Frequently Asked Questions (FAQs) 

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Global Questions

Question 1:  Why do we need a new Entry System?

Question 2:  When will the FEI Entry System for Driving be available?

Question 3:  How much does it cost to use the FEI Entry System?

Question 4:  What happens in case of technical problems?

Question 5:  What disciplines are supported in the FEI Entry System?

Question 6:  What happens if an Athlete comes to the Event without having been entered by his NF?

Question 7:  Can a Horse compete with a national passport only?

Question 8:  Can a Horse be substituted on the ground?

Question 9:  How will the Organising Committees access the Entry System?

Question 10: Where can we find the ending dates of the different periods (Nominated, Definite, Substitutions, etc.)?

Question 11:  Is it possible for a registered Athlete to view his/her entries for international Shows in the FEI Entry System?

Question 12:  What are the actions on entries that generate a notification by email to the OC or NF?

Question 13:  What happens when an Athlete shows up at the venue with different Horses than the ones listed on the entry list submitted by the NF?

Question 14:  Do the entries and results have to correspond?

Question 15:  Do we always have to log on to http://entry.fei.org to view the entries list?

 

National Federation Questions

Question 16:  When and how will the NFs be notified when OCs accept or reject entries?

Question 17:  What is the difference between the “Delete” and “Withdraw” action available in the Entry List?

Question 18:  Should the National Federations specify Horses during the Nominated period?

Question 19:  In the Horses Tab, is it possible to search a Horse without knowing the Horse’s administering National Federation?

Question 20:  How can the National Federations contact the Organising Committee?

Question 21:  How can we inform the Organising Committees about accommodation for Athletes, etc.?

Question 22:  Will the Entry System allow National Federations to create certificates of capability for championships?

Question 23:  What are the formats available for the upload of entry files?

Question 24:  Who can upload files?

Question 25:  Are the National Federations allowed to make late entries until the beginning of the Event?

Question 26:  How does the registration process work within the FEI Entry System application?

Question 27:  Will the administering NF of a Horse be notified when another NF registers its Horse?

Question 28:  Can a Horse be entered twice with two different Athletes?

Question 29:  How will an NF submit an entry for an Athlete who does not know which Horse he/she will compete with, or an Athlete who will be competing with a borrowed Horse to be determined when he/she arrives at the venue?

Question 30:  What about the results?

 

Organising Committee and IT Provider Questions     

Question 31:  Am I concerned if I use an external provider for the management of my entries?

Question 32:  And what if I have my own system?

Question 33:  How will I handle late entries as an Organising Committee?

Question 34:  Are Timing companies also concerned?

Question 35:  Do we have to enter some additional information on the FEI Entry System once the Event has started? 

Question 36:  Is it possible for an Organising Committee to not use the FEI Entry System?

Question 37:  Will the Organising Committee be able to see when an entry has been withdrawn?

Question 38:  Do OCs have to accept all entries or will this be done automatically at the end of the Definite period?

Question 39:  Do OCs have the ability to reject Athletes and Horses of the NF hosting the Event?  

 

If you have any other questions then please do not hesitate to contact us at: entries@fei.org


 

Global Questions

 

Question 1:   Why do we need a new Entry System?

The FEI Entry System will simplify and provide a better overall process for all.

This tool allows better productivity, traceability and communication.

 

Question 2:   When will the FEI Entry System be available?

Jumping: The Entry System for Jumping is mandatory for all CSI Events worldwide since 1st July 2013.

Endurance: The Entry System for Endurance is mandatory for all CEI Events worldwide since 1st October 2013.

Dressage: The Entry System for Dressage is mandatory for all CDI Events worldwide since 1st January 2014.

Driving: The Entry System for Driving will be first used for the CAI in Ocala, USA on the 18th March 2015 and will be mandatory from then on.

For an Event opened for entries, the host National Federation, the Organising Committee and all invited National Federations will have to use the Entry System to manage their entries.

 

Question 3:   How much does it cost to use the FEI Entry System?

The FEI Entry System is a free online application dedicated to all NFs and OCs.

FEI Officials can also consult the entry lists via the FEI Entry System.

Your IT systems may have to be adapted.

 

Question 4:   What happens in case of technical problems?

The FEI Entry System is on a high availability platform. We have invested in the best equipment and a high-level data center with a 24/7 monitoring system for an optimized platform.

We have also put in place an easy ticketing system which is available during business hours. NF and OC members as well as Officials can write to entries@fei.org

 

Question 5:   What disciplines are supported in the FEI Entry System?

The FEI Entry System is currently running for Jumping, Endurance Dressage and Driving Events.

The FEI is working to integrate other disciplines in the Entry System application and plans to release them in the course of 2015.

 

Question 6:   What happens if an Athlete comes to the Event without having been entered by his NF?

If the NF of the athlete gave the OC right to add late entries, the Athlete cand be entered by the OC.

However, if such a right was not given, the Athlete will have to be entered by his NF.

Question 7:   Can a Horse compete with a national passport only?

Any Horse needs to be registered with the FEI to compete at an International level.

Please consult the FEI General Regulations (art. 137 –Horse passport).

 

Question 8:   Can a Horse be substituted on the ground?

Jumping & Dressage: Horses can be substituted on the ground only if the NF agrees with this principle – all substitutions have to go through the FEI Entry System.

Endurance: Horses can be substituted up to 1 hour prior to the first Vet Inspection – all substitutions have to go through the FEI Entry System.

Driving: Horses can be substituted within the deadline for substitutions – all substitutions have to go through the FEI Entry System.

 

Question 9:   How will the Organising Committees access the Entry System?

Organising Committees need their own credentials (FEI ID and Password) to log into the FEI Entry System and manage the entries of their Events.

If an OC doesn’t have an account, National Federations will be able to specify a list of users (Family name, first name and email address) in the Draft Schedule. The FEI will then create the corresponding accounts and grant access to the FEI Entry System for the Events mentioned in the Draft Schedule.

 

Question 10: Where can we find the ending dates of the different periods (Nominated, Definite, Substitutions, etc.)?

All the ending dates of the different periods are available in the Schedule.

In addition, they are also displayed in the Event Search page and Event page on the FEI Entry System.

 

Question 11: Is it possible for a registered Athlete to view his/her entries for international Shows in the FEI Entry System?

Athletes can view their entries and the status of their entries via the FEI SportApp.

 

Question 12: What are the actions on entries that generate a notification email for the OC or NF?

Actions made by the NF that generate a notification for the OC:

-        Validation of the Nominated List (if the Event has a nominated period)

-        Validation of the Definite List

-        Withdrawal of an Athlete or a Horse

-        Submission of additional entries after the validation of the Definite List

-        Request for substitution of an Athlete or a Horse

 

Actions made by the OC that generate a notification for the NF:

-        Acceptance of an entry

-        Rejection of an entry

-        Cancellation of the rejection of an entry

-        Acceptance of a substitution

-        Rejection of a substitution

 

In addition, the OC will also receive notifications on actions made by the Host NF connected as the OC.

If notification emails are not desired, this function can be turned off on your FEI profile.

Please contact: entries@fei.org

 

Question 13: What happens when an Athlete shows up at the venue with different Horses than the ones listed on the entry list submitted by the NF?

If the Athlete’s NF accepts the principle of substitutions/additions by the OC, the OC will have the possibility to add the Horses on the FEI Entry System.

If not, the Athlete has to contact his/her National Federation and the new Horses have to be entered by the NF, within the date of substitutions if applicable.

 

Question 14: Do the entries and results have to correspond?

Yes. Any result in needs to have a corresponding accepted entry in the FEI Entry System. This is checked when the results are uploaded on the FEI Datbase.

 

Question 15: Do we always have to log on to http://entry.fei.org to view the entries list?

There are two ways of viewing entries, either via http://entry.fei.org or via the FEI SportApp. You use the same login information as for the FEI Entry System platform to connect on the FEI SportApp and here you can view the list of entries and their statuses.

National Federation Questions

 

Question 16: When and how will the NFs be notified when OCs accept or reject entries?

As soon as an OC accepts or rejects an entry, a notification email will automatically be sent to the NF who made the entry.

In addition, different colors are used in the web interface to easily and quickly identify accepted and rejected entries.

 

Question 17: What is the difference between the “Delete” and “Withdraw” action available in the Entry List?

The “Delete” action is only available from the Draft Entries list and will completely remove the entry from the FEI Entry System.

The “Withdraw” action is only available from the Nominated and/or Definite lists.

Withdrawn entries are still visible in the list (in grey color) because they are part of the “history” of the list.

 

Note that withdrawn Athletes and Horses will become available again and can be re-entered later, if needed, as an addition or used for a substitution.

 

Question 18: When a nominated period is used (e.g. Championships) should the National Federations specify the Horses?

Yes, Horses need to be entered during the Nominated period for Championships.

 

Question 19: In the Horses Tab, is it possible to search a Horse without knowing the Horse’s administering National Federation?

Yes, National Federations are allowed to search and add any Horse without knowing the administering National Federation.

On the web interface of the Entry System, you will have to select the “All NF” option in the drop down Admin NF list under the Horse Search section.

 

Question 20: How can the National Federations contact the Organising Committee?

National Federations will be able to contact the Organising Committee by following a link in the FEI Entry System. This link will create a new message with the connected OC’s email address.

 

Question 21: How can we inform the Organising Committees about accommodation for Athletes, etc.?

If the Organising Committee uses a third-party software to manage accommodation and other information, a link can be displayed in the header of the Event’s page allowing users to open directly the third-party software. Otherwise the OC will need to be contacted by email.

If such link needs to be set up for specific third-party software, please contact the FEI:entries@fei.org

 

Question 22: Will the Entry System allow National Federations to create certificates of capability for championships?

No, it is not in the scope of the FEI Entry System.

 

Question 23: What are the formats available for the upload of entry files?

The FEI Entry System supports two formats of entry files:

1.       CSV files that can be produced by Microsoft Excel.

2.       XML files that can be produced by the NF’s IT system.

 

XML format provides more features and flexibility.

All formats are described in the CSV/XML documentation available on the FEI Entry System Webpage.

 

Question 24: Who can upload files?

Only NFs are allowed to upload entry files.

 

Question 25: Are the National Federations allowed to make late entries until the beginning of the Event?

This varies for each discipline.

Jumping: Late entries can be made up until the end of the Veterinary inspection

Endurance: Late entries can be made up until 1 hour prior to the first Vet Inspection

Dressage: Late entries can be made up until the end of the Veterinary inspection

Driving: Late entries are not accepted. Substitutions can be made up to 1 hour prior to the first competition.

 

Question 26: How does the registration process work within the FEI Entry System?

Any Athlete or Horse that is not registered for the year of the Event can be added to the draft entries.

The Athlete and/or Horse registrations must be valid before the Nominated or Definite List is validated.

The FEI Entry System provides an easy and quick way to register an Athlete or a Horse directly from the Draft Entries list.

The NF registering an Athlete or a Horse will be automatically invoiced and the NF administering the Horse will be notified.

The FEI Entry System allows NFs to add any Horse administered by any NF, but it is the NF registering the Horse that is invoiced.

For instance, if the French Federation adds an unregistered Horse administered by the Italian Federation and decides to register this Horse, the French Federation will be invoiced; the Italian Federation will receive an email with the registration’s information.

 

Question 27: Will the administering NF of a Horse be notified when another NF registers its Horse?

Yes, the NF that administers the Horse will be notified when the annual registration will be processed by another National Federation or Organising Committee.

 

Question 28: Can Athletes or Horses be entered twice in the FEI Entry System but in different combinations?

For all disciplines except Driving:
No, an Athlete or Horse can only be entered once per Event in the Entry System. Multiple horses can be entered with one Athlete.

For Driving only:
Carriage composition must be entered through the Entry System. If an Athlete is Driving more that one carriage at a given Event, he can be entered multiple times with multiple Horses.

In all disciplines, a Horse can only be entered once per Event.

 

Question 29: How will an NF submit an entry for an Athlete who does not know which Horse he/she will compete with, or an Athlete who will be competing with a borrowed Horse to be determined when he/she arrives at the venue?

All Athletes and Horses need to be entered on the Definite List.

Events on borrowed horses have an extra function on the FEI Entry System allowing you to select “Borrowed Horse” as the Horse the Athlete will ride. The OC will then add the information when it has been decided.

Substitutions gives the option to NF’s to change the horses prior to the competition if the Athlete is not entered with the correct horse.

 

Question 30: What about the results?

The FEI expect to receive the results no later than 5 days after the event with all FEI ID’s and information correctly filled out.

Jumping: XML format or Excel format

Dressage: XML format or Excel format

Endurance: FEI Forms or Excel format

Driving: FEI Forms only

Every result will need to have a corresponding accepted entry in the FEI Entry System in order to be valid.

 

Organising Committee and IT Provider Questions

 

Question 31: Am I concerned if I use an external provider for the management of my entries?

Yes, you are concerned. All the entries must be done through the FEI Entry System.

There are software programs which are currently used for managing other features such as accommodation. This will continue.

The FEI Entry System allows the IT providers to import and integrate the entries in their software.

 

Question 32: And what if I have my own system?

If you have developed your own system, you will need to adjust it in order to import the entry file produced by the FEI Entry System.

We are available to work directly with your IT staff if needed – please contact: entries@fei.org

 

Question 33: How will I handle late entries as an Organising Committee?

Late entries of Athletes need to be handled by the NFs.

The OCs can do late entries of Horses in the FEI Entry System, e.g. substitutions or additions. This can be done only if the NF administering the Athlete explicitly allows the OC to substitute or add Horses for him/her.

Driving: Late additions cannot be made, ONLY substitutions.

 

Question 34: Are Timing companies also concerned?

Because timing companies handle master lists and results, they are concerned.

They will be able to use the entry file produced by the FEI Entry System to create master lists and all start lists.

Because the FEI Entry System will provide accurate and qualitative data, it will drastically reduce problems during the reporting of the results after the Event.

 

Question 35: Do we have to enter some additional information on the FEI Entry System once the Event has started?

No information needs to be added to the FEI Entry System.

You have to check and correct the Athletes’ and Horses’ information on the results before sending them to the FEI.

 

Question 36: Is it possible for an Organising Committee to not use the FEI Entry System?

No, it will not be possible. All OCs need to use the FEI Entry System to manage the entries for all Jumping, Endurance, Dressage and Driving Events.

 

Question 37: Will the Organising Committee be able to see when an entry has been withdrawn?

Yes. An automatic notification will be sent by email to the OC when an NF withdraws an Athlete or a Horse.

This will also be visible via the FEI SportApp.

 

Question 38: Do OCs have to accept all entries or will this be done automatically at the end of the Definite period?

The Organising Committees have to accept or reject all entries made on the FEI Entry System.

They can start accepting entries as soon as a National Federation validates their definite entries.

In addition, if an Athlete participates in a competition without having his/her corresponding entry accepted, they will be liable to be disqualified during the integration of the results in the FEI Database.

 

Question 39: Do OCs have the ability to reject Athletes and Horses of the NF hosting the Event?

Yes, they do.

However, the host NF has the ability to connect to the FEI Entry System and access all the entries as the Organising Committee. This means that the Host NF can cancel any rejected entries and accept them on behalf of the Organising Committee.

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