Substitutions

What is Substitution?

Substitution in Festie is the process of replacing one participant with another in a programme. This is useful when:

• Participant Withdrawal: Original participant can’t participate
• Injury or Illness: Participant is unable to continue
• Schedule Conflicts: Participant has conflicting commitments
• Team Changes: Team composition needs adjustment
• Emergency Situations: Unexpected circumstances arise

Add Substitution

Creating Substitutions

1. Go to Substitutions section
2. Click “Add Substitution”
3. Enter substitution details:
   • Original participant
   • Replacement participant
   • Programme
   • Reason for substitution
   • Effective date
4. Save substitution

Substitution Information

• Original Participant: Who is being replaced
• Replacement Participant: Who is replacing them
• Programme: Which programme the substitution applies to
• Reason: Why the substitution is needed
• Date: When the substitution takes effect

Substitution Types

• Temporary: Short-term replacement
• Permanent: Long-term replacement
• Emergency: Urgent replacement
• Scheduled: Planned replacement

What Happens After Substitution

Immediate Changes

• Participant List: Updated participant list
• Registration: Registration transferred to new participant
• Notifications: All parties notified of change
• Records: Substitution recorded in system

Data Transfer

• Registration Data: Registration transferred
• Performance History: Previous performance may be transferred
• Contact Information: Updated contact details
• Team Assignment: Team membership updated

System Updates

• Programme Roster: Updated programme participant list
• Team Roster: Updated team member list
• Reports: Reports reflect new participant
• Certificates: Certificates issued to new participant

Substitution Management

Substitution Approval

• Automatic Approval: System approves substitutions
• Manual Approval: Staff reviews and approves
• Conditional Approval: Approval based on criteria
• Batch Approval: Approve multiple substitutions

Substitution Tracking

• Substitution History: Track all substitutions
• Substitution Status: Current status of substitutions
• Substitution Reports: Generate substitution reports
• Substitution Analytics: Analyze substitution patterns

Substitution Rules

• Eligibility: Who can be substituted
• Timing: When substitutions can be made
• Limits: How many substitutions allowed
• Restrictions: Any limitations on substitutions

Substitution Process

Pre-Substitution

1. Identify Need: Determine substitution is needed
2. Find Replacement: Locate suitable replacement
3. Check Eligibility: Verify replacement eligibility
4. Prepare Documentation: Gather required documents

During Substitution

1. Create Substitution: Enter substitution details
2. Review Information: Check all details
3. Submit for Approval: Send for approval
4. Process Substitution: Complete the substitution

Post-Substitution

1. Notify Parties: Inform all relevant parties
2. Update Records: Update all records
3. Monitor Impact: Check for any issues
4. Document Process: Record substitution details

Substitution Types

Individual Substitutions

• Single Participant: Replace one participant
• Multiple Participants: Replace multiple participants
• Programme-Specific: Substitution for specific programme
• Cross-Programme: Substitution across programmes

Team Substitutions

• Team Member: Replace team member
• Entire Team: Replace entire team
• Team Captain: Replace team captain
• Team Manager: Replace team manager

Emergency Substitutions

• Last-Minute: Urgent substitutions
• Injury-Related: Due to injury or illness
• Family Emergency: Personal emergency
• Technical Issues: Technical problems

Substitution Rules and Policies

Eligibility Rules

• Registration Status: Must be registered
• Programme Requirements: Meet programme criteria
• Team Requirements: Meet team requirements
• Age Requirements: Meet age restrictions

Timing Rules

• Registration Period: During registration
• Pre-Programme: Before programme starts
• During Programme: While programme is running
• Post-Programme: After programme ends

Limitation Rules

• Substitution Limits: Maximum number of substitutions
• Time Limits: When substitutions can be made
• Programme Limits: Which programmes allow substitutions
• Team Limits: Team substitution restrictions

Substitution Communication

Notification Process

• Email Notifications: Send email updates
• SMS Notifications: Send text messages
• Website Updates: Update website information
• In-Person Notifications: Direct communication

Stakeholder Communication

• Participants: Notify all participants
• Teams: Inform team members
• Judges: Update judges
• Staff: Inform staff members

Documentation

• Substitution Records: Maintain detailed records
• Communication Log: Track all communications
• Approval Documentation: Keep approval records
• Change Log: Record all changes

Substitution Analytics

Substitution Tracking

• Substitution Rates: Track substitution frequency
• Substitution Reasons: Analyze why substitutions occur
• Substitution Impact: Measure substitution effects
• Substitution Trends: Identify patterns

Substitution Reports

• Substitution Summary: Overview of substitutions
• Substitution Details: Detailed substitution information
• Substitution Impact: Impact on programmes
• Substitution Recommendations: Suggestions for improvement

Best Practices

Substitution Management

• Establish clear substitution policies
• Communicate policies to all stakeholders
• Maintain accurate substitution records
• Regular review of substitution processes

Substitution Communication

• Notify all relevant parties promptly
• Provide clear information about changes
• Maintain open communication channels
• Document all communications

Substitution Documentation

• Keep detailed substitution records
• Maintain approval documentation
• Track substitution history
• Regular audit of substitution data