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Athlete Coding Guide FAQ

Athlete Coding Facts & Questions

Q. What are athlete codes?
A. Athlete codes are Gymsport and Level codes so Gymnastics in Australia can track which Gymsport and level an athlete is currently participating in.  Athlete codes correspond to Gymsports and their sport frameworks.  

Q. Why do we need correct Gymsport and level codes?
A. It is important for all athletes to have Gymsport and Levels for the following reasons:

  • To be accepted in competition registrations.
  • For Gymnastics Online, Club Admin Portal, Websites and the National Gymnastics database to work well.
  • For annual statistics
  • For grant and funding applications.
  • For accurate reporting.
  • To support targeted marketing & communication.
  • To help the sport to effectively monitor Gymsports and make informed decisions.
  • To help the sport to track the growth of Gymsports.

Q: Does every athlete require an athlete Gymsport and Level?
A: Yes, every athlete requires at least one athlete code (Gymsport and Level)

Q. Do all athletes require an up to date Gymsport and Level?
A. Yes, as part of Club Affiliation requirements (affiliation standard number 2), all athletes require a Gymsport and Level using up to date Athlete Codes as per this guide.  The main reasons for this are to ensure our athlete code statistics are accurate and also to ensure that athletes are in the correct Gymsport and level for competitions.

Q: Can an athlete have more than one Gymsport?
A: Yes, athletes can have more than one Gymsport eg. An athlete can be a WAG athlete and also be a TUM athlete.  Please be aware that there are some special rules for Multi-Club Athletes – please look at the Multi Club Athlete Policy for more information.

Q: Can an athlete have more than one Level in their Gymsport?
A: Not all Gymsports allow athletes to have more than one level in their Gymsport.  To check what is allowed, please refer to the ‘More than one level required?’ column in the Gymsport codes list.


Q: How can I use the importer tool for an athlete who has multiple Athlete Codes?
A: Upon the implementation of the Upgraded Club Importer Tool (eta by end of January 2019), the template will also be updated to allow an athlete to have up to 3 different athlete codes defined for an individual athlete on one line.  Please note that every Athlete is now required to have at least one athlete code defined in order to be registered via the Club Importer method.  Until this upgraded tool is released, please continue to add multiple Gymsports via a new line on the current template.

 

Q: Is it important to check age groups when placing an athlete into a Gymsport’s Level?
A: Yes, it is important to check age groups when placing an athlete into a Gymsport and Level as some levels are open to particular age groups and this may change from year to year.  The best way to check age groups for levels is to check the description column in the Gymsport’s codes list.

Q. How can a Club check athlete Gymsport and level codes?
A. Clubs can check athlete codes by using one of the following methods in the Club Admin Portal:

  • Club Admin Home> Reports (click on hyperlink on name to display athlete record)
  • Club Admin Home> Administration> Bulk Renew
  • Club Admin Home> Club Information> Club Athlete Search

Q. Why would an athlete be missing an athlete code?
A. Athlete who have missing athlete codes are due to one of these reasons:

  • An athlete who not been renewed since 2015, has been renewed.
  • Athlete has been transferred from another Club who has not been renewed since 2015.
  • The Club has created a new athlete and not completed Step 4 in the Add or Transfer an Athlete Form.


Q. How can a Club identify missing athlete Gymsport and Level codes?
A. Missing athlete codes can prevent your athlete from entering a competition and also are not counted in the overall number for a Gymsport.  Clubs can identify and fix missing athlete Gymsport and Level codes via the following report:

  • Club Admin Home> Bad Data> Missing Athlete Code – All Registered Athletes

Q. Why would an athlete have an incorrect athlete code?
A. Athlete who have incorrect athlete codes are due to one of these reasons:

  • Incorrect or incomplete athlete code (Gymsport and level) has been imported via the old Club Importer.
  • Renewed an athlete who has a decommissioned or incorrect athlete code.
  • Athlete has been transferred from another Club who has decommissioned or incorrect athlete code.

Q. How does a Club know if an athlete has incorrect Athlete Gymsport and Level Codes?
A. Incorrect athlete codes can prevent your athletes from entering a competition and also are not counted in the overall number for a Gymsport.  Clubs can identify and fix incorrect athlete Gymsport and Level codes via the following report:

  • Club Admin Home> Bad Data> Incorrect Athlete Code – All Registered Athletes

Q. How can a Club update athlete Gymsport and level codes?
A. Clubs can update athlete codes by using one of the following methods in the Club Admin Portal:

  • Club Admin Home> Administration> Bulk Renew
  • Club Admin Home> Reports> Current Year Athletes (incl. Gymsports)
  • Club Admin Home> Reports> Current Year Multi-Club Athletes
  • Club Admin Home> Club Information> Club Athlete Search
  • Club Admin Home> Bad Data> Incorrect Athlete Code – All Registered Athletes
  • Club Admin Home> Bad Data> Missing Athlete Code – All Registered Athletes
  • Club Admin Home> Administration> Club Import (only can add Gymsports with this method)

In all methods apart from the Club Import, a table with Gymsport, Level and Date will be displayed usually under an Athlete Gymsport Activities header.


Q: How can a Club remove a Gymsport and Level for an athlete?
A:  Clubs are now able to remove old or incorrect Gymsport and Levels for athletes.  In the athlete record, a table with Gymsport, Level and Date will be displayed usually under an Athlete Activities header.  To remove a Gymsport and Level, simply click on the delete link on the line you wish to remove.  Please note that in 2018, a new athlete code solution was introduced which automatically supersedes Athlete Codes once it is recorded that an Athlete has attained a higher level for their Gymsport as per the Athlete Code rules.

Q: What is a decommissioned code?
A: A decommissioned code is a code which is no longer used and needs to be changed to a current code.

Q. Why are codes decommissioned and what do you need to do?
A. Athlete codes are decommissioned when a Gymsport decides to update their framework.  As skills can be different it is not possible to automatically move these athletes to a different code.  It is the Club’s responsibility to re-assess athletes in the decommissioned code and use the Gymsport’s framework to place the athlete in one of the current year’s Levels associated with the Gymsport.

Q: What needs to happen when transitioning KinderGym athletes?
A:  It is important for Clubs to remember to update athlete codes for KinderGym athletes (GFA KG) when transitioning to a Launchpad or Recreational Gymnastics Program (GFA 0).  KinderGym athletes should only be 5 years and under.  All active athletes who are over 6 years old will be moved to GFA 0 by Gymnastics Australia on a regular basis if still registered with KinderGym.

Q: What code should I use for Senior athletes?
A: Senior athletes should be classified as General Gymnastics (GFA 0) and will be determined via their age group.

Q: How do I code Special Olympics athletes?
A: There is a different method to flag in an athlete is participating in Special Olympics.  Please go to the Athlete’s profile and then edit the information in the Personal Information tab under the Demographic Information to ensure the SOA Member field is ticked and input their Special Olympics registration number so the athlete does not need to pay registration/insurance for SOA and Gymnastics Australia. More information.

Q: How do I code athletes who have a disability?
A: There is a different method to flag the athlete if they have a disability.  Please go to the Athlete’s profile and then edit the information in the Personal Information tab under the Demographic Information to ensure at least one of the disability fields is ticked. More information.

Q: How do I code Aboriginal or Torres Strait Islander athletes?
A: There is a different method to flag in an athlete is from an Aboriginal or Torres Strait Islander background.  Please go to the Athlete’s profile and then edit the information in the Personal Information tab under the Demographic Information to ensure that either the Aborigine or Torres Strait field is ticked.  More information.

Q. Who’s responsibility is it for Athletes to have the correct codes?
A. It is a Club affiliation requirement for Clubs to ensure that athletes have their records updated with the latest athlete codes.

Q. If athlete codes are not up to date what happens?
A. If athlete codes are not up to date this affects:

  • Will prevent the athlete from being eligible for entry to a competition.
  • Decrease in the accuracy of reports and statistics
  • GOL (Gymnastics Online) and the National Gymnastics Database from working well
  • Reduction in the ability of Gymnastics in Australia to:
  • Make informed decisions
  • Monitor and manage Gymsports
  • Track growth

Q. Who will follow up on incorrect codes?
A. To ensure compliance with Affiliation Standard 2, Clubs must regularly check and fix incorrect records identified in Club Admin Portal>Bad Data tab.  In addition to this, State/ Territory Associations will regularly following up with Clubs who have entered incorrect codes into the system to ensure compliance to the 2019 Athlete Coding Guide.  Clubs will be required to correct these Athlete Codes.  States/Territories have exception reports available to assist with this process.

Q. My Club Importer Template is showing the old codes, what should I do?
A. Please ensure that on the 3 January 2019 you go to Club Admin Home> Club Import> Download the latest template as this will have the latest 2019 athlete codes (Gymsports and Levels).  Any template versions prior to 3 January 2019 will have incorrect codes and should no longer be used.

Q. Where to go for information and support about what the codes mean?
A.  First, please look at the frameworks and other information relating to Gymsports.  If you require any further information, please contact your local State or Territory Gymnastics Association if you need any assistance with figuring out which Gymsport and levels to code your Club’s athletes.

Q. Where to go for information and support about updating athlete codes?
A. Please raise a support ticket for support with entering and updating athlete codes.

Q. When does my Club need to start using 2019 Athlete Codes?
A. From 3 January 2019, Clubs are required to start using 2019 Athlete codes for all Athletes.  Please do not follow this 2019 Athlete Coding Guide earlier than 3 January 2019 as it will affect the 2018 Gymnastics statistics.



Need more help?  Please lodge a support request.

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  1. Marney Shepherd

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