© Copyright 2013 - 2017 Ontario Swimming Officials’ Association 1 September 2014 Meet Manager...

© Copyright 2013 - 2017 Ontario Swimming Officials’ Association

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September 2014

Meet Manager Clinic

© Copyright 2013 - 2017Ontario Swimming Officials’ Association

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Today

Experience – Meet ManagerCommitment of the Meet ManagerDecision to Host a MeetMeet Management Options and ConsiderationsMeet PreparationStart of MeetMeet OperationAfter the MeetReview Handouts, if requiredQuestionnaire – 20 minutesReview (answers)


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Experience – Meet ManagerA Meet Manager’s first step is taking this clinic

The following are recommendations for the Meet Manager position:

Time Trials: The Meet Manager should also have taken the following clinics:

Chief Finish Judge, Recorder/ Scorer, Clerk of Course LI or LII official

Small Swim Meets: Timed final invitational < 300 swimmers The Meet Manager should also have taken the following clinics:

Chief Finish Judge, Recorder/ Scorer, Clerk of Course Should have some sign-off’s for these deck positions LI or LII official, with Meet Management office experience


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Experience – Meet Manager

The following are recommendations for the Meet Manager position:

Large Swim Meets: Timed final or prelim/ final invitational, regional, provincial, national

meets The Meet Manager needs to have extensive Meet Management

experience Level III official


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Commitment of the Meet Manager

The overall role focuses on managing meets, not performing specific tasks: Delegate

Prior to taking on the role, make a personal commitment: Availability of time (throughout pre-meet period, during meet,

and for follow up) Ability to delegate work to volunteers, maintain teamwork,

and adherence to timelines Ability to monitor progress on multiple priorities


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Decision to Host a Meet

The decision to host a swim meet should be made sufficiently in advance to allow proper organizationDetermine the timing and type of meet in concert with head coach (see Meet Options)For a new club, with inexperienced officials, consider hosting a developmental meet first and then move on to more complex meets such as an invitational or provincial meetGet information about the meet calendar for the area. This will affect your ability to attract swimmers, as well as availability of officialsOn https://registration.swimming.ca/Login.aspx, complete and submit the Meet Sanction application along with the Meet Package (you will require username and password from your club registrar to log on this site)


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Meet OptionsALL swim meets/ time trials require a sanction that is completed on the SNC registration system and sanctioned by Swim OntarioOptions on sanction: Open or closed swim meet Invitational or championship Age group or senior Time standard/ no time standard Short course/ long course (single/ double ended) Traditional or mixed gender (novelty)

SNC - All individual races must be held as separate gender events for record purposes


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Bid Meets

Regional and provincial championship meets are awarded by vote/ bid respectivelyAvailable meets are announced on the Swim Ontario or regional websites, by e-mail, or snail mailTerms subject to provincial or regional policies, usually set out in their bid and/ or meet informationAssistance with officials is often availableNational meets usually awarded to a provincial “team”, in conjunction with a local Meet CommitteeA Meet Package is often provided


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Meet ConsiderationsIn consultation with coach: Meet options Consistency with training/ development schedules

Timing: Meet calendar Pool schedule

Officials: Sanction requires a Level IV or V for Meet Referee

Class II Time Trial – can be a Level III if approved by Regional Official Representative (ROR)

Availability and training of sufficient number of volunteers for positions such as Safety Marshal, Timekeepers, Strokes and Turns, Clerk of Course, Marshalling, CFJ, etc.

Availability of senior officials from other clubs for mentoring, training, and positions such as Starter and Session Referee


1010

Establish a Meet CommitteeMeet ManagerMeet Office ChairpersonMeet Referee - Senior LIV/ Master LV Official – major officialsOfficials Chairperson – minor officialsElectronics Chairperson (if electronic timing system available)Awards ChairpersonConcession ChairpersonOfficials Food ChairpersonPublicityHead CoachSponsors Chairperson Billeting Chairperson


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Sequence of ActivitiesCoordinate with head coach

Organizing Meetings: Assignment of responsibilities Team building Reporting procedures

Confirm facilities and services (electronics)

Budget: Cost of pool rental, fees for individual events and relays Sponsorship possibilities Contribution to club finances


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Sequence of Activities

Prepare Meet Package: Event listing + qualifying/ de-qualifying standards Specific information for that meet

Scratch Rules defined; S/C L/C conversions; separate gender swimming;

Split times; Swimsuit Rules; LTADS; Warm-up procedures

Determine volunteer requirements Grid prepared of all required positions for larger meets

Prepare and submit Sanction Application Swimming Natation Canada (SNC) website


1313

SNC Website

Start of sanctioning process

This is the location of all official documentation and electronic files for the sanctioned meet: Approved Meet Sanction with number Valid Meet Package Event file for coaches software (Team Manager) Entry management area A Post Meet Report – Swim Ontario Gold Bonus fees Results file


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SNC Website

Public access https://www.swimming.ca/MeetList.aspx

Login for club and Meet Manager is required

Access for Meet Manager https://registration.swimming.ca/Login.aspx

https://www.swimming.ca/MeetList.aspx



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SNC Website

https://registration.swimming.ca/Login.aspx



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SNC Website

Updates – SNC guides, instructionsMy Info – Meet Managers contact informationMeet List – Sanctions status for each swim meetSwimmer Lookup – Current and historical listing of athletes ID + DOBSupport & FAQ – Assistance

Meet Manager


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SNC Website

Your club’s name

Your club’s meet names

Meet Manager


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SNC WebsiteMeet Lists/ Meet Sanctions: List your meet early to advertise (without sanction) Apply for a sanction

Your Meet Package is required when you apply for a sanction and should include the following info: Policies:

LTADS – September 2008 Swimsuit Policy – September 2009 Warm-Up Procedures – June 27, 2014

Rule Changes: Scratch Rules; Conversions; Separate Gender swimming;

Official Splits


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SNC Website

First section of the Meet Sanction application screen


2020

SNC Website Coaches must use entry area to submit teams entry file

Include details in your Meet Package

Site validates swimmer registration number, birth date, club, etc. upon upload of club’s event file

Use of validation of entries prevents delays when

uploading the results following the meet

Notification of entry file received to MM e-mail

Can post status of entry file Accepted, rejected, pending

Can send e-mails to coaches from this page


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SNC Website

Club info:1) Short name2) Event file3) Coach 4) Coach contact

Meet Name Meet Manager

Most recent only


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Contents of a Typical Meet Package

Sanction form Meet Classification - open/ closed

invitational, developmental, championship, etc.

Dates of the meet Facility name, location, and

helpful information (parking, access, hotels)

SNC safety rulesLTADS Document - Warm-up times, starting times, finish times for sessions, prelims/ finals

Maximum session – 4 ½ hrsEntry limit (if any) and entry deadlineQualifying times, de-qualifying timesFormat: timed finals, prelims, finals Deck entriesEntry Fees - individual, relaysRelay rules

Meet rules, including starting proceduresAge groupsPool detailsScratchesScoringAwards (See LTADS)Results (See LTADS)Distance Events - specifics (i.e. 2 swimmers per lane, limit # of swimmers, etc.) Coaches' meeting, time, location Event scheduleEntry Grids - encourage Hy-Tek computer entries Billet/ accommodation informationContact informationResponsibility for swimmer – each individual club is responsible for their swimmers; during and between meet sessions


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Swim Ontario RequirementsLTADS September 2008 impact: 12 and under time finals for individual and relay events Single age increment std’s for 14 and under

Invitational – Oct 2009 suspended single age group for results

Individual awards for individual event performances Invitational – Oct 2009 suspended single age group for

awards 4 ½ hours sessions excluding warm-ups


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Swimsuit Policy September 2009


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Hy-Tek event file for meet: www.swimming.ca/MeetList.aspx Quebec teams use different software - “SPLASH”

High School meet entries – some still manually accepted: Printed Grids, Delivery formats (fax, mail)

Time cards completed by participating coaches (novice, dual meets)

Entry closing dates

Payment of fees

Confirmation of entries

http://www.swimming.ca/MeetList.aspx


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Class II Time Trials – the required meet package can be found on the Swim Ontario website www.swimontario.com -> Club Services -> Forms -> Time Trial TemplateInvitationals – sample meet package also found at website above for new Meet Managers needed to start from scratch -> Swim Meet Package Template Every approved sanction has a meet package attached. Go to

www.swimming.ca/MeetList.aspx and view them under each swim meet listing for more samples

http://www.swimontario.com/

http://www.swimming.ca/MeetList.aspx


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AwardsForm a committee of 2 - 3 people to handle the awardsCalculate the number of medals, ribbons required:

Count manually or use the MM software to estimate Remember to add extra for ties and Para awards

Order awards approximately 3 months prior to the meetDecide if you will be presenting medals during the meet: If you present on deck, who will do the presenting, and when will

you present Consider how you will find the winners if presentation is not done

close to the event in which they swam Session Referee and Starter must be briefed if the session is

interrupted for awards


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AwardsHy-Tek can produce and print result tags for events after scored. These can then be attached to the ribbon/ medal. If you are not using Hy-Tek, name/ event tags should be arranged before the meet and once the event is completed Volunteers can hand write the winning information on the

ribbon/ medalUse large envelopes to organize the ribbons/ medals by club and arrange for clubs to pick-up their awards at the conclusion of the meet. It is very costly to mail awards. Good idea to mention in coaches meeting


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Billeting

Determine whether as host club, you are going to be responsible for billeting some of the out-of-town swimmersThe placing of billets can be a real chore if not organized by a committee, but also impacts the attractiveness of your eventRemember to consider legal risks and exposureEstablish the number of swimmers than you can comfortably handleIndicate in your Meet Package whether limited billeting is offered

Billeting in Ontario is not as widely used as out west in more remote areas.

If you choose to billet, you will require a committee that can handle this function. All requirements must be discussed and put into place to make the athlete’s and team’s visit as enjoyable as possible.

An unhappy club in a not so good billet situation will have a lousy swim meet and may never return to your meet.


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Billeting

A team of 2 - 3 individuals with a co-ordinator is preferred:

Copy all billet requests that arrive with the entries, for the billet co-ordinator If you depend on other clubs in the area to assist in the billeting, make sure

you talk to these clubs well in advance of the entry deadline to solicit support

Keep a list of chaperone names and contact number's in case of billeting problems

Be available during and after the first session to solve any last minute billeting problems

Prepare a list of billets and their billeting family/ phone number that can be given to the chaperone of each club requiring billeting

Maintain spots for 1-2 swimmers that may not have made the original list supplied (usually a few last minute cancellations create some openings)

Maintain a complete and up-to-date list of billet assignments, available at the pool at all times, for emergency contact and follow up


3131

Organizing Officials

If necessary, ask for help in your Meet Package and have the clubs send their list of names, phone numbers, and qualifications along with their entriesDivide responsibility between senior officials and local officials chairperson to arrange for officialsIn any event, have the majority of the positions filled before the start of the meetConfirm status of officials’ assignments to Regional Official Representatives 10 DAYS prior to meetPublish schedule and assignments as soon as it is finalized


3232

Organizing OfficialsArrange 2 - 3 spare Timekeepers on call in case of sickness or no-shows

Organize the officials room with required supplies for that session

Designate a person to greet and sign-in the officials as they arrive, direct them to the heat sheets and equipment needed for their position and answer any questions All officials working a session must be recorded

Have all positions posted in the officials' room If there are openings for other sessions, officials can sign-up

where they see the empty positions


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Organizing Officials

www.osoa.ca – official’s registration Meets – new in 2013

Set up your meet, add your sessions: Officials can register directly from their own account Meet Admin can add officials that e-mail their

availabilility Assign deck positions, after meet confirm worked

positionsMeet Referee, COC, or official co-ordinator can

be given Meet Admin access (see your ROR’s)

http://www.osoa.ca/


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Producing/ Selling Heat Sheets

Produced in time between entry deadline and start of meet considering likelihood of significant changes to entriesSponsors and advertising inserts, endorsementsPrograms for finals cannot be prepared until prelims have finished Access to fast photocopier – print more copies as neededCopies of programs/ heat sheets: Minimize versions with heat start times Copies for Sale: Pricing; Estimated number is # of swimmers per session/ 2 Copies for coaches, officials, HLT, canteen, photographers,… Copies for Senior Officials: Meet Referee, Session Referee, Starter, Chief

Timekeeper, Clerk of Course, electronics, Chief Finish Judge, and Recorder/ Scorer, S & T Judges on turn or bulkhead

Copies for swimmers posted on deck, in check-in area, if marshallingCarded/ cardless, positive check-in vs. scratch only


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Food for Officials and Coaches

A good supply of water, coffee, cold drinks, veggies, cheese and crackers, cookies, etc. will keep officials and teams coming back to future meetsConsider refilling water bottles to reduce wasteMeals may be offered between sessions if one or more prelims/ timed finals plus finals Food sponsors can usually be found for a small ad in your program Be sure to visit the pool deck with water and snacks during the sessions for the officials


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ConcessionsYour concession chairperson should have a team of reliable assistants to help during all sessions Depending on the pool facility, it may be possible to have food available (purchased or donated) that can be sold to swimmers, parents, etc. Some pools do not allow this as they have their own concession

Decide if meet T-shirts (or other swimming supplies) will be designed and sold Decide if vendors (eg. Aquasport) will be invited to large meets Check facility guidelines Agree on revenue sharing


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Time Management

Swim Ontario regulation that sessions are not to exceed 4½ hours Analyze your meet needs: Number of lanes Single/ double ended Para Swimmers – refer to coach for any changes Events Level and age of swimmers


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Hints on Calculating Timing

Look for the slowest time for each heat in each event and allow another 30 seconds for each heat Timing out the meet is essential and if done correctly you can usually be within 15 minutes of the actual time it takes Hy-Tek will provide a timed printout for each session. Interval of 30 seconds between heats provides for extra time to deal with delays: DQ’s, inexperienced officials, age of swimmers Electronic malfunctions or pad changes Delays to move starts to other end of the pool, etc.


3939

Optimize TimeConsider timed finals for some of the longer events, particularly in the younger age groups 400m Free/ 400m IM/ 800m Free/ 1500m Free

Limit the number of entries in longer events Use an experienced Referee, Starter, and Clerk of Course. Consider keeping swimmers in the water at end of races, and starting “over the top”Swim 2/ lane in the longer events such as 400m, 800m, 1500m Free but consult electronics on implications. May need all manual times.Double ended meets - short course as well as long courseSenior Seed 800m Free/ 1500m Free - fastest to slowest all ages combined, age groups may be separated out for results


4040

Facility RelationsCheck with the pool administration at least 1 month before the start of the meet to ensure all arrangements are in place. Suggest a letter outlining all requests

Garbage collection, tables, chairs, podium, bleachers, warm-up and session times for life guards, numbers of swimmers in pool for warm-up, etc.

Get to know the staff at the pool you will be working with during the meet Check a few days before the meet to ensure requests are in

order Access rules for photographersElectronics equipment set-up, operation, and maintenance/ repair


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EquipmentClip boards Pens/ pencils, sharpenerStaplers, staplesPaper clips, elastic bandsCalculatorStarting gun with ammunitionMicrophone for StarterStop watchesWhistleExtra entry cardsRelay card stockDuct tapeFor distance events

Bells (1 per lane is best) Lap counter sheets for Starter, Session

Referee

White/ chalk board for marshalling and/ or resultsA reliable photocopierComputer equipment, printer, printer cartridges, extension cordsAll software packages neededSession time signs for spectatorsSigns for posting results Masking tapeWhite paperColoured paper for master listsDQ slips on coloured paperScratch forms on coloured paperReceipt book for meet feesColoured vests for Safety Marshals (nice to have)


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Pool Equipment(if not provided by facility)

False start ropeLane numbers for blocks lane 1 on far right looking down the pool

Back stroke flagsPylons to close blocks during warm-upBells for distance eventsMark 15m from pool ends for Turn JudgesSeating for teamsChairs for TimekeepersMedal podium if presenting medals Electronic timing equipment (wiring, pads, starter, starting flash, computer)


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Before and at Start of MeetSuggest printing relay cards before the meet starts Arrive at the pool 1½ hours before the start of the warm-ups for the first sessionPost the most current SNC warm-up procedures around deck area. These are in effect at ALL Canadian meets and must be displayed Post signage for deck access: “Only competitors, certified coaches and officials are allowed

on deck. NO other persons are permitted on deck unless expressly authorized by Meet Management.”


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Before and at Start of MeetMeet with the Referee to discuss coaches meeting and specifics of the meet, such as changes to the program, heats that go directly to finals, handling of distance events, etc. NEW in May 01, 2014… Swim Ontario has produced Coach Compliance ID cards Coach Compliant List on Swim Ontario website updated weekly if

coach does not have their ID card Print out the most current Coach Compliant List

All coaches must have proper accreditation to be on the deck during a sanctioned swim meet

Before handing out their coaches package, confirm compliancy

Distribute coaches meeting agenda, relay cards, session time-outs, any other meet information to the coaches Create a team box in MM office or hand out individually


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Before and at Start of Meet

Run coaches meeting with RefereeEnsure Safety Marshals are ready to control sprint, pace lanesEnsure someone is in Meet Manager office to answer questions and collect cheques for meet fees and write receipts Maintain official’s sign-up, including late additions (insurance regulations)


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Coaches’ Meeting

Schedule for just prior to start of warm-ups away from the pool deck

Conducted with the Meet Referee

Suggest agenda of topics to be discussed such as: Facilities, session time outs, any changes to the meet Scratch procedures Any questions

Define the working deck


4747

Opening CeremoniesGenerally only used for multi-day meets with prelims and finals

Music/ bagpiper for march on of officials for finals is a nice touch

Opening remarks: No more than 10 minutes Introduce sponsors and key senior officials

National Anthem: Test sound system with CD prior to first day Versions available on Canadian Heritage website

http://www.pch.gc.ca/progs/cpsc-ccsp/sc-cs/anthem_e.cfm


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During the Meet

Jury of Appeal: Refer to swimming rules for details Role of the chairperson of the jury

Meet Commission

Meet Management office responsibilities


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Meet Management Office

Need 2 - 4 volunteers to assist Meet Manager with operation of session

Number depends on complexity of meet Single ended, relays at end of session - fewer staff

Need to arrive 1 hour before start of session

Need to have good computer skills, attention to detail, able to meet strict time deadlines


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Meet Management Office Responsibilities

Process scratches before session start

Produce lane timer sheets

Process and distribute relay cards, if required

Organize swim-offs, if required

Prepare for finals, if required

Organize paperwork for Provincial or National records, if required


5151


Process scratches before session start: Follow terms in Meet Package Encourage coaches to inform Meet Manager of

any known scratches: Could use empty lanes for deck entries, missed swims in

development meets, etc. Starter and Referee can operate more efficiently

Mark scratches on session master, lane timer sheets, heat sheets for Starter, Session Referee


5252


Produce lane timer sheets: Should reflect scratches received If many heats in event, break lane/ timer sheets into smaller

groups so CFJ does not fall behind Continuous Feed, two events per page, or one event per page

Consider distance paperwork: If time cards available, actual splits on back Lap counter sheets to assist counting of laps

Less chance of losing track of laps and not finishing race at correct point


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Example of distance lane/ lap counter sheets Event 3800 Free

HEAT:LANE:

Swimmers:Left Right

Split Times: Split Times:

50 m 50 m

100m 100m

150m 150m

200m 200m

250m 250m

300m 300m

350m 350m

400m 400m

450m 450m

500m 500m

550m 550m

600m 600m

650m 650m

700m 700m

750m 750m

Final time Final time


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Process and distribute relay cards if available: Can be very time consuming for heavily subscribed meets Accuracy is very important:

Print out the relay events for a master page Check off cards returned by coaches on master If using Hy-Tek, update any changes to the swimmers and/ or

relay order Follow-up with coaches for any cards not returned Arrange cards in heat/ lane order for Clerk of Course OR event,

lane order for Timekeepers Distribute cards to Clerk of Course OR Timekeepers, be

consistent


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Organize swim-offs, if required Chief Finish Judge may see tie for place in finals or

alternate swimmers during listing/ scoring Tied swimmers can swim again to determine placing

Meet Manager and Referee decide on best time to swim

Consider end of session, start time of next session, other swims for swimmers involved, order of events in finals


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Organize swim-offs, if required: Inform coaches and get decision

May decide not to do the swim-off Notify Session Referee, Starter, electronics, Chief

Timekeeper, Timekeepers, coaches for lane assignments, announcer (if used)

Prepare lane timer sheets/ time cards for swim-off Handle Judge’s Decision for original event then

repost results


5757


Prepare for finals: Follow terms in Meet Package for:

All Scratch Rules A/ B finals, split by age group, gender

Seed heats with results of prelims Produce programs for sale and heat sheets for

officials Produce document for Clerk of Course to use to

check in swimmers


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Prepare for finals Clerk of Course document:

Allows the session to run more smoothly and ensures lanes are filled

Lists all swimmers and alternates by club in final session Coaches sign off that swimmers are present or scratched

before the session starts Heats adjusted and alternates notified before the events


5959


Prepare for finals During warm-up of finals:

Monitor adjustments by Clerk of Course Repost heat sheets for swimmers Create lane timer sheets


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Organize paperwork for provincial or national records, if required: Records can be input into the MM software prior to the swim

meet, set up to flag on results Coaches may mention before swim that record may be

broken Record application is on SNC website under Statistics with

list of documents required – new Jun 2010https://www.swimming.ca/RecordApplicationProcedure

Best to get signatures while officials (Referee, Chief Timekeeper, etc.) on deck

https://www.swimming.ca/RecordApplicationProcedure


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Jury of AppealMeet Manager acts as the Chairperson of the Jury should there be any written protests: Select 3 - 5 most senior officials to serve as members of the jury

Must be an odd number Members should not be involved in the protest

Deal only with the matters being protested Interview all involved officials and/ or coaches to make an objective decision Be decisive i.e. make objective decisions as expediently as possible

To be held immediately following the sessionThe Chairperson does not have a vote The Chairperson does not express his/ her opinion He/ she should direct the jurors to consider all pertinent facts (Referee, ruling official) and then to make a decision The Chairperson completes the report of the Jury of Appeal and gives a copy to the protester and Session Referee

After the swim meet, the Meet Manager maintains the original with their records and sends a copy of this report to Swim Ontario along with payment for the Gold Bonus


6262

Meet Commission

SNC Meet Commission (Refer to Rulebook SNC 1.2.1 and SNC 1.2.2)

SNC 1.2.2 The Meet Commission shall have jurisdiction over all matters not assigned by the rulebook to the Referee, judges, or other officials. The Meet Commission shall give directions consistent with rules adopted for the conducting of any competition. Responsibilities include:

a) the inspection and control of all technical equipment prior to and during the competition;

b) finalizing and approving rosters for senior official appointments at the competition;

c) the conduct of the competition itself;

d) investigating cases of protest as preparation for the Jury of Appeal.


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Meet Manager Responsibility

Incident Reports Throughout the meet, swimmers and/ or officials may

require assistance by the lifeguards If the incident delays the meet, the Session Referee needs to

make sure the Meet Manager is aware Incident Reports are prepared at the time of each incident by

the lifeguards The Meet Manager needs to:

• Attain a copy of the incident report to send to Swim Ontario and maintain with the swim meet files

• If unable to attain a copy due to PIPEDA, send a hand-written report to Swim Ontario detailing what information they have with the parent’s consent.


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After the MeetLoad Results file to SNC site – 48 hours: Will not load if any discrepancies in swimmer registration number,

name, birth date, club All issues need to be resolved before file is accepted

Out of country swimmers require SO proof of residency and club insurance. Your file will not upload. Once you have resolved all other issues, send a copy to SO and they will upload.

Coaches also waiting for resultsPost Meet SO Fee report, results are produced by the SNC site and can be seen in Meet Manager area Send a copy of the Post Meet Report along with payment for these

fees to Swim Ontario Attach to this paperwork any Jury of Appeals paperwork and any

Incident Reports

Send records paperwork to SNC and provincial officeThank you notes/ e-mails to volunteers, especially out-of-clubSign NOC expense form for qualified officialsWrap up Meeting


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Sample Formssee SNC clinics on Swimming Canada

Sanction Application FormSample BudgetSample Meet Package, including SNC Safety ProceduresJury of AppealOfficial ProtestNational and Provincial Record FormEntry GridPre-Meet Check-listMeet Report and Gold BonusMeet Manager ChecklistOffice Manager ChecklistOfficials’ Chair ChecklistProgram Manager ChecklistNOC Expense Form


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MASTERS

Masters meets have some different procedures and rules, also a different environment than SNC meets


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Hosting and Sanctioning

A Masters meet should be hosted by a Masters Club

MSO has a two stage sanction process, see MSO website 1. Submit date, location, and type of competition 2. Submit full meet package


6868

ParticipantsAll participants must be registered with MSO or another Provincial or National Masters organizationAll participants must have reached their 18th birthday the first day of the meet, their age is as of December 31.Participants are divided into age groups in five year increments, starting with 18 – 24, 25 – 29, 30 – 34, etc.Relay age group are the total age of the four swimmers. Age groups are 72 – 99, 100 – 119, 120 – 159, then in 40 year incrementsMany Masters Clubs do not have the discipline of SNC Clubs, many swimmers self enter, there are few coaches at a meet, information on meet should be available to allIn addition to the competition, Masters are there for the fitness, fun and socializing, which creates a more relaxed atmosphereIn addition to Officials food, liquid refreshments and light food should be available, free of charge, to all participants during the meet. A light meal should be provided to all involved after the meet


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Masters Rules

Masters have their own rules, provided by MSC, based on FINA, which are different in some areas to SNC RulesMSC warm–up rules must be posted and complied withAll Masters events are timed finalsAll events are swum slowest to fastestThere are no qualifying times


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Masters Rules

Seeding can be by time, by time and gender, or by age, time and gender. Age, time and gender is only used in Championships for events under 400m.Freestyle events of 400m or over may be swum two per lane Open individual and relay events are allowed. A swimmer can only swim once in an open event. The stroke swum by each swimmer must be noted by the officials and stated in the results.


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Records and Results

Ontario Records shall be posted at the pool, Canadian Records shall be posted for NationalsSwimmers who believe they might set a record should inform the Referee - three manual times or equivalent are requiredPotential World Records require forms filled out at the meet, signed by officials and submitted to the MSO Ontario Recorder who will pass it on to the National Recorder. This process is time sensitive. Results, ideally on Hy-Tek, should be submitted immediately to MSO and MSCResults for all events, including open events (ensure strokes are accurately listed) and relays must be separated into gender, stroke, and age-groupContribution to officials - A fee of $2.00 per registered swimmer, $5.00 at Championships, shall be sent to OSOA, Masters support for officials training.


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72

Meet Manager - Questionnaire

Questions before we begin?

We will use the questionnaire for the correct answers

Remember…there may be one or more correct answers for each question

20 minutes


7373

1. Some of the responsibilities of the Meet Manager are to:

a. Organize and plan the meet b. Ensure the pool is available and booked c. Acquire necessary equipment such as computers, copiers,

extra timing systems d. Ensure that the meet is staffed properly e. Operate the automatic placing and timing system f. Prepare and distribute the meet invitation g. Provide the Clerk of Course with necessary paperworkh. Prepare entry lists or heat sheets



7474

1. Some of the responsibilities of the Meet Manager are to:

i. Ensure each race is conducted fairly j. Issue complete lists of resultsk. Ensure disqualified swimmers are listed at the end of the event l. Process record applications m. Serve as Chairperson of any Jury of Appeal n. Buy awards o. Arrange provision of food for officials p. Organize warm-up conditions q. Publish safety rules for warm-ups r. Obtain approval/ sanction for the meet s. Keep financial books for the meet



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2. An "Open" meet is:

a. Available only to those who are not age-group swimmers

b. Available to all swimmers registered with SNC c. Available to all age groups but restricted to one

province d. Held outdoors as an open water long distance

event



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3. A "Senior" event is an event for which:

a. There are NO age restrictions

b. Swimmers must be at least 18 years old

c. Only Masters swimmers are eligible



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4. The following Age Groups are Nationally recognized for records, etc.:

a. 10 years and under

b. 11 - 12 years

c. 13 years

d. 14 - 15 years

e. 15 - 17 years

f. 13 - 14 years

g. 15 years and over

h. 8 years and under


See SNC clinic and SNC website under records


7878

5. In order for the results of a swim meet to be officially recognized for SNC records or for future qualifying times, the meet must:

a. Be conducted as an "Open" meet

b. Be approved by the provincial section

c. Use an approved automatic placing and timing system



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6. Applications for meet sanctions are normally sent to the:

a. SNC national office

b. Provincial Section office

c. Provincial Officials' Chairperson

d. Provincial Sanction Officer so designated by the section

e. https://registration.swimming.ca/Login.aspx



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7. An Application for meet approval:

a. Shall be submitted for each individual meet

b. Shall be accompanied by a copy of the meet invitation or Meet Package

c. Is needed for Class Two Time Trials



8181

8. Mixed competition (males and females competing with one another) shall be permitted:

a. In an age group meet

b. As a novelty event

c. In a Senior meet

d. In time trials

e. In mixed relays



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9. In pre-seeded meets, primary responsibility for seeding each event lies with the:

a. Referee

b. Meet Manager

c. Clerk of Course

d. Marshal



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10. The Meet Manager has the responsibility of notifying the following people 10 days prior to the meet regarding staffing:

a. Regional Officials Representatives

b. President of the Provincial Section

c. SNC Statistician



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11. The term "Short Course" refers to a:

a. 25yd pool

b. Meet in a 25yd pool

c. Meet in a 50m pool

d. 25m pool

e. Pool that is shorter than regulation length



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12. Non-regulation length pools may be used for SNC-approved competitions:

a. At no time

b. At the local or PS level only

c. During the summer break



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13. EQUIPMENT/ POOL SETUP: When standing at the starting end of the pool, facing the course, you will find lane number one (1) to be:

a. On your far left

b. On your far right

c. Immediately to the right of the centre lane



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14. The following pool and equipment conditions are correct if:

a. The end walls of the pool are parallel and verticalb. Both end walls or bulkhead walls extend at least 0.80m below

the water surfacec. Free movement of officials is provided along the length of the

bulkhead if the pool is more than 9m wided. Each lane is not less than 2.0m wide and unobstructede. The top surface of the starting blocks is at least 0.5m x 0.5mf. Backstroke grips protrude beyond the vertical plane of the

end-wall, over the water surfaceg. The false start recall rope is 15m from the starting endh. A marker visible to swimmers is placed 15m from the start for

backstroke


See SNC website – MM clinic


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15. MEET PACKAGE: The meet invitation package shall contain the following:

a. Date of meet and starting times of each sessionb. A list of senior officials working the meetc. A list of events and qualifying timesd. De-qualifying times (if appropriate)e. Disqualifying timesf. Entry fees and proceduresg. Accommodation and travel informationh. Recommendations for rule changesi. Pool details (length, number of lanes, etc.)



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15. MEET PACKAGE: The meet invitation package shall contain the following:

j. Scoring rules for prizes and awards

k. Admission price for spectators

l. Procedures for scratches, deck entries, etc.

m. A list of all invited clubs

n. Rules about Finals (A) and Consolation (B) Finals

o. Safety/ warm-up procedures

p. An approved sanction form

q. Notification of starting procedures for the meet (one or two starts)



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16. DURING THE MEET: Responsibility for ensuring that a list of current records and TAG times is available to the Recorder/ Scorer lies with the:

a. Meet Manager b. Clerk of Course c. Referee d. Provincial Officials Chairperson e. Provincial Section office



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17. Responsibility for recruiting and initially assigning officials lies with the:

a. Chief Timekeeper b. Meet Manager c. Referee d. Provincial Chairperson of Officials e. Provincial Section office



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18. Responsibility for approving the final assignment of all officials for a session lies with the:

a. Clerk of Course

b. Session Referee

c. Meet Manager

d. Official on duty with the highest level badge



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19. In a meet with preliminaries and finals in an 8-lane pool, if there are 7 swimmers entered in an event the Meet Manager may:

a. Schedule a preliminary heat to determine final seeding

b. Schedule the event as a final during preliminariesc. Consult all affected coaches to determine their

wishes d. Schedule the event for the finals session at night



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20. In the format of a meet, consolation (B) finals:

a. May be included along with finals

b. Must be included along with finals

c. Shall be swum BEFORE the final of each event

d. Should be swum AFTER the final of each event



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21. A "Swim-off'” shall be held:

a. Whenever there is a tie

b. To break a tie for last qualifying position(s) or alternate position(s) in a final or consolation final

c. Whenever there is a tie for a medal



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22. A "Swim-off'” is normally arranged by the Meet Manager:

a. After consultation with affected coaches or swimmers

b. After consultation with the Referee

c. After consultation with the Chief Timekeeper

d. After consultation with the pool manager

e. At a time agreed to by all parties after all involved swimmers have completed their heats



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23. An SNC record may be established in:

a. Any SNC sanctioned meet

b. An Class Two Time Trial

c. Any high school swim meet

d. Any Masters meet



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24. The following swimmers may score team points in a sanctioned swim meet:

a. Age group swimmers in a Senior eventb. Disqualified swimmersc. Unattached swimmersd. Swimmers who fail to equal or better the

qualifying timese. The first alternate to a final if a finalist is

disqualified during the race



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25. The following swimmers are eligible for Canadian records:

a. Age groups swimmers in a Senior event b. Swimmers with good automatic times but no back-up times c. Swimmers with an official time derived from two watches d. Swimmers with record splits from the start of a race 50m,

100m, 200m, etc. e. A swimmer in the first leg of a relay if the 3rd swimmer is

disqualified f. A swimmer breaking a breaststroke record in a freestyle

event g. A swimmer with a record split from the start who subsequently

fails to make the qualifying time for the event



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26. The Jury of Appeal:

a. Shall be chaired by the Meet Manager or designate b. Shall be composed of an odd number of members c. Shall have the Referee as a voting member d. May be attended by any interested official e. Shall be held during or immediately following the session f. Shall hear evidence from the protestor, the Referee, and the

person whose decision is in dispute g. Shall make a written formal record of its proceedings h. Shall reach a decision on the day of the protest i. Shall make the final decision



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27. The Meet Manager's responsibilities regarding safety procedures during warm-up shall be to:

a. Assign teams to lanes b. Increase the number of sprint lanes when the situation

requires it c. Limit the number of swimmers in the pool d. Check the pool deck for unsafe areas e. Assign Marshals during warm-up f. Provide signs for each lane at both ends of the pool indicating

designated use during warm-upg. Post warm-up procedures prominently on deck



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28. POST MEET DUTIES: The results of a local meet shall contain:

a. Times of all swimmers in preliminaries and finalsb. Identification of records apparently brokenc. Disqualified swimmers' timesd. The age of all Age Group swimmerse. Individual and team point scores (if the meet is scored)f. Names and codes of participating clubsg. Jury of Appeal results (Jury Records)h. Names of all senior officialsi. Names of the organizing committee



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28. POST MEET DUTIES: The results of a local meet shall contain:

j. A line marking de-qualifying standard for each eventk. Addresses of visiting clubsl. The number of swimmers from each clubm. Results which are listed in order of freestyle (50m, 100m,

200m, etc.), backstroke, breaststroke, butterfly, IM, and relays

n. Names of swimmers in relays in order of swimmingo. Lead-off swimmer's time in a relay where the 3rd swimmer

is DQ'd



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29. Meet results shall be sent to:

a. The meet approval/ authority (Provincial Section or SNC)

b. The National Rules Chairperson

c. Each participating club

d. All clubs in the host province

e. Provincial sections of out of province clubs

f. https://registration.swimming.ca/login.aspx



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30. At the conclusion of the meet, the Meet Manager's duties shall include:

a. Upload results to https://registration.swimming.ca/login.aspx within 48 hrs

b. Sending 2 copies of records pending to provincial section office of the host club

c. Post Meet Results plus payment to Swim Ontario in 7 days d. Ensuring results and scoring are correct e. Upload results to your website f. Sending out "Thank you's" g. Contacting sponsors h. Submitting a report to local sports announcer i. Ensuring pool deck is clean and lane ropes are put away j. Arranging travel home for VIP's attending the meet



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Thank you

Approved by Ontario Swimming Officials’ Association Board

© Copyright 2013 - 2017 Ontario Swimming Officials’ Association 1 September 2014 Meet Manager...

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