Applicable to: Association and Club Administrators, Participants
Applicable to: Basketball England
Application(s): Admin Portal > Competition Settings > Eligibility Criteria
Participant Portal > My Profile
This article will cover the following:
- Understanding eligibility criteria and pending registration statuses.
- Types of eligibility checks and their requirements.
- How to manage and override eligibility statuses.
Related articles:
- How to approve new player registrations.
- Managing team rosters and player allocation.
- Competition settings and configuration.
What is "Eligibility Criteria"?
Eligibility criteria are rules set by the Sport Governing Body and/or at competition level by a Competition Admin. These determine what requirements a participant must meet to have their registration marked as 'Active'. If all criteria is not met, the participant will remain in a 'Pending" state.
What Does a "Pending" Status Mean?
Participants with a Pending status:
- Cannot be added to a team
- They will not show as option to be selected, within the player, coach or team manager allocation windows
- If they register direct-to-a-team they will not show in that team
- Since they cannot be allocated to a team, they cannot be added to a line up and therefore cannot participate in games
- If a registrant is Pending it means they have not met all relevant eligibility checks
Types of Eligibility Checks
There are four main types of eligibility checks:
- New Player Approval
- ID Verification (only available for Basketball England)
- Child Safety DBS checks (only relevant to Basketball England)
- Accreditation checks (Only relevant to Basketball England)
1. New Player approval
If enabled on a competition, the "New Player Approval" feature allows for all new players at an association to be made 'Pending' until reviewed and 'Approved' by an association administrator or club (if enabled).
What is a 'new' participant?
A participant is deemed to be 'New' for an association if the profile associated with the participation record does not have any other previous records directly to that association. The most common example of a 'new' participant is when the participation record is the first registration to that organisation.
2. Child Safety – DBS Checks
Who needs a DBS check?
Basketball England requires all participants registering in a position of trust (non-player roles) to hold a valid DBS check.
Positions of trust include:
- Coaches
- Team Managers
- Statisticians
- Bench Personnel
- Referees
- Volunteers
How it works:
- If a participant registers in one of these roles and does not have a valid DBS in PlayHQ, they will receive an email from a third-party called Know Your People to begin a DBS application
- If the registrant already holds a valid DBS, they should contact their association/club who will need to work with Basketball England to update their Child Safety status manually
- Once the DBS application is complete, PlayHQ will automatically update the participant's DBS status
Important: DBS checks can take time. Participants should start this process well before the season begins. Basketball England will handle any flagged applications. Until this is complete, the participant will remain in a Pending state.
Child Safety Status against user profile and what they mean:
- VALID: User has a Valid DBS check, meaning their certificate exists and the expiry date is in the future, this was validated via the System. Or a Basketball England admin has manually overridden to Valid as the user had a valid DBS already.
- NOT VALID: The user has registered as a position of trust but they are under 16 years of age OR The user does not require a DBS check as they have written to the club / Basketball England to explain they are not involved with minors.
- PENDING: User has completed registration as a position of trust and is in one of the following states:
- Has been sent an application from Know Your People and has actioned it - the result has not come back yet (this may take some time)
- Has been sent an application from Know Your People and has sent comms to the club or Basketball England to action as they already have a valid DBS that needs to be entered in PlayHQ
- Has been sent an application from Know Your People and has contacted club to explain they do not need this as they are not working with minors, Basketball England has not yet action it
- KYP has sent application onto Police for DBS check and we are waiting on police to action (this could take some time)
- EXPIRED: User had a valid DBS at one point in the season but it has since expired. Note: expired users will not be automatically moved back to pending - but not on their next registration, they will be sent the new application.
Overriding Child Safety: Admins cannot override a profile's Child Safety requirement. Only Basketball England compliance officers can update or override a DBS status due to the sensitivity of the check. If a club or association needs to action an override, they must contact Basketball England.
3. ID Verification
ID Verification is an eligibility check and can be enabled by competition admins. It is not enforced by Basketball England, except in National League competitions.
Who needs to verify their ID?
ID is a competition setting so it depends on which competition a user is registering into. For National League, Basketball England has it set that all Players will need to have their ID verified.
How it works:
In registration or PlayHQ Profile:
- If a user has been identified as needing to verify their ID, they will be asked to do this during registration (if their age permits)
- To verify an ID, the user will be directed to a third party called "Stripe ID" and they must take a photo of their passport, and then take a selfie. Once this is completed, they will be redirected back to finish the rest of their registration
- Any users under the age of 16, cannot complete ID verification digitally and therefore must have their ID verified manually by a club or association admin by taking their physical passport in
- A user can skip this step during registration (if they do not have their passport on them) and can return and complete their ID verification later through their PlayHQ profile
For admins:
- Once a registration comes through to PlayHQ, the admin can view the status of the ID verification
- If there are any cases of users not able to successfully get verified in registration, the admin will need to action these. Users are instructed to bring their Government-issued ID in so admins can manually verify their ID and then override their ID section on PlayHQ as 'Verified' when admins are satisfied. In these cases, the users can use something other than a passport
ID Verification Status against user profile and what they mean:
- System = third party (Stripe ID)
- Manual = has been overridden by an admin for a noted reason
- Migration = Verified participants coming across from legacy platform
NOT VERIFIED: User can have a not verified for a number of reasons:
- They were unsuccessful in their registration in Stripe ID
- They cancelled their Stripe ID verification session
- They skipped the Stripe ID verification in registration
- The competition setting does not require they have their ID verified and thus can sit as Not Verified for the season
- Their age (u16) does not permit a third party ID check and thus they must be manually ID'd when required
- The sport/national body does not have a third party ID service and therefore will come in as Not verified
Overriding ID Verification: Association admins can override ID verifications - and clubs (if allowed by the association)
4. Accreditations – Learning Nexus (LMS)
Some roles within PlayHQ require accreditations, courses or training modules to be completed before they are eligible to participate.
Who needs to complete accreditations?
Basketball England:
Basketball England requires some positions of trust (such as coaches, referees, and statisticians) to complete specific accreditations and/or training courses.
How it works:
Basketball England: PlayHQ has integrated with Basketball England's LMS platform - Learning Nexus. Within PlayHQ's admin portal, all accreditations are listed against a profile, and each accreditation/course has a status available. The status shows whether or not the user has completed the course.
Users need to log into the Learning Nexus portal and complete the relevant course. Once completed, the PlayHQ status will automatically update to completed.
For courses that are mandatory for the specific role, participants will remain in a Pending state until the required course/s are completed
Accreditation Status against profile and what they mean:
- COMPLETE: User has completed the course or the certification via learning nexus or its been overridden to complete via a Basketball England admin
- INCOMPLETE: User has not completed the course or the certification via learning nexus
- EXPIRED: User had completed the course, but it has since expired. *This mainly applies to the safeguarding course. Most certs/courses are for life. However, Basketball England can add an expiry to courses at their discrepancy.
Overriding Accreditations: Accreditations cannot be overridden by club or association admins. Only Basketball England can update these.
Managing Eligibility in PlayHQ
- Go to the Competition Settings area in PlayHQ
- Under Eligibility Criteria, you can see which checks are enabled for that competition
- If more than one criteria is set, all must be met before a participant's status can be changed to Active
- If all criteria are met during registration, the participant will be automatically marked as Active
Need to Override?
Club or association admins can override ID verification and new player approval statuses.
DBS and LMS accreditations cannot be overridden by admins. You must contact Basketball England to request a change.