Competition organisers apply for a licence in Roster Athletics, and reviewers check each application section by section. There may be one or two kinds of reviewers:
Regional reviewer | National reviewer | |
|---|---|---|
Who | A licence approver in the competition's region | A licence approver at the governing body |
Accept or reject sections | Yes, with a note on rejections | Yes, with a note on rejections |
Effect of decisions | Advisory: informs the national reviewer | Final |
Return to organiser | No | Yes |
Set prices and approve | No | Yes |
Follow post-competition forms | No | Yes |
The questions in each section, the competition types and the default prices are set by each governing body, so this guide describes the screens and steps rather than individual questions.
The regional review informs the national reviewer but never decides on its own. The return-and-resubmit loop repeats until every section is accepted.
The guide is divided into the following sections:
- Before you start
- The review list
- For regional reviewers
- For national reviewers
- Questions and troubleshooting
Before you start
- Role. You need the Competition licence approver role in your organisation, for the competition types you review. The Roster staff assigns it, with its types, in the organisation's members section. See more in the Organiser roles guide.
- Organisation. Act for your region's organisation (regional reviewers) or the governing body (national reviewers). Switch from the account icon at the top right. If a licence menu item is missing after switching, log out and back in.
- Notifications. Every approver of the region and of the governing body is emailed when an application for their competition type is submitted.
The review list
Open Competition licence review in the main menu. The list shows the applications you can review, with the competition, its date, the organiser, region, type, status, when it was submitted and post-competition progress.
- Regional reviewers see their own region's applications, for their types only.
- National reviewers see every region, for their types.
- Filter by Status and by Post-competition forms. Select a row to open the application.
Status | Meaning |
|---|---|
Waiting for review | Submitted or resubmitted. Ready for you |
Returned to the organiser | The national reviewer sent it back. The organiser is correcting it |
Approved · licence number | Licence issued. The Post-competition column shows progress, for example "0 of 3 completed" |
For regional reviewers
Your decisions are advisory. You accept or reject sections so the national reviewer can see your view, but you cannot return or approve the application.
- Open an application from the review list. The summary at the top shows the competition, organiser, region and "You review as Regional reviewer".
- Read the organiser's answers section by section. Select a section name on the left to jump to it.
- For each section, select Accept section if it is in order. If something needs to change, write the reason in Note to the organiser and select Reject section. A rejection needs a note.
- Select Back to the list when you are done.
On a resubmitted application, sections the organiser changed are marked, so you can focus on those. The History at the bottom lists every submission and decision, with who made it and any note.
For national reviewers
You make the final decision: return the application to the organiser, or set the prices and approve it.
Review sections
Open an application from the review list. The summary at the top shows "You review as National reviewer" and which region reviewed it. For each section, read the organiser's answers and any regional decision, then:
- Accept section if it is in order.
- Reject section with a Note to the organiser explaining what to fix. The note is required.
The panel on the left keeps count, for example "Accept every section to approve: 5 left. To return the application, reject one with a note." On a resubmitted application, the sections the organiser changed are marked.
Return the application
If at least one section is rejected, select Return to organiser. The status changes to Returned to the organiser, and the organiser is emailed with your notes. When they resubmit, the application comes back to your list as Waiting for review.
Set prices and approve
When every section is accepted:
- Check the Pricing decision section. The price fields start from your governing body's default prices, for example a fixed price per competition and a price per athlete. Adjust them for this licence if needed.
- Select Approve.
The licence number is issued, the organiser is emailed, and the prices are fixed: they cannot be changed after approval.
Follow up after approval
An approved application shows the prices it was approved at and its post-competition forms, one per competition the licence covers. For each form you can select View answers and download any uploaded files. The History lists every submission, return and approval, with who did it and any note.
Questions and troubleshooting
The Competition licence review menu item is missing. Check that you are acting for the right organisation (account icon, top right) and that you hold the approver role there. If you switched organisation, log out and back in.
I don't see an application I expected. You only see the competition types you approve, and regional reviewers only see their own region. The Roster staff sets both in the organisation settings and members section.
Approve is greyed out. Every section must be accepted first. The panel on the left shows how many are left.
Return to organiser is greyed out. Reject at least one section, with a note, first.
Can I change the price after approving? No. The prices are fixed at approval. The organiser's post-competition fee is calculated from them and the numbers they report.