(IF) Accreditation Instructions Manual
Contents
1. Original Non English Characters Replaced by A A n a a a aa a a JE AE C e 6 EE C d d D E E B H f h H lfiniiftii I L 1 L NN NN N Gf o N E c OE O 0 0 0 06 6 6 6 6 6 O 9 O b b P U U U U u t a i U SS 25 10 3 Rules for Abbreviation of Long Names The maximum length of both the family name and the given name accepted by the system is 25 letters When the name of the applicant surpasses 25 letters the system will accept and save only the first 25 letters with the rest part automatically abbreviated and not shown on the YOAC For example the family name DOS SANTOS GONCALVES CORREIA 28 characters in total and the given name MARIA DO CARMO less than 25 characters will be displayed on the YOAC as MARIA DO CARMO DOS SANTOS GONCALVES CORR with the letters EIA omitted In another case the family name KATTIMATHARI SARI BAKALINATIN more than 25 characters and the given name PUTTUTHAMADILIKA MARIDISRALI more than 25 characters will be displayed as PUTTUTHAMADILIKA MARIDISR KATTIMATHARI SARI BAKALIN on the YOAC with letters behind the 25th letter both in the family name and the given name omitted 26 Share the Games Share our Dreams Nanjing Youth Olympic Games Organising Committee Address 228 1 Yangtze Avenue Nanjing China Post Code 210019 Website2. Note This policy will become effective from 00 00 a m Beijing Time 16 July 2014 to 24 00 p m Beijing Time 28 September 2014 Beijing Time GMT 8 hours The expiry date of the passport or other official travel document should not be earlier than 31 December 2014 If it becomes expired before this date the holder must renew his her passport or official travel document and the accreditation must be applied by the new ID document The YOAC may not be accepted as a transit visa by the authorities of a third country It is the responsibility of the IF or the respective individual to ensure they obtain the appropriate transit visa NYOGOC will inform the governments and immigration authorities across the world of the above policies through the Chinese diplomatic missions abroad and will notify the world s major international airlines and transit airports through the International Air Transport Association IATA and its publication Travel Information Monthly TIM in early 2014 4 2 Exceptional Cases 4 2 1 YOAC not received or lost before departure to China For those who have been accredited but not received YOAC before their departure to China IFs may contact with NYOGOC IF Services to acquire invitation letter which can be used for visa application via Chinese embassy 4 2 2 When entering China without holding a PVC For the foreign accredited people with an exception of NYOGOC staff who have passed the background check an
3. Step 4 Read and Accept the NARRO Text of the Notification and Acknowledgement of Authorised Representatives of Responsible Organisations NARRO has been integrated into the electronic Application Forms IF accreditation contact person should click on the link Read the NARRO at the bottom of the Form then read the text and click to accept it Note Only when the NARRO has been accepted can an applicant be submitted Click Save button to save the data of current applicant and click New button to fill in another applicant s data For more instructions please refer to Chapter 7 in This Manual and the User s Manual for offline Accreditation Forms Step 5 Submit Applications After completion of the above steps IFs may send the accreditation forms and photos via either ways below Send by e mails or Mail the CD DVD disc s which contain the data by express mails 3 6 IFs Submit Confirmation Sheet for Submission of Accreditation Applications IFs must sign the Confirmation Sheet for Submission of Accreditation Applications after submitting their applications which is the document necessarily required for accreditation for Nanjing 2014 IFs may send the document through one of the following channels as you desired Express mail Fax or Email the scanned document 3 7 Follow Up Processes after Submission of Applications 3 7 1 Necessary Checks As stated in Section 1 3 in this Manua
4. An Upgrade Card is transferable among the members of the IF and also among the IFs there is no limit on the number of times of its transfer An end user of an Upgrade Card is required to return back the pass timely to his her IF after use so that the pass can be circulated to the next user The Upgrade Card is valid only when wearing with a valid YOAC Upgrade Cards will be mass produced by the MAC according to the quotas IFs should keep and manage well the Upgrade Cards allocated to them at their own discretion Under no circumstances will any Upgrade Card be replaced or reissued if it is stolen lost or damaged once after the pass delivered to the IFs The Upgrade Cards for IFs fall into 2 categories according to their different access rights as described as follows Different access right of Upgrade Card The number of Upgrade Card per IF Own Sport Venues 10 All Venues MPC 5 The access rights of Upgrade Cards for IFs Upgrade Card Venue Zone Stand Own Sport Venues 6 BLUE G All Venues MPC 4 6 BLUE G 6 2 Day Pass Day Pass extents access rights of an accredited participant and permits its holder a temporary access to a single venue or a venue cluster and a zone or a reserved seating in a venue subject to seating availability on the date as indicated on the Pass Day Pass is nominative non transferable and is valid only on the date as indicated on the Pass The Day Passes are only issued
5. http www nanjing2014 org
6. the detailed address of permanent residence is required Example 100 GRANT AVENUE AND CALIFORNIA STREET 7 19 Current Address Mandatory for all applicants For applicants whose current address is different from the permanent address enter the address where the applicant currently resides If the applicant resides in the permanent address Select the Same as the Permanent Address Other requirements are the same as those described in 7 18 Permanent Address 7 20 Number of Telephone or Cell Phone Non mandatory However it is recommended that IFs provide applicants numbers for emergency contact The number should be provided as Country Code City Code Telephone Number For telephone or Country Code Cell Phone Number For cell phone Example 24 20 4232 6808 19 8 Photo Acceptance Criteria 8 1 Announcements Photos are mandatory for all applicants The YOAC cannot be produced without an appropriate photograph of the applicant All photos should be digital and no paper photos will be accepted About the submission of an applicant s photo please refer to Section 3 5 in this Manual 8 2 Requirements of Photography The photo should be in color and taken within the last six months to reflect the applicant s current appearance The applicants should be in front of plain white background while being taken a photo and with good contrast against the individual s wearing If the applicant needs to be in white f
7. Accreditation System Each IF accreditation contact person logs in the Accreditation System with the respective username and password at https acr nanjing2014 org reads the Confirmation for Receiving Accreditation Documents and click on Confirm It is strongly recommended that the IF accreditation contact persons download the Accreditation Package to local computers and read them carefully If the IF is unable to log in to the system it is advised to contact to the liaison person of NYOGOC Sports amp Venues Department for the documents Note To ensure your account security it is recommend that IF accreditation contact person changes the password immediately after your first login or otherwise have it changed at any time during your later operations 3 4 IFs Prepare Data of Applicants Before start filling in application forms IF accreditation contact persons should read carefully This Manual and other documents offered in the Accreditation Package and have all applicants data well prepared It is recommended that IF accreditation contact person collects correctly personal information and photos of all applicants within his her own IF in accordance with the requirements as instructed by This Manual and correspondent User s Guide After collection of personal information and photos IF accreditation contact persons should check carefully and confirm that all of the applicants data are true correct complete and legi
8. Filling in an Accreditation Form For security reason Macros is applied to all electronic Application Forms Be sure to enable Macros after opening a Form if not the functions cannot be enabled For the method to enable Macros please refer to the User s Manual for offline Accreditation Forms Since the Excel sheet is protected IF user cannot fill in the cells directly IF accreditation contact person should click on New button to have the fields displayed Input the field in each cell of the sheet one by one and complete all the required fields as instructed by the User s Manual for offline Accreditation Forms Step 3 Input an Applicant s Photo To upload an applicant s photo into the Form click on the button Choose Photo Browse and select a photo from image files pre saved in your local computer Verify the selected image is exactly the one you want to input If not correct click on Choose Photo again to refresh until a correct one is input Please refer to section 8 of this Manual 7 Note When an applicant s photo is input to the Form it will be saved to a folder in your local computer The folder is generated automatically by the system and contains applicant s photos When you submit an application please be sure to send the folder and all image files in it to NYOGOC together with the application Forms you have completed Otherwise an accreditation card will not be able to be printed because of the photo missing
9. accredited SRL Pinija Brinem POE Centre clients Badging Cancellation and Withdraw of Accreditation Urgent Accreditation Help IOC Hotel Accredited personnel stay in the Validation Problem Resolution Real time Accreditation Centre IOC Hotel Badging Youth Olympic Village Accreditation NOC delegations Validation Problem Resolution Real time Badging Issuance of Day Pass Centre Media Accreditation Validation Problem Resolution Real time Accredited media Centre Badging Issuance of Day Pass Venue Accreditation All categories of accredited Validation Issuance of Day Pass of own Offices VAOs clients venue cluster IF participants are strongly suggested to go to their own sport venues Venue Accreditation Office V AO or the nearest V AO and handle the validation formality 5 2 Locations and Operational Hours of Accreditation Facilities The locations and operation plan of the Games time accreditation facilities are as follows Accreditation Centre n Operation Operation Facility Location Period Hon Times Media Tower 15 January to Main Accreditation Centre MAC Fengwu Road Yuhuatai 31 August 08 00 20 00 District 2014 Nanjing Hanyuelou Hotel IOC Hotel Accreditation Centre 235 Jiandongzhong Road 08 00 22 00 Jianye District Youth Olympic Village Within Welcoming Centre at 5 to 28 24 Hours the Youth Olympic Village Media Accreditation Centre Nanj
10. received can NYOGOC proceed to issue and print the YOACS for your Organization 3 7 3 Delivery of Pre Valid YOACS to IF After receiving the Confirmation Sheet for the Accreditation Status Report from one IF the Main Accreditation Centre MAC will produce and deliver the Pre Valid YOACs PVCs to the IF headquarters before its accredited members leave for Nanjing 2014 It is the responsibility of the IF to forward the Pre Valid YOACS to its delegates For late applications that failed to meet the deadline of application for accreditation NYOGOC will not be able to guarantee the applicants receive their PVCs before their departure In such case the applicants must follow the normal immigration procedures to apply for their entry visas to China 4 Entry by Holding an YOAC 4 1 YOAC Functions as an Entry Visa The Youth Olympic Accreditation Card YOAC together with a passport or other official travel document of the members of IFs with an exception of the people with Chinese nationality will be accepted as the multiple entry visa to China during one month before and one month after the Nanjing 2014 YOG For applicant who has passed the Background Check BGC and Visa Check VSC implemented by Chinese Authorities the Ministry of Foreign Affairs will issue a YOG dedicated visa number which will be printed below the ID number on the back side of YOAC The visa number consists of one initial letter and seven numbers e g Q1234567
11. the application 7 Family Name in Chinese Characters Mandatory only for Chinese applicants The maximum length is 25 characters Enter this field in Chinese characters exactly as indicated on his her ID document which the applicant uses for YOG accreditation For a non Chinese applicant it is also recommended to offer his her family name in Chinese characters if any Note This family name will be displayed on the back side of the YOAC Any errors of this family name may result in problems when the participant accesses to the YOG Example 5 7 2 Given Name in Chinese Characters Mandatory only for Chinese applicants The maximum length is 25 characters Enter this field in Chinese characters exactly as indicated on his her ID document which the applicant uses for YOG accreditation For a non Chinese applicant it is recommended to offer his her given name in Chinese characters if any Note This given name will be displayed on the back side of the YOAC Any error of this given name may result in problems when the participant accesses to the YOG Example f f amp 7 3 Family Name in Latin Letters Mandatory for all applicants The maximum length is 25 letters including spaces Enter this field in Capital Latin letters exactly as indicated on his her ID document which the applicant uses to receive accreditation and travels to China for the YOG PINYIN is required for applicants from Chinese Mainland Note This family name
12. to be accredited 2 3 Application Form Applicable to Each Category IF President IF Secretary General ACRO7 Accompanying Guest n IF Representative ACROS Event Delegate IF Athlete Role Model ACRO7 IFG IF Guest ACRO9 2 4 Accreditation Chart for IF Categories The IF Accreditation Chart as shown below sets out the access rights and entitlements for each IF s category and function title Function Title IF President IF Secretary General YOV MPC 2 4 6 BLUE G Nil Accompanying Guest IF Representative Own sport venues Event Delegate YOV 2 BLUE S Nil o 2 4 6 R IF Athlete Role Model YOV MPC IBC BLUE E t Own sport venues i IF Guest YOV n du Note More details on the Transportation services provided to IFs will be provided in due time as part of Transport Guide All competition and training venues Please refer to section 9 4 for further information on access rights 4 3 Accreditation Process The flow chart below illustrates the Process of Accreditation for IF clients Online Offline IFs submit applications for Accreditation and return back required documents NARRO Confirmation Sheet for Submission of Accreditation Applications to NYOGOC IFs sign and return the Accreditation Status Report IF accredited client enter into China by holding his her YOAC amp valid passport ID document IF accredit
13. will likely result in failure of your application For those mandatory fields required for accreditation please be sure to complete them correctly If any mandatory data are absent you will not be able to save the applicant Step 3 Read and Accept the NARRO As one of the documents required for accreditation text of the Notification and Acknowledgement of Authorised Representatives of Responsible Organisations NARRO has been embedded into the online accreditation forms IF accreditation contact person should read the text and click to accept it Note Only when the NARRO has been accepted can an applicant be submitted Step 4 Submit the Applications After the above steps are completed you can click on Submit to submit the current applicant and proceed to next applicant by Add New again 3 5 2 Complete Applications Offline Step 1 Be Ready to Work at an Application Form When the IF has chosen the offline channel to go through the accreditation process it is not needed to sign in the Accreditation System since data entry of an application form can be finished in a local computer Before filling in an Application Form IF accreditation contact person should confirm the Microsoft Excel format Forms which are offered in the Accreditation Package have been downloaded to your local computer Choose an appropriate Form from the electronic Forms you have downloaded according to the applicant s function or title Step 2
14. GO Handball HB Archery AR Judo JU Shooting SH 9 3 Zone Code Code Description Access Rights Field of Play and Competition Areas Field of Play and Competition Areas and Operational Areas Back of House and General Circulation Areas Front of House Operational Areas Operational Areas Back of House and General Circulation Areas Front of House 2 Athletes Preparation Areas Athletes Preparation Areas 4 Press and Broadcast Areas Press and Broadcast Areas 6 Guest Areas Guest Areas R Residential Zone in the Youth Residential Zone Square Zone and Operation Zone in the Olympic Village Youth Olympic Village 9 4 Stand Code Stand Code Guest Stand G Sport Stand S Media Stand M 9 5 Transport Privilege The accredited members of NOCs are entitled to respective transport services during the YOG More information will be provided by NYOGOC in due time 9 6 Privilege of Access to YOV Dining Hall The picto displayed on the YOAC which comprises a knife and a fork will grant the participant access to the Dining Hall in the Youth Olympic Village YOV for free of charge meals 23 10 Appendix 10 1 Glossary of Terms and Acronyms The table below will help IFs to understand exactly accreditation information of the YOG Nanjing 2014 Contact Person Term Definition Explanation Accreditation The process of registering producing distributing and vali
15. YOUTH OLYMPIC GAMES Nanjing 2014 IF Accreditation Instructions Manual Nanjing China January 2014 Nanjing 2014 International Federations IF Accreditation Instructions Manual January 2014 Copyright 2014 NYOGOC All rights reserved Contents INEO UO e CM 1 1l About this Manual 2 eR tente et der e Ea od Cede gods 1 1 2 About Accreditation of Nanjing 2014 sse emen 1 1 3 Must Knows for IFS iterat rtt n nete aao er ern eh ione ten nana 2 1 4 Contact Information erret rtr ro Gee Ce T tane e C e E ee Cr eel E 3 BGA KA meme neee 3 2 Categories and Quotas for IF Accreditation ene nen nre 4 2 1 Population and Quota for IF Category eese emen 4 2 2 Population and Quota for IF G Category eese 4 2 3 Application Form Applicable to Each Category eene 4 2 4 Accreditation Chart for IF Categories sesesssseeeeeeeeen emen nenne 4 3 Accreditation PLOCESS C 5 3 1 NYOGOC Distributes Username and Password eene 5 3 2 NYOGOC Releases an Accreditation Package 0 aaa 5 3 3 IFs Log in Accreditation System essere aa 6 3 4 Fs Prepare Data of Applicants na 6 3 5 Fs Submit Applications for Accreditation esee 6 3 6 IFs Submit Confirmation Sheet for Submission of Accreditation Applications 8 3 7 Follow Up Processes after Submission of Appl
16. categories excluding one of Chinese nationality may enter into China by holding his her YOAC and a valid passport or other official travel document in the period from 16 July 2014 to 28 September 2014 without a separate entry visa For any late applications submitted after deadline of application for accreditation NYOGOC cannot guarantee the applicants will receive their YOACs before arriving in China In such case applicants will have to make their own visa arrangements to enter into China The expiry date of an applicant s passport or other official travel document used to get accreditation must be valid at least until 31 December 2014 Toavoid any possible delay of your accreditation and to ensure the YOACS delivered as it is scheduled it is requested with earnest that IFs complete and submit all of your applications to NYOGOC before the deadline of application for accreditation Note The deadline of application for accreditation for Nanjing 2014 is 30 April 2014 1 4 Contact Information Main Accreditation Centre is responsible for accreditation related issues of Nanjing 2014 List below are contract information which IFs may contact to seek help on accreditation matters Address 6th floor Time Media Plaza No 15 Fengwu Road Yuhuatai District Nanjing Jiangsu Province China NYOGC Main TEL 86 25 5666 2601 Accreditation Centre FAX 86 25 5666 2600 Zip Code 210039 e mail acr_fed na
17. ccreditation Office Jinniu Lake Zhongshan International Golf Venue Accreditation Office Nanjing Zhongshan International Golf Club 5 3 Validation of YOACs A YOAC becomes valid to access to the YOG venues only after it is activated through the process of validation at an Accreditation Center or a Venue Accreditation Office V AO During the validation the holder of a YOAC must present his her passport or other official travel document with the number same as that printed on his her YOAC A YOAC cannot be validated if the data recorded in the Accreditation System is not consistent with that shown on his her YOAC or passport If a YOAC cannot be validated the holder should proceed to Problem Resolution at an Accreditation Center 5 4 Problem Resolution The Problem Resolution service is available only at an Accreditation Center Venue Accreditation Offices VAOs will not provide such service Under the following circumstances a participant is required to go through the process of Problem Resolution YOAC cannot be validated Whenanew participant is added by his her IF e When an accreditation is cancelled or needs to be withdrawn e Other occasions that require solving the problems related to accreditation When a participant needs to be issued with a new card because of YOAC stolen lost or damaged 12 Note When a participant s personal information is wrong it may ne
18. d visa check when entering China without holding a PVC they can apply for the Port Visa using the invitation letter issued by the NYOGOC 4 2 3 Passport Changed after Being Accredited If a participant changed a passport after he she has been accredited and the new passport number is different from that printed on the PVC he she will be requested to show both the new and the old passports when entering China If the old passport cannot been shown the participant will need to provide a photocopy of the personal information page of the old passport Note YOAC can only be served as entry visa into China Participants will be required to go through normal immigration procedures including filling out the Arrivals Departure Cards Custom Declaration and Inspection amp Quarantine 10 5 Accreditation Services The Main Accreditation Centre of Nanjing 2014 will provide accreditation services since 1 Jan 2014 Please refer to Chapter 1 4 for contact information 5 1 Games Time Services To deliver accreditation services NYOGOC will set up nineteen 19 accreditation facilities at Games time including a Main Accreditation Centre MAC another three 3 Accreditation Centers for dedicated client groups and fifteen 15 Venue or venue cluster Accreditation Offices V AOs The client groups and the services at these accreditation facilities are listed as below Facilities Clients Services Main Accreditation All categories of
19. dating the Youth ACR Olympic Accreditation Card that grants the holder access rights and other entitlements for Nanjing 2014 Accreditation Main Accreditation Centre Accreditation Centres and Venue Accreditation ve Offices VAO set up by NYOGOC to provide accreditation service for all Facilities i clients See Chapter 5 of this manual An organization officially recognized by the IOC acting as the interlocutor Responsible between the YOG participants and NYOGOC responsible for the conduct of Organization RO ACR affairs the administrative tasks directly related to the YOG including IOC NOC IF and NYOGOC Accreditation Person designated by RO responsible for accreditation works of its own organization Client Registration Process CRP The timelines and work process used to identify coordinate and implement the different tasks and activities which must be undertaken to ensure all accredited YOG client groups are registered prior to the YOG to enable them to participate and perform their duties at the YOG Accreditation Chart A table of access rights and entitlements developed by the IOC according to which the client groups are granted entitlements and privileges See Chapter 2 of this manual Online Accreditation A Web based real time application of the Nanjing 2014 Accreditation System by which a Responsible Organization RO is able at real time to complete application s for accreditation in the interface o
20. e registration production distribution and validation of Youth Olympic Accreditation Cards YOAC containing the appropriate access rights and entitlements for each individual person performing a functional role at the YOG Sample of the YOAC O C O The 2 Summer Youth Olympic Cames il 201 Photograph LR ee The Emblem a DNA v Name Category Fuction Role ASSO ON 0321894 0 JIE Responsible Eligible organisation Barcode Serial Number Sports Discipline Code Venue Access Code Access to BLUE Zone Stand Code S zo Zone Access Codes Name Function Role Photograph ID Number Responsible Eligible organisation YOG Entry Visa Number Granting Consent Yesh Omo loge Explanations of ad the Codes or Labels Field of Play and Compecition Areas Athletes Preparation Areas KIA m LU iod A The purpose of accreditation is to identify and accredit all individuals who apply for participating in the YOG and performing their official duties at the Games and to grant them with appropriate rights and entitlements by issuing them with the YOACS and or other additional access passes to ensure them access to the YOG venues and sites according to their accreditation entitlements The IOC through NYOGOC determines the persons entitled to a YOAC provides the categories and number of the people sets the conditions for its granting and issuance and grants the rig
21. ed member validates his her YOAC at ACR facilities 3 NYOGOC Distributes Username and Password NYOGOC will open the Accreditation System on 1 January 2014 which will offer both online and offline functions A username and a password are needed when IF logs in the Accreditation System NYOGOC will send a username and a password as well as the contact information of the Main Accreditation Center MAC for Nanjing 2014 to each IF via NYOGOC IF Services prior to the opening of the Accreditation System It is requested that each IF designates a person as its accreditation contact person who is the contact point between the IF and NYOGOC responsible for coordinating all affairs related to accreditation within its own organization It is recommended that the accreditation contact person keep well the user s name and password distributed to the IF 3 2 NYOGOC Releases an Accreditation Package Accreditation Package will be released along with the opening of the Accreditation System The package contains the documents required for accreditation including IF Accreditation Instructions Manual Offline electronic Accreditation Application Forms Q Confirmation Sheet for Submission of Accreditation Application Q User s Guide for offline Accreditation Forms Q User s Guide for online Accreditation System and The website of the Accreditation System for the Nanjing 2014 is https acr nanjing2014 org 3 3 IFs Log in
22. ed to modify the data in the Accreditation System If key information such as names nationality and passport number is changed the Background Check BGC and Visa Check must be re processed Only when the above stated checks completed can a new accreditation be re issued If there is no change of any key information a new accreditation card can be re printed immediately 5 5 Withdrawal or Cancellation of the Accreditation The IOC has the ultimate power to withdraw or cancel an Accreditation Card In the following cases a YOAC should be cancelled If the IF or a participant from the IF violates the provisions of the Olympic Charter If a participant breaches the code of conduct or does not comply with IOC or NYOGOC policies provisions regulations If the IF participant is deleted or replaced by RO When an accreditation is cancelled a YOAC should be withdrawn including two means Physical cancellation When a YOAC is cancelled it needs to be punched on the barcode at an Accreditation Center System cancellation In addition the status of the card will be changed to Cancelled in the Accreditation System Once a YOAC has been cancelled the holder is not entitled to access to a YOG venue anymore However a cancelled accreditation card may be returned to its holder after physical cancellation if the card needs to be used as exit visa 5 6 YOAC Stolen Lost or Damaged after Validation Hold
23. ements to the card holder and serves as an entry visa into China together with a passport or other valid travel document Temporary accreditation card to give an accredited person additional access Upgrade Card entitlements including venue access zone access and seat access Also see Chapter 6 of this manual Temporary accreditation card issued to an accredited person requiring different Day Pass access entitlements to those on his her accreditation card Also see Chapter 6 of this manual Temporary access pass grants to non accredited persons who need to enter the Guest Pass YOV Also see Chapter 6 of this manual Supplementary Access devices approved by the IOC such as vest armbands or bibs which used Access Control by special accredited clients to access certain sessions zones and ceremonies in Devices SACD addition to YOAC The process of changing the accreditation status from pre valid to activated Only Validation when a YOAC is activated can it become valid to allow access to the YOG venues 10 2 Rules for Replacement of Non English Characters The names of applicants from non English speaking countries regions might include some non English letters that can neither enter nor be recognized correctly by the Accreditation System and thus need to be replaced with similar English letters The rules for replacement of the commonly used non English letters with English letters are shown as below
24. ers must keep their YOACS safely to prevent from any possible theft loss or damage In case of theft loss or damage of the YOAC the holder must report immediately to his her IF The IF must report to the MAC in written form in time MAC will cancel the lost YOAC in the Accreditation System When a holder wants to be reissued with a new YOAC after the old one is stolen lost or damaged his IF must fill out of an Accreditation problem resolving sheet and sent it after signed and sealed by an authorized person of the IF to MAC or 3 Accreditation centers by written form fax or e mail After the new YOAC is reproduced the client service will notify the IF to claim the card in MAC or Accreditation centers 13 6 Supplementary Passes In addition to YOAC some supplementary passes will be used at Games time to meet the needs of the event operation For IFs the following two 2 types of supplementary passes can be applied e Upgrade Card e Day Pass 6 1 Upgrade Card Upgrade Card grants accredited participants access rights to a venue a zone or a reserved seating subject to seating availability Upgrade Card is non nominative non photo card without the holder s information The front of Upgrade Card only shows the codes of the venue the zone and the reserved seating which are access to Upgrade Card is only allocated to each RO EO and will not be issued to individuals The Event Delegate should manage the Upgrade cards carefully
25. f the Accreditation System and submit the application s to NYOGOC through internet See Chapter 3 of this manual Offline Accreditation An Excel based application of the Nanjing 2014 Accreditation System by which a Responsible Organization RO may fill in the forms on a local computer and send the completed form and relevant documents back to NYOGOC through email or via express mail See Chapter 3 of this manual Application Forms for Accreditation Forms distributed by NYOCOG in web based or Excel based format and to be completed by each member of a Responsible Organization i e IF in order to collect and submit accreditation application for the Nanjing 2014 YOG All AfAs used in the Nanjing 2014 YOG will be electronic format and paper forms are not available Function Title The population or job title to which entitlements and privileges are attached Notification and Acknowledgement A document defines the conditions under which a Responsible Organization of Authorised RO can raise an application for accreditation and whereby the RO declares that Representatives of it agrees to comply with the provisions of the Olympic Charter and agrees to take Responsible the responsibilities as described in this document Also see Section 3 5 of this Organisations manual NARRO Confirmation Sheet for the Submission of Accreditation Application Necessary document submitted together with accreditation application by a Resp
26. ht to a YOAC to all people who have a recognized function to perform at Nanjing 2014 Rights and entitlements attached to a YOAC are based on YOG client category and functional role as outlined in the YOG Accreditation Chart Nanjing 2014 accreditation services provided to IFs will abide by the rules set by the IOC and will comply with the policies and procedures set by N YOGOC and approved by the IOC 1 3 Must Knows for IFs To understand the process of IFs accreditation for Nanjing 2014 please read carefully the Must Knows below Each IF is the Responsible Organization RO for accreditation affairs of all members of its own organization Inorder to facilitate participation of each IF the IOC and NYOGOC will collect Personal Data from IFs and those data will be stored and used by the IOC including being stored on the IOC s servers in Europe and NYOGOC and where necessary by third parties All applicants for accreditation in Nanjing 2014 must go through the process of Background Check BGC which is implemented by the authorities of the Chinese government Applicants who are citizens of a country administrative region outside Chinese Mainland must also go through the process of Entry Visa Check VISA which will be done by the authorities of the Chinese government No applicants could be accredited until they have passed through the BGC and the VISA D Once issued with a YOAC a participant accredited under IF
27. ications esee 8 4 Entry by Holding an YOAQC erint erae einn enean eae nnb aene 10 4 1 YOAC Functions as an Entry Visa esses eene nenne eene 10 4 2 Exceptional Cases en tette nare thai reor ebrei nnno ddadda dato 10 5 Accreditation Services 11 5 1 Games Time Services seraient aaa da a ada Sada iska anka sa a dojadio 11 5 2 Locations and Operational Hours of Accreditation Facilities sss 11 5 3 Validation Of YOMAQCS nci eene deti eei de ret de e aue do 12 5 4 Problem Resolution t ert i bete tradat il ante e tope 12 5 5 Withdrawal or Cancellation of the Accreditation eena 13 5 6 YOAC Stolen Lost or Damaged after Validation eee 13 6 Supplementary Passes wi nee et Fernandes io etel e ono en n enean aii essed deae d oe tka 14 6 1 Upgrade Gard edere lees tate ere geeigneten dvi dvd 14 6 2 Day PASS creed trees te e ea up e e POT ao qe eee eR eive ee denke Ur dean 14 7 Instruction on Completion of Application Forms 16 7 1 Family Name in Chinese Characters essen 16 7 2 Given Name in Chinese Characters essen enne 16 7 3 Family Name in Latin Letters sees nennen 16 7 4 Given Name in Latin Letters eese nennen 16 7 5 Preferred Family Name aote n at et rede e Ee xar dan 17 7 6 Preferred Given NaMe sorrera vnde ertet chet nets it le eg io e tia st
28. ing Olympic Sports Centre Venue Accreditation Office South Gate Nanjing Olympic Sports Centre Venue Accreditation Office North Gate Wutaishan Venue Accreditation Office Close to the Main Press August 2014 Centre MPC within Nanjing Olympic Sports Centre venue cluster 08 00 22 00 Nanjing Olympic Sports Centre South Gate O tion ti eration time From the p Nanjing Olympic Sports opening to n sao le Centre North Gate shutdown of y of event at each the venue venue Wutaishan Nanjing International Expo Centre Nanjing International Expo 11 Facility Location Operation Period Operation Hours Venue Accreditation Office Centre Nanjing Sport Institute Venue Accreditation Office Nanjing Sport Institute Laoshan National Forest Park Venue Accreditation Office Laoshan National Forest Park Youth Olympic Sports Park Venue Accreditation Office Youth Olympic Sports Park Jiangning Sports Centre Venue Accreditation Office Jiangning Sports Centre Fangshan Venue Accreditation Office Fangshan Longjiang Gymnasium Venue Accreditation Office Longjiang Gymnasium Xuanwu Lake Rowing Canoeing Venue Accreditation Office Xuanwu Lake Triathlon Venue Accreditation Office Nanjing Water Sports School Xuanwu Lake Xinzhuang Equestrian Venue Accreditation Office Xinzhuang Equestrian Venue Jinniu Lake Sailing Venue A
29. ipei ID Card for Chinese Military Forces Only for personnel from Chinese military forces Example Passport 7 12 Number of ID Document Mandatory for all applicants Fill in the field with the number printed on the ID document used for accreditation and traveling to China for the YOG Note This number will be displayed on the back side of the YOAC and will be checked at Chinese border control point Any error of this number may result in problems when the participant accesses to the YOG Example AM1234567 7 13 Expiry Date of ID Document Mandatory for all applicants Fill in the field in the format DDMMY Y YY The expiry date must be as exactly the same as that shown on the ID document used for accreditation and traveling to China for the YOG The ID document must be valid AT LEAST before 31 December 2014 If the ID document becomes expired before 31 December 2014 it may cause rejection of the visa check Example 18092016 i e 18 September 2016 7 14 Responsible Organization Mandatory for all applicants For applicants of IF categories the IF is the Responsible Organization Select the applicant s IF from the pull down menu Note The name of the Responsible Organization will be displayed on both sides of the YOAC Example INTERNATIONAL JUDO FEDERATION 7 15 Function Title Mandatory for all applicants Select the appropriate Function Title in the pull down menu Note The Function Title of the applicant will be di
30. is her YOAC or otherwise present a passport or other valid ID document 15 7 Instruction on Completion of Application Forms Before filling in the Application Forms Please read the following instructions carefully and refer to Rules for Replacement of Non English Characters 10 2 Rules for Abbreviation of Long Names 10 3 e For the fields which need to be filled in Latin letters please complete them in CAPITAL Latin letters A to Z PINYIN Romanized Chinese Mandarin is requested when entering these fields for the participants from Chinese Mainland e For those fields required to be entered in Chinese Characters if applicable please complete them in Simplified Characters for the residents of Chinese Mainland and in Traditional Characters for the residents of Hong Kong Macao and Taiwan e For those fields required to be completed in with numerals please fill in them by Arabic numbers 0 to 9 Complete the mandatory fields in the Application Form as required otherwise the application cannot be saved or submitted successfully Please check carefully and confirm that all of the applicants data you entered are authentic correct complete and legitimate If an applicant s data is incorrect incomplete or illegitimate it may cause failure of the application When an offline Excel Application Form is used please do not in any way alter the original formats of any fields in the sheet otherwise it may cause failure of
31. l the authorities of the Chinese government will carry out Background Check BGC applicable to all applicants for accreditation and Visa Check only for the applicants outside Chinese Mainland for applications 3 7 2 Confirmation of Accreditation Status Report An Accreditation Status Report together with a Confirmation Sheet for Accreditation Status Report will be sent to each IF by the Main Accreditation Center MAC when the BGC and VISA completed Each IF should confirm the persons who will attend the Nanjing 2014 according to the quota policy specified by IOC Each IF needs to delete the persons on the Accreditation Status Report who will not attend the Nanjing 2014 and ascertain the final list of participants It is required that each IF prints the Report and checks the data carefully If any errors are found IF accreditation contact persons should make them corrected and mark the changes in the Report After deletion and correction the IF should complete the Confirmation Sheet for Accreditation Status Report and send it back together with the confirmed or modified Accreditation Status Report after signed by the IF to the Main Accreditation Center MAC through express mail or fax or send a scanned copy by e mail The returning Accreditation Status Report will take shape of the Final Accreditation Report Note This step is very important Only after the Confirmation Sheet for the Accreditation Status Report has been
32. njing2014 org Contact person Contact Number 86 25 56661910 Zhang Yan e mail zhangyan nanjing2014 org 1 5 Key Dates Date Issues before 1January 2014 Sending out username and password of accreditation system to each IF Accreditation system including online and offline opened Provide accreditation 1 January 2014 package for IFs to download 30 April 2014 Deadline of Application for Accreditation Online accreditation system closed 1 May 2014 Sending out Accreditation Status Report to IFs 30 June 2014 Mailing out Pre Valid YOACs to IFs 16 July 2014 Pre Valid YOACs serve as entry visa to China 28 September 2014 YOACs as entry visa expire 2 Categories and Quotas for IF Accreditation Accredited population under IF category falls into two 2 categories as follows e IF e IFG 2 1 Population and Quota for IF Category The accreditation for IF category is described in the following table IF President IF Secretary General Accompanying Guest IF Athlete Role Model IF Representative Event Delegate As agreed with the IOC Note The quota for IF Representatives has been confirmed by the IOC and NYOGOC will apply the approved quotas ine 2 2 Population and Quota for IF G Category All the guests invited by the IFs participating in Nanjing 2014 should be accredited under the category of IF G The policy of guest quotas is each IF may have 6 guests
33. onsible Organization which includes batch number number of applicants and date etc Accreditation Status Report Report which contains the essential accreditation information and sent out by NYOGOC to each Responsible Organization for final confirmation before YOACS are produced Venue Code Alpha codes created by NYOCOG to represent its specific venues or venue 24 Term Definition Explanation clusters that are displayed on a YOAC Two alpha codes represent sports discipline which allow holders to access Sports Code competition and training venues that are displayed on a YOAC Also see Chapter 9 of this manual Numerical codes 2 4 and 6 color blocks Blue Red and alphabet code R set Zone Code by the IOC to represent the designated access areas within a venue that are displayed on a YOAC The entitlement provided by the IOC and NYOGOC which grants a person Seating Entitlements access to reserved seat in competition venues for watching events without ticket Also see Chapter 9 of this manual The picto displayed on the YOAC which comprises a knife and a fork grants the YOV Dining participant access to the Dining Hall in the Youth Olympic Village YOV for free of charge meals A personalized card granted by the IOC through NYOGOC which confers on its Reb a d holder the right to attend Nanjing 2014 It establishes the identity of the holder YOAC grants access rights and other entitl
34. or religious reasons the background can be light blue Do not wear a hat scarf hair band or sunglasses unless for religious or medical purpose The photo should be taken in front view with both eyes and ears visible The photo should be clear unprocessed without any stain or damage 8 3 Format and Size of Images The applicant should save the digital image in the format of JPG or JPEG The size of the digital image is required as 35mm 45mm and the file size between 50kb and 1024kb 8 4 Sample Images 45mm 34mm Unqualified Sample Images Overexposure Underexposure Sunglasses Headgear 20 Unqualified Sample Images e p e Profile Eyes Closed Daily life Photo Too Small f 3 Shadow over the face Unclear Damaged Photo Masked 21 9 Codes and Pictos 9 1 Category 9 2 Sports Discipline Code Category Picto IF ES s AD E IFG IF G ES os CRUS ERO RCRE Sports Discipline Code Sports Discipline Code Aquatics Diving DV Wrestling WR Swimming SW Badminton BD Athletics AT Tennis TE Gymnastics Artistic Gymnastics GA Rowing RO Rhythmic Gymnastics GR Canoeing Kayak CA Modern Pentathlon MP Triathlon TR Fencing FE Equestrian EQ Boxing BX Cycling CY Taekwondo TK Hockey HO Weightlifting WL Rugby RU Basketball BK Beach Volleyball BV Table Tennis TT Sailing SA Football FB Golf
35. rred given name is not provided the given name shown on the passport will be displayed on the YOAC Example BOB 7 7 Gender Mandatory for all applicants Please select the appropriate option Example M 7 8 Nationality Mandatory for all applicants The nationality is the county or administrative region that issued the applicant s ID document If an applicant has more than one nationality please make sure to enter the nationality shown in the applicant s ID document which is to be used for traveling to China for the YOG Example THA 7 9 Country Region of Birth Mandatory for all applicants Enter the country administrative region in which the applicant was born Example CHN People s Republic of China 7 10 Date of Birth Mandatory for all applicants Enter the date in the format DDMMYY YY This date must be the same as that appears on the applicant s ID document which is used for accreditation and traveling to China for the YOG Example 04051998 i e 4 March 1998 7 11 Type of ID document Mandatory for all applicants The acceptable ID documents are listed as follows Passport For non Chinese applicants and overseas Chinese who do not have a Chinese ID Card 17 Chinese ID Card For applicants from Chinese Mainland only Entry Permit for HK amp Macao Resident Only for applicants from Hong Kong China and Macao China Entry Permit for Taiwan Resident Only for applicants from Chinese Ta
36. s eR ee dd eua e peo aep ae 22 9 1 Care SOry iiie eere tenere cen te e eer E d c Ded do tia ikad CLEA e Le Rep ade 22 9 2 Sports Discipline Code 5 eee eerie eei otio erint epe 22 9 3 Zone Coden ospea sisipin saioei e e ated i Ra ERE EE Rer e REED UR Era FRE Pa Rape Ed 22 OA Stand Code ig deine diii RET e Feo to koi eo o ERIS Aaaa EAP STEA 22 9 5 Transport Privilege nein ndo peer der eoe ti eI aikido 22 9 6 Privilege of Access to YOV Dining Hall eee 23 10 Appendix denne eerie ro tiep erige tte eee do eR aep Peer Leer aeree aep dan 24 10 1 Glossary of Terms and Acronyms 000a aaa aaa 24 10 2 Rules for Replacement of Non English CharacterS aaa 25 10 3 Rules for Abbreviation of Long Names eese 26 1 Overview 1 1 About this Manual This JF Accreditation Instructions Manual This Manual is developed by The Organizing Committee for the Nanjing 2014 2 Summer Youth Olympic Games Nanjing 2014 in accordance with the guidelines established in the Youth Olympic Games Event Manual by the International Olympic Committee IOC This Manual offers instructive information about the process of application for accreditation for the Nanjing 2014 with the participants of International Federations IFs as its readers This Manual is available at official website of Nanjing 2014 http www nanjing2014 org 1 2 About Accreditation of Nanjing 2014 Accreditation relates to th
37. splayed on both sides of the YOAC Example IF REPRESENTATIVE 7 16 Sport Discipline Mandatory for IF Representatives Event Delegates and IF Guests Select from the pull down menu the sport or discipline that above people will take part in Example BASKETBALL BK 7 17 Name of the Person to be Accompanied Mandatory for applicants to be accredited as Accompanying Guest Enter the family name and given name of the person who is entitled to invite the accompanying guest The names must be exactly the same as that shown on the ID document of the person who is accompanied Fill in this field in Chinese characters for Chinese applicants or in Capital Latin letters for non Chinese applicants The maximum length is 50 characters including spaces Example MAHMAD ABUDULA AZARUDDEEN 7 18 Permanent Address 18 Mandatory for all applicants Country Administrative Region Enter the country or region of the applicant s permanent residence Example UNITED STATES OF AMERICA Province State Enter the province or state of the applicant s permanent residence Example CALIFORNIA City County Enter the city or county of the applicant s permanent residence Example SAN FRANSISCO Street Name and the Number Enter street name and the number of the applicant s permanent residence For residents of Chinese Mainland the detailed address printed on their ID Cards is required For applicants from other countries or regions
38. timate Only when the data are well prepared and ready to operate can the IF start the jobs at the application for accreditation Note If an applicant s data are incorrect incomplete or illegitimate it may cause a failed application When it happens you will have to modify the data and try to submit them again 3 5 IFs Submit Applications for Accreditation NYOGOC offers both online and offline application channels for its clients IFs may choose one of the two channels according to their needs to complete and submit your applications for accreditation 3 5 1 Complete Applications Online Step 1 Log in the Online Accreditation System The IF accreditation contact person logs in the Accreditation System and enters the main page of the Online Accreditation Choose an appropriate Application Form according to the applicant s function or role Step 2 Enter an Applicant s Data Confirm that the Form has been chosen correctly click on Add New and then enter at each field in the page one by one To input an applicant s photo click on the photo icon browse and select a photo and upload it If the image is not correct click on Refresh or Remove button to select another one For more information about completion of the online application form please refer to Chapter 7 in This Manual and the User s Manual for online Accreditation System Note If the data you entered do not match the requirements of the system it
39. to the accredited clients in following situations A person who needs to perform a temporary role in a venue or a zone requiring a different access entitlement to that already offered by his her YOAC In this case the Day Pass must be worn in conjunction with the holder s YOAC The receiving FA of the venue should file the application for the Day Pass Only after the application has been checked and approved by the venue accreditation manager will the day pass be issued on site A person who has been accredited but not yet obtained a YOAC for lost damaged reissued new accredited and some other reasons In this case the Day Pass can be worn alone And the applicant may file the application for the Day Pass directly Only after the application has been checked by the staff of 14 accreditation facilities and approved by the venue accreditation manager will the day pass be issued on site The Accreditation centers except for YOV Venue Accreditation Offices and YOV Guest Centre will be responsible for managing and issuing the Day Pass In venues without accreditation facilities the Venue Operation Management Office is responsible for the affairs related to the Day Pass Each venue regulates the Day Pass according to the quota Each venue is only allowed to distribute the Day Pass for the own venue it has no right to issue the Day Pass for the other venue When claiming the Day Pass the applicant is required to present h
40. udia died tija dud 17 Teg MSCS cs aa rset jao o aa arna ot cae eee niles E NR ca ioe a iva taka 17 fS Eoi mE 17 7 9 Country Region of Birth 42er oet t rie le e eee ran diva eaa aa te n 17 7 10 Date ot Birth rere aoreet et e ter ie dea ee p qn died ti dot 17 TAL Type of ID document erm etr een ete van e terea RR tatina 17 7 12 Number of ID Document eese eem nennen 18 7 13 Expiry Date of ID Document eine tieni tinet ties triti oen dida iaai 18 7 14 Responsible Org nizatiOn icit tinte iden tnb the nin erba entr dadaas 18 1 15 Punction Title i e ee aee eei oir i e aee 18 4 16 Sport Discipline eer ete er e edis diee piedra rine ln inka os 18 7 17 Name of the Person to be Accompanied 0 00v 18 7 18 Permanent Address 4 rnit tae rte nr date lee d dee ege de ge si ea Ea ai ao 18 4 19 Current Address ied ee teer toni eter aer eiat ra Resp nega Ee Ei 19 7 20 Number of Telephone or Cell Phone eee 19 amp Photo Acceptance Criteria cit edite et etra enge oan e a een eee erp eu a ada da tepida 20 8 1 AnnOUrnCeiehnts iae seltene tee ether Qe e e Ree ida ik 20 8 2 Requirements of Photography eee emen rennen 20 8 3 Format and Size 0f Images idee iier ett eate ie tha rhe edes disko 20 8 4 Sample Images eiie xerit das de Koda ien ip eniti eae be ER erp eai rt rhe Rando ed 20 9 Codes and Pictos i5 rep ec e Abdasse
41. will be displayed on the back side of the YOAC Any error of this family name may result in problems when the participant enters to China and accesses to the YOG Example GREEN or ZHANG 7 4 Given Name in Latin Letters 16 Mandatory for all applicants The maximum length is 25 characters including spaces Enter this field in Capital Latin letters exactly as indicated on his her ID document which the applicant uses to receive accreditation and travels to China for the YOG PINYIN is required for applicants from Chinese Mainland Note This given name will be displayed on the back side of the YOAC Any errors of this given name may result in problems when the participant accesses to the YOG Example ALEXANDER or ZIJIAN 7 5 Preferred Family Name Non mandatory Only for non Chinese applicant with a preferred family name which is different from that shown on the ID document The maximum length is 25 characters including spaces Note This preferred family name will be displayed on the front side of the YOAC If the preferred family name is not provided the family name shown on the passport will be displayed on the YOAC Example JAMES 7 6 Preferred Given Name Non mandatory Only for non Chinese applicant with a preferred given name which is different from that shown on the ID document The maximum length is 25 characters including spaces Note This preferred given name will be displayed on the front side of the YOAC If the prefe
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