Olympic Data Feed

 

ODF Language Guidelines and Participant Names



License

The document accompanying this license and the information contained therein (the Document), whether in a paper or electronic format, is made available to you subject to the terms stated below. By using and/or copying all or part of the Document, you (the licensee) agree that you will comply with the following terms and conditions.

1. You may, on a non-exclusive basis, use the Document only on the condition that you abide by the terms of this license. Subject to this condition and other terms and restrictions contained herein, the Document and the information contained therein may be used (i) to further develop the standards described in the Document for use in relation with the Olympic and Paralympic Games and/or (ii) to develop similar standards for other events than the Olympic and Paralympic Games (both (i) and (ii) are hereinafter designated as the Permitted Use, and works further developing these standards for the Olympic and Paralympic Games or developing similar standards for other events are hereinafter referred to as Derivative Works), and copies of the Document or of Derivative Works may be made and distributed for the purpose of the Permitted Use, PROVIDED THAT the COPYRIGHT and references to the IOC appearing in the Document and the TERMS OF THIS LICENSE are included on ALL such COPIES, and further PROVIDED THAT you do not charge any fee or any other monetary compensation for the distribution of the Document to others.  The copyright and other intellectual property rights in the Document remain vested in the IOC and the IOC remains entitled to assert his copyright or other intellectual property rights in the Document against any person or entity who does not comply with the terms of this License.

2. A copy of any Derivative Work shall be provided to the IOC free of charge. Moreover, the IOC is granted a worldwide, perpetual, unrestricted, royalty-free non-exclusive license to use any Derivative Work for the further development of the standards made by or for the IOC in relation to the Olympic and Paralympic Games (these standards and the documents describing them are hereinafter referred to as Further Standards) and to make or have made all kinds of exploitation of the Further Standards, with the right to grant sub-licenses.

3. Except if reproduced in the Document, the use of the name and trademarks of the IOC is strictly prohibited, including, without limitation, for advertising, publicity, or in relation to products or services and their names. Any use of the name or trademarks of the IOC, whether registered or not, shall require the specific written prior permission of the IOC.

4. NO WARRANTY, EXPRESSED OR IMPLIED, IS MADE REGARDING THE ACCURACY, ADEQUACY, COMPLETENESS, RELIABILITY OR USEFULNESS OF ANY INFORMATION CONTAINED IN THE DOCUMENT. The Document and the information contained herein are provided on an "as is" basis. THE IOC DISCLAIMS ALL WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, ANY WARRANTY OF NON-INFRINGEMENT OF PROPRIETARY RIGHTS, MERCHANTABILITY, OR FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL THE IOC BE LIABLE TO ANYONE FOR DAMAGES OF ANY KIND ARISING FROM OR RELATING TO YOUR ACQUISITION, USE, DUPLICATION, DISTRIBUTION, OR EXPLOITATION OF THE DOCUMENT OR ANY PORTION THEREOF, INCLUDING BUT NOT LIMITED TO, COMPENSATORY DAMAGES, LOST PROFITS, LOST DATA OR ANY FORM OF SPECIAL, INCIDENTAL, DIRECT, INDIRECT, CONSEQUENTIAL OR PUNITIVE DAMAGES, WHETHER BASED ON BREACH OF CONTRACT OR WARRANTY, TORT OR OTHERWISE. THE IOC FURTHER DISCLAIMS ANY LIABILITY FOR ANY DAMAGE CAUSED WHEN THE DOCUMENT IS USED IN A DERIVATIVE WORK. The IOC further disclaims any liability regarding the existence or inexistence of any intellectual property or other rights that might be claimed by third parties with respect to the implementation or use of the technology or information described in the Document.

The same conditions as those described in this Section shall apply mutatis mutandis to the license granted to the IOC on the Derivative Works in Section 2 above.

5. This License is perpetual subject to your conformance to its terms and conditions. The IOC may terminate this License immediately upon your breach of any of its terms and, upon such termination you will cease all use, duplication, distribution, and/or exploitation in any manner of the Document.

6. This License is governed by the laws of Switzerland. You agree that any disputes arising from or relating to this License will be resolved in the courts of Lausanne, Switzerland.

IF YOU DO NOT AGREE TO THESE TERMS YOU MUST CEASE ALL USE OF THE DOCUMENT NOW.


 

Table of Contents

1   Introduction   4

1.1.. This document 4

1.2.. Objective. 4

1.3.. Main audience. 4

1.4.. Glossary. 5

1.5.. Related documents. 5

2   Critical Dates  6

3   Data Ownership   7

4   Participant Names  9

4.1.. Names to be Captured. 9

4.2.. Names Data Elements. 9

4.2.1... Definitions and Usages. 9

4.2.2... Name Lengths. 11

4.3.. Names Process Timeline. 12

5   Use and rules of each participant name  14

5.1.. Print Name (35 char) 14

5.2.. Print Initial Name (18 char) 14

5.3.. TV Name (35 char) 15

5.4.. TV Initial Name (18 char) 15

5.5.. Team Names. 15

5.6.. TV Team Names. 16

5.7.. TV Name “Switching”. 16

6   Truncating and changing case  17

6.1.. Truncation Rules. 17

6.2.. Algorithms for change of case. 18

7   Character Set for Participant Names  19

8   Names Principles and Responsibilities  20

9   Other Names and Descriptions  21

10 Document Control 22

10.1  File Reference. 22

10.2  Version history. 22

10.3  Change Log. 22

1                     Introduction

1.1        This document

Every participant at Olympic Games will have many different names and name formats within the various Games systems and well as often using a number of languages.

Sport-related participants (athletes, team officials, and competition officials), in particular, have many different name formats; each has a specific purpose for use in TV graphics, on scoreboards, or on printed reports.

The names data may enter the Games systems through several different applications. Regardless of which application is the entry point or modifier of a name, consistent use of that name must be ensured across all Games systems.

Though international events usually use English as the primary communication language data is often available in different languages depending on the country of the event and the governing body. This document covers some of these language issues.

1.2        Objective

The objective of this document is to clarify the process of entering and modifying names throughout Games systems and the principles on the use of the primary language.

The document is:

·            a description of how to accurately represent names of athletes, team officials, competition officials, teams and horses for the Olympic Games, and

·            a description of an acceptable way of presenting names for various purposes.

·            Principles used for some names used in English where these names may be events, venues or countries.

This document is not:

·            a guide to pronunciation, nor

·            an exhaustive linguistics dissertation nor

·            setting all rules related to language.

·            determining presentation of participant names on scoreboards. Scoreboard presentation is determined by a separate document that decribes the look of names on scoreboards.

1.3        Main audience

The main audience of this document is

·                OCOGs

·                Olympic Data Feed (ODF) users

·                On Venue Results (OVR) suppliers

·                Data Providers for the Olympic Games

·                Integration Partner

1.4        Glossary

ACR:          Accreditation Application
CGS           Core Games Management Systems
CIS             Commentator Information System
DRM:         Delegation Registration Meeting
HR:             Historical Results
IDF:            Internet Data Feed
INFO:         INFO (Intranet) System
MPC:          Main Press Centre
NOC:          National Olympic Committee
OC:            Opening Ceremony
ODF:          Olympic Data Feed
ODS:          Olympic Diffusion Systems
OIS:            Olympic Information Service
OMS:         Olympic Management Systems
PRD:          Printed Results Distribution (System)
RTDS         Real Time Data System
SEQ:          Sport Entries and Qualification
SS:             Sport Start Competition
T&S            Timing and Scoring
TOC:          Technology Operations Centre
OVR           On Venue Results (System)
WNPA        World News Press Agencies

1.5        Related documents

 

2                     Critical Dates

During the Games period there are a number of critical dates that must be overlaid on the data systems to define the systems control.

These are the approximate dates for each Games:

OC-100               ACR Close

OC-30                 Soft Opening of the MPC

                            First ODF messages to IDF users

OC-14                 Soft Opening of the Athletes’ Villages

OC-14                 Official Opening of MPC (24 hour operations)

OC-14                 INFO Live

OC-14                 Sports Entries Close

OC-10                 Official Opening of the Athletes’ Villages

OC                       Opening Ceremony

SS-x                    Transfer to OVR (sport by sport)

SS                       Sport X starts

The transfer to OVR should be approximately 3-5 days before the Team Managers/Team Captains Meeting, depending on the individual sport requirements.

3                     Data Ownership

There should always be clarity on the ownership of all data throughout the period of the Games. Owner here is defined as being which technology system has ownership and can therefore change the data.

To ensure the data is maintained at the highest possible level at any one time there should only be one owner. This ensures there is no conflict in data being sent to other systems.

The proposed data owners and changes of ownership are detailed below. Note that this is transfer of control, not transfer of the data itself, the data could be transferred.

Inscription Data (athletes):            Ownership of the sport specific athlete data is retained by SEQ until the data is passed to OVR. ACR is the owner of personal data. The transfer to OVR will be on a sport-by-sport basis.

SEQ is not electronically updated (if update required then done manually) from OVR/ODS after the transfer of control.

The transfer from SEQ or OVR will typically take place between 3 and 5 days (SS-x) before the start of competition or official training (sport-by-sport).

Personal Data:                              Ownership (for results purposes) of personal data is retained by ACR until the transfer to OVR from ODS. After the passing of personal data (athletes and officials) to OVR then ownership of this data also moves to OVR.

ACR is not electronically updated from OVR/ODS after the transfer of control. Accreditation information continues to be updated for accreditation purposes.

This transfer will typically take place between 3 and 5 days (SS-x) before the start of competition or official training (sport-by-sport).

Note that in some cases more than one OVR system may have control of athlete data, in the case of athletes in more than one discipline. This is particularly the case in biathlon and cross country in winter and the cycling disciplines in summer. If required, coordination between the two OVR systems will be manual. In these cases the sports are not in progress at the same time.

Biography Data                             Ownership of this data (except any elements automatically updated by SEQ/OVR) never changes from the Biography application.

Historical Records/Results Data   Ownership of this data is retained by the HR application until the data is passed to OVR (small number of sports only). The transfer to OVR will be on a sport-by-sport basis.

This transfer will typically take place between 3 and 5 days (SS-x) before the start of competition (sport-by-sport).

Competition Schedule                   Ownership of this data is retained by ODS until all sport data is passed to OVR. The transfer to OVR will be on a sport-by-sport basis.

After transfer of control ODS and ODF users are updated by messages from OVR.

4                     Participant Names

4.1        Names to be Captured

Two different names will be captured for athletes and officials, Passport Name and Preferred Name.

Each name will have two parts, Given Name and Family Name. That is, the following fields are captured:

·                Passport Family Name

·                Passport Given Name

·                Preferred Family Name

·                Preferred Given Name

These names will be captured through the accreditation and/or biography and/or historical results processes.

The primary method for capturing these names is through the Accreditation System.

The preferred names are used to build the “Badge Name” for the Accreditation Badge but later changes to Preferred Names do not automatically impact the “Badge Name”.

4.2        Names Data Elements

4.2.1       Definitions and Usages

4.2.1.1     Preferred names

Preferred names will reflect situations where athletes are recognized by names other than those that are on their passport. All systems carry athletes preferred names but in most cases these coincide with the names in the athletes passport.

The OCOG will follow a process to ensure the athlete is identified by the name by which they are recognized internationally.

Examples:

Passport Names

Preferred Names

Frederick Carlton Lewis

LEWIS Carl

Earvin Johnson

JOHNSON Magic

Anthony Lee

LEE Buddy

Kriss Kezie Uche Chukwu Duru-Akabusi

AKABUSI Kriss

Larry Jones

JONES Zeke

Elizabeth McColgan

McCOLGAN Liz

Alberto Juantorena Danger

JUANTORENA Alberto

Eldrick Woods

WOODS Tiger

4.2.1.2     Passport names

Passport names are those displayed on the individuals passport but may not be the athlete’s common or preferred name.

4.2.1.3     Character case

Upper Case:                 all upper case, with no support for mixed case exceptions (examples:  JONES, MCBAIN, DE SOUZA)

Mixed Case:                  mixture of upper and lower case, with most letters in lower case (examples:  Jones, McBain, de Souza)

Limited Mixed Case:     all upper case, with support for mixed case exceptions (examples:  JONES, McBAIN, de SOUZA)

Note:     Automatic case translation and name generation is applied when the names are transferred to ODS. After that point all names are used as stored or amended by the corresponding business process.

              Case is specified as forced by the system (F), an assumption on input (A) or an output (O) of a case translation.


4.2.2       Name Lengths

Name Data Element

Definition

Length

Case

Sample

Passport Given Name

Used in Accreditation process and on the Accreditation form.

25

Upper (F)

ELIZABETH

Passport Family Name

Used in Accreditation process and on the Accreditation form.

25

Upper (F)

MCPHERSON

Preferred Given Name

Used in the Accreditation process. Used to generate the various Results names and Name on Pass.

25

Mixed (F)

Liz

Preferred Family Name

Used in the Accreditation process. Used to generate the various Results names and Name on Pass.

25

Mixed (F)

McPherson

Name on Pass

Printed on the Accreditation Badge

Usually the concatenation Preferred Given Name (mixed) case followed by a space and then Preferred Family Name (in upper case).

(only maintained in ACR)

55

Mixed (A)

Liz JONES

Print Name

Used in printed reports and display in INFO.

Concatenation of Preferred Family Name (in limited mixed case), followed by a space, then Preferred Given Name (mixed case).

Initial creation is in OMS interface and sent to OVR, then maintained in OVR which updates ODS.

35

Limited mixed / mixed from components (O)

McPHERSON Liz

Print Initial Name

Used in printed reports and Info where space is limited as determined by development.

Concatenation of Preferred Family Name (in limited mixed case), followed by a space, then Preferred Given Name Initial(s) without full stops.

Initial creation is in OMS interface and sent to OVR, then maintained in OVR which updates ODS.

18

Limited Mixed (O)

McPHERSON L

TV Name

Used in CIS and TV graphics.

Concatenation of Preferred Given Name in mixed case followed by a space, then Preferred Family Name (in limited mixed case).

Initial creation is in OMS interface and sent to OVR, then maintained in OVR which updates ODS.

35

Mixed / Limited Mixed

Liz McPHERSON

TV Initial Name

Used in CIS and TV graphics.

Concatenation of Preferred Given Name Initial(s) each followed by a full stop, then a space and Preferred Family Name (in limited mixed case).

Initial creation is in OMS interface and sent to OVR, then maintained in OVR which updates ODS.

18

Limited Mixed

L. McPHERSON

TV Family Name

Used in TV graphics.

Preferred Family Name (in limited mixed case).

Initial creation is in OMS interface and sent to OVR, then maintained in OVR which updates ODS.

25

Limited Mixed

McPHERSON

Scoreboard Name-x

Names used on scoreboard. Length and number of names to be determined based on scoreboard sizes.

Created, stored and maintained in OVR only.

varies

Upper / Mixed (O)

MCPHERSON Liz

Team Name

Team name though in some sports it may be generated in ODS.

73

As entered (A)

France

TV Team Name

Team name used for TV systems

21

Variable

GREENE/SMITH

New Zealand

4.3        Names Process Timeline

The Names Process is based on the principles that:

·      each name data element has a single owner application within a phase (except in those cases where an athlete or official participate in more than one sport, in this case there are two or more owners usually in series).

·      this owner application has the sole responsibility for the entry and modification of that name data element within that phase.

·      all modifications to names, except data entry corrections, will only be performed with the approval of the IF / OCOG which represents the interests of Broadcasters, Press, NOCs and the IF’s

The following table summarises the phases and processes which are involved in the Names Process.

 

Phase and Time Frame

Games System

Process Summary

Data Source

Phase 1: Data Capture

 

Games – 2 years to

Games – 6 months

BIO

Data on potential athletes is collected and stored.

OIS & supplier

HR

Data on potential athletes is collected and stored.

OIS & supplier

 

HR and BIO names are the same and pre-matched by the supplier.

 

Phase 2: Participant Registration

 

Games – 6 months to

close of accreditation

ACR

Participant Accreditation (including Athletes, Officials, Judges and Coaches) data entered into the ACR system.

Accreditation

BIO & HR

Data on potential athletes is collected and stored.

OIS & supplier

Phase 3: Athlete Qualification

 

Close of Accreditation to

Close of Entries

ACR

Data contained in IF databases and on IF qualification lists and invitations is used for checking the ACR data.

Late participant Accreditation data (including Officials, Judges and Coaches) entered into the ACR system. Athlete and officials data updated with information from the pre-DRM process.

IF databases, qualification lists, invitations, Accreditation system, pre-DRM

SEQ

Team names entered

Entry Forms

ODS

Data matching, and “overwrite” of BIO/HR names.

Accreditation

INFO

BIO

Matching process (automated) compares Biography data with Entries data.

Matched data elements captured by ACR “overwrite” the data elements in BIO.

BIO interface, INFO BIO data

Phase 4: Athlete Entries

 

Close of Entries to

Completion of Entries Processing

ACR

Accreditation data is modified with results from Delegation Registration Meetings (DRMs).

Participants are accredited.

DRM, Participant arrival

SEQ

Entries data is modified with results from Delegation Registration Meetings (DRMs).

DRM, Participant arrival

ODS

Participant List reports in INFO. ODF participant messages sent. Participant Lists are sent only to INFO.

SEQ and ACR interfaces

INFO

BIO

Matching process compares Biography data with Entries data.

Matched data elements captured by ACR “overwrite” the data elements in BIO.

BIO interface, INFO BIO data

Phase 5: Local Results Ownership

 

Transfer of control to venue to

End of Games

ACR

Entries operations manually notifies venue results of any changes to entries data. For sport purposes ownership of participant data transferred to OVR.

Participants are accredited.

Manual notification

OVR

OVR accepts ownership of sport-related participant’s data from SEQ and ACR.

OVR generates the Scoreboard names.

Names quality control reports are produced (ORIS 38/39).

Names are corrected at the OCOGs and IFs request.

In an Emergency Case, a Participant may be accredited locally using dummy accreditation numbers. In this case, all Results and TV names are created / generated in the venue. OIS is manually notified of the participant to verify the existence of a biography.

ODS

INFO

BIO

Matching process compares Biography data with OVR data.

Matched data elements captured by ACR (or subsequently modified) “overwrite” the data elements in BIO.

OIS reviews the Matching Report and manually notifies OVR suspected errors in the Entries data.

BIO interface, INFO BIO data

ODS

ODS is updated with data supplied from OVR. This is used to keep ODS and thus INFO Bio in synch with any name changes made in OVR.

No updates are taken from either SEQ or ACR.

OVR

5                     Use and rules of each participant name

All Family and Given name references in this section are to Preferred names.

5.1        Print Name (35 char)

The Family Name must appear first in limited mixed case followed by a space followed the Given Name in mixed case (eg. Anne or Anne-Marie).

examples:       John Smith                        Print Name        SMITH John
                        Anne-Marie Jones                                       JONES Anne-Marie
                        Steve McBain                                              McBAIN Steve
                        Robert de Castella                                       de CASTELLA Robert

Middle names or special cases (Junior) will not be included unless the athlete is internationally known by that name.

examples:       Jose Luis Barbosa             Print Name        BARBOSA Jose Luis
                        Ray Downey JR                                          DOWNEY JR Ray

Note that these are special cases and are only resolved by user intervention, either in OMS or in OVR.

5.2        Print Initial Name (18 char)

In principle this will be the family name followed by a space then given name initial without a fullstop.

examples:       John Smith                        Initial Name         SMITH J
                        Anne-Marie Jones                                         JONES AM
                        Steve McBain                                                McBAIN S
                        Robert de Castella                                         de CASTELLA R

5.3        Scoreboard Name(s)

Format of scoreboard names is determined by the scoreboard supplier to maximize readibility. Scoreboard names should comply to ORIS requirements as well as to the On-Venue Results provider and ORIS agreed look document. In the Games, the applied layout is upper case for Family Name mixed case for Given Name.

examples:       John Smith                 Scorebrd Name:    SMITH John
                        Anne-Marie Jones                                     JONES Anne-Marie
                        Steve McBain                                           MCBAIN Steve
                        Robert de Castella                                    de CASTELLA Robert

In the majority of cases the given name will be abbreviated or initialised.

Given Name abbreviation or use of initiation is determined by ORIS as well as the agreed scoreboard look document at each Games edition. No further rules are added in this document.

5.4        TV Name (35 char)

This name is the concatenation of the given name followed by a space then the family name in limited mixed case. There should be no truncation.

examples:       John Smith                           TV Name:     John SMITH
                        Anne-Marie Jones                                     Anne-Marie JONES
                        Steve McBain                                           Steve McBAIN
                        Robert de Castella                                    Robert de CASTELLA

Also see “Name Switching” Section 5.9

5.5        TV Initial Name (18 char)

This name is the concatenation of the first initial followed by a fullstop then a space then the family name in limited mixed case.

examples:     John Smith                   TV Initial Name:  J. SMITH
                     Anne-Marie Jones                                    A.M. JONES
                     Steve McBain                                           S. McBAIN
                     Robert de Castella                                    R. de CASTELLA
                     Christine Parris-Washington                    
PARRIS-WASHINGTON

Also see “Name Switching” Section 5.9

5.6        TV Family Name (25 char)

This name is the family name in limited mixed case.

examples:     John Smith                   TV Initial Name:  SMITH
                     Anne-Marie Jones                                    JONES
                     Steve McBain                                           McBAIN
                     Robert de Castella                                    de CASTELLA
                     Christine Parris-Washington                    
PARRIS-WASHINGTON

5.7        Team Names

For sports with more than one competitor in an event (ie teams or pairs) then similar rules are used for team names. In pairs the two names are often concatenated (depending on usage), separated by: a single space, a forward slash, and a single space (“ / “). The order of the names is alphabetical by family name unless there is a specific rule in a particular sport (e.g. beach volleyball and figure skating).

This is the case with both long and initial names.

Examples:

·           Print Name:                              SMITH John / JONES Tom

·           Print Initial Name:                     SMITH J / JONES T

·           TV Name:                                 John SMITH / Tom JONES

·           TV Initial Name:                       J. SMITH / T. JONES

Truncation will be applied as required using the same principles as for single names on each name separately. Unless pairs names follow specific rules then pair names are usually managed dynamically.

For teams the NOC code is used except where there are multiple teams per event for a single NOC. In this case a number is added, for example GER1 etc.

In the case where the team name is the NOC/country name (for example in team sports) then the team name should always be in mixed case for example Tuvalu or Saint Kitts and Nevis.

5.8        TV Team Names

For sports with more than one competitor in an event (ie teams or pairs) then similar rules are used for team names. In pairs the two family name are concatenated in (depending on usage and sport), separated by a forward slash. The order of the names is alphabetical by family name unless there is a specific rule in a particular sport (e.g. beach volleyball and figure skating).

In non “pair” sports the the Organisation name is used in mixed case.

This is the case with both long and initial names.

Examples:

·           Tennis: John Smith & Tome Jones:       SMITH/JONES

·           Rowing: Great Britain:                            Great Britain

Truncation will be applied as required using the same principles as for single names on each name separately (maximum 10 characters per name).

In the case where the team name is the NOC/country name (for example in team sports) then the team name should always be in mixed case for example Tuvalu or Saint Kitts and Nevis.

5.9        TV Name “Switching”

In the case of names from particular Asian countries the names are representing in a different order for TV Graphics (and therefore CIS).

In the usual case TV names are represented in the way in which they are normally used, that is given name (or initial) followed by family name, e.g.:

John SMITH or J. SMITH

For this group of countries the order of the names is switched to family name followed by given name, e.g.:

SMITH John or SMITH J.

This switch impacts all participants from these countries and no participants from other countries, regardless of the origin of the names. (of course there is always individual name manipulation for all countries as required).

The list of countries is:

·           CHN - China

·           TPE - Chinese Taipei

·           HKG - Hong Kong

·           KOR - Korea

·           PRK - DPR Korea

6                     Truncating and changing case

6.1        Truncation Rules

Where the field length is insufficient to follow the rules for generation of the name (detailed earlier), the following truncation rules will apply, in order from 1 to 3. The overriding principle should always be to give as much information as possible while ensuring clarity with logical abbreviations.

Where the given name is made up of more than one part (e.g. Anne-Marie or Jose Luis) then special but similar rules apply (see samples below).

If two athletes with the same family name from the same country are competing in the same event then the following rules will not necessarily apply. The given names or appropriate abbreviations (e.g. middle initial) may be required to provide a clear distinction.

The following rules will apply in building all of the concatenated names required in the systems where there is insufficiant space to use all characters (this includes all of Print Name, TV Name, TV Initial Name, Print initial Name 18) This list does not cover every instance but are intended to cover the majority, Initial Names start at point 2 below (as shortening given name is not applicable). An extension of the principles should be used for the more obscure cases.

1)  Abbreviate Given Name (with full stop). If required this may mean the initial only.
(This is the only rule used in the generation of the Print Name, the same principle is used for TV name. In reality the business process should shorten all names so this never happens)

      Vanessa Mary van KOOPEREN-SCHMORANZER    to   van KOOPEREN-SCHMORANZER Van.
      Barbara von GREBEL SCHIENDORFER                          von GREBEL SCHIENDORFER Barb.
      Melinda GAINSFORD-TAYLOR                                        GAINSFORD-TAYLOR Mel.
     
Anne-Marie FARMER-PATRICK                                      FARMER-PATRICK A.M.

2)  Remove the initial.
(First option in generating the Print Initial Name)

      Vanessa van KOOPEREN-SCHMORANZER    becomes    van KOOPEREN-SCHMORANZER
      Barbara von GREBEL SCHIENDORFER                             von GREBEL SCHIENDORFER
      Melinda GAINSFORD-TAYLOR                                            GAINSFORD-TAYLOR
      Anne-Marie FARMER-PATRICK                                          FARMER-PATRICK

3)  Abbreviate the Family Name (with fullstop, always).

      Vanessa van KOOPEREN-SCHMORANZER    becomes    van KOOPEREN-SCHMORAN.
      Barbara von GREBEL SCHIENDORFER                             von GREBEL SCHIEND.
      Melinda GAINSFORD-TAYLOR                                            GAINSFORD-TAYL.
     
Anne-Marie FARMER-PATRICK                                          F.-PATRICK

In the case of the TV initial name the order of trunctaion is:
1 – Remove the first period in initial if more than one initial (AM. JONES)
2 – Remove the space, between initial and family name (M.GAINSFORD-TAYLOR)
3 – Remove second initial given name (if more than one)
4 – Remove all initials
5 – Truncate family name
(von GREBEL SCHIEND)

The user can manually modify or override the name created above, whether or not truncation had occurred.

Any time a user modifies the Preferred Names all names will be re-generated to reflect the change which may require review of the generated names if truncation has occurred. (This does not apply to the badge name in ACR). This change then needs to be promulgated to other systems.

Based on the actual names from past Games the following number of truncations can be expected:

·                Print Name               Less than 10. These are identified in SEQ and agreed with the athlete well in advance. These cases usually involve NOCs who provide passport names rather than preferred names.

·                Print Initial name      less than 30.

·                Scoreboard names  depends on board

6.2        Algorithms for change of case

The following algorithms should be used for case conversion within different systems for all names. Note that these algorithms are not perfect but should reach at least 90% accuracy of those names which are complex. These complex names represent approximately 6% of the Olympic population so a maximum of 6% should require human intervention at most. This number is a maximum depending on which conversion is required.

·      Changing case to limited mixed case (McBAIN, SMITH, de SILVA)

This translation is used on all family names passing into ODS from OMS.

For the following a “full word” is considered to be a word without spaces or hyphens, hyphenated names are considered to be two separate words for the purposes of these rules. The following algorithm should be applied to each full word.

IF                the word is any of <da, de, dei, del, den, der, di, dos, du, la, le, los, ter, van, vander, von> in any case.

THEN         all characters in the word are changed to lower case

ELSE IF     the word begins with any of <mc, Mc, MC>

THEN         the character “c” is pushed to lower case, all other letters are pushed to upper case. (eg. MCBAIN to McBAIN)

                   (Note: this does cater for Mac... this will be manual as it is not consistent)

ELSE         no change.

·      Changing case to mixed case (McBain, Smith, de Silva)

This translation is used on all given names passing into ODS from OMS.

IF                the word is any of <da, de, dei, del, den, der, di, dos, du, la, le, los, ter, van, vander, von> in any case.

THEN         all characters in the word are changed to lower case

ELSE IF     the full word has an apostrophe after the first character

THEN         All letters starting from the second letter to the right of an apostrophe character are pushed to lower case. (eg. A’HERN to A’Hern)

ELSE IF     the word begins with any of <mc, Mc, MC>

THEN         all characters except the first and third characters are pushed to lower case (eg. MCBAIN to McBain)

                   (Note: this does cater for Mac... this will be manual as it is not consistent)

ELSE         for each word push all characters after the first character to lower case.

7                     Character Set for Participant Names

As a policy the only characters allowed in names are ascii characters or the Roman alphabet plus apostrophe (between characters and after the last letter) hyphen and space.

A, B, C, D, E, F, G, H, I, J, K, L, M, N, O, P, Q, R, S, T, U, V, W, X, Y, Z

a, b, c, d, e, f, g, h, I, j, k, l, m, n, o, p, q, r, s, t, u, v, w, x, y, z

No accented characters are permitted (á, ê, ì, ò, ù), in all cases simply remove the accent.

No other characters permitted, for example . or , etc.

The following expanded character set table shows common character translations which should be used but is not definitive. The correct spelling of a name (particularly for athletes) is their “common” or “preferred” sport name which is usually available using the rules explained earlier.

There is no implied automation of these translations.

Original character

Translation

Original character

Translation

Original character

Translation

À

A

Õ

O

ë

e

Á

A

Ö

O

ì

i

Â

A

Ø

O

í

i

Ã

A

Ù

U

î

i

Ä

A

Ú

U

ï

i

Å

A

Û

U

ð

o

Æ

AE

Ü

U

ñ

n

Ç

C

Ý

Y

ò

o

È

E

Þ

TH

ó

o

É

E

ß

ss

ô

o

Ê

E

à

a

õ

o

Ë

E

á

a

ö

o

Ì

I

â

a

÷

<blank>

Í

I

ã

a

ø

o

Î

I

ä

a

ù

u

Ï

I

å

a

ú

u

Ð

D

æ

ae

û

u

Ñ

N

ç

c

ü

u

Ò

O

è

e

ý

y

Ó

O

é

e

þ

th

Ô

O

ê

e

ÿ

y

 

8                     Names Principles and Responsibilities

Certain principles are generally followed, these are:

·         Each name data element has a single owner application within each phase of Games operation. This owner application has the sole responsibility for the entry and modification of that name data element within that phase.

·         Names coming from OMS applications will be translated into the appropriate case (as defined in this document) for use by the different applications.

·         Names coming from OVR will be stored and used in the same format they are delived to ODS.

·         No titles (Prof., Dr.), awards (AM, MBE) or qualifications (BA, MA) are to be included.

·         There is no support for accented/non ASCII characters in participant names.

·         The OCOG is responsible for the correct spelling of names and the capitalisation of each element of the names. While some capitalisations will be automated these must be reviewed and verified by the OCOG.

·         The OCOG is responsible of the quality of the name truncation in all systems. While some truncations will be automated these must be reviewed and verified by the OCOG.

·         Preferred names and abbreviations of athletes are checked by International Sports Federations.

·         Scoreboard names are stored and generated in OVR only (unless foreign characters sets are used).

·         Names will be stored in the systems and available for use as appropriate. They will not be generated “on the fly” with the exception of pairs.

·         Any changes occurring in Entries or Accreditation after a sport’s transfer to OVR, will need to be communicated to the venue manually so that the same change can be made in OVR.

·         Strict UPPERCASE alphabetic sort is used for names with the family name treated as one field. (Unlike some countries where a partial (eg. de, von, van etc.) is not used in the sort). For example von BIDDER is under V and de SILVA is under D.


 

9                     Other Names and Descriptions

When describing things other than participants different rules usually apply related to language and the use of accented characters.

Some events or place names need to be respected regardless of language. This particularly applies the some accented characters are used in words where those characters are not usually used in the applicable language. This principle only applies to Latin characters.

To illustrate this, the following words are usually used in English:

Event Name:                               Épée

Country and NOC name:             Côte d'Ivoire

Where appropriate similar rules may apply at particular events for other words such as zone or venue names. For example:

Zone Name:                                Maracanã

Venue Name:                              João Havelange Stadium

10                 Document Control

10.1    File Reference

ODF R-SOG-2020 V1.1 APP

10.2    Version history

Version

Date

Comments

R4 v1.0 Draft

23 Sept 2013

First Version

R4 v1.1 SFR

4 Oct 2013

Submitted for Review

R4 v1.2 SFA

1 Nov 2013

Submitted for Approval

R4 v1.3 APP

5 Nov 2013

Approved

R4 v1.4 APP

12 Feb 2015

Approved

R4 v1.5 APP

6 Aug 2015

Approved

R4 v1.6 APP

18 Dec 2015

Approved

R4 v1.7 APP

5 Feb 2016

Approved

R-WOG-2018 V1.8 APP

22 June 2016

Approved

R-WOG-2018 V1.9 APP

23 Feb 2017

Approved

R-WOG-2018 V2.0 APP

25 May 2017

Approved

R-WOG-2018 V2.1 APP

20 July 2017

Approved

R-SOG-2020 V1.0 APP

4 May 2018

Approved

R-SOG-2020 V1.1 APP

1 Aug 2018

Approved

10.3    Change Log

Version

Status

Changes

R4 v1.0

Draft

N/A

R4 v1.1

SFR

Status Change

R4 v1.2

SFA

Document Title updated

        This Document

Updated to add other names and descriptions

1.2 Objectives

Updated to add other names and descriptions

9 Other Names and Descriptions

New section added

R4 v1.3

APP

Corrected typographical errors

R4 v1.4

APP

Apply CR4933 to change TV name format to use full uppercase in the family name (from Limited Mixed case)

R4 v1.5

APP

Change the term “Reporting Name” to “Print Name” to align with the term used in ODF.
Clarify that Info uses Print Name and not Print Initial Name.

R4 v1.6

APP

Corrected the errors in the table at 4.2.2 to match the correct descriptions in section 5

R4 v1.7

APP

General formatting/editing without changing any meaning.

Added note at 5.5 regarding the case used when team names are NOC/Country names.

R-WOG-2018 V1.8

APP

CR10246 – Add TV Team Names

R-WOG-2018 V1.9

APP

Typographical Error, change transliteration of þ to th

R-WOG-2018 V2.0

APP

1.2 – Objectives: sentence about scoreboards added in the “document is not” paragraph.

4.2 – Scoreboard Name-x: changed from Upper(O) to Mixed / Upper(O)

5.3 – Scoreboard Names: Paragraph number added

5.3 – Scoreboard Names updated.

R-WOG-2018 V2.1

APP

Added more samples for clarity

R-SOG-2020 V1.0

APP

Changed to Tokyo without content change.

R-SOG-2020 V1.1

APP

Remove note saying passport name does not go to results (added in CR15219).

CR16671: Add TV Family Name and change TV name formats

Minor editing without changing the meaning.