ORGANIZERS - Organizational And Administrative Procedures
ORGANIZATIONAL AND ADMINISTRATIVE PROCEDURES
Courses should be chosen as to maximize exposure to a variety of vehicle-handling situations while minimizing exposure to hazards. Speeds may be restricted at the discretion of the Time Trials Course Inspector or Safety Steward, but these restrictions should be enforced by observation, either by the instructors in student cars, or by other speed calculation method such as radar (this is not a requirement, and use is at the discretion of the sponsor region). It is not recommended that cones or other items be used to create false obstacles to slow down vehicles that are at speed.
1.1.1. Flag Stations
Flag stations and observation points should be placed as to provide complete, continuous coverage of all parts of the course. They must be manned by at least one person. All stations must be provided with a method of communication to the Chief Steward at all times.
1.1.2. SCCA Oversight
The selection of any course for an event shall be subject to the approval of the SCCA. Specifically, the SCCA National Office may:
A. Limit a course as to the classification of event to be sanctioned at the site.
B. Restrict the number of cars which may be started simultaneously or in total.
C. Restrict the number of entries which may be accepted for an event or a competition.
D. Restrict the course to certain classes and categories of cars.
E. Restrict the course to selected Time Trials Driver license grades.
F. Set forth certain areas as “safe” worker areas or restrict areas considered to be “hot."
G. Designate spectator areas.
H. Determine eligibility for non-spectator status for Time Trials Events at that facility.
1.1.3. Course Length
The official length of a course shall be measured along the centerline of the road.
All events sanctioned by the SCCA shall be insured for Event Liability and Participant Accident coverage.
1.2.1. Event Liability and Participant Accident coverage may be provided by the SCCA Master Insurance Plan or an equivalent policy (equivalency to be determined by the SCCA Risk Management Department).
A Sanction is the documentary authority, granted by SCCA, to organize and hold a Time Trials Event. An SCCA sanctioned event may be organized by the SCCA or an SCCA Region or Regions.
1.3.1. Every SCCA Sanction application shall be submitted on the current SCCA Sanction and Insurance Request Form and accompanied by drafts of the:
A. Entry Form.
B. Supplementary Regulations.
C. Schedule of Events.
1.3.2. The course must be approved by the SCCA.
A. If the course is not already approved by the SCCA:
1. Sanction application shall be accompanied by a full description of the course and facilities, including a scale map.
1.3.3. Applications should be submitted for approval at least 45 days prior to the scheduled date of the event.
1. If the course is not approved, the Sanction application should be submitted at least sixty (60) days before the proposed event.
1.3.4. A Sanction Number and document will be issued within five working days, when all requirements have been met and the application approved.
A. Sanction Numbers will be issued via email.
The Supplementary Regulations establish the specific conditions for an event for competitors and officials.
2.1.1. An SCCA Time Trials Divisional Administrator and SCCA Staff Designate shall approve the Supplementary Regulations prior to a Sanction number being issued.
2.1.2. They shall contain the following information:
A. The name, location, dates, nature and classification of the event.
B. The Sanction number and type of Sanction for the event.
C. An announcement conspicuously placed: “Held under the SCCA Time Trials Rules.”
D. The name and contact information of the organizers.
E. The names of the Event Lead and Ambassador.
F. A complete description of the proposed event.
G. Times and locations of any mandatory meetings, such as Novice, Drivers’, Officials’, etc.
H. Times and locations of activities and inspections.
I. The name and address of the Ambassador or other person to whom the entry is to be sent, and amount of entry fee.
J. All other information necessary for the proper conduct of the event.
2.1.3. Supplemental Regulations may not set minimum safety standards below what is outlined in these rules, even if the event or vehicle does not require specific minimum standards. (e.g., If a region decides that Sport Category cars must run roll bars for a specific event, those roll bar construction requirements and material minimums shall not be less than the specifications set forth in the SCCA Time Trials Rules.)
2.1.4. No changes should be made to the Supplementary Regulations, except for the schedule, event officials and/or class groupings after the beginning of the period for receiving entries unless the Event Lead so decides for reasons of safety or forces beyond his or her control.
Entry Forms shall contain the following:
A. Full names, addresses, membership numbers, Region of Record, and license of entrants and drivers.
B. Full description of cars to be entered (year, make, model, trim level).
C. The physical ability statement, "I certify I have the ability to handle the physical and mental demands of competition for the length of a session for each session of the event." The page describing the requirements can be found HERE, and should be linked whenever possible.
D. Signatures or digital agreements of entrants and drivers for Waiver of Liability and/or indemnity declarations, acknowledgment of the authority of the TTR, declaration that cars entered comply with the provisions of the Time Trials Rules.
E. Sanction Number assigned to the event (a placeholder may be put here before sanction is issued; e.g., xxx-xx-xxx.).
F. Emergency contact information for the driver.
G. Any other information required for the clarification of all other details of the event.
An entry is considered official and a competitor is considered entered in an event when a signed, completed, and official entry form has been submitted and received by the organizers, and the entry fee has been paid and received by the organizers.
2.3.1. Right to Refuse Entry
The organizers have the right to refuse an entry at their discretion without giving a reason for refusal. If an entry for any competition is refused, notification of such refusal shall be sent to the entrant at the contact information given on the Entry Form as soon as possible.
A. An entry which contains a false or incorrect statement may be determined to be null and void by the Event Lead. The entrant may be deemed guilty of a breach of the TTR, the entry fee may be forfeited and further penalties may be imposed.
B. An entry may be withdrawn without penalty if the withdrawal is made prior to the entry deadline date. In such cases, the organizers should return the entry fee. For withdrawals after the entry deadline, return of all or part of the entry fee is at the organizers’ discretion.
2.3.2. Limits on Entrants
Event organizers may limit the minimum driving experience or license grade required to enter an event, and/or automobile classes and categories.
Event Schedules shall include the following information:
A. The Event Sanction Number.
B. The name of the organizer (e.g., Region).
C. Name, location and date of event.
D. Schedule of planned groups.
E. Times of mandatory meetings, such as Drivers' Meeting, novice classrooms and novice debriefs.
F. Classes of cars and groupings
The organizer is responsible for the distribution of results and turning in the Event Report as follows:
3.1.1. Online or printed Official Event Results shall be available to each entrant within seven days of the event, seven days of the notification of any protest decision affecting Results, or seven days of a Court of Appeals decision, whichever is applicable, and whichever comes first. Results must be distributed in at least one of the following ways:
A. At the event.
B. Mailed at the organizer’s expense.
D. Posted online.
3.1.2. The Event Lead will send Official Event Report to the National Office and Time Trials Divisional Administrator within 14 days of the event.
3.1.3. The Event Report shall include a listing of each entrant and each apprentice official with a satisfactory or unsatisfactory designation. If an “unsatisfactory” is given, a justification for why should be given.
3.1.4. Event leads are encouraged to also give comments on outstanding positive behavior—especially when the behavior may expedite a license upgrade (e.g., a driver moving up and proving efficient in groups ahead of expected experience).
The organizer is responsible to submit all SCCA required audits and appropriate fees to the National Office within the time limits, as specified in these rules and the SCCA Insurance Handbook.
3.2.1. All drivers listed on the Official Event Results shall be consistent with the number included in the event audit.
3.2.2. Sanction Fee
The Sanction fee for a Regional event listed on the Sanction Application must be paid within 28 days of the completion of the event.
3.2.3. Late Sanction Fee
A late fee of $250 shall be charged on all sanctions postmarked after the applicable deadline, unless prior arrangements have been made and approved by the National Office Sanction Administrator.
3.2.4. Sanction Fee Refunds
There shall be no refunds of Sanction fees unless notice of cancellation is received by the National Office at least 15 days prior to the event.
3.2.5. Insurance Fee
The appropriate premium for Regional Time Trials Events must be sent to the SCCA for mandatory event insurance coverage within 28 days of the completion of the event. The fee schedule is available from the SCCA National Office, or on the SCCA website.
All or part of an event may be postponed or canceled if a provision for doing so is made in the Supplementary Regulations for the event or if the Event Lead and Safety Steward (in full agreement) order that all or part of the event be postponed or cancelled for reasons of safety or forces beyond their control.
A. If an entire event (all classes, all sessions) is postponed for more than 24 hours, it is considered to be cancelled, and entry fees shall be returned. If an event is cancelled during the competition, then the entry fees should be prorated by time and a reasonable portion of the entry fee returned.
B. Notification of cancellation must be sent to firstname.lastname@example.org no later than 14 days after the event is cancelled.
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