SayPro Participant Registration List: A database containing names, categories, video submission details, and contact information.

📂 SayPro Participant Registration List

Event: SayPro Monthly January SCDR-3 Dance Competition
Organized By: SayPro Development Competitions Office
Oversight: SayPro Development Royalty
Purpose: To maintain a secure, organized, and accessible database of all participants for judging, communication, certification, and archival purposes.

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📋 1. Database Structure Overview

The Participant Registration List is compiled into a structured spreadsheet or database (Excel, Google Sheets, or SayPro internal system), consisting of the following key fields:

Field Name	Description
Participant ID	Unique auto-generated ID for each registrant (e.g., SCDR3-007)
Full Name	Participant’s full name (as entered during registration)
Age	Age at time of competition
Division	Mini, Junior, Teen, Senior, or Open
Dance Category	Hip-Hop, Contemporary, Traditional, Freestyle, or Group
Group Name (if applicable)	Group or team name for ensemble entries
School/Studio	Name of affiliated dance school or studio (optional)
Video Submission Link	URL to video submission (e.g., YouTube unlisted, Google Drive, SayPro portal)
Submission Format	Format type: Link/Upload/Live Performance Scheduled
Contact Email	Participant or guardian’s email address
Contact Phone Number	WhatsApp or mobile number
City/Province/Country	Location info for demographic and regional data
Date of Registration	Timestamp of when participant completed registration
Payment Status	Paid / Pending / Waived (linked to transaction record)
Parent/Guardian Name	Required for minors under 18
Consent Form Submitted	Yes / No (linked to digital file if available)
Participation Type	Solo / Group

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🗂️ 2. Sample Registration Record (Solo Entry)

Field	Sample Data
Participant ID	SCDR3-024
Full Name	Lindiwe Mokoena
Age	13
Division	Junior
Dance Category	Contemporary
School/Studio	Grace Motion Studio
Video Submission Link	https://youtu.be/xyz123abc
Submission Format	YouTube Link
Contact Email	lindiwe.dance@gmail.com
Contact Phone Number	+27 62 345 6789
City/Province/Country	Soweto, Gauteng, South Africa
Date of Registration	05 January 2025
Payment Status	Paid
Parent/Guardian Name	Thandi Mokoena
Consent Form Submitted	Yes
Participation Type	Solo

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🗂️ 3. Sample Registration Record (Group Entry)

Field	Sample Data
Participant ID	SCDR3-Group-011
Full Name	N/A (Group Entry)
Group Name	The Rhythm Crew
Age	Mixed (12–14)
Division	Teen (Group)
Dance Category	Hip-Hop
School/Studio	Move Up Dance Academy
Video Submission Link	https://drive.google.com/abcdef
Submission Format	Google Drive Upload
Contact Email	therhythmcrew@gmail.com
Contact Phone Number	+27 81 234 5678
City/Province/Country	Durban, KZN, South Africa
Date of Registration	07 January 2025
Payment Status	Paid (4 dancers x R80)
Parent/Guardian Name	Not Required (All 18+)
Consent Form Submitted	Yes
Participation Type	Group

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🔐 4. Data Management & Security

• Data Entry & Validation:
  Entries are automatically logged from SayPro’s registration form into a Google Sheet or backend database. Manual entries are verified for payment and consent compliance.
• Access Control:
  Only SayPro Development Competitions staff, judges (limited fields), and authorized admins may access the full registration list.
• GDPR & POPIA Compliance:
  Participant data is handled confidentially, with explicit consent for:
  • Video use in promotion
  • Contact for future events
  • Storage for up to 12 months unless requested otherwise
• Backup & Protection:
  • Cloud backup (Google Drive or SayPro Server)
  • Encrypted payment data handled by third-party provider (e.g., PayFast)

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📤 5. Use of Registration List

Purpose	Description
Judging Coordination	Assign entries to judging panels; access video links & categories
Certificate Generation	Pull names, categories, and scores to automate certificate creation
Communication & Reminders	Send event updates, Zoom links, and feedback release announcements
Learning Resources Distribution	Email post-event materials and progress tools to participants
Social Media Highlights	Tagging and announcing winners (with consent)

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📁 6. Final Output Formats

• ✅ Google Sheet or Excel Master File
• ✅ PDF Snapshot for Judges (names, links, categories only)
• ✅ Export CSV for mailing list integration
• ✅ Consent form and video folder cross-referenced by Participant ID

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✅ Summary

The SayPro Participant Registration List is a foundational administrative tool that enables accurate coordination, transparent judging, and meaningful engagement throughout the SCDR-3 January Competition. By capturing essential data in a secure and structured format, SayPro ensures a smooth, professional competition experience aligned with its Development Royalty standards.