Pre-Tournament Squad Confirmation Procedure

If you have doubts about your squad's compliance, you can view the status of your squad's completion here.

In an effort to increase the quality of the tournament experience for all attendees and to speed up the on-site verification process (on Friday 2/8) we have instituted a formal “Pre-Tournament Squad Confirmation” procedure.  Every squad must complete this requirement no later than 11:59pm on Wednesday, February 6th.

The Pre-Tournament Squad Confirmation is completed by the head coach or party responsible for each squad by filling out a Google Form that we’ve put together to collect a variety of very important details (click the link to access the form).  The form has a few different pages that will be offered to you depending on your responses to a variety of important questions.

Since you can’t see subsequent pages until you work your way through, here are the major things that you’ll be asked to provide (be sure to know the answers to these things prior to trying to complete the form):

• Tabroom info (please enter this exactly as it appears in tabroom): squad name, contact name, contact email

• Head coach contact details (name, cell phone, email)

• Responsible adult chaperone that will be present at each tournament site at which you have students, plus their contact details (cell phone & email)

• Classification of your squad as school, club, or independent entry and certification of that classification as correct

• [Independent & Club entries only] requirement to upload the mandatory parent letters for all students attending the tournament as one single file per squad (ex if you have 10 students, the parent letters for all 10 students must be in a single PDF file, tilted as “[name of my squad] - parent letters”

• Requirement to certify that you understand and have complied with your obligation to collect fully & properly completed Stanford Individual Waivers for all students attending as a part of your squad

• Required upload of the mandatory waivers for all students attending the tournament as one single file per squad (ex if you have 10 students, the saivers for all 10 students must be in a single PDF file, tilted as “[name of my squad] - waivers”

• Review of on-site registration requirements

• Review of and agreement with a variety of critical tournament policies that some squads have been confused about in recent years

A few important things to note when filling out the form:

• In order to upload files, you’ll be required to be logged into a Google account (not necessarily a gmail account).  If you do not have a Google account, you will be able to create one quickly. This is required to enable file uploads and response editing.

• When you complete and submit the form, you will be emailed a “receipt.”  We will also get a notification.

• If any details change (ex if you need to change the listed chaperone for one of the sites, or you add a student and therefore have another waiver to submit), you may use the link that is included in your receipt email to return to your form submission and make any necessary edits.  DO NOT submit the form multiple times as this will create multiple entries that could have conflicting information! I did not enable the “one response per email” option since there are some coaches that represent more than one program, so I need for you to not submit more than once for the same school.

A few important things about the file uploading process:

• As a squad, you need to create a single PDF file.  You are not offered any opportunity to upload (for instance) 10 separate letters or waivers files.  Do not submit the form multiple times rather than combining all of the documents into a PDF single file.  Do not email/mail/fax the forms into us rather than combining all of the documents into a single PDF file.

• Be sure that any document you scan is complete.  None of the text can be cut off in the scan.

• Where possible, please keep the file sizes reasonable.  For large school squads, I understand that it may be impossible to keep your PDF files of Stanford Individual Waivers under 50mb and I have therefore set an absurdly high file size limit (there is NO REASON why the form won’t accept a large enough file).  But please be mindful that we’ll need to process these files in order to submit them to the relevant Stanford department, and huge files really suck.