Organizer age transfer coordination

Age transfer means a dancer or team belongs in a different age category due to federation rules for the season.

What this step is for

You coordinate age-category correctness before event day. You usually do not approve policy, but you must detect edge cases early and escalate for decisions.

Where to do it

Use:

  • registration data review in Manager
  • class eligibility rules in competition setup
  • federation support channel for edge-case approval

Before you start

Prepare:

  • federation age policy for current season
  • registration fields that capture birth year/date
  • cutoff-date rule (if federation uses one)

Step-by-step

Step 1: Confirm the exact federation age rule

Document:

  • age bands (example: U10-U12, U13-U15)
  • cutoff rule (example: age at Jan 1)
  • exceptions process

Do not rely on last season’s memory.

Step 2: Ensure required age data is mandatory

In registration form settings, require:

  • birth year (minimum)
  • birth date (if federation requires exact date)

If data is optional, you will get event-day disputes.

Step 3: Run an age validation pass before close

Before registration closes:

  1. export or filter entries by age fields
  2. flag borderline entries
  3. flag missing or inconsistent birth data
  4. contact affected participants for correction

Step 4: Escalate edge cases to federation

For unclear cases, send federation:

  • participant ID
  • declared birth data
  • intended class
  • why case is ambiguous

Wait for written decision before locking class assignment.

Step 5: Apply confirmed category consistently

Once decided:

  1. update participant class assignment
  2. update any related round assignment
  3. add note in audit log with decision reference

Define final cutoff (example: 48 hours before event start).

After cutoff:

  • only federation-approved exceptions
  • all changes logged with reason

Common blockers and fixes

“Birth data is missing”

Fix:

  1. hold registration approval
  2. request missing data
  3. release only after validation

“Participant was entered in wrong age class”

Fix:

  1. move participant to correct class
  2. recalculate affected rounds if needed
  3. notify participant/team and staff

“Edge case unresolved near event day”

Fix:

  1. escalate to federation immediately
  2. mark participant as pending
  3. avoid manual local override without federation sign-off

What success looks like

All participants are in correct age categories before event start, and event-day age disputes are rare and quickly resolved.

Next step

Continue to Class transfer coordination if progression or class eligibility also needs review.