authorization, you can do so from the Homepage by selecting Add new Entry from the View Options, or to access this section from any other page, you may do so by selecting the option from the Toolbar at the top of the page.

Adding a new Entry for EC Authorization When selecting “Add new Entry” you will be directed to the following page:

Selecting a Competition for Entry CCI events with Declarations on file will be highlighted in green in the list of events provided.

Selecting a CIC Event will prompt you to manually enter the horse information.

Selecting a CCI with Declaration on file will provide you a list of horses declared.

Selecting a CCI with no Declaration on file.

If you select a CCI from the list of events that does not have a declaration on file, the system will prompt you to add a new Declaration. Once the declaration has been added, the CCI event will then appear highlighted in green and will provide you a list of declared horses when selected.

Confirming info and Submitting Entry

You will be required to select the horse when entering the entry information for a CCI/declared horse. You will them be required to confirm the contact information and also the Emergency contact information.

Completed Submission to Equestrian Canada

Note: Entering an Entry in this portal is for the purposed of requesting authorization from Equestrian Canada only.

List of entered CCI/CIC Entries for Equestrian Canada Authorization The Portal will keep track of all declarations entered into the system. You can review a list of your declarations at anytime by selecting the List of CCI Declarations option.

Understanding your List of Entries When selecting your list of entries, you will have the ability to view all entry information you have submitted for Equestrian Canada Authorization. These entries may be sorted by competition, horse name and approval status by using the Search box above the list or clicking on the arrows beside each header.

EC Approval information – Keeping Track EC Approval will display the current status of the CCI/CIC Entry.

• Pending entries indicate that the entry has been received but is being reviewed by the Equestrian Canada office and is pending authorization in the FEI Entry System.

• Approved entries indicate that the entry request has been accepted and authorized by Equestrian Canada and has been entered in the FEI Entry System.

• Missing Information is listed for entries that have been reviewed but cannot be authorized due to missing components. A note will be included providing information as to what is preventing Equestrian Canada from authorizing the entry. This note will also be sent automatically to the competitor via email.

Minimum Eligibility Requirements

• You can enter a result through the list of entries by selecting +Add MER

• Or you can select Add MER Results on the homepage

There are two different ways to submit minimum eligibility requirements (MERs)

Direct link to MER page from Entry page For entries that display that MERs have been entered. You may view theses results simply by clicking on the number of MERs entered. This will automatically redirect you to the Minimum Eligibility Results page.

Selecting a Competition and Horse to add a Minimum Eligibility Requirement To Select a horse, you must click on the arrow beside the competition/horse name record

Selecting a Horse enables the following features: More information for each feature will drop down when selecting the arrows

Feature #1 – Definition of a MER

Feature #2 – FEI Competitor categories

Note: The final version will include a link to the FEI list of categorized competitors.

Feature #3 – Level Specific Qualifications

Note: Qualification information will be specific to the level of event selected.

Entering the MER The MER is entered into a free flow box as pictured below. Once the information has been entered, you would simply select the Submit MER Result button.

Entering additional MERs The page will remain the same so that you may enter the same result for other competitions or another MER for the competition selected.

List of submitted MER Results A full list of entered MERs can be viewed by selecting the List of MER Results.

Reviewing information The top right side of the page holds a Toolbar with quick links. You can click on the house to return to the homepage, or you can select one of the icons to go directly to a specific page/list.

Logging Out You can log out of the portal at anytime simply by selecting your name at the top right of the page and then selecting Logout.

Thank you

For additional information please contact:

Sophie Heron– FEI Athlete Services Administrator

sheron@equestrian.ca

1-866-282-8395 X 121