Organizer class transfer coordination

Class transfer means a dancer or team is moved to a different class due to progression, federation rule, or approved exception.

What this step is for

You coordinate class placement changes without breaking eligibility, schedules, or ranking integrity.

Important boundary

If federation owns class policy, do not make final disputed decisions locally. Escalate and apply only approved outcomes.

Where to do it

Use:

  • registration review in Manager
  • class assignments in competition setup
  • federation escalation channel for ambiguous cases

Step-by-step

Step 1: Detect transfer candidates early

Watch for participants who:

  • were promoted after previous event
  • changed partner/roster composition
  • have federation exception requests
  • registered into outdated class level

Step 2: Validate against federation rulebook

For each candidate, check:

  • current class eligibility
  • progression requirements
  • transfer cutoff timing

If any rule is unclear, mark case as pending.

Step 3: Escalate uncertain cases

Send federation:

  • participant/team ID
  • current class and requested class
  • reason for transfer
  • event and season context

Wait for written decision.

Step 4: Apply approved transfer in system

In Manager:

  1. remove old class entry if required
  2. add participant/team to approved class
  3. update affected rounds/schedules
  4. verify no duplicate active entries remain

Step 5: Communicate and log

  1. inform participant/team of final class
  2. inform check-in and round operators
  3. log decision source and timestamp

Common blockers and fixes

“Participant appears in both old and new class”

Fix:

  1. remove obsolete class row
  2. revalidate round assignments
  3. regenerate affected printouts

“Federation decision came after schedule freeze”

Fix:

  1. apply controlled schedule correction
  2. notify judges and floor managers
  3. publish updated schedule note

“Organizer made local decision that conflicts with federation”

Fix:

  1. stop further edits
  2. align to federation ruling
  3. document correction in audit log

What success looks like

All transfers are reflected correctly before live rounds, with no duplicate class placements and no unresolved policy conflicts.

Next step

Continue to Renew license when planning the next season.