G - Procedure to affiliate as an athlete

							SCHEDULE G of the Constitution of Boland Athletics

PROCEDURE TO AFFILIATE AS AN ATHLETE

2004 VERSION

PROCEDURE FOR APPLICATION TO AFFILIATE/REGISTER AS AN ATHLETE 1. WHAT IS AN ELIGIBLE ATHLETE 1.1. An eligible athlete is one who agrees to abide by the rules of the Federation. (IAAF/ASA rule 51).

2.

WHO CAN AFFILIATE AS AN ELIGIBLE ATHLETE 2.1. An athlete from any community or group of people, companies, schools, tertiary institutions, government institutions, etc. within the area of control of the province may apply to become an eligible athlete.

3.

WHO CAN AN ATHLETE AFFILIATE TOO 3.1. A new athlete that is a South African Citizen, may apply for affiliation to the club of choice within the area of jurisdiction of the province. The athlete will after affiliation to the club be a full member of the club with immediate effect. Newly affiliated athletes are not required to participate in club or school colours in competitions as stated in the ASA Rule 12. Only a licence number is required. Club colours are optional and not compulsory for athletes without personal sponsorships participating in competitions as specified in ASA Rule 12. Athletes with personal sponsorships and sponsored teams to National Events and events where international athletes take part must adhere to IAAF rule 18. Athlete affiliation fees will be determined by the Club on an annual basis.

3.2. 3.3. 3.4. 3.5. 4.

WHEN CAN AN ATHLETE APPLY TO BE AFFILIATED 4.1. 4.2. 4.3. A new athlete may apply for affiliation to a club any time during the year. After affiliation to a club the athlete can apply to become an eligible athlete. A new athlete may apply for to become an eligible athlete any time during the year.

5.

WHAT PROCEDURE MUST BE FOLLOWED TO REGISTER AS AN ELIGIBLE ATHLETE IN ACCORDANCE WITH IAAF/ASA RULE 51 5.1. 5.2. 5.3. All athletes affiliated to a club, or bona-fide member of a school can obtain eligibility (to be licensed as an athlete). Athletes will be able to apply for, and obtain their eligibility (licenses), through the club or school. The application form will request the following information: 5.3.1. Category of request e.g. Athlete, Coach, Technical Official. 5.3.2. Gender 5.3.3. Licence number of previous year 5.3.4. Licence number of following year 5.3.5. Name of Club the athlete want to affiliate too 5.3.6. Province where the club is registered 5.3.7. Initials, first name and surname 5.3.8. Contact details 5.3.9. Home language 5.3.10. Date of birth 5.3.11. ID Number

5.4. 5.5. 5.6.

5.7.

5.3.12. Activities the athlete will participate in e.g. track and Field, Road, Cross Country, etc. 5.3.13. Age category the athlete will participate in 5.3.14. Amount paid for licence 5.3.15. A declaration that the athlete will abide by the rules of the Federation. 5.3.16. Date of application 5.3.17. Signature of applicant 5.3.18. Signature of guardian if the athlete is under aged 5.3.19. Signature of club representative/licence officer Athlete license fees will be determined by the Province on an annual basis Athlete license fees are due on or before the last day of February of every year If an athlete who was an eligible athlete the previous year, and registration (license) fees have not been paid before such date the defaulting athlete will be automatically suspended from all provincial affairs and shall only be re-instated when the cause for that suspension is removed and the Provincial Board approved such reinstatement. If the registration fee due is paid, including a penalty equal to half of the athlete’s license fee, the executive committee may lift the suspension.

6.

WHAT PROCEDURE MUST BE FOLLOWED TO BECOME A TEMPORARY ELIGIBLE ATHLETE 6.1. 6.2. Any member of the public can obtain temporary eligibility by purchasing a temporary license. To enable unlicensed athletes to compete in approved events, and also to cater for licensed athletes who left their license numbers at home, temporary licenses may be issued subject to the following conditions: 6.2.1. 6.2.2. 6.2.3. 6.2.4. Temporary licenses are only valid for the event for which it was issued. If two event numbers are issued, unlicensed athletes must still pay for the temporary license numbers, but need not display it. Organisers must provide the necessary administration and facilities to enter temporary licensed athletes separately. The host province in whose area the event takes place may levy an additional fee over and above the entry fee when issuing temporary licences. Athletes taking out temporary licenses must sign an indemnity accepting the conditions of the event organisers and the rules of ASA. Athletes with temporary licenses must adhere to the advertising rules of ASA. A temporary license may not be issued to a suspended athlete without the approval of ASA. Holders of temporary licenses will be eligible for individual prices but not team prizes.

6.2.5. 6.2.6. 6.2.7. 6.2.8.

7.

WHAT PROCEDURE MUST BE FOLLOWED FOR AN ATHLETE TO BE TRANSFERRED FROM ONE CLUB TO ANOTHER 7.1. 7.2. No athlete may change clubs without clearance from the Board. In order for a registered athlete to be transferred from one club to another the following procedures must be followed: 7.2.1. Transfer of athletes can only take place between 1 October and 31 December of any year.

7.2.1.1. Where athletes change provincial residence or register with a tertiary educational institution or become permanent members of the SA Police Service, SANDF or Correctional Services, this ruling does not apply. 7.2.1.2. In the case of a transfer because of a change in provincial Residence, clearance must be obtained from the potential member’s existing club. 7.2.1.3. In the other cases mentioned above, clearance must be obtained from the Secretary of the club that the person is leaving and transfer must be ratified by the controlling body in the form of a signed clearance card before the athlete can complete for the new club. 7.2.2. The athlete must resign from his/her club, to his/her club in writing, stating the reason for the request to be transferred. 7.2.3. The athlete must receive a clearance letter from his/her current club. 7.2.4. The athlete must attach the clearance letter to the application form for registration to the new club. 7.2.5. The athlete cannot become a member of the new club without the clearance letter. 7.2.6. The club that the athlete registered to must notify the province within 30 days of the club transfer stating the following information: 7.2.6.1. The name of the new club 7.2.6.2. The name of the athlete 7.2.6.3. The license number of the athlete 7.2.6.4. The name of the previous club the athlete belonged to 7.2.6.5. The reason for the request to be transferred 7.2.7. This request for transfer will be circulated to all clubs to determine if any club has an objection to the transfer. If the province did not receive an objection within 14 days, the athlete will automatically become a member of the new club with immediate effect. 7.2.8. Should there be any form of objection to the transfer, it is the responsibility of the new club to clear the objection with the relevant club who raised the objection. No individual can raise an objection against the transfer of an athlete from one club to another. 7.2.9. If the two relevant clubs reached a deadlock with regard to the transfer of the athlete, the clubs may request the province to mediate until a satisfactory solution to all parties is reached. 7.2.10. The athlete can only compete for the new club, score points for the new club in a team competition or score points in a league meeting once the athlete is cleared by all parties involved. 8. WHAT PROCEDURE MUST BE FOLLOWED FOR AN ATHLETE TO OBTAIN CATEGORY TAGS 8.1. In competitions that cater for two or more age categories e.g. junior, senior and veteran categories in the same competition, the athlete must indicate over and above the licence/competition number in which category the athlete will be participating in. The athlete must declare prior to the competition in which category the he/she will be competing in. Any athlete who cannot produce upon demand any of the acceptable “Proof of Age” documents will be ineligible for any age group prizes. The athlete will be afforded 3 days in which to comply, failing which he/she will be ineligible for any

8.2. 8.3.

8.4.

8.5. 8.6.

8.7. 1.1.

age group prizes and will automatically be eligible to compete in the senior or open category only. Athletes with temporary licences can obtain a “Provincial Proof of Age Card” issued by Competition Manager that issued the Temporary Licence. 8.4.1. The Provincial Proof of Age Card will be issued upon submission of any of the documents listed below or an affidavit which is sworn before a Notary and which includes the name of the person, the age to which he is swearing and on what basis does he make this claim. 8.4.2. The Provincial Proof of Age Card will be issued upon a declaration that the athlete will compete only in the age category as declared. 8.4.3. The Provisional proof of Age Card can only be issued once and is only relevant for the day it was issued on. Licensed athletes can obtain permanent category tags from the club where the athlete is registered after a declaration form was completed by the athlete. The declaration form will consist of the following information: 8.6.1. Initials, first name and surname 8.6.2. Contact details 8.6.3. Home language 8.6.4. Date of birth: Only birth certificates will be accepted for people born after 1975. For athletes born before 1975, the following documents will be accepted as proof of age at all events held under the jurisdiction of ASA: 8.6.4.1. Asiatic Registration Certificate 8.6.4.2. Birth Certificate 8.6.4.3. Baptismal Certificate 8.6.4.4. Book of Life 8.6.4.5. Naturalisation Certificate 8.6.4.6. Immigration Certificate 8.6.4.7. Passport 8.6.5. ID Number 8.6.6. Licence number 8.6.7. Gender 8.6.8. Name of Club the athlete are affiliate too 8.6.9. Province where the club is registered 8.6.10. Activities the athlete will participate in e.g. track and Field, Road, Cross Country, etc. 8.6.11. Age category the athlete will participate in 8.6.12. A declaration that the athlete will compete only in the age category as declared. 8.6.13. Date of application 8.6.14. Signature of applicant 8.6.15. Signature of guardian if the athlete is under aged 8.6.16. Signature of club representative/licence officer The athlete will only be eligible for the prizes in the declared age category. A fee will be charged on each tag issued.

9.

PROCEDURE TO BE GRADED AS AN ATHLETE Athletes will be graded on an annual basis. The grading will be done in accordance with the Boland Athletics Constitution “Schedule E”.