Post-race materials are due back to USAT postmarked no later than 15 business days after the event (or the last meeting of the 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:
- Accounting form
- Collected membership money
- Signed waivers and membership forms
- Incident reports
- Electronic results (adult events only)
- Officials evaluation if applicable (adult events only)
- Swim Safety Report
Where can I find the documents listed above?
All pre-race documents can be downloaded from the race director toolbox. Check back each year for the most current and up to date forms.
How do I properly submit the Accounting form and other required post-race materials?
Race directors are invited to watch the free webinar: How to Submit Post Race Materials. This 30 minute webinar created by the Accounting team will cover the 4 different ways to submit post-race to USA Triathlon, detailing the completion of the USA Triathlon Accounting form. Slides for this webinar can be downloaded here, and questions or inquiries about this webinar can be directed to the Accounting department at firstname.lastname@example.org.
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 719-955-2802 and leave a message. Also fill out an incident report form and fax it to the National Office at 719-955-2671 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 the race director toolbox.
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. Ensure the registration provider correctly collects signatures by downloading the Waiver Usage Guidelines from the race director toolbox.
How do I submit the Swim Safety Report?
The Swim Safety Report is only accepted online through the sanction application. The report is required for each race within an event that included a swim, regardless of the swim venue.
Where do I send my post-race materials?
If sending the Accounting 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 clinic were annual members an accounting form is still required. Please indicate so on the Accounting form.
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.
How do I score my event (adult races only)?
Triathlon is scored by time. The object of each participant is to accumulate the lowest aggregate time when crossing the finish line. The time for each participant commences with the starting time of the participant’s assigned wave or group. The time continues, uninterrupted, until the participant completes the race by crossing the finish line. A participant’s official time shall include his total elapsed time plus any assessed time penalties. Official overall results shall list all participants ranked in order of their official time, sorted by least time to greatest time. A participant who receives a Disqualification shall not have a finish time listed in the official overall results.
There shall be no adjustment to any participant’s total elapsed time for any reason other than the addition of penalty time. Adverse effects on overall time caused by delays on course due to traffic, accidents, trains, or straying off course are considered part of the participant’s time and may not be mitigated by "adjustment."
Where do I send my electronic results?
Electronic results must be submitted to the National Office at firstname.lastname@example.org. Results are no longer required to be sent to the Regional Coordinator.
The electronic result file must conform to the results requirement form provided on the race director toolbox. 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 email@example.com 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 firstname.lastname@example.org for help.