* Updated November 2021 (see to bottom)

International Teams Committee

Re: IODA Events and Team Selection Process

The following process has been designed by the International Teams Committee of CODA (“CODA ITC”) to administer the selection of the International Teams attending IODA Events in accordance with the Selection Rule set in Bylaw 20 of the Bylaws of the Association

1. Selection Rule– See CODA Bylaw 20

2. Establishment of the list and ranking of eligible sailors-

After the COCs, the CODA ITC shall as soon as possible establish the list of eligible sailors using the Official Results of the COCs, removing non-eligible sailors (participants from foreign countries or not satisfying IODA eligibility criteria for World and Continental Championships)

3. Preparation of documentation for communicating with the eligible sailors-

After the COCs the CODA ITC, using available IODA information on venues, calendar, NORs, establish draft budgets and draft letters to communicate with sailors that are either a) eligible and qualified for events or b) eligible on the wait list.

*We are currently in the process of evaluating selection criteria for 2022 events based on results of the CODA Fall Qualifier, at RCYC Oct. 9-12, 2021.

For 2019 teams, the selection criteria were as follows:

The top 5 sailors are qualified for IODA Worlds

The top 3 males and top female are qualified for IODA Euros

The top 7 males and top female are qualified for the IODA Sudopti

The top 7 males and top female are qualified for IODA Optinam

4. Sending of the letters to the sailors-

The Top 40 eligible sailors will receive letters. All sailors qualified as per the above will receive the “Qualified” letter in the first round. The other sailors not initially qualified but eligible will receive “Wait List” letters. The letters will be sent using a dedicated email account accessible to all members of the CODA ITC for proper monitoring of the issuance of the letters and replies from sailors. The email account directory will be populated using the parents (father by default) most current email address supplied by the member to the CODA Registrar.

All Qualified sailors will be requested to confirm their interest to attend one or more events that they qualify for subject to IODA rules (can’t attend both WORLDS and EUROS) or schedule conflicts. No sailors can participate to more than 3 events as per the above.

All Wait List sailors will be requested to express their interest to participate in one or more events subject to availability of spots from previously qualified sailors opting out of the process.

5. Deadlines and deposits-

For 2019 IODA Events, Qualified sailors:  Answers due by December 15th, 2018. Non-refundable deposit of 400$ per event qualified and confirmed, refundable deposits of 400$ per event wait listed and interested.

For 2019 IODA Events, Wait List sailors: Answers due by December 15th, 2018. Refundable deposit of 400$ per event wait listed and interested.

*Refundable means if the sailor does not get a spot on any team, his deposits are returned.

*Non-Refundable means if the sailor is qualified and confirmed and later on changes his mind, the deposit may be retained.

CODA ITC will do a reasonable effort, if timing permit, to replace a forfeiting sailor by another one on the wait list. If no financial cost is incurred by the team as a result of the forfeiture and replacement, 50% of the deposit will be returned. If there are costs associated they will be deducted from the deposit.

For any event requiring Team registration less than a month before the above deadline, a higher non-refundable deposit may be required corresponding to the approximate amount payable by each sailor of the team to the event organizers (registration, accommodation, charters, etc).

At the expiry of the above deadline, all sailors not responding or not posting required deposits will be considered to be off the list of eligible sailors.

6. Second round of letters-

As soon as possible after the expiry of the above deadline, the CODA ITC will issue additional letters of confirmation to sailors remaining on the wait list with cashed deposits based on spots newly made available. Upon a delay at the discretion of the ITC (no less than 48 hours), if the sailor has not officially withdrawn from the process in writing their previously refundable deposit will become non-refundable. It is expected that after this round the teams should be completed.

More letters of confirmation to sailors on the list may be issued in the second round after some delay if people opt out of the process.

7. Subsequent letters-

As soon as the teams are confirmed, there will be a waiting period for the NOR to be issued (typically 6 months in advance of the event), allowing an update of the draft budgets by the CODA ITC and a request for an additional non-refundable deposit corresponding to the approximate amount payable by each sailor of the team to the event organizers (registration, accommodation, charters, etc) with a deadline aligned with the NOR deadlines. Failure to make that additional deposit in time will result in exclusion from the team and immediate replacement from the wait list. The CODA ITC will set short but reasonable deadline for such replacement.

8. Subsequent steps-

When all sailors are confirmed, paid and registered, a first meeting of the parents can be held to elect a Team Leader, Country Rep if necessary, choose a coach, plan logistics (plane tickets, team uniforms) and take over the budget in coordination with the CODA treasurer.

 

The CODA International Team Committee

intlteams@optican.org

Updated November 19th 2021 from The International Teams Selection Process

Addition

CODA Guidelines for international travel in the context of COVID-19:

International teams are permitted to attend IODA events if the following conditions are met:

  1. Non-essential travel is permitted to host country 
  2. There is NO mandatory quarantine upon arrival to host country and upon return to Canada 
  3. There are NO interprovincial travel restrictions in effect in Canada
  4. All sailors, coaches and accompanying adults are fully vaccinated against Covid-19
  5. All participants will be required to have medical treatment and repatriation insurance (including cover for COVID-19) covering the entire period of their stay in the host country. 

 

COVID-19 

Community transmission of COVID-19 continues in many countries. Please consult the Travel advice and advisories for updated information on your host destination. 

The Organizing Authority of IODA events will be governed by the World Sailing Covid protocol

Be aware that although you are better protected against serious illness if you are vaccinated, you may still be at risk of infection from the virus that causes COVID-19.

  • Stay informed of COVID-19 activity at your destination, which can vary significantly and change quickly from one country to another and within regions of the country
  • Use personal protective measures (like wearing a mask, washing hands and maintaining physical distancing where possible)
  • Follow any additional local public health measures while travelling
  • Check Canadian travel requirements

 

Update

Team selection process for the 2022 IODA events: 

The following process has been designed by the International Teams Committee of CODA (“CODA ITC”) to administer the selection of the International Teams attending IODA Events in accordance with the Selection Rule set in Bylaw 20 of the Bylaws of the Association. The process was revised in 2021 by the current ITC to better reflect the context of COVID 19. 

 

  1. Selection

CODA Bylaw #20

  1. Criteria
  2. The top 34 eligible sailors of the CODA International Qualifier RCYC 2021 (top 60% of fleet) will receive a letter from the ITC as either qualified or waitlist
  3. Team size and gender requirement: 
  1. Optimist World Championship: 5 sailors (with no gender requirements)
  2. Optimist European Championship: 4 sailors (minimum number of each gender: 1)
  3. Optimist South American Championship: for 10 sailors (minimum of each gender: 3)*
  4. Optimist North American Championship: for 10 sailors (minimum of each gender: 3)*

 

*Based on the following 2022 IODA gender requirements for continental championships, Handbook p: 22

TOTAL NO OF SAILORS ON TEAM 5 to 6 7 to 9 10
Minimum Number of Sailors of each Gender 1 2 3

 

  1. Sailors can attend a maximum of two (2) events
  2. In accordance with IODA regulations, sailors may not participate in both the World and European Championships in the same year
  3. Sailors must be 11 years of age at moment of international event
  4. Sailors must be born 2007 and after
  5. Sailors must be CODA members in good standing 
  6. Coaches will be selected by the ITC and must be in good standing with Sail Canada 
  7. Sailors, coaches and all accompanying adults must be fully vaccinated against Covid 19
  8. 2022 IODA events: locations and dates

2022 Optimist World Championship Jul 04 – Jul 14 Bodrum, Turkey

2022 Optimist European Championship Jul 30 – Aug 06 Sonderborg, Denmark

2022 Optimist South American Championship Oct 07 – Oct 14 Rio de Janeiro, Brazil

2022 Optimist North American Championship Nov 13 – Nov 20 Nassau, Bahamas

  1. Ranking of eligible sailors 

The CODA ITC shall establish the list of eligible sailors using the Official Results of the CODA International Qualifier RCYC 2021.

  1. Preparation of communication

Using available IODA information on venues, calendar, NORs, established draft budgets and draft letters, the CODA ITC will prepare communications for sailors that are either a) eligible and qualified for events or b) eligible and on the waitlist. 

 

  1. First round of letters

Invitation to participate: 

First Round: The top 34 eligible sailors of the CODA International Qualifier RCYC 2021(60% of fleet) will receive letters. All sailors qualified will receive the “Qualified” letter. Sailors not initially qualified but eligible will receive the “Waitlist” letters. 

Confirmation of interest: 

1) Qualified sailors will be requested to confirm their interest to participate in one or more events. Sailors will receive the CODA 2022 International Team(s) Participation Form link in their invitation letter. 

2) Waitlist sailors will be requested to express their interest to participate in one or more events subject to availability. Sailors will receive the CODA 2022 International Team(s) Participation Form link in their invitation letter. 

The letters will be sent using a dedicated email account*, intlteams@optican.org, accessible to all members of the CODA ITC for proper monitoring of the issuance of the letters and replies from sailors. 

*It is possible that, exceptionally for 2022, the emails may be sent from a different account.

The email account directory will be populated using the parents (father by default) most current email address supplied by the member to the CODA Registrar. 

 

  1. Deadlines and deposits

For 2022 IODA Events:

1) Qualified sailors: answers are due by November 28th 2021 at 11:59 pm EST accompanied by a non-refundable deposit of 500$ per event qualified, payment made to treasurer@optican.org via e-transfer. Please specify the sailor’s name and event(s) in the note section of the e-transfer. 

2) Waitlist sailors: answers are due by  November 28th 2021 at 11:59 pm EST

At the expiry of the above deadline, all sailors not responding or not posting required deposits will be 

considered to be off the list of eligible sailors.

As spots on teams become available, more invitations will be sent out. 

Once sailors receive an invitation, they will have one (1) week to confirm and forward a deposit of $500. 

If a sailor is qualified and confirmed and changes his mind, the deposit may be retained.

CODA ITC will make a reasonable effort, if timing permits, to replace a forfeiting sailor by another one on the waitlist. If no financial cost is incurred by the team as a result of the forfeiture and replacement, 50% of the deposit will be returned. If there are costs associated they will be deducted from the deposit.

For any event requiring Team registration less than a month before the above deadline, a higher non-refundable deposit may be required corresponding to the approximate amount payable by each sailor of the team to the event organizers (registration, accommodation, charters, etc).

 

  1. Second round of letters

As soon as possible after the expiry of the above deadline, the CODA ITC will issue additional letters of invitation to sailors on the waitlist. 

It is expected that after this round the teams should be completed.

 

  1. Subsequent letters 

Team confirmation:

Once team composition is complete, sailors will receive a confirmation letter which must be signed by sailors and their parents to confirm participation. Thereafter, teams will be officially announced.

 

  1. Meetings, selection of the team leader, logistics, budget and payment schedule 

An introductory meeting will be held with the parents and a member of the ITC. 

Subsequent meetings will be scheduled to elect a Team Leader, outline logistics (plan itinerary, order team uniforms, organise team training, etc), and take over the budget.

Once the NORs are issued, typically six (6) months in advance of the event, the budgets and payment schedules will be updated. 

Payments (CND $) will be made to the event organizers in two installments to cover the cost of team’s (sailors, coach, team leader and chaperone) registration, accommodations and charters for the event and for the early arrival period. 

Failure to make deposits within established deadlines may result in the exclusion from the team and immediate replacement from the waitlist. 

The CODA ITC will set a short but reasonable deadline for such replacement.

 

  1. Roles and Responsibilities

To better prepare your sailor’s participation in an international event, please consult the Roles and Responsibilities tab in the International Teams section. The following tabs may also be helpful: International Teams and Parent Guidelines.

 

  1. CODA Code of conduct 

All International Team members, including sailors, coaches and parents, must sign the CODA Code of Conduct for attending IODA events.