Athletics: Indoor Championships 2022-23 (Part of BUCS Nationals)

EVENT MANAGEMENT OFFICE AND ENQUIRIES

This is located in the multi-purpose hall upstairs in EIS behind spectator seating.

The BUCS Registration and the Withdrawal and Substitutions Desk are open the following hours:

• Friday 24 February 2023: 11:00hrs – 19.00hrs 
• Saturday 25 February 2023: 08.00hrs – 18.00hrs
• Sunday 26 February 2023: 08.30hrs – 16.30hrs

REGISTRATION PROCEDURE

On arrival at the EIS team captains/coaches need to register at the Team Registration Desk and collect their Team Pack, which includes competition numbers, a copy of the entry lists, relay declaration sheets, withdrawal and substitution forms. 

Teams need to register only once. It will be assumed that once an Institution has registered, ALL their competitors will participate in every event that they have entered. 

Relay teams must still declare on the day and AGAIN for the final. Declaration forms are in all team packs, FINAL declaration forms and spare forms will be available from the Withdrawals and Substitutions Desk. Please refer to the notes further down the page for more relay declaration information.

WITHDRAWALS AND SUBSTITUTIONS

1. The withdrawal and substitution deadline is 120 MINUTES PRIOR TO THE START OF EACH EVENT. Team captains must complete a withdrawal/substitution form and submit this to the Withdrawals and Substitutions Desk by this time.

Please note the exceptional withdrawal procedure for the following:

Men and Women’s Long Jump – Friday 5.30pm

Men’s Pole Vault – Friday 5.30pm

Women’s Pole Vault – Saturday 4.00pm

Start lists will be on the boards by end of that days

2. The 120 minute deadline will be judged from the clock on the Withdrawals and Substitutions Desk.  
3. Substitutions can only be made from the list of reserves submitted to BUCS by Institutions electronically prior to the event or with an into another event and is listed elsewhere in the programme.
4. Substitutes must have an eligible BP within the last 3 years, i.e. between 1 November 2019 and the 31 January 2023 inclusive, for the event they are to be substituted into and WILL be checked on the day. Standards and permitted performances will also apply to substitutions.
5. Following the closure of entries and any subsequent checking of BPs, athletes on the reserve list will not be allowed to be substituted into an event from which they have previously been rejected if the reason for rejection was failing to provide a BP within the last 3 years, i.e. between 1 November 2019 and the 31 January 2023 inclusive, failing to provide a Po10 link (or equivalent results link) or not meeting the required standard for the 3000m, Triple Jump or Pole Vault.
6. Online Withdrawals are open until Noon Tuesday 21 February 2023
7. Online Substitutions are open until Noon Tuesday 21 February 2023

After this time, withdrawals and substitutions must be made in person at the event.

8. Mass withdrawals or substitutions maybe submitted via email to Maddi Cannell but MUST be on an excel sheet in the following format. Then after Noon Tuesday 21 February 2023, withdrawals and substitutions must be made in person at the event.

Competitors/Teams failing to advise the Withdrawals and Substitutions Desk of their withdrawal from an event before the 120-minute deadline will be liable to a fine.

Any student withdrawing from the Final of an event will face the above fine and will not be permitted to compete in any other events during the Championships.  

ENTRY CLASHES

Anyone wishing to compete in overlapping events MUST inform seeding by filling out the Entry clashes form available at the event and handing in to registration at least 120 minutes before the first of the events.  Track events always take precedence.

Please use the online form until Noon Tuesday 21 February 2023

NB. We shall try to meet your preferences, but NO guarantee is given.

REPORTING FOR YOUR EVENTS

All competitors MUST report to Call Room a specific number of minutes before the event start time detailed in the programme (see list below). They MUST be wearing their correct competition numbers as detailed in the seeding lists.

The competition numbers must be worn as issued and not be cut, folded or otherwise concealed or mutilated in any way.

• Track                Call Room 15 minutes 
• Relays              Call Room 20 minutes      
• LJ/TJ/SP           Call Room 45 minutes
• High Jump        Call Room 60 minutes
• Pole Vault         Call Room 75 minutes

Please note that you cannot take the following items into the arena – please leave with someone before entering the Call Room: 

• NO Mobile Phones
• NO iPods/MP3 Players or any other music listening device
• NO Photo or Video Camera
• NO Video Recorders
• NO Radios
• NO shoes with too many spikes
• NO over-sized spare spikes (maximum spike length 6mm)

In the Call Room, Officials will:  

• Ensure that athletes are wearing their University coloured appropriate athletic kit (see note below)
• Ensure that all competition numbers are worn correctly and correspond with start lists (see note below)
• Issue leg numbers if needed
• Ensure that shoes, number and dimension of spikes, advertising on clothing and athletes’ bags comply with UKA Rules
• Ensure that unauthorised material is not taken into the arena.

The Call Room Schedule will be posted.  The responsibility to be in Call Room lies entirely with the competitor who must then remain in Call Room ready to be escorted to their event.

CAPTAIN’S MEETING

The Captain’s Meeting will take place on the morning of Sunday 26 February 2023. Please listen for announcements regarding a time and venue.

OPENING HEIGHTS AND QUALIFICATION

Under the guidelines of UKA these standards have been set based on the nationally recognised method of looking at the BPs submitted for the event.

The following starting heights/progressions and qualification heights/distances will be in place:

EQUIPMENT

• Shotput - BUCS have decided that they will allow the shot to be considered as two separate events.  The pools will take place on the warmup track and indoor shot will be used.  Athletes that progress to the final will be able to submit personal outdoor shot (as they will be used in the final), and the event will take place in the throws cage in the centre of the arena on the Sunday.

Athletes wishing to submit their own shot for the event, MUST do so at least 90 minutes before the start time for their event to the Technical Manager.   The latest times for submitting are as follows:

Friday                   Men’s Shot         11:50

                              Women’s Shot   13:30

Sunday                 Women’s Shot   09:00

                              Men’s Shot         11:00

A reminder that only Senior shot or the relevant Ambulant weight shot are allowed.

• Vaulting Poles - will not be supplied for the Pole Vault.
• Spikes - The maximum spike length allowed is 6mm, spot checks may occur. Spiked shoes must not be worn outside of the Athletic Arena.
• Numbers - Numbers must be worn as issued and not be cut, folded or otherwise concealed or mutilated in any way.
• Starting Blocks - ALL athletes in races up to and including 400m, SHALL be required to use only the starting blocks provided.  

WARMING UP

All warming up must be done away from the track. Athletes should use the long sprint straight at the rear of the hall to warm up observing the ONE WAY system in place.  For safety reasons, NO Ear/Headphones will be allowed in the warm up area. 

ANTI-DOPING

Where anti-doping is present at an event it is standard practice for Doping Control Officers to notify athletes of their selection for testing upon leaving the competition area.  However, athletes should make the Officer aware if they have another event to compete in.  Any athlete who is notified that they are required for testing must comply with this request and provide a sample.

Any athletes entering the BUCS Indoor Athletics Championships (i) acknowledge that they are bound by UKA’s Anti-Doping rules, (ii) agree to submit to drugs testing in connection with this event in accordance with UKA’s Anti-Doping rules (which may involve providing a blood and/or urine sample); and (iii) confirm that they are aged 18 years or older.
To check the status of registered medicines please visit www.globaldro.com. For information on testing procedures please visit www.ukad.org.uk. The UKA Anti-Doping Rules are available at here. For general anti-doping queries please contact this address.

TRACK EVENTS

• The maximum number of rounds, for events up to and including 1500m, will be 3 (first rounds, semi-finals and final). For detailed information on seeding, lane draws, progression and qualification please see Competition Rules.
• Where declared numbers do not merit heats/semi-finals, finals will be run at FINAL time and where semi-finals are not necessary; finals will be run at FINAL time with the exception of 60m hurdles which will be run at semi-final time.

FIELD EVENTS (QUALIFYING ROUNDS)

• For detailed information on seeding, progression and qualification please see Competition Rules.
• If there is no Qualifying round, the competition shall be run as a straight final at FINAL time.

COMPETITION RULES

All competition shall be held under ‘UKA Rules for Competition’ (taking into account any championship amendments).

TRACK EVENTS

ROUNDS AND HEATS

1. Preliminary rounds (heats/semi-finals) will be held in all Track Events in which the declared number of athletes is too large to allow the competition to be conducted satisfactorily in a single round (Final).  Where preliminary rounds are held, all athletes must compete in, and qualify through, all such rounds.  The same principles will apply to both male and female athletes.
2. All seeding will be based on the number of declared athletes in an event.  Whenever possible, representatives of each institution shall be placed in different heats in all preliminary rounds of the competition.  In applying this Rule after the first round, exchanges of athletes between heats should normally only be made where athletes are of similar ranking under 4 below.
3. The following tables shall, in the absence of extraordinary circumstances, be used to determine the number of rounds, and the number of heats in each round, to be held and the qualification procedure.  If necessary, alterations may be made to suit the needs of the meeting at the discretion of the Competition Director. 

Where scheduled Heats and/or Semi Finals are not necessary, Finals will be run at Final time.

EXCEPT in the 60mH, if Semi Finals are not necessary, then Finals will be held at Semi Final time.

Please Note that if you qualify for a Semi-Final or Final (track or field) you must take part unless you have a valid reason which has been approved by the appropriate Referee – saving yourself for another event is not a valid reason and failure to take part is likely to result in disqualification from all further events during the Championships.

NB       P     Qualifiers on position              T     Qualifiers on time

RANKING AND COMPOSITION OF HEATS

4. For the first round, the athletes shall be placed in heats using the zigzag distribution below, with the seeding determined from the relevant list of personal best information supplied in entries.

After the first round, the athletes will be placed in heats of subsequent rounds in accordance with the following procedures based on the results of the previous round and ranked as follows:

Fastest heat winner

2^nd fastest heat winner

3^rd fastest heat winner, etc

Fastest 2^nd place

2^nd fastest 2^nd place

3^rd fastest 2^nd place, etc

(Concluding with)

Fastest time qualifier

2^nd fastest time qualifier

3^rd fastest time qualifier, etc.

The athletes will then be placed in order of the above seeding in a zigzag distribution e.g. 3 semi-finals would consist of the following seedings.

8 lanes:

6 lanes:

In all cases, the order in which heats are to be run shall be determined by draw after the composition of the heats has been decided.

DRAW FOR LANES

5. For events up to, and including, 800m, and relays, where there are several successive rounds of a race, lanes will be drawn as follows:
6. 1. In the first round, the lane order shall be drawn by lot.
   2. For the following rounds, athletes shall be ranked after each round in accordance with the procedure shown in 4 above.

3 draws will then be made:

For 8 lanes events:

1. 1. 1. one for the 4 highest ranked athletes or teams to determine placings in lanes 3, 4, 5 and 6;
      2. another for the 5^th and 6^th ranked athletes or teams to determine placings in lanes 7 and 8, and
      3. another for the 2 lowest ranked athletes or teams to determine placings in lanes 1 and 2.

For 6 lanes events:

1. 2. 1. one for the 2 highest ranked athletes or teams to determine placings in lanes 5 and 6;
      2. another for the 3^rd and 4^th ranked athletes or teams to determine placings in lanes 3 and 4, and
      3. another for the 2 lowest ranked athletes or teams to determine placings in lanes 1 and 2.
   3. For events with a straight final – no heats or semi-finals - then procedure (b) above will be used to determine the lanes, but with the ranking of athletes determined from personal best information supplied in entries.
2. An athlete shall not be allowed to compete in a heat or lane other than the one in which his name appears, except in circumstances which, in the opinion of the Referee, justify an alteration.
3. For events longer than 800m, procedures 4 will apply, but in each race all starting positions will be drawn by lot.

RELAYS

9. Relays – 4 x 200m – will not include semi-finals.  The fastest six teams from all heats will be ranked according to their times, and assigned lane placings in the final as in 5 (b) above.         

 All  those who have entered a relay team will be added to the institutions reserve list.

RELAY TEAMS:

Please note the following instructions regarding relay declaration:

Declaration forms, detailed below, must be submitted 120 minutes before the published time for each round of the competition (i.e. a heat declaration form and a final declaration form). The second relay block time is to be confirmed, but this will be communicated to all institutions it concerns prior to the event, and clearly signposted on the day. Athletes must be from among those registered for the championships.  One team per Institution can take part, the team will each wear the Relay Team Institution letters provided and retain for the final.  All members of the same Institution must wear vests of the same design and colour, unless the Referee has given permission for a change to be made.

UKA Rule 170 (10) will apply:

“Once a relay team has started in a competition up to a total of four additional athletes may be used as substitutes in the composition of that team for any subsequent round.”

BUCS Relay HEAT Declaration Form

Institutions must declare teams of no more than 8 athletes, 4 of these declared athletes will run in the HEATS. This must be submitted 120 minutes prior to the heats taking place.

BUCS Relay FINAL Declaration Form

The qualifying teams must declare no more than 4 additional athletes.  The ‘BUCS Relay FINAL Declaration Form’ will name the 4 athletes who participated in the heats and have 4 spaces.  Any 4 of these declared athletes will run in the FINALS. This must be submitted 120 minutes prior to the final taking place.

STARTING BLOCKS

ALL athletes in races up to and including 400 metres, including the first leg of a relay race, unless otherwise specified by the Competition Director SHALL be required to use only the starting blocks provided. 

BUCS ADVERTISING AND SPONSORSHIP

The Institution name may be displayed once on the front and once on the back of Vests/Leotards and once on the Lower Body Attire.

The Manufacturer’s Name/Logo may be displayed once on the front and once on the back of Vests/Leotards and once on the Lower Body Attire.

NB If you wish to compete in other competitions wearing your Institution kit it will need to conform to UKA/IAAF Advertising Rules.

FIELD EVENTS

1. A qualifying round shall be held in field events in which the number of athletes is too large to allow the competition to be conducted satisfactorily in a single round (final).  When a qualifying round is held, all athletes shall compete in, and qualify through, that round.  Performances accomplished in a qualifying round shall not be considered as part of the competition proper, but would be eligible for record purposes.
2. If there is no Qualifying round, the competition shall be run as a straight final at FINAL time.
3. In a qualifying competition, the athletes shall be placed in pools using the zigzag distribution below, with the seeding determined from the relevant list of personal best information supplied in entries

4. The pools will be of approximately equal size and standard unless otherwise specified by the Competition Director.  Whenever possible, representatives of each institution will be placed in different pools in the qualifying round.  The order of competition within qualifying pools and the Final will be drawn by lot.
5. BUCS have decided that they will allow the shot to be considered as two separate events.  The pools will take place on the warmup track and indoor shot will be used.  Athletes that progress to the final will be able to submit personal outdoor shot (as they will be used in the final), and the event will take place in the throws cage in the centre of the arena on the Sunday.

Competitors may use their own implements. Athletes wishing to submit their own shot for the event, MUST do so at least 90 minutes before the start time for their event to the Technical Manager.   The latest times for submitting are as follows:

Friday                   Men’s Shot         11:50

                              Women’s Shot   13:30

Sunday                 Women’s Shot   09:00

                              Men’s Shot         11:00

A reminder that only Senior shot or the relevant Ambulant weight shot are allowed. The conditions for qualifying, the qualifying standard and the number of athletes in the final, shall be decided by the Competition Director.  There should be 12 athletes in the final.

6. After a review of the qualifying standards and the guidelines of UKA these standards have been set based on the nationally recognised method of looking at the PBs submitted for the event.

The following starting heights/progressions and qualification heights/distances will be in place:

Individual Championships (Men’s and Women’s)
Overall Team (Men’s and Women’s)

The following BUCS Points are available for the Overall Team results (Men’s and Women’s):

• 1^st  place: 20 points
• 2^nd place:14 points
• 3^rd place: 10 points
• 4^th place: 7 points
• 5^th place: 5 points
• 6^th place: 3 points
• 7^th place: 2 points
• 8^th place: 1 point

BUCS Points available for the aforementioned categories for individual championships are:

• 1st place: 12 points 
• 2nd place: 8 points 
• 3rd place: 6 points
• 4th place: 4 points

BUCS Points will not be allocated where the minimum number of competitors/teams has not been reached, or where there are not enough individual scores to extract a team score.

An individual/team must have beaten another individual/team to score BUCS Points (i.e. if three individuals/teams compete in an event, only two will score BUCS Points). This does not apply to extracted teams. Individuals/teams are regarded as having competed if they started the event; therefore DNS will not be regarded as having competed. Points will be available for para-athletes where applicable.

BUCS Points will be available for the top 8 teams. Please see Appendix 1 for a full breakdown of BUCS Points available for these Championships.

PRESENTATIONS

Presentations will take place during the meeting and medal winners are asked to listen to announcements and proceed to the medal presentation area when required.

Parking at EIS is extremely limited during the weekend and there will be a charge on the day.

Changing facilities are available at EIS in the lower corridor left of the main entrance. Please do not leave valuables unattended as their safety is not guaranteed.

BUCS physiotherapists and doctors will be on site. Physiotherapists will be based in the netting behind call room and are for injured athletes only.

University physiotherapy beds will not be permitted to set up along the top corridor behind spectator seating. A room adjacent to the registration room will be available for university physios.

Catering is available in the main EIS cafeteria or the small coffee shop at the front of the building by the main entrance. There is also a café across the road at IceSheffield.

SEEDING

The Best performances in the past 3 years (ie since 1 November 2019) submitted at the time of entry will be used to seed athletes. Each Best performance must be supported by a link to a results website. This must be to an individual’s page, not the home page.

Therefore www.thepowerof10.info is NOT acceptable

For detailed information on seeding, lane draws, progression and qualification please see Competition Rules. Information on the lane draws/pool grouping for each event will be posted on the results board after the 120 minute withdrawal and substitution deadline has passed and the start sheets have been printed.  It is the athlete’s responsibility to check these.

1. The withdrawal and substitution deadline is 120 MINUTES PRIOR TO THE START OF EACH EVENT. Team captains must complete a withdrawal/substitution form and submit this to the Withdrawals and Substitutions Desk by this time.
2. Please note the exceptional withdrawal procedure for the following:

Men and Women’s Long Jump – Friday 5.30pm

Men’s Pole Vault – Friday 5.30pm

Women’s Pole Vault – Saturday 4.00pm

Start lists will be on the boards by end of that days

3. The 120-minute deadline will be judged from the clock on the Withdrawals and Substitutions Desk.  
4. Substitutions can only be made from the list of reserves submitted to BUCS by Institutions electronically prior to the event or with an individual who has already been entered into another event and is listed elsewhere in the programme.
5. Substitutes must have an eligible BP within the last 3 years, i.e. between 1 November 2019 and the 31 January 2023 inclusive, for the event they are to be substituted into and WILL be checked on the day. Standards and permitted performances will also apply to substitutions.
6. Following the closure of entries and any subsequent checking of BPs, athletes on the reserve list will not be allowed to be substituted into an event from which they have previously been rejected if the reason for rejection was failing to provide a BP within the last 3 years, i.e. between 1 November 2019 and the 31 January 2023 inclusive, failing to provide a Po10 link (or equivalent results link) or not meeting the required standard for the 3000m, Triple Jump or Pole Vault.
7. Online Withdrawals are open until Noon Tuesday 21 February 2023

Via this form

Online Substitutions are open until Noon Tuesday 21 February 2023

Via this form

Online Clashing forms are open until Noon Tuesday 21 February 2023

Via this form

After this time, withdrawals and substitutions must be made in person at the event.

8. Mass withdrawals or substitutions maybe submitted via email to Maddi Cannell, but MUST be on an excel sheet in the following format. After Noon Tuesday 21 February 2023, withdrawals and substitutions must be made in person at the event.

Competitors/Teams failing to advise the Withdrawals and Substitutions Desk of their withdrawal from an event before the deadline will be liable to a fine.

Any student withdrawing from the Final of an event will face the above fine and will not be permitted to compete in any other events during the Championships.  

Once an athlete has qualified for a subsequent round of a particular event they are not permitted to opt out of that event and continue to compete in the Championships. This applies to both the track and field competitions. The track referee can prevent a competitor competing on the track if the competitor has opted out of a field event in which he/she has qualified for a subsequent round. The field referee has the same powers to exclude from a field event an athlete if he/she has opted out of a track event [UKA Rule 166 (3) S1 UKA].

Athletes have been allocated individual competition numbers. Each competitor must wear their individual competition number as stated on the entry lists. Athletes will wear the same competition number in every event they compete in. Each athlete will only be given one pair of numbers so they must keep them for all events and finals. All competitors, must wear two numbers, one front and one back. In the event of a substitution the athlete being substituted in must wear their own number and not change to the original entrants’ number.

All athletes must wear university coloured appropriate athletic kit. E.g. vest, cropped top, shorts, lycra all-in-one etc. T-shirts and tracksuit bottoms are not permitted. Please ensure if you are wearing pants that these are not objectionable or become objectionable throughout the race.

In relay races all members of the same Institution must wear vests of the same design and colour, unless the Referee has given permission for a change to be made. Institutions who do not have a team kit may wear a plain running vest/cropped top and shorts at the discretion of the Event Manager/ Competition Director, permission should be sort in advance of the event.

If you do not have a plain vest then you can hire a BUCS vest for £20 cash deposit for the duration of the event. To pick one of these up please go to the registration desk, you will be required to leave your passport or driving license as security. When you return the vest you will get your £20 ID back.

The Institution name may be displayed once on the front and once on the back of Vests/Leotards and once on the Lower Body Attire.

The Manufacturer’s Name/Logo may be displayed once on the front and once on the back of Vests/Leotards and once on the Lower Body Attire. NB If you wish to compete in other competitions wearing your Institution kit it will need to conform to UKA/IAAF Advertising Rules.

LIVESTREAMING

Saturday and Sunday athletics will be streamed through BUCSTV.

SPECTATORS

Spectators are welcome to watch from the bleacher seating free of charge.

SUSTAINABILITY

The sustainability of our event matters to us and we are taking steps to manage our environmental impact. BUCS encourages competitors to: 

• Bring your own bottles & coffee cups for drinks throughout the event 
• Take public transport, or car share, to the event if you can
• Use the start lists published online
• Use the QR codes around the venue to find sport specific information & results 

The timetable for the Indoor Athletics Championships is here

Relay block times are to be confirmed as we are still dealing with the issues surrounding entry. Institutions will be communicated with directly around declaration timings if this impacts them. Declaration timings will also be clearly indicated around the venue.

BUCS are delighted to announce three supporting partners for Nationals 2023 - AmeriCamp, Teach First and New Balance. Having experienced Nationals in 2022 Teach First are back to help you, as BUCS athletes, discover your future in teaching. AmeriCamp are a new partner this season and BUCS are enthused to have them on board, and to be supporting them with their aim to provide students with the summer of a lifetime. New Balance will be selling Nationals 2023 merchandise, including a range of hoodies, quarter zips and bottoms. You can also order online from our BUCS Shop webpage.

All partners are excited to be here supporting you as you take on a thrilling weekend of sport and competition. You can find them located across EIS and Ponds Forge where they'll be offering the opportunity to win some exclusive giveaways and to find out more about what they have to offer. You can also find further information about our partners on the official event webpage.