Quick guide – EUSA Registrations version 2016 1. General Entries

NUSA Only National University Sport Associations (NUSAs) may enter and submit the General Entry forms. Only in case a NUSA is not responding, a university team may be entered directly by EUSA. Each team entered has to pay a deposit to EUSA according to the pro-forma invoice: 2.000 EUR per each team for Basketball, Football, Futsal, Handball, Rugby 7's, Volleyball and Water Polo; and 400 EUR per team for Badminton, Basketball 3x3, Beach Volleyball, Bridge, Chess, Golf, Sport Climbing, Table Tennis and Tennis. The invoice is automatically generated upon submitting the general entry. For individual events: Martial Arts (Judo, Karate, Taekwondo), Rowing, Swimming and Para Sports (Swimming and Table Tennis), there is no deposit, and the system generates a 0 EUR invoice. If the number of received entries exceeds the maximum number defined in the EUSA Rules and Regulations and/or technical regulations of the sport concerned, the following criteria will apply: 1. The entry nomination and deposit payment date; 2. The general entries deadlines and priorities within each deadline. The deposit amount will be deducted from the total fees for the participating teams, and will be returned to those NUSAs/teams not selected. The deposits are otherwise non-refundable (confirmed teams that cancel, are not entitled to get their deposit back). NUSA enters the university by logging into registrations page, specified for each event in the format http://eug2016.registrations.eusa.eu and choosing “Add new general entry form” link. NUSA selects the sports/categories for which they would like to register a university team. If a university is already listed, it can be selected from a drop-down menu. If not, it can be added by clicking on the ‘Click here to add it’ link. When entering a university, please make sure a general email contact is listed (this email will not be used for contact and should not be the same as the contact person’s). The contact person is defined below. If the contact person is already listed, he/she may be selected from the drop-down menu. If not, they can be added by clicking on the ‘Click here to add him/her’ link. There is also a field for additional comments. Only the designated contact person will be able to administer the next steps of registration (including quantitative and individual entry forms). After the form is filled out, it has to be saved first, and then submitted (by clicking the ‘Send this form’ link). An invoice is generated and you may print it by clicking the ‘View invoice’ button. It should be paid it as soon as possible; latest by the deadline specified on the invoice. NUSA is able to follow the status of their entry at the registrations webpage.

Picture 1: General Entry Step – Adding a new general entry form

Picture 2: General Entry Step – Adding a new general entry form

Picture 3: Sending the Form and Registration status of universities

UNIVERSITIES / TEAMS The University wishing to participate in a championship have to contact their National University Sport Association (NUSA) to carry out the registration of their team(s). Only in case when a NUSA is not responding, a University may contact EUSA directly to carry out the registration for that University. After the initial deposit is paid, and is confirmed, the contact person listed in the General entry form (by NUSA), can add the Quantitative and later on the Individual entry forms.

ORGANISERS The Organisers can communicate with their NUSA which (home) teams to register, and communicate this to EUSA to approve them without paying the team deposit. At the registrations website the Organisers may follow the status of all registrations and deposit payments.

EUSA European University Sports Association (EUSA) collects the General Entry deposits and confirms the payments after receiving the funds to the bank account, pending available places and respecting the Rules and Regulations.

2. Quantitative Entries

NUSA NUSA has the overview of the registration process at all times. It is, however, only the Contact person who can carry out the Quantitative entry procedure (and later on the Individual entries).

UNIVERSITIES / TEAMS The Contact person listed in the General Entry step (entered by NUSA) automatically receives a username and password already when the General Entry form is submitted. If an existing contact person is selected, the email does not get sent (it remain the same). In case of forgotten password, please use the “Forgot password?” link, available at the login part of the page. After the deposit is paid, and the team is confirmed to participate, the Contact person can submit the Quantitative form when the entries are open. Prior to this, submission is not possible. In the form, the number of expected athletes, officials and referees should be entered, with the expected arrival & departure dates. It is possible to select the entire payment at once, or payments in two instalments. According to EUSA regulations, the 50% payment should be sorted out until the

Quantitative entry deadline (May 1), and the balance needs to be paid until the Individual entry deadline (June 1). After the form is entered, it has to be saved, and sent (by clicking the ‘Send this form’ link). An invoice for the participation fees is then automatically generated. You may view and print it by clicking the ‘View invoice’ button. For all Team sports (where deposit has to be paid with the General Entry Form), a separate invoice will be generated for the EUSA Entry Fee, which should also be paid along with the Quantitative entry and payment. For all other sports the EUSA Entry Fee will have to be paid upon arrival at the time of accreditation. The participation fee is 65 EUR per person per night; EUSA Entry fee is 30 EUR per person. Individual entries are added in the final step.

Picture 4: Quantitative entry form

ORGANISERS All participation deposits are to be checked and approved by the Organisers directly. Please keep track of all paid deposits also separately. The teams need to be marked as Paid and Confirmed before the contact persons of the universities can finish the registration process by submitting the Individual entry forms.

EUSA EUSA does not administer the Quantitative entry processes; we can only offer support in case of problems.

3. Individual Entries and Travel Plans

NUSA NUSA has the overview of the registration process at all times. The designated Contact persons carry out the Individual entry process and the Travel Plans with their usernames and passwords.

UNIVERSITIES / TEAMS The Contact person listed in the General Entry step (entered by NUSA) automatically receives a username and password already when the General Entry form is submitted. If an existing contact person is selected, the email does not get sent (it remain the same). After the submitting the Quantitative form, the Contact person can submit the Individual entry forms. Prior to this, submission is not possible. Please make sure that the form uses the correct category of participants (athlete, official, media, referee). The form will prompt you for Javascript and Flash permissions, to enable photo upload (formal, ID-like photos should be used, in JPG format, dimension ratio 4:3). After the form is saved, it may be printed, or saved/exported to PDF. For student athletes, it should be signed and sealed by the university, serving as the Certificate of Academic Eligibility. Certificates of academic legibility and copies of passports or national IDs have to be scanned in advance and uploaded in the form and the originals presented at the time or arrival/accreditation. Travel Plans are also to be submitted after sending the quantitative entry forms.

Picture 5: Individual entry form

ORGANISERS The Organisers need to check and approve the Individual entries and Travel plans.

EUSA EUSA does not administer the Individual entry processes; we can only offer support in case of problems.

Seeking additional support

Please make sure you carefully read these instructions and follow all steps described. Please also make sure you check the EUSA Rules and Regulations: www.eusa.eu/media/documents/eusa-events-rules-regulations If you still need help, you may contact: -

EUSA Communications and Projects manager Mr Andrej Pisl via email [email protected] or mobile phone +386 40 750 057 for technical support; EUSA Sports Manager Mr Patrik Perosa at [email protected] or +386 31 665 390 for sports and competitions issues; For general information about the 2016 Games and registration deadlines, please see www.eusa.eu/EVENTS/Games/Zagreb-Rijeka-2016 For more information about the European Universities Games 2016, and for questions regarding visa procedure (if applicable), accommodation, transportation, catering and other practical issues, please visit the official website www.eug2016.com and contact the Organisers directly.