Dear SSL community

In the past years the SSL committee received more teams sign up for the RoboCup Small Size League competition than the event can host. Similar to last year, a slot allocation system will be used. For the RoboCup 2026 OC/TC has improved the slot allocation system with increased transparency for participating teams.

The changes also reflect the advice of the Trustees to not use proof of payment when determining if a team is committed. The SSL teams also expressed negative feedback last year regarding this requirement. This year, the OC is requesting a “Letter of Commitment" in lieu of proof of payment. This brings the SSL closer to the process used by the HSL.

The qualification process is explained below and is designed with the intent to have a fair slot allocation process. The system consists of ranked waitlists and an invitation pool so the status of every team will be clear.

The Qualification Waitlist (Blue)

All teams will start in the qualification waitlist, ranked by quality of qualification materials (video + TDP). When space becomes available in the Awaiting Response List and there are no eligible teams in the invitation declined waitlist, teams are moved in order of qualification ranking.

The Awaiting Response List (Orange)

The awaiting response list holds teams who have been offered a slot by the TC/OC, but who have not yet supplied a written letter of commitment. Teams on the awaiting response list are given 3 weeks from the time they are emailed by the TC/OC to supply the letter of commitment. This deadline is publicly posted on the qualification spreadsheet so other teams know when they might be offered a spot. If a team fails to supply a letter of commitment within the time frame, they are automatically moved to the Invitation Declined Waitlist (Purple, see below).

The Awaiting Response List is always the same size as the number of remaining (unfilled) slots of the Committed List. When a team commits, the size of the Awaiting Response List decreases by one. If a team on the Committed List has to withdraw, the size of the Awaiting Response List will increase again.

When a slot becomes available in the awaiting response list, a team is moved from:

1.

The Invitation Declined Waitlist. If a team who was offered a slot declined but is now able to attend, they are given the first priority if a slot opens. They still have 3 weeks to supply a letter of commitment. Teams that have pre-supplied a letter of commitment are immediately moved to the Committed List. 2.

The Qualification Wait List. If there are no teams in the Invitation Declined Waitlist or none of the teams on the Invitation Declined Waitlist determined they are now able to attend, then a team from the Qualification Wait list will be offered a slot. Once a letter of commitment is provided, the team is moved to the committed list.

The Committed List (Green)

Teams that are on the committed list have a guaranteed registration slot at competition. Teams join the committed list when they are offered a registration slot, and provide a letter of commitment within the allowed window.

The Invitation Declined Waitlist (Purple)

If a team is moved into the awaiting response list and determines they are unable to provide a letter of commitment (or otherwise cannot logistically or financially commit), the team is moved to the invitation declined waitlist. The invitation declined waitlist is NOT ranking based. Teams that enter the invitation declined waitlist first, stay at the top. This incentivizes teams that know they have low probability of being able to attend to notify the TC/OC early. If circumstances change, they will have the highest priority when a slot opens.

If a team on this waitlist does determine they are not able to attend, they should email the TC/OC and we will note the change in status. If a slot opens in the awaiting response list, teams in the invitation declined waitlist (who have notified the TC/OC they are now able to attend) will be given the first priority to provide a letter of commitment. Teams may pre-provide this letter when notifying the TC/OC of the change in their status, and if this letter is pre-provided the team on the invitation declined waitlist will be immediately moved to the committed list and slot secured.

Anonymity

To keep the ranking of the teams anonymous for the community, each team will receive a team number with their qualification confirmation. The slot allocation document will contain the team numbers but not the team names. This way, teams can only know their own ranking and position, but not the one from other teams.

The Letter of Commitment

To confirm your slot, you must submit a signed letter addressed to the SSL Committee. By signing, your team commits to:

-

Participation: Attending the RoboCup 2026 competition in person. -

Referee Availability: Providing at least one team member with expert knowledge of the rules to serve as a referee.

Confirmation Requirements

1.

Letter: Use the official template here https://docs.google.com/document/d/1e3yKLIwWmLYHl7kA23inThVRoMIKvv4_a5QQQlH-JCM/edit?usp=sharing . 2.

Sign: Must be signed by the team leader (handwritten or digital). 3.

Send: Attach the file (JPG, PNG, or PDF) to your confirmation email.

Important Note: Please only submit this letter if your team is certain of its ability to attend. If you have concerns regarding funding or your team’s capabilities, we recommend declining the slot early to move to the Invitation Declined Waitlist. Withdrawing after submitting a Letter of Commitment may negatively impact your team’s future applications, with penalties increasing as the competition date approaches. Remember that by taking up a slot, you might stop other teams from participating. Doing so and not showing up for preventable reasons is a major offense to the SSL community.

Kind regards,

SSL OC/TC/EC