Please review the following document carefully because it directly effects how you should make race entries, accept race entries, use the VARA website,

Use of the VARA Web-Site.

The VARA web-site is an incredibly useful tool for sharing information. It is recommended that each club adhere to the following guidelines:

1. All contact information for entering races be correct on the club’s information page at VARA.org. This includes mailing, email addresses and fax numbers. As these change (as they always do) the new information must be immediately available on VARA.org. Each club is responsible for maintaining their own information. It must be completely clear on the web-page where race entries should be sent, closing date, what type of entries you will accept, max entries, etc.
2. Entry lists for every VARA level race (Open, Cup, Series, State Champs) must be properly posted on VARA.org starting at 7pm, five calendar days before the event. They must be subsequently updated by 7pm 3 days before the event and then 2 and then on the night before e before the race.
3. The format for entry lists on VARA.org should be alphabetical by club (with separate lists for men and women). That is, there will be an alpha-list of GMVS, followed by an alpha-list of KMS, etc... This is an easy option in SplitSecond. This is the most convenient for a coach who is checking entries.
4. The Race Information Sheet for a race must be updated immediately whenever a decision is made to postpone, cancel or change a race. This must be done by the hosting organization. If an official decision is made to move or change a race, the web-site should be changed within the hour. The web-page should at all times reflect the best information of the race-organization. Ideally, there should be no need for anybody to call the program for more information. (And, obviously, Julie must be informed first and foremost of any changes to the schedule.)
5. Race organizers will be able to post their own results on VARA.org this coming season, 2005 (without intervention from Toby or Chase). Each program will be required to post their results properly on VARA.org by 7pm the day of the race. If they are unable to post results, they must post an explanation by 7pm. This is very important!
6. Each council will designate individuals who are responsible for maintaining place-point standings for J3’s and lower (based on their council rules). Those individuals will be responsible for putting current place-point information on VARA.org. It must be updated within three days of the completion of the latest race.

(REV12/04)