Tennis: Individual Qualifiers 2021-22

Qualifier	Referee	Contact
Northern Qualifier: Leeds Beckett University, 26-27 February 2022	Bob Stone	07791610938, [email protected]
Western Qualifier: Coombe Dingle Sports Complex, Coombe Lane, BS9 2BJ Bristol   5-6 March 2022	Ed Bradford	07752 492993, [email protected]
Scotland Qualifier: St Andrews University 19-20 March 2022	Rick Gardner	07831 113939, [email protected]
South-Eastern Qualifier: BUCKS Indoor Tennis Centre, Holmers Ln, High Wycombe, HP12 4QA 19-20 March 2022	Carole  Heritage	07814840976, [email protected]
Midlands Qualifier: Nottingham Trent University   26-27 March 2022	Bob Stone	07791 610938, [email protected]

Due to the large number of entries, some competitors are initially placed on a reserves list. There are always a number of withdrawals  and it is expected that many reserves will eventually be accepted to the  draw.

Any player still listed as a reserve when the match times are released should send their contact details to the relevant Tournament Referee. Any reserve that becomes unavailable should notify BUCS via the same procedures as initially accepted competitors

Prior to the release of first match times, the Event Director may, where possible, also email the player directly using their BTM profile contact details to notify them of their acceptance to the draw. Therefore, those players with British Tennis Membership are strongly encouraged to check the contact information on their LTA profile is correct to ensure event information is sent to the appropriate address. In the rare case that a player is not registered for BTM, BUCS may attempt to contact the player’s Athletic Union directly.

Acceptances and first match times for all competitions will be published on the Tennis page of the BUCS website. Draws will be released the Thursday prior to the Doubles Championship Finals to ensure that, as much as possible, we maintain accurate seeding, while teams from the same institutions are split throughout the draws, after any withdrawals are received. Match information will also be sent to the players’ registered email addresses for those with British Tennis Membership (BTM) numbers*.

* those with BTM are encouraged to check the contact information on their LTA profile is correct to ensure event information is sent to the appropriate address.

Any team who has not reported in person within 15 minutes of their match being called by the Tournament Referee may be scratched from the competition.

Details in relation to the process for arrival in terms of arrival times and entry to the building will be sent out closer to the event when confirming match times.

All draws for the Singles Championships are conducted on a knockout basis. All qualifying rounds except for the final round of qualifying will be a best of three sets with a match tie-break for the final set. The final round of qualifying and the main draw will be conducted on a three full tie break sets. (a full third set)

First round matches will be on Friday from 2pm 

Any player unable to attend their regional qualifying event must inform Aimée Kaye (BUCS Tennis Programme Assistant – [email protected]) as soon as possible, copying in their Athletic Union to ensure they are aware of the withdrawal.

Any withdrawal later than the Monday prior to the relevant regional qualifying event must also be emailed to the relevant Tournament Referee (see table above) and Carl Baldwin: [email protected] (Event Director). Any withdrawal later than 09:00 am on the Friday prior to the relevant regional qualifying event must also be telephoned to the Tournament Referee (see table above).

Withdrawals of entries offered a place (accepted) in the draw of a regional qualifying event are not eligible for a refund of their entry fee. This applies regardless of the reason for withdrawal. Reserves who withdraw before being offered a place will not be charged their entry fee but those who are offered a place and then withdraw or no show will be charged.

Due to the large number of entries, some competitors are initially placed on a reserves list. There are always a number of withdrawals at each qualifying event and it is expected that many reserves will eventually be accepted to the regional qualifying draw.

Please note that the limit at each venue is the total number of players, not the specific size of each draw. Therefore, if, for example, there are no women’s reserves at a particular event, then a woman withdrawing enables the men’s draw size to be increased by one. It is, therefore, extremely important to withdraw prior to the creation of the draw (Thursday prior to the relevant qualifying event) if you are unable to play. On average, 8+ players per venue will withdraw, most during the week leading up to each event so reserves can be called up at short notice. It is the responsibility of any player initially listed as a reserve to keep checking the Tennis pages of the BUCS website to see if they have been moved into the draw as a result of a withdrawal. The acceptance lists will be updated on a daily basis at a minimum.

Prior to the release of first match times, the Event Director may, where possible, also email the player directly using their BTM profile contact details to notify them of their acceptance to the draw. Therefore, those players with British Tennis Membership are strongly encouraged to check the contact information on their LTA profile is correct to ensure event information is sent to the appropriate address. In the rare case that a player is not registered for BTM, BUCS may attempt to contact the player’s Athletic Union directly.

Any player still listed as a reserve when the match times are released should send their contact details to the relevant Tournament Referee. Any reserve that becomes unavailable should notify BUCS via the same procedures as initially accepted competitors. If any reserve wishes to also be considered for other venues, they should contact Carl Baldwin (Event Director) directly. It is anticipated that all reserves are likely to be able to play at all qualifying events but this is not guaranteed.

Players should not attend a qualifying event if they are not on the acceptance list or reserve list for that venue as they will not be permitted to play.

Withdrawal after 5pm on Friday the week prior to applicable qualifying event: £25

e.g. withdrawal 5pm Friday 15 March for the Main draw £25

• Wednesday before qualifying/main draw event after 3pm: £50
• No shows on the day of the applicable qualifying/main draw event: £100

Please note that you will still be charged the entry free. If you are injured you will need to provide a medical note to avoid the withdrawal fine as per REG 7.9.3. Competitors are requested to view the withdrawal terms for this event on the event webpage.

Withdrawal Policy – Season 2021-22

1. 1. Prior to the event entry closing date, any entries submitted can be amended or removed. There is no charge to amend an entry prior to the deadline. Entry fees will not be charged for entries removed prior to the deadline.

   2. Once the event entry closing date has passed, entry fees will be charged for all entries submitted except for where any of the following apply:

2. If BUCS has rejected an entry for not meeting the criteria, the institution will not be charged the entry fee. For example, an entry is rejected in Athletics for not meeting an entry standard.
3. If BUCS has rejected an entry due to the event having reached capacity, the institution will not be charged the entry fee. Please note: For events which operate a reserve list for entries not initially accepted into the event, if an entry is not withdrawn from the reserve list and is subsequently added to the event, the entry fee will be charged.
4. If a local lockdown is imposed by the UK government or devolved administrations which would prohibit an individual/member of a team from attending the event, and where applicable they are not able to be replaced, the institution will not be charged the respective entry fee(s). In this instance BUCS will require proof of where the individual is living that would place them in the local lockdown.

 

4. As mentioned in points 2 and 3, some events will offer the opportunity for institutions to replace individuals/teams who are no longer able to compete, using other individuals/teams entered elsewhere in the event or that they have registered on a specific reserve list. Any events which have a substitution policy will have this clearly detailed in the entry information. Alternatively, some events which are often oversubscribed will place any entries not initially accepted onto a reserve list and individuals/teams from this reserve list will be called up to replace any withdrawals/no-shows in accordance with the event specific policy.

If an individual/member of a team has to withdraw for medical reasons – this includes where individuals have tested positive for COVID-19 or are required to self-isolate – and where applicable they are not able to be replaced, the institution will not be charged the respective fine. In this instance BUCS will require a medical/doctor’s note is provided as proof, or in the case of COVID-19, appropriate evidence of a positive result or requirement to isolate. If a local lockdown is imposed by the UK government or devolved administrations which would prohibit an individual/member of a team from attending the event, and where applicable they are not able to be replaced, the institution will not be charged the respective fine. In this instance BUCS will require proof of where the individual is living that would place them in the local lockdown.

3. Once the event entry closing date has passed, most events do not charge a fine for withdrawals up to ‘x’ time prior to the event. However, after this period, most events will charge a fine for ‘late withdrawals’ or ‘no-shows’. This will all be detailed in the entry information for each event, including how withdrawal requests must be submitted. However, ‘late withdrawal’/’no-show’ fines will not be charged where any of the following apply:

Dates	Event	Venue	Referee
11 & 12 Feb	Midlands	Nottingham Trent University	Ed Bradford 07752 492993     [email protected]

During this event various filming, photography and broadcasting may take place. By your presence at this event you grant your permission for your likeness and voice to be included in pictures and / or on film, and their advertising without compensation or credit.

There may be food at the venue however, this is not controlled by the competition organisers. It is up to individuals to assess their catering options at venues, and if necessary, ensure they come prepared with adequate food and drink for the day (drinking water will be readily available as standard at the venues).

The safety of students, volunteers and staff remains paramount in the 2021-22 season. Although Government guidelines have been relaxed, we will be continuing to implement the following general measures across all of our events.

1. Event Disclaimer includes specifics around COVID-19
2. Staff and volunteers will be encourged to wear appropriate face coverings
3. Access to hand-washing facilities, or hand sanitiser

 What’s expected of competitors:

1. Event competitors are encourged to stay home if they have tested positive for COVID-19, or are suspected to have COVID-19 
2. Event competitors are encouraged to test if they have any COVID-19 symptoms prior to attending an event
3. Competitors must follow direction from event staff, venue staff and volunteers
4. Competitors should ensure they are following hand hygiene practices at all times
5. Competitors are strongly encouraged to wear a face covering when indoors and moving about the building
6. Competitors should follow the guidance and safety procedures outlined for the event you are attending
7. Competitors unable to attend event due to COVID-19 must contact the event lead

 Lateral Flow Tests and Vaccine Status 

1. For some events, dependent on local council recommendations or venue requirements we may require proof of negative PCR or rapid lateral flow tests within the last 24 hours or proof of being fully vaccinated for at least 2 weeks.
2. If this is required it will be detailed in the entry information and the event guide for that event 

Whilst we are very much hoping to be able to deliver a full calendar there is always the possibility that changing guidance around COVID-19 might impact this or lead to changes to our event formats or delivery models. We will endeavour to ensure regular communication regarding any changes.