August 29, 2024

Dear IEA Member (Coaches, Riders, Parents, Adults, and Show Officials):

Here is the latest scoop on our AccessIEA^TM database platform rollout, functionality, and timelines...

• Reminder - the AccessIEA^TM FAQs document on the Join page is constantly updated to reflect our latest release notes and known issues.
• Region President and membership coupon codes are now available upon request. If this applies to you, reach out to Kathryn Quinlan directly to request your unique code.

RIDER HISTORY IMPORT

• The IT (Dev) team has fixed the typed name acknowledgement field so that it’s no longer case sensitive.
• We were reporting issues with the rider history download earlier this week, but that bug has been resolved as of this morning.
• Results from the 2024 National Finals show are NOT INCLUDED in the rider history. 
• Reminder: Parent-users must initiate this request or certify that a rider has no IEA history to import. 
• This step must be completed before a coach can assign classes.

CLASS ASSIGNMENT FUNCTIONALITY

• Coaches may assign classes to their riders after the rider history import step is completed.
• Enforcement of advancement rules by the AccessIEA^TM platform are not 100% perfect (news flash - they weren’t in our old system either).  
• COACHES MUST CAREFULLY REVIEW RIDER HISTORY. 
• Rider history is viewable on AccessIEA^TM by going to MANAGE TEAM—>ASSIGN CLASSES view, then clicking on the rider’s member number and then PERFORMANCE on the top right.
• Rider history is still accessible by the coach logging in to our old (legacy) system.
• COACHES ARE RESPONSIBLE FOR THE PROPER PLACEMENT OF RIDERS WITHIN THE FRAMEWORK OF THE IEA CLASS ASSIGNMENT/ELIGIBILITY CRITERIA AND ADVANCEMENT RULES.
• This includes advancement rules that apply due to participation/placings at National Finals.
• Please contact the Membership Office with any class assignment questions or issues.

SHOW ENTRIES

• We’re still working on the show functionality in the new platform.
• For shows throughout September, we will continue the system that we started in August.
• Jennifer (Jenn) Eaton is reaching out to show managers of upcoming shows with the explanations of the plan.
• PRIZE LISTS are posted as links on the tentative show calendar(s).
• Entry information is listed in the PRIZE LIST.
• Jenn and the membership office team are creating eligibility lists and class lists based upon teams entered in the show. 
• Coaches should contact the show managers with questions about entries or changes to entries - NOT Jenn!
• Teams with PENDING status, riders with PENDING status, and riders without classes assigned may still submit entries to shows. Due to the bug with the show hosting application, we are determining team/rider eligibility outside of those factors.

SHOW RESULTS

• IEA will create a CSV (spreadsheet) file with the results for each show starting in the 3rd week of September. We will probably not have show records for each rider until we upload points for these early shows in the new platform (targeted for November.)

The membership office team is continuing to do heroic-level work helping our members through this new enrollment process and we appreciate everyone's patience as we work hard to answer hundreds of emails and phone calls. Replies are typically taking a few days right now. If you leave a voicemail, please give detailed information about your question so that we can solve your problem quickly. Thank you again for joining us and helping in this learning/growing process. IEA offices will be closed on Monday for Labor Day and will re-open on Tuesday at 10:00am EDT.

SUMMARY - HERE IS WHAT YOU CAN DO NOW IN AccessIEA^TM

• Join as a Coach
• Coaches can set up their Teams
• Join as a Youth Rider
• Join as an Adult Rider
• Join as an Adult Contributing Member (non-riding)
• Join as a Junior Education Member (non-riding)
• Coaches can purchase insurance
• Coaches and ACM's can set up show host applications
• Parent-Users can import rider history
• Coaches can assign classes to returning riders

COMING SOON:

• Automatically generated Prize Lists
• Automatically generated Show Programs
• Posted Show Results

Questions or issues can be forwarded to info@rideiea.org. Thank you.

** SPECIAL PROCEDURES FOR THE 2024-2025 COMPETITION SEASON

For all riders registering for the 2024-2025 competition season, their RIDER CLASS DETERMINATION DATE in which prior non-IEA SHOW EXPERIENCE counts when matching skill level and experience to class descriptions and eligibility criteria will be JUNE 3, 2024.

Any non-IEA experience occurring after June 3, 2024 will not impact a rider’s placement for the 2024-2025 competition season.

Interscholastic Equestrian Association

Membership Office

4 Railroad Avenue, Suite 305

Wakefield, MA 01880



Hours: Monday - Friday 10:00am - 4:00pm (Eastern)

Phone: 877-RIDE-IEA | 877-743-3432

Fax: 508-597-7373

www.rideiea.org | info@rideiea.org