Instructors and Volunteers Supporting Unaccompanied Athletes

For the Pila trip you may have access to sensitive health information of those attending the trip.

This information will be emailed to you before the trip - make sure to save the forms locally on your phone. We think distributing this information and saving it locally, rather than using Athlete Manager, is appropriate because;

  • You should not rely on having an internet connection to access the documents at the time you might need them most
  • Whilst information can be relayed over the radios, this is slower and may cause distress if some of the athletes overhear

Read the forms - in particular information on behavioural likes and dislikes, allergies and diagnosed medical conditions. For athletes that have specific individual risk assessments make sure you save those locally and read them before the trip; like the medical forms the risk assessments will also be distributed before the trip.

Once the trip concludes you must delete the information that was sent to you.

  • Delete the files you saved locally, ensuring to permanently delete them from ’trash’/recycling bin
  • Delete the email and, ensuring to delete it from the ’trash’ folder

Do not ‘hang on to the forms’ for the following year - they will be sent to you again before the next trip, if you attend again in a similar capacity.

Managing Files on an iPhone (iOS)

On an iPhone ensure the documents should be saved to the On My iPhone location, which can be seen within the Files app. Do not use iCloud Drive as this may be inaccessible if you don’t have an internet connection.

At the end of the trip to delete the forms from On My iPhone;

  • From the location you saved the documents, click the three little dots on the top right
  • Click Select
  • Click on the documents you wish to delete to select them
  • Click the bin icon (like 🗑️)

Once you’ve deleted the documents from On My iPhone ensure they are deleted permanently;

  • Click the Browse tab at the bottom of the screen
  • Click Recently Deleted location
  • Click the three dots on the top right of the screen
  • Click Select
  • Click Delete All
  • Click Delete when the prompt is displayed

There is a guide on the Apple website if you are new to saving files on your phone, there is also an official guide for deleting files.

Using The Information

If there is an accident you must disclose the relevant health information to the medical professionals.

Backup

A copy of the data will also be available on an encrypted USB in the hotel. The USB is type A - the rectangular type. A dongle will also be available to convert from USB-A to USB-C. Many devices that support USB-C allow you to plug dongles in to access content.