FOR FENCERS
“I earned my A15 at the XYZ Cup and it shows up on AskFred but I don’t see it listed in the USA Fencing membership database. What’s up with that?”
Here’s how the process of getting your classification changes listed with the National Office works: after the competition is done, the event organizer must submit the new ratings to the Division Chair. Then, we send it on (usually within 24 hours) to the National Office. They check every single person in the event for age eligibility and membership status and send back any problems for clarification. Then if everything’s in order, your classification change is updated in the system. It may show up in Fred earlier, since that’s received automatically from the competition results; however, this has no relation to its status with the National Office.
If it has been more than a week since the event in which your new rating was earned, and it is still not listed in the national membership database, start by contacting the event organizer (you can usually do this from the event’s AskFred page or the club’s website) and ask if the classification changes for your event have been submitted to the Division. If the answer to that is “yes,” follow up with the Chair, David Galler, and we will follow up with the National Office. If you address the National Office directly, they’re just going to ask the Division anyway, so best to start locally!
Check your classification and print your updated membership card at https://member.usfencing.org/search/members
FOR CLUBS
Remember to submit your classification changes! The National Office now prefers to receive your Fencing Time results file. They have provided these instructions:
TO EXPORT your results for processing:
Open the tournament in the latest version of Fencing Time.
If your events are qualifiers (JO / Summer Nationals) before starting the event, make sure to select the appropriate qualifier in the tournament summary/set-up page for each separate event (eg Jr WF, Cdt MS) in order to have Fencing Time automatically mark qualified fencers.
At the end of the event, File >Export Results to USFA, select the events, click OK and follow the prompts to save the file.
Write an email and attach the .results file; send to David Galler for processing.
Usually when you click “finish tournament” this is one of the options on the pop-up menu, too. If you see multiple options that seem right, it’s ok to send the division extra docs. Please include a link to AskFred results in your email with the Fencing Time results file.
Results usually go to the national office within a day of receiving your e-mail and you are cc’d so you’ll know when it’s gone on; additionally, events whose changes have been sent on to the National Office will be marked on the division event spreadsheet. You are strongly encouraged to submit your classification changes within a week of the event in case any follow-ups on memberships or age eligibility are needed.
TO EDIT (if you notice a mistake or the National Office requests a missing member #, etc)
Open the .results file in Notepad or any other text editor
Go to Edit > Replace (ctrl +H is the shortcut in Notepad). Enter the number in the find what: correct membership with replace box and click replace all.
Save and resend.
Required Referee Reporting
Beginning October 1, 2015, all tournament organizers will be required to submit a list of officials who worked their event.
Ideally, referees will be tracked in Fencing Time — this way they are included in your FT results file (above) and you don’t have to fill out any extra paperwork. If you cant’ figure out how to do this in Fencing Time, you can still submit the additional form Event Officials Form and email to David Galler at the same time you submit your FT results file. Please note any minors in your email. If the event was self-refereed, you can note that in your email as well.
All officials are required to be background screened for USA Fencing sanctioned events. If a non-screened official is used, the tournament organizer will receive a warning letter. On the second offense, the tournament organizer will not be allowed to host a sanctioned event for a period of six (6) months. On the third offense, the tournament organizer will be referred to the Board of Directors for investigation and potential disciplinary action. The requirement does not include self-directed events or apply to individuals who are under the age of 18.
Beginning Aug. 1, 2017, all USA Fencing sanctioned events must have at least one rated referee (however, all used referees, rated or not, should be reported). As in previous seasons, all tournament officials must be compliant with the USA Fencing Safe Sport Policy, including maintaining a current background check. See https://member.usfencing.org/search/members and click on the “Safesport” sheet to double-check your refs’ status. In addition, all officials must complete the free, online Safe Sport Training Course.
Without the referee information, your classification changes will not be passed up the chain.