School or club age transfer support

Schools and clubs often detect age-category changes before organizers do. Early correction prevents event-day disputes.

What this step is for

You ensure members are registered in the correct age category according to federation rules before entries are finalized.

Step-by-step

Step 1: Maintain accurate age data

For all active members, verify:

  • birth year (required)
  • birth date (if federation requires)

Missing age fields should block internal approval for event entry.

Step 2: Pre-season age transition review

Before the season starts:

  1. list members near category boundaries
  2. map each member to expected season category
  3. flag ambiguous cases

Step 3: Validate before event registration closes

48 hours before close, review entries for:

  • wrong age class
  • missing age data
  • inconsistent profile vs entry data

Step 4: Escalate edge cases

If policy is unclear, escalate to federation with:

  • member ID
  • birth data
  • current and requested category
  • event context

Step 5: Apply confirmed category and notify

After decision:

  1. update class/entry data
  2. notify member/coach
  3. notify organizer if schedule impact exists

Common blockers and fixes

“Member entered wrong age category”

Fix:

  1. correct class assignment immediately
  2. verify no duplicate entry remains
  3. confirm correction with organizer

“Age data missing before deadline”

Fix:

  1. hold internal approval
  2. collect required data
  3. submit corrected entry

“Borderline case unresolved”

Fix:

  1. escalate early to federation
  2. mark case pending
  3. avoid local override without decision

What success looks like

Age-category errors are resolved before event day and organizers receive clean, federation-aligned entries.

Next step

Continue to Class transfer support.