Frequently Asked Questions


Answers:


Why Don't I see the Meet Admin link when I log In?

The most common cause of this problem is that you have probably accessed the site without using the full URL. You must access the site using www.uagtca.org not the abbreviated uagtca.org. When you leave off the WWW you may appear to be logged in but the system does not store your cookies properly thus restricting your access. The other less common problem is that you are not storing cookies properly. Check your permissions and check to make sure your clock is set properly. Cookies expire in 24 hours and if your clock is off by more than a day your cookies will not be stored properly.

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How do I register my athletes to run in the UAGTCA track meets?

You must have a UserID in order to register your athletes to run in any of the UAGTCA meets. To obtain a UserId go to the UAGTCA main web site at (www.uagtca.org and click on the login button, which appears on the second menu bar. if you are a NEW USER follow the new user link where you can register as either a club or Individual user If you already have a UserId and Password you can just Submit it. After you login you will be returned to the main page where you will now have access to an expanded second menu bar. If you click on the 'Meet Admin' button you will be taken to the Meet Administration Center which has several options available for managing and entering athletes into our database (building a Roster). A competing athlete must appear on your Roster and if they are under 19 years of age their age must be verified by our verifier, before you can enter them in any meet. After you have built your Roster you can now enter those verified athletes into any meet that is accepting online entries at that time. After you have entered all of your athletes into a meet they must be confirmed which is one of the last options available on the Meet Administration menu list.  Confirming them will generate an invoice and submit them for final processing. Once confirmed you are responsible for payment regardless of participation. Don't forget that you must CONFIRM your entries before they will be processed!

If you lost or forgot your UserID or Password you can follow the link in the text box on the login page that will help you resolve your problem. Do not request a new UserID to replace a forgotten UserID. If you do any Athletes submitted under the forgotten UserID will be locked & stranded on your old Roster and you will not have access to them.

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When & why should I register my athletes?

You should register your athletes as soon as you think you are going to participate in any of the meets. You cannot enter an athlete in any meet until they have been registered in our system. An additional benefit of registering your athletes is preventing someone else from registering that same athlete with another team without your knowledge or consent. We do not permit duplicate registrations. The athlete will remain assigned to the club that initially registered them until all disputes are resolved. All disputes are arbitrated by the UAGTCA and must be resolved before the athlete can compete for any team.

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I'm not sure if I'm going to run in the UAGTCA series. Should I still register?

Yes, It costs you nothing to get a userID, register your club and have the age of your youth (under age 19) athletes verified. If you decide not to compete, so be it. However, If you do decide to compete you will only have to enter your already registered and verified athletes into the meet. When you list your team we will keep you informed, via e-mail, of any major changes in the series.

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Do I have to be a member of the UAGTCA in order to participate in the meets?

No, you do not have to be a member of the UAGTCA in order to run in our meets. You need only meet the age requirement and any other restriction listed for the meet. The UAGTCA does not have Individual athlete members and most clubs, in fact, are not members. Membership in the UAGTCA is by invitation and is only entertained with the sponsorship of a current member. You can, however, compete in any of our meets as long as you follow the rules outlined on our website.

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Do I have to belong to USATF or the AAU in order to participate in the meets?

No, while the UAGTCA is an organizational member of USATF we do not require membership in USATF or any other track organization in order to run in our sponsored events. We encourage athletes to join USATF in order to receive the insurance benefits that are provided to USATF member athletes but there is absolutely no membership requirement in order to participate in our meets.

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How do I get my athletes ages verified?

All birth verification documents (birth Certificate, Drivers license, School Registration forms, etc.) should be sent to Diane Jackson, our Age Verifier, prior to competing.   For teams with athletes attending the same school a letter on school letterhead signed by the Principal or Athletic Director listing each athlete and validating their birthdate is acceptable. Entries requiring Birth Date validation are only processed after that validation is completed. Once that documentation is received the athlete will be entered into our database and shown as verified for all future events. We are very serious about this process and absolutely no exceptions are made..

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Are the track meets sponsored by UAGTCA open to all athletes?

Yes, the UAGTCA runs an Indoor and Outdoor All-Comers development series that is primarily directed at Youth athletes. We do however, for the benefit of our many alumni run an Open division during our outdoor series. We do not offer a separate Masters division because of time constraints. It has always been our goal to be a full service organization and operate our program for the benefit of all athletes.

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My question is not listed here, what can I do?

If your question has not been addressed here just drop us an e-mail at "Question" and someone will get back to you shortly. We usually respond the same day but it could take a little longer during the season.

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Our Club already has 1 UserID but I want my own, Should I get one?

Be careful, Yes, your club can have more than one UserID.  It can be useful but it can also be confusing. Athletes are linked to the user that entered them into the system. No other user can access those athletes, change their data or enter them into a meet. If two coaches handle different athletes then different UserIDs can work but if another needs access to all athletes then it can be problematic.

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I forgot my USERID, why shouldn't I just get a new one?

You can but If you apply for and receive a new UserID all athletes that you entered into the system under your old UserID will no longer be accessible to you under your new UserId. There is a facility on the login page that will allow you to recover lost or forgotten UserIDs and Passwords. We strongly suggest that you try that facility first or you can send us an E-Mail at 'Forgot UserId' and we will try to assist you in recovering your old UserId  before you apply for a new one.

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I have entered all of my athletes in the meet, Why do I still have to confirm them?

Confirming your athletes is required as your indication that you are ready for us to process your entry. While they are in the pending state you can freely change or delete the entry. Confirming the entry lets us know that you have reviewed your entry as well as our payment policy. Confirming your entry also gives you access to our online payment system, which is a safe and secure method of paying for your entry. We will not process your entry until it has been Confirmed. All non-confirmed entries will be removed from the system at 5:00 PM the Friday before each meet.

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When are meet results posted?

While live results are available as soon as a race is completed and entered into the system, we strive to have the full results from our meets on the site within 72 hours of the completion of the meet.  We usually have them up much faster than that. While we will occasionally post results of other meets of interest on our site we obviously can't guarantee when or if those results will be available. You should check the site frequently for the latest results or for notices of any delay status.

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My Athlete information is incorrect, how do I get it changed?

The spelling of the name, Gender and birth date of the athlete are the responsibility of the User who entered them into the system. They have the ability to go online and make the appropriate changes to the database. Contact your Club contact person for further assistance or contact us at Support for more advanced help.

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Do I have to pay for my entries as soon as I submit them?

No, you are not required to pay for your entries as soon as you submit them but they will not be accepted until full payment is made. If you do not make payment when you submit your entries you must return to the Meet Administration Center and follow the link to the payment center and make payment by 5:00 PM the Friday before each meet. You can check the amount owed by displaying all entries for the meet. The amount owed will be calculated minus any previous payments made. Entries not paid for by the deadline will be removed from the meet and the User will be placed on the Delinquent payers list. Users & Clubs on the delinquent payers list will not be permitted to make additional entries until full payment for delinquent entries has been made.

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My athlete has changed teams or is now competing unattached. How do I get them removed from their old roster?

Each athlete is associated with a paticular roster and only one User has control of that roster. In order for an athlete to be registered to another roster they must first be removed from their old roster. Removing an athlete is the responsibility of the User that controls that roster. The athlete must make contact with the controlling User of the original roster to have this done. If the controlling User refuses or they cannot be contacted you can contact the System Administrator and explain the issue. If the controlling User cannot be contacted then the athlete will be removed by the administrator. If the controlling User refuses to remove the athlete for 'Internal Club' issues then those issues nust first be resolved before the athlete will be allowed to change teams. This is done to ensure that athletes are not placed on multiple rosters or that they are not removed without their knowledge or permission.

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Does the UAGTCA have an age limit for participation in their meets?

While the UAGTCA has no specific age limit for meet participation there are age limits in the 800 meter and 1500 meter runs. Athletes must be at least 7 years of age in order to participate in these events.

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