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British Chess Federation

Grading Instructions 2001/2

Deadlines for the 2001 Season

The following deadlines will apply for this season:

Events played between 1^st June 2001 and 25^th December 2001:

Requests for New Player codes: by 31^st January 2002
Submission of Raw data: by 28^th February 2002
Submission of Results files: by 28^th February 2002

Events played between 1^st January 2002 and 5^th June 2002*:

Requests for New Player codes: by 31^st May 2002
Submission of Raw Data: by 31^st May 2002
Submission of Results files: by 30^th June 2002

* This deadline has been extended for this season only to allow for possible changes in the Bank holiday linked to the Jubilee.

A Grading CD-ROM containing the Master list and Grading software will be issued to all Graders by the end of November. Prior to issue of the Master list, an archiving exercise will be conducted. During this exercise, any players with no games against their name are wiped from the system. Consequently, it is not possible to issue new player codes for the current season until this exercise is complete, i.e. roughly mid-November.

Grading Data and Format

The data that needs to be submitted and in what format is as follows:

Grader codes

If a new grader code needs to be inserted or an existing one amended, this should be forwarded to RJE either by post or e-mail.

Event codes

If a new event code is required, or an existing one amended, the request should be forwarded to RJE either by post or e-mail. Requests for new event codes should be processed before any data is submitted for that event.

Club codes

If a new club code is required, or an existing one amended, this should be forwarded to RJE either by post or e-mail. Requests for new clubs should be sent before any players are processed with this club.

County/league codes

If a new code is required, or an existing one amended, this should be forwarded to RJE either by post or e-mail. Requests for new codes should be sent before any clubs are processed with this code.

New players

If a new player is encountered, then a new reference number should be requested from RJE either by post or e-mail before the event is submitted. A check will be made to see if this player has previously been set up by another grader before issuing the reference. As a minimum, the request should contain the player's full name and club/area. Date of birth would also be useful. Please note that juniors will not get an enhancement if their date of birth is not included. New players can also be entered by using the GMENU system and sending the output disc file to RAF for processing.

Player amendments

These are changes to a players details, i.e. change of club, name, sex, date of birth etc. These should be sent to RAF by post or e-mail.

Merges

Where two or more records are to be combined, details should be sent to RAF. The data required is old reference, new reference and name. Normally the older reference (i.e. the lower number) is the one that is retained. Information can be sent as a paper copy by post or e-mail. They can also be entered by using the GMENU system. A third alternative is to send an Excel .xls file containing the relevant fields.

Grading data

This can be sent in any of the following 4 formats:

• a .txt file containing data in the format required by the "Howell" system. The "approved" software for producing this is the League program from Roger Marsh, the Congress program from Neville Belinfante and Tournament Director from Marc Shaw but many graders have written their own. The Data-Checking program provided on the CD-ROM must be used before submitting the file.
• a .xls file containing data in the format required by the "Howell" system. A skeleton of this file is available on the CD-ROM provided.

• a .txt file containing reference number (7chars), number of games (3 chars) and number of points (5 chars). This is fixed format. The area from character 16 onwards can be utilized to provide additional information as required.

• a .dbf file containing the 3 fields as in format 1, but the length is not fixed. Field names are REF, GAMES, POINTS. This file can be produced from the GMENU system if required.

Data in formats 1 and 2 (preferred) should be sent to RJE. Data in formats 3 and 4 should be sent direct to RAF.

Raw data

Before raw data is sent, it must be agreed with CEM. Submission of raw data should only be considered as a last resort and we will give no guarantee that all will be completed on time. Under no circumstances will raw data be accepted after the deadline. A grading fee may be payable for any event that the BCF has to grade.

Raw data can be in the form of pairing cards, results cards, league bulletins, etc., but players must be clearly identified. This means that if they have a grade, the grading code must be given. If they do not have a grade, as much as possible of the following information should be provided :-

full name (forename and/or initials)
date of birth
name of club (home town only if they have no club)

It must be emphasized that we need as much information as possible with regard to identification of players. Graded data in the form of a hard copy, typed or computer printed but not hand-written, can be sent to RAF provided it contains reference number, name, games and points. All other raw data should be sent to RJE.

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SUMMARY

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