Post race materials are due back to USAT postmarked no later than 15 business days after the event (or the last meeting of the camp/clinic). USAT provides a pre-paid UPS label in the sanction approval box for returning the materials if you requested hard copies of the USAT Waiver. Below is a list of what items are required:
- Event Reporting form
- Collected membership money
- Signed waivers and membership forms
- Incident reports
- Electronic results (adult events only)
- Officials evaluation if applicable (adult events only)
Where can I find the documents listed above?
The accounting form and incident report form can be found online in the Documents tab of the online sanction system by clicking here. They can also be downloaded from the race director toolbox.
Please Note - Only the USAT Incident Report form will be accepted by our insurance provider. Reports completed on any other form will be returned. Also remember that the race director’s or the medical personnel’s signature is required at the bottom of every form. Unsigned reports will be returned for signature.
If there is a serious accident or injury at the event, immediately call the USA Triathlon National Office at 719-597-9090 x188 and leave a message. Also fill out an incident report form and fax it to the National Office at 719-597-2121 as soon as the event is done.
Please provide a medical claim form to the athlete as well. Both the incident report form and the medical claim form can be found on your race director’s dashboard in the documents tab.
What do I do with the USAT waiver?
All signed waivers and membership forms for annual membership purchases (including youth annual memberships) must be returned to USAT for processing. If waivers were collected online, please include a list of those participants who purchased an annual membership at the event and indicate that their waivers were collected and are being stored online. This list should include DOB, gender, address, email, and phone number
Waivers and membership forms for adult one-day sales may be stored by the race director and are required to be kept for seven years. Waivers ‘signed’ electronically through online registration must be stored and accessible if requested by USAT for seven years as well. All youth memberships and waivers must be returned to USAT for storage.
Where do I send my post race materials?
If sending the Event Reporting form by email, please email to email@example.com. If the race director requests hard copies of the waiver, USAT will provide a pre-paid UPS label in the sanction approval box to submit the post race materials with. If you misplace the label or do no request hard copies of the waiver, please mail the materials to:
5825 Delmonico Drive, Suite 200
Colorado Springs, CO 80919
When do the post race materials have to be sent back?
The post race materials must be postmarked no later than 15 business days past the event date.
NOTE: If all the participants in your camp/clinic were annual members, please let us know by emailing firstname.lastname@example.org before the post race deadline so we can update our database to show that the event requirements are completed.
Events not submitting all the required post race materials within the allotted time frame will be subject to a $200 fine and future sanctioning may be denied.
Where do I send my electronic results?
Electronic results must be submitted to the Regional Coordinators and to the National Office at email@example.com. Please follow this link to find your Regional Coordinators email address.
The electronic result file must conform to the results requirement form provided online in the documents section. Please provide the requirements to your timers to assist them in formatting the results properly. Each race within an event MUST have a separate sheet for results. Any file not in compliance with the requirements will be returned to the race director for correction.
Do non-USAT members need to be included in the results?
Yes, all participants (except relays) must be included in the result file.
How come the rankings for a specific race have not yet appeared in the system?
Most commonly, results are not submitted in the proper format, with the required information or in a timely fashion. If you are a race director and believe the results should be appearing, please contact firstname.lastname@example.org for assistance.
If you are USAT member and can't locate results for a specific event, please contact the race director first. If there is still a problem, email email@example.com for help.