Maryland Swimming Policies and Procedures

Maryland Swimming (MSI) operates under its By-Laws, Rules and Regulations and the USA Swimming Rules and Regulations

Article 1 FINANCIAL & FIDUCIARY 4

Business records management policy 4

Document destruction 4

Financial Policies and controls 4

Contracts 5

Financial policies, including audits and reviews 5

Budget Process 5

Investment policies 6

Fines & Violations 6

Article 2 MEMBERSHIP 8

Registration and Membership 8

Transfers 11

Reduced Price Memberships 12

Diversity and Outreach policies 12

Article 3 LSC EQUIPMENT 13

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Article 4 BOARD 14

Mission and vision 14

Organizational Structure 14

Board Procedures 15

Board Job Descriptions 15

BOD/HOD meeting schedule 26

Open Meeting policy27

Conflict of Interest Policy27

Convention delegates and procedures28

Crisis Management Plan29

SWIMS access and responsibilities 30

Code of Conduct/Honor Code 31

Article 5 VOLUNTEERS & COACHES 32

Awards and recognition for Volunteers32

Awards and Recognition for Coaches33

Awards and Recognition of Athletes 34

Officials Training, Certification and De-Certification36

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Board of Review 37

Article 6 ATHLETE PROTECTION 38

Website management 38

Anti-Recruiting Policy 38

LSC Travel polices 39

Safety – Report of Occurrence40

Article 7 REIMBURSEMENTS 41

Officials Annual Reimbursement 45

National Official Qualifying Meet 46

Application Procedure 47

Discretionary Fund Reimbursement 47

Article 8 MISCELLANEOUS48

Geographic areas within the LSC48

Programs Offered 48

Appendix A Minimum Standards for MSI Officials49

Appendix B Officials Discipline & Decertification 53

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Maryland Swimming Policies and ProceduresArticle 1. FINANCIAL & FIDUCIARY

Business records management policy

The MSI Treasurer shall: Authority By-Laws

Invoices: Ensure that invoices are paid timely, that receipts are deposited within a timely time frame.

Bank Statements: Reconcile bank statements monthly and correct anydiscrepancies.

Investments: Manage MSI investments to achieve a reasonable rate of returnwithout undue risk.

Financial Records: Keep a set of books that accurately presents the status of MSI

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financial position and actual expenditures to budget.

Reports: Present current financial information to the Board of Directors at itsmeetings.

Budget: Prepare a budget for the upcoming fiscal year in May for the June Houseof Delegates meeting.

Tax Returns: Ensure that tax return and any other tax or financial required filingsare submitted timely.

National: Send USA Swimming the required financial and tax information as theyrequire.

Document Destruction

MSI Financial documents are to be maintained by the Treasurer, or by the Chairman of the Finance Committee, for a period of 7 years. The Treasurer is responsible for destruction of any and all financial documents, upon approval of the Executive Board.

Financial policies and controls

Authority – By-Laws The Treasurer shall be the principal receiving and disbursing officer of MSI. Except as otherwise directed by the Board of Directors, the Treasurer shall receive all moneys, incomes, fees and other receipts of MSI and pay all bills, salaries, expenses and other disbursements approved by an authorized officer, committee chair, coordinator, the Board of Directors or the House of Delegates, or required to be paid pursuant to Section 8.3. When authorized by the Board of Directors, income and expenses may be received and paid by a division, officer, or committee or coordinator, provided that the division, officer or committee or coordinator promptly submits to the Treasurer an itemized report, duly attested by the division, officer, or committee chair or coordinator and either within the approved budget of such division, officer, or committee or coordinator, or authorized by the Board of Directors or the House of Delegates. The Treasurer shall be a member of the Finance Committee but may not be its chair. The Treasurer shall issue a quarterly report listing the current budget variances by line item, all receipts, all expenditures and the current fund and account balances for the preceding quarter and for the fiscal year to date, together with such other items the General Chair or the Board of Directors may direct

Contracts

Authority – By-Laws. The General Chair and Administrative Vice-chair each may sign and execute in the name of MSI; deeds, mortgages, bonds, contracts, agreements or other instruments duly authorized by the Board of Directors or the MSI Policies and Procedures.

Additional signing authority may be provided by standing resolutions of the Board of Directors or House of Delegates.

Financial policies, including audits and reviews

Financial and Federal Tax Reports:

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Authority- By-Laws The Secretary shall forward to USA Swimming national headquarters a copy of the annual closing Balance Sheet and Statement of Income and Expense for the preceding fiscal year following the completion of the annual audit

Annual Audit:

Authority – By-Laws. An annual audit of the accounts, books and records of MSI shall be completed no later than the end of the third month following the end of its fiscal year.

The audit, or review, shall be conducted by an independent auditor or by the Audit Committee.

The members of the Audit Committee shall be the Finance Vice Chair, who shall serve as chair, the Administrative Vice Chair and one other member not the Treasurer

If the Audit is done by the Audit Committee, a report shall be presented to the Board of Directors, containing thy signatures of all members of the Audit Committee, stating that the financial records and reports of MSI have been reviewed and present the financial condition of MSI. If the audit is performed by an independent auditor, the report shall be in accord generally accepted auditing practices

Budget Process

Authority-By-Laws. The Members of the Budget Committee shall be the General Chair, the Finance Vice Chair, who shall serve as Chair, the Treasurer, the Administrative Vice Chair, the Operations/Development Vice Chair, the Senior Athlete Representative, the Age Group Vice Chair and the Senior Vice Chair.

The Budget Committee is authorized and obligated to annually consult with the officers, committee chairs and coordinators and prepare and present a proposed budget for consideration and approval by the Board of Directors and the House of Delegates. The proposed budget may contain alternatives.

Investment Policies

Authority – By-Laws. The members of the Finance Committee shall be the General Chair, the Finance Vice Chair who shall serve as chair, the Administrative Vice Chair and the Treasurer.

The Finance Committee is authorized and obligated to develop, establish where so authorized or recommend to the Board of Directors and supervise the execution of policy regarding the investment of MSI’s working capital, funded reserves and endowment funds, within the guidelines, if any, established by the Board of Directors or the House of Delegates.

Fines and violations

False Swimmer Registration Fine

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There will be a $100 fine imposed against any Member Club signing a document or submitting a written or an electronic document which indicates a swimmer is registered with USA Swimming when that swimmer is not properly registered. This includes submission of meet entries for unregistered swimmers.

False Swimmer Registration for Meet Hosts Fine

If the Member Club hosting the meet has been informed of the ineligibility of an unregistered swimmer and permits the athlete to compete, the Member Club will also be fined $100 per event that the unregistered swimmer illegally competed in.

Failure to Scratch Fine

If a swimmer fails to scratch and subsequently does not compete in the bonus, consolation or championship finals events, he/she will be barred from competing in the remainder of the meet, including relays unless such failure to compete is excused by the meet referee. For swimmers registered in the Maryland LSC, if the failure to compete occurs at the swimmer’s last event of the meet, the swimmer will be fined $50. This fine must be paid in accordance with Maryland Swimming Inc. Rules and Regulations before that swimmer or any swimmer from that club may compete in any other MSI sanctioned or approved meet.

Referee Fine

The host team of meets not having a referee present is subject to a $100 fine, will lose all rights to run that meet and will not be allowed to host any swim meets for a period of 2 years. In addition, all times from the said meet will be unofficial.

Overqualified Swimmer Fine

MSI monitors all entry times and overqualified swimmers who compete in a meet, subject their club to a fine of $100 per swim.

Post Meet Treasurer Submission Fine

The Meet Director must submit the following to the MSI Office within 30 days of the conclusion of the meet. Failure to do so will result in a $100 fine.

Meet Expense Accounting Form (short or long form);Session Timeline Certification Form;Meet Manager Post-Meet summariesFees due to MSI (as calculated on the accounting form), payable to “MarylandSwimming, Inc.”

Failure to SubmitFailure by the Meet Director, to submit any or all of the following forms, as mandated, shall result in a $100 fine, per item

(a) 60 days prior to the meet, a copy of the sanctioned meet notice must be submitted to the MSI webmaster and to the meet hosts’ club webmaster, for posting

(b)7 days prior to the first day of the meet, an electronic registration recon, must be submitted to the MSI office

(c) 72 hours prior to the first day meet, the first day’s timeline and the meet psych sheet must be submitted to the webmaster and forwarded to the participating clubs

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(d) 48 hours after the meet conclusion, a cl2 file of results must be submitted to the TIMES Coordinator

(e) 48 hours after the meet conclusion, TM, MM Backup and PDF or HTML results filed must be submitted to the MSI webmaster

(f) 30 days after the last day of the meet all accounting paperwork and fees must be submitted to the MSI office

Rules and Regulations Fine

Failure to abide by the MSI Rules and Regulations may result in a $100 fine and/or forfeiture of the right of first refusal to host next year’s meet

Article 2. MEMBERSHIP

Registration and Membership

The USA/MSI Swimming year starts September 1st and ends August 31st each year.Register Club and Head Coach First!Next register Assistant coaches. There is no such thing as “a helper”Then register swimmers.

Club Registration

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Authority – By-Laws. Every Club member shall pay an annual fee consisting of a National Club Fee established by USA Swimming and a local club fee established by MSI.

Each September every club will receive a USA Swimming registration form that must be completed before any coaches or athletes can be registered.

Every club will receive a personalized MSI registration form from the MSI OfficeThis will list your club code – club name – and the registration fee thatapplies to your club. Year Round Club fees vary according to Club Recognition orClub Excellence Achievements. These fees and discounts are listed on theMaryland Swimming registration form.

No swimmers can be registered until the Club and Head Coach are registered for the new season..

A New Club must contact the MD Swimming Office before attempting toregister.

All clubs are to send 3 delegates to the annual Maryland Swimming House ofDelegates meeting – all 3 must be registered members of USA SwimmingMonthly bills will be emailed to the designated club representative every monthPayment is due to be received by the MSI Office, with a team check made payable to Maryland Swimming, within 30 days. A late fee of $25 will apply for any payments notreceived. If no payment is received by the following month, (next billing cycle), a grievance may be filed by the MSI Office, and the athletes and coaches from that club will become unattached until such time as the outstanding bill is paid.

A designated and registered Team/Club Registrations Coordinator must attend a one-time registration training class before their team members can be registered for a new season.

Athlete Registration

Authority – By-Laws. Each Athlete Member shall pay an annual fee consisting of a national fee established by USA Swimming and a local fee established by MSI.

Athlete registration fees are paid, by club check only, directly to Maryland Swimming upon receipt of a monthly invoice.

All swimmers in a USA Swimming practice or sanctioned meet must beregistered.

USA swimming registration forms are electronically distributed to every club or team rep, 1-2 months before the start of the new swimming year. There is a copy posted on the www.mdswim.org website as well.

Swimmers under the age of 18 may not sign the consent forms.

Swimmers/Families should fill out a new application every year as contact information or addresses may have changed.

The Team registration coordinator will collect all registration information and shall export the registrations to the MSI Office electronically. This “batch” of registrations can be 400 swimmers – or it can be 1 swimmer.

All paper registration forms are to be maintained by the club – for 1 year! Do notsend any to the MSI Office unless they are specifically requested.

Copies of either a birth certificate, baptismal certificate, State proof of age IDcard or a passport must be presented to the club registrar to verify birth date, gender

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and correct name spelling, for all swimmers when they first register for the first time. Copies of birth certificates should not be maintained.

“New” registration is for a swimmer who has never – ever – been registeredanywhere in the United States with USA Swimming – no matter how long ago.A “Renewal” is someone who has at some time in his or her life been registeredwith USA Swimming. If you are not sure whether the person is new or renew – enter them as “renew” – the system will flag them.

One Athlete membership card will be mailed to athlete each year by United States Swimming..

A swimmer registered with a club, does not need their card for proof of registration. USA Swimming’s Personal Deck Pass can be used for proof of registration. Coach’s Portal roster may also be used.

Maryland Swimming does not do deck registrations.

Before every MD Swimming sanctioned meet a cross check (Pre Meet Recon) isrun to verify that swimmers entered into the meet are registered. There may bea $100 fine if an unregistered swimmer is entered into a meet. (Thereare additional fines if an unregistered swimmer actually swims in a sanctionedmeet.)

New athlete memberships processed on or after September 1st will be validthrough December of the following year.

At any time, a club may request a copy of their club’s registered athletes.

Always use the athlete’s legal name to register them! The preferred or nicknamemay be entered in the Preferred name box. Do not be afraid to verify aswimmer’s legal name.

If a swimmer has a disability which could affect their participation in normalcompetition, please have them check the appropriate disability box - this is oneexception to the do not mail this form to MSI Office. In this instance –please mail the registration form to the MSI Office. We will have the MDSwimming Adapted Swimming Chair contact the coach to determine ifThe swimmer may qualify to participate in special USA Disability programs and meets.

Encourage the athlete to declare their ethnicity – do not ever enter thatinformation yourself if the athlete declines.

Question any information in the registration form that does not appear to becorrect or accurate.

Contact the MSI Office if you are registering a foreign athlete or have anathlete going to a foreign country to swim. This does not apply to USA Teammembers.

There is no age limit to register as an MSI athlete.

An athlete who is not a member of a club may register as Unattached.

Non-Athlete Registration

Authority – By-Laws. Each Coach Member shall pay an annual fee consisting of a national fee established by USA Swimming and a local fee established by MSI.

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Individual Members registered as “Other” shall pay an annual fee consisting of a national fee established by USA Swimming and a local fee established by MSI.

Non-athlete registration is to be used for all coaches, officials, meet safety directorsRegistration Coordinators, meet directors, chaperones and anyone who is just interested in being a USA swimming member.

All Coaches must be at least 18 years of age.

All coach applicants must pass the Fundamentals of Coaching 101 before registering as a coach member.

Anyone 18 and older registering as a non-athlete, in any capacity, must first complete the USA Swimming Background Check. It is posted on the USA Swimming website – www.usa-swimming.org. There is a fee and results are forwarded directly to the MSI Office. The Background check must be repeated every 2 years.

Anyone registering as a non-athlete, in any capacity, must complete the one time Athlete Protection Training course which is found on the www.usa-swimming.rg website. There is no fee for this training. Results are forwarded directly to the MSI Office.

Any is renewing for his/her second year will be required to complete Foundations of Coaching Exam 102 and the Rules Test.

Athletes who will also be coaching or assisting, must have 2 types of registration– Athlete and Non-Athlete – the reason being that the insurance coverage isvastly different for each.

No one may be on the practice deck or competition deck who is not aregistered coach or official or athlete. The only exception is meet workers suchas timers, safety marshals, computer operators and clerks of course. Just having a USA membership does not entitle someone to be on the pool deck at any time.

No one may assist or help with coaching who is not registered as a USA Swimming Coach Member.

Non-athlete registration forms are available through team registrars or are posted on the www.mdswim/org website..Officials have a different registration form. It is available through club registrars and is posted on the www.mdswim.org website..Coaches and Officials and other Non-Athletes, only, may pay by personal check if theirpaperwork is not submitted as part of a club/team submission. All checks are tobe made payable to Maryland Swimming

Coach applications will not be accepted without copies of required certificationsattached. Current CPR and Safety Training for Swim Coaches. Accepted providers are listed on the www.mdswim.org website as is an explanation of the process for submitting the Safety Training for Swim Coaches certifications. The Background check and APT course do not need to be attached as they are provided directly to the MSI Office. The certifications submitted must be current to be registered. The MSI Office does not have the ability to update or change Background Check information.

Copies of official Red Cross course record sheets may be supplied aqs proof of certification.

It is a coach’s responsibility to keep all certifications current with USA/MDSwimming. Lists of certified coaches are distributed for every meet. Coach membership cards are also stamped with the earliest expiration date. Not keeping certifications up to date will result in an inability to be on the pool deck – at practice or at meets. 24hours before the start of a meet – the Meet Referee or meet director is sent a list

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of coaches who may be on deck for a meet - there can be no exceptions to thatlist without direct communication with the MSI Office. Updating a certificationand not notifying MD Swimming creates multiple issues.

Make sure that all coach certifications are accepted by MD Swimming – aconstantly updated listing of those accepted courses and providers, is postedboth on the MD Swimming website and the USA Swimming website.

When a coach’s earliest certification expires they immediately are downgradedfrom coach member to “other” member – and cannot be on the practice deck orthe pool deck…there is no grace period for a coach whose certifications haveexpired!

Always use the legal name of the person registering as a non-athlete.

Maryland Swimming pays registration fees for Referees and active members of the MDSwimming Board of Directors.

Coaches with temporary or permanent disabilities who need assistance toComplete their certifications – please contact the LSC registrar for a waiver

Any non-athlete may register as Unattached if they are not affiliated with a particular club.

Deck Pass is a valid proof of membership for Coaches and Athletes, using the club portal or Deck Pass

Transfers (forms and fees)

There is an official USA Swimming transfer form that is posted on the www.mdswim.org website. This is the only form that can be submitted.

The transfer form must be submitted by the new club. It cannot be submitted by a parent or athlete – unless they are declaring their new status as Unattached.

MSI does not charge any fees to process an athlete’s or a non-athlete’s transfer.

Any swimmer who previously swam for another USA club , anywhere in the US must submit a transfer form when they register. When in doubt, as some swimmers – and their parents – are not sure…go ahead and register the swimmer with your club, if a transfer is needed,

it will be flagged and the MSI Office will contact the team’s Registration Coordinator.

All blanks on the form must be filled in (www.mdswim.org)

The last date of competition can be found in the USA Swims database and that should be used.

The incoming club’s coach must sign the transfer form. (Swimmer or parent signature is not valid) If the signature is incorrect, or the dates are not complete, the form will be returned and the swimmer will remain in “unattached limbo” until the correct paperwork is submitted.

If the swimmer never competed for the previous club, make that notation in the boxes where the date of last competition goes.

Swimmers transferring from one club to another must wait 120 days from their date of representation of the previous club – before they can represent the new club. If there is a

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question as to whether a transferred swimmer can now represent their new club in competition, please contact the LSC registrar, they can tell you the exact date of attachment to the new club.

Swimmers may not wear clothing or cap representing their new club until they are officially attached to the new club (the 120 days is past).

Reduced Price Memberships

USA Swimming does offer a 150-day individual Seasonal membership. Please contact your Club registrar for additional information.

Seasonal memberships are not valid for competition at or above Zone Championship level.

Seasonal memberships cannot be renewed or transferred.

A swimmer may only register 2 times in one year. A seasonal membership cannot be upgraded and fees paid may not be applied to a year round membership.

Maryland Swimming and USA Swimming offer an Outreach Membership for qualified individuals for $7. To qualify the athlete must provide proof of food stamps/or present a state issued food assistance program card. They may also provide proof of participation in a reduced or free lunch program card. Poverty Level Guidelines may also be met – Tax returns must be submitted to LSC Lawyer for confidential approval. Proof must be provided each year that the membership is renewed.

Diversity and Outreach policies

Maryland Swimming and USA Swimming offer an Outreach Membership for qualified individuals for $7. Athletes are responsible for any team registration fees.

The membership is a year round membership with all year round membership benefits.

Confidentiality of members is maintained.

Proof of qualification for Outreach Membership can be shown by meeting any one of the following criteria: Food Stamps, Lunch/Breakfast Program, Federal Poverty Guidelines, Fuel Assistance or Medical Assistance Programs.

Proof of eligibility, obtained from the Federal, State or Local governing agency must be provided.

Outreach membership is good for one year and requires new verification each year for renewal. Application form is posted on the www.mdswim.org website.

MSI reimburses clubs for an athlete’s MSI meet entry fees if they are an Outreach Member. Outreach athletes do not pay their meet entry fees , their club does. Upon submission of the reimbursement request form, the club is reimbursed by MSI.

Article 3.LSC EQUIPMENT

Authority – By-Laws. The Finance Committee (General Chair, Finance Vice-Chair, Administrative Vice Chair and the Treasurer) shall regularly review MSI’s equipment needs

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(both operational and office) and the various methods available to finance the acquisition of any needed equipment, or major repairs, and make a determination of the best financing method for MSI and make a recommendation to the Budget Committee and the Board of Directors.

Article 4.BOARD

Mission and Vision

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MISSION: Maryland Swimming: as the local organizing committee of USA Swimming, plans and conducts swimming activities in which athletes strive to reach their full potential in the sport of competitive swimming.

VISION: to make swimming the sport of choice for every aspiring athlete.

www.mdswim.org

This website is designed to inform, educate, and communicate with the members of Maryland Swimming and members of the greater community interested in promoting, developing, or learning about competitive swimming.

Organizational structure

Elected OfficersEvery club in good standing has 3 votes in the election. MSI members of the Board ofDirectors also have a vote. One person may not have 2 votes

Every 2 years in odd numbered years, elections are held at the MSI Annual House ofDelegates meeting, for the following positions on the MSI Board of Directors:

General ChairAdministrative Vice ChairSenior Vice ChairAge Group Vice-ChairSecretaryTreasurerTechnical Planning/Sanctions ChairThe Board of Review Members (elect their own Chair)The coaches elect Coach RepresentativesThe athletes elect athlete representatives At Large Athletes (6) Elected by the athletes

Appointed Committee Chairs and Coordinators Officers

The following committee chairs/coordinators in MSI are appointed by the General Chair, approved by the Board of Directors and serve at their pleasure..

Awards CoordinatorClub Development CoordinatorSafe Sport ChairEquipment CoordinatorHall of Fame Committee ChairOfficials Committee ChairLong Distance and Open Water CoordinatorSafety Committee ChairAt Large Board Members (5)

DisabilityDiversityTIMES

Championship Meet CoordinatorNominating Committee ChairAt Large Athletes (6) Elected by the athletes

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Board procedures

Duties and Powers

Authority-By Laws. The Board of Directors shall act for MSI and the House of Delegates during the intervals between meetings of the House of Delegates

Job Descriptions – Board

Position Title: General ChairPosition Specifications Elected by House of Delegates2 – year termLimited to 4 consecutive yearsVoice – no voteReports To NAReporting committees/functionsAdministrative Vice-chairSenior Vice-chairAge-Group Vice-chairTreasurerTechnical PlanningCommittee Memberships Financial CommitteeBudget CommitteePersonnel Committee – chairProgram Development CommitteeDivision NAPosition Requirements Member of USA SwimmingAuthority – Bylaws The General Chair shall oversee and have general charge of the management, business, operations, affairs and property of MSI and generalsupervision over its officers and agents; shall call meetings when and wheredeemed necessary; shall preside at all meetings; and, except as otherwiseprovided in these Bylaws and with the advice and consent of the Board ofDirectors, shall appoint committee chairs and members for standing and specialcommittees or coordinators as may be necessary to permit MSI to effectively,efficiently and economically conduct its affairs. The General Chair shall report tothe Board of Directors all matters within the General Chair’s knowledge that theBoard of Directors should consider in the best interests of MSI.Primary Functions Goals:Sets goals and objectives for MSI based on its mission statement, absent specificdirection from the House of Delegates (“HOD”). Sets the tone for the conduct ofMSI business.Board Meetings: Sets agenda for Board and HOD meetings.Facilitate these meetings so that they are efficiency and effectively run.Division Oversight: Ensures that the major functions of MSI arebeing conducted properly and timely.USS Annual Meetings: Selects delegates to USA Swimming’s annual meetings.Eastern Zone Meetings: Attends Eastern Zone Meetings and any other meetingsrequiring the General Chair.Coach Meetings: Attends the spring MSI scheduling meeting.General: Resolves issues that arise, either individually or thru delegation toothers.

Position Title: Administrative Vice-chairPosition Specifications Elected by House of Delegates2 – Year termLimited to 4 consecutive yearsVoting PositionReports to General ChairReporting committees/functionsAwards; Legislation; Club Development; Elections; Equipment;

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Insurance; Legal; Registration/Membership; Officials; National times; Personnel;Public Relations; Publications/Newsletter;Policies and Procedures; Records/Top 16 Tabulation; Secretary;Special EventsCommittee Memberships Executive CommitteeLegislation Committee – ChairOfficials CommitteeAudit CommitteeBudget CommitteeFinancial CommitteePersonnel CommitteeDivision AdministrativePosition Requirements Member of USA SwimmingAuthority – Bylaws The Administrative Vice-chair shall conduct meetings in theabsence of the General Chair and, at the request of the General Chair or in theevent of the disability of the General Chair, shall perform all of the duties of theGeneral Chair, and when so acting shall have all of the powers of the GeneralChair.(See Section 6.9.1) The Administrative Vice-chair shall chair, and have generalcharge of the business, affairs and property of the division that administers MSIbusiness and affairs. The Administrative Vice-chair shall aid in the developmentof policy and the coordination of the activities of the officers and committeeswithin the division internally and with other divisions, committees andcoordinators.Primary Functions Legislation Committee –Chair: Oversight and maintenance of rules and regulations, by-laws and relatedLSC policies and procedures. Including timely updates to documents and postingmaterials to website.Bylaws: Preparation and oversight of bylaw proposals for HODapproval and subsequent National Rules Committee approval ofany bylaw revisions.Fine Letters: Assist Secretary in the preparation and managementof the fine letter process, including coordination of distribution ofletters to appropriate LSC officers.Board of Review: Assist Board of Review in inquiries regardingLSC Rules/Regulations, Bylaws and related operationaldocuments; oversee delivery of required documentation toNational Board of Review.Administration: Oversee the administrative functions of the LSC.

Position Title: Senior Vice-chairPosition Specifications Elected by House of Delegates2 – Year termLimited to 4 consecutive yearsReports to General ChairVoting PositionReporting committees/functionsAwards, Camps/Clinics, Safety Committee MembershipsExecutive CommitteeAudit Committee – chairProgram Development CommitteeAthletes CommitteeSafety CommitteeDivision SeniorPosition Requirements Member of USA SwimmingAuthority – Bylaws The Senior Vice-chair shall chair and have general charge ofthe affairs and property of the Committee that develops and conducts the seniorswimming program of MSI. The Senior Vice chair serves a liaison to the AthleteRepresentatives and the Athletes Committee, and shall be responsible to see thatthe Athlete Representatives elections are held in accordance with these Bylaws.Primary Functions Athletes: Serve as liaison to Athlete Representatives and

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coordinate athlete rep meetings and annual athlete representative elections.Maryland Swimming, Inc.Position Description

Position Title: Age-Group Vice-chairPosition Specifications Elected by House of Delegates2 – Year termLimited to 4 consecutive yearsReports to General ChairReporting committees/functionsAge Group, Adaptive, Camps/Clinics, Open Water, TimeStandards, Zone TeamCommittee Memberships Executive CommitteeProgram Development Committee - chairAdaptive Swimming CommitteeOpen Water CommitteeAge GroupPosition Requirements Member of USA SwimmingAuthority – Bylaws The Age Group Vice-chair shall chair and have general charge of the affairs and property of the Committee that develops and conducts the age group swimming program of MSI.Primary Functions Age-Group Program: Oversee age-group development program including mini- to-18 year old swimmers, adaptive and open water programs.Meet Schedule: Work with Technical Planning Chair to ensure meet scheduleprovides adequate and appropriate opportunities for age- group swimmers at alllevels.Coach Education: Research and distribute coach training information to coaches on age group swimmer development. LSC Zone Teams: Coordinate entries and logistics for the long course zone meet. National: Liaison with USA Swimming’s Age Group Planning Committee.

.Position Title: Secretary

Position Specifications Elected by House of Delegates2 – Year termUnlimited termsVoting positionReports to General Chair, Administrative Vice-chairReporting committees/functions-NACommittee Memberships ExecutiveDivision AdministrativePosition Requirements Member of USA SwimmingAuthority – Bylaws The Secretary shall be responsible for keeping a record of all meetings of the House of Delegates and Board of Directors, conducting officialcorrespondence, issuing meeting and other notices and making such reports toUSS as are required by Article 8 of these Bylaws and shall perform the otherduties incidental to the office of Secretary. The Secretary, or a delegate, shall becustodian of the records MSI, and attest the execution of all duly authorizedinstruments. The Secretary shall cause to be kept copies of all minutes, officialcorrespondence, meeting and other notices, and any other records of MSI.Primary Functions Minutes: Takes attendance and the minutes for all BOD meetings and HOD meetings. Ensures that all BOD members prior to the next meeting send the minutes for review. Makes any corrections necessary for final approval.Ensures that a draft and final copy of the minutes are sent to the MSIWebmaster for posting on the MSI web site. Maintains the minutes of all boardmeetings electronically and via hard copy for future review and archiving. Sendsout reminders to all board members of any upcoming meetings/events whennecessary. Fine Letters: Works in conjunction with Registration and Technicalplanning and sends out fine letters as appropriate. Maintains documentation ofsuch and ensures MSI rules are followed in the process of collecting such fine(s).Sends out any and all correspondence necessary per MSI Rules and Regulations.Maintains accurate records and copies of all correspondence.

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HOD Meetings: Attends all HOD meetings and assists in theRegistration of all members and issuance of voting credentials.Ensures each team is represented appropriately. Takes minutes ofThis meeting and ensures these are posted to the MSI website in atimely manner.

Position Title: TreasurerPosition Specifications Elected by House of Delegates2 – Year termUnlimited termsVoting positionReporting committees/functionsAudit, budget, finance, marketing/sponsorship, swim-a-thon, taxCommittee Memberships Executive CommitteeFinancial Committee - chairAudit CommitteeBudget Committee – chairPersonnel CommitteeDivision FinancialPosition Requirements Member of USA SwimmingAuthority – Bylaws The Treasurer shall be the principal receiving and disbursing officer of MSI. Except as otherwise directed by the Board of Directors, the Treasurer shall receive all moneys, incomes, fees and other receipts of MSI and pay all bills, salaries, expenses and other disbursements approved by an authorized officer, committee chair, coordinator, the Board of Directors or the House of Delegates, or required to be paid pursuant to Section 8.3. When authorized by the Board of Directors, income and expenses may be received and paid by a division, officer, or committee or coordinator, provided that the division, officer or committee or coordinator promptly submits to the Treasurer an itemized report, duly attested by the division, officer, or committee chair or coordinator and either within the approved budget of such division, officer, or committee or coordinator, or authorized by the Board of Directors or the House of Delegates. The Treasurer shall be a member of the Finance Committee but may not be its chair. The Treasurer shall issue a quarterly report listing the current budget variances by line item, all receipts, all expenditures and the current fund and account balances for the preceding quarter and for the fiscal year to date, together with such other items the General Chair or the Board of Directors may direct.The Treasurer shall:

A. Have charge of and supervision over and be responsible forthe funds, moneys, securities and other financial instruments of MSI;B. Cause the moneys, securities and other financialinstruments of MSI to be deposited in the name and to the credit of MSI in suchinstitutions as shall be designated in accordance with Section 6.11 or to beotherwise invested as the Board of Directors may direct;C. Cause to be appropriately segregated and accounted for anyendowment funds, scholarship or award funds and any similarspecial purpose funds or accounts;D. Cause the funds of MSI to be disbursed by checks or drafts,automated debits or wire transfers upon the authorized depositories of MSI, andobtain and preserve proper vouchers for all moneys disbursed;E. Cause to be kept correct books of account and other financial records of all itsaffairs and transactions and such duplicate books of account as the Board ofDirectors, or the Treasurer shall determine. The Treasurer’s custody of the booksand record shall be, as a fiduciary for MSI and custody and fiduciary state shallend when the Treasurer leaves office and passes them on to the successor

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Treasurer;F. Upon request and at reasonable hours cause such books orduplicates thereof to be exhibited to any member of the Board ofDirectors and upon application and at reasonable hours cause the quarterlyfinancial reports and the annual audited financialstatement to be exhibited to any member of MSI or USS;G. Cause MSI to be in compliance with the requirements ofSection 8.4;H. Have the power to require from the officers, committeechairs, coordinators, staff or agents of MSI reports orstatements giving such information as the Treasurer maydetermine to be appropriate or helpful with respect to any and allfinancial transactions of MSI;I.Cause the annual audit of accounts of MSI to be performedand cause the preparation and timely filing of all required federal,state and local tax returns, and other financial and tax reports withthe applicable government official, and forward a copy of theannual financial statement and audit report and any federal taxreturn to the Secretary for submission to the Board of DirectorsAnd USS national headquarters in accordance with Sections 8.2and 8.3;J. Have the power to appoint one or more assistant treasurersand delegate to them one or more of the Treasury functions, orparts thereof; andK. In general, perform the other entire duties incidental to the corporate treasury function.Primary Functions Invoices: Ensure that invoices are paid timely, thatreceipts are deposited within a timely time frame.Bank Statements: Reconcile bank statements monthly and correct anydiscrepancies.Investments: Manage MSI investments to achieve a reasonable rate of returnwithout undue risk.Financial Records: Keep a set of books that accurately presents the status of MSIfinancial position and actual expenditures to budget.Reports: Present current financial information to the Board of Directors at itsmeetings.Budget: Prepare a budget for the upcoming fiscal year in May for the June Houseof Delegates meeting.Tax Returns: Ensure that tax return and any other tax or financial required filingsare submitted timely.National: Send USA Swimming the required financial and tax information as theyrequire.

Position Title: Technical Planning/Sanctions ChairPosition Specifications Elected by House of Delegates2 – Year termUnlimited termsVoting positionReports to General ChairReporting committees/functionsMeet Sponsorship, meet sanctions, and meet managementCommittee Memberships Executive CommitteeProgram Development CommitteeDivision Technical PlanningPosition Requirements Member of USA Swimming

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Authority – Bylaws The Technical Planning/Sanctions Chair shall develop and coordinatethe conduct of all swimming programs for all levels of swimming in MSI includingthe awarding of meet sponsorships to Club Members. The TechnicalPlanning/Sanctions Chair is also responsible for the development of long-rangeplans for swimming programs.Primary Functions Meet Procedures: Develop, update and maintain LSC Meet Procedures.Meet Schedule: Develop the meet schedule and present it to thefor approval. Hold a coaches’ schedule meeting to discuss the followingyear’s schedule. Present the schedule to the House of Delegates for approval.

Position Title: Athlete RepresentativesPosition Specifications Elected by Athletes2 – Year termLimited to 4 consecutive yearsVoting positionReports to Senior Vice-chairReporting committees/functionsAthletes CommitteeCommittee Memberships Executive CommitteeJunior Athlete representative must serve on Officials CommitteeAthletes Committee – ChairProgram Development CommitteeDivision SeniorPosition Requirements Athlete Member of USA SwimmingAt least 16 years of age or at least a sophomore in high schoolCurrently competing or have competed during 3 preceding yearsReside in territory for first half of termAuthority – Bylaws The Athlete Representatives shall serve as the liaison between the athletes who are members of MSI and the Board of Directors and House of Delegates.Primary Functions Club Athlete Representatives: Through communications with the Club Athlete Representatives, make the athletes aware MSI issues, gather opinions on these issues, and bring to the attention of the Board any major issues that the athletes may have. Elections: Oversee election of athlete representatives for upcoming year(s).

Position Title: Coach RepresentativesPosition Specifications Elected by Coaches Members2 – Year termLimited to 4 consecutive yearsVoting positionReports to NAReporting committees/functions NACommittee Memberships Executive CommitteeAudit CommitteeProgram Development CommitteeDivisionPosition Requirements Coach Member of USA SwimmingAuthority – Bylaws The Coach Representatives shall serve as a liaison between the coaches who are members of MSI and the Board of Directors and House ofDelegates.Primary Functions Annual Coaches Meeting: Senior Rep - Organize, schedule, run annual Coaches meeting in March and Certify Meet Directors.Coach Awards: Oversee collection of nominations and voting forannual Coach of Year awards Jr Rep- Age Group and Unsung Awards Senior Rep-Coach of Year AwardLiaison: Solicits feedback or concerns from coach members during the year andreports comments to the Board. Responsible for representing coaches’ views,

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issues and concerns for the LSC. Communications: Oversees distribution ofrelevant LSC information to the LSC coach members including meet schedulerevisions, Board inquiries, registration procedures, etc.

Position Title: Officials Committee ChairPosition Specifications Appointed by General Chair with Board Approval2 – Year termVoting positionUnlimited termsReports to Administrative Vice-chairReporting committees/functionsOfficials CommitteeCommittee Memberships Officials CommitteeDivision AdministrativePosition Requirements Official Member of USA SwimmingCurrent LSC Referee certificationMinimum 2 years as MSI RefereeAuthority – BylawsPrimary Functions Certification testing and evaluation: Manage the program to ensure apprentice candidates for all levels of officials receive the appropriate training, evaluation and certification testing via on- line or manual methods.Recruitment: Provide information or ideas to clubs to enhanceofficial candidate recruitment efforts.Educational Clinics: Schedule and/or host officials trainingclinics periodically throughout the swim season to provide theopportunity for all officials to enter the apprenticeship program,recertify annually or plan for advancement opportunities. Provideall the necessary training materials to support the conduct of theclinics.Liaise with National Office(s): Request rule clarifications anddistribute rule interpretations as provided by the Rules andRegulations Committee. Determine invitees and arrange for LSClevel officials to attend the annual officials clinics sponsored byUSA Swimming.Policies & LSC Rules: Create policy or recommend MSI ruleschanges as they pertain to officials or meet conduct.Meet Observations: Perform meet observations upon request toensure timing adjudication and stroke rules conform to the USASwimming Rules and regulations. Officials Evaluations: Make recommendationsto national office for officials who request to work national championship levelmeets. Coordinate local officials evaluations for starter and referee positions todetermine when apprentice is ready for the written examinations.Meet Referee: Perform the duties of the Meet Referee at theMaryland Swimming Championship Meet (MSCM) andcoordinate officials for LSC-sponsored championship meets

Position Title: Safety Committee ChairPosition Specifications Appointed by General Chair with Board Approval2 – Year termUnlimited termsVoting positionReports to Senior Vice-chairReporting committees/functionsSafety CommitteeCommittee Memberships Safety CommitteeDivision SeniorPosition Requirements Member of USA SwimmingAuthority – Bylaws The Safety Committee shall be responsible for coordinating safety enhancement and training opportunities as needed and for the dissemination of USS safety education information to all Group Members, athletes, coaches and officials of MSI.

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The Safety Committee shall develop safety education programs and policy for MSI and make recommendations regarding those programs and policies and their implementation to the application division Vice Chair and the Board of Directors. When approved by the Board of Directors, the Safety committee shall be responsible for the coordination of their implementation by the Club Members. The Safety Committee Chair with the assistance of the Committee members shall prepare and transmit the reports required pursuant toSection 8.7 of the Bylaws.Primary Functions Safety Guidelines: Develop, update and maintain LSC SafetyGuidelines and Warm-up Procedures.Safety Committee: Develop safety education programs for theLSC and make recommendations to the LSC Board.Reports: Responsible for providing reports of injuries with theLSC at each LSC Board and H.O.D. meeting

` Education: Responsible for arranging and/or conducting watersafety training opportunities as needed in the LSC.Liaison: Contact person with USA Swimming SafetyCommittee responsible for obtaining answers to all safety relatedquestions or concerns within the LSC..

Position Title: TIMES and Records Coordinator (At Large Member)Position Specifications Appointed by General Chair with Board Approval2 – Year termUnlimited termsVoting positionReports to Administrative Vice-chairCommittee MembershipsDivision AdministrativePosition Requirements Member of USA SwimmingAuthority – Bylaws NAPrimary Functions Records: Maintain Maryland Area and Resident short and long course records, providing updated record files to the MSIWebmaster as appropriate. Prepare record certificates anddistribute these certificates and record holder pins in a timelymanner. Maintain an adequate supply of certificates and pins,ordering as needed. Prepare and submit NAG record applicationsto the National Age Group Records Chair of USA Swimming.Top 10 Coordinator: Maintain Maryland Swimming Timesdatabase and provide a Maryland Top 5 report to the MSIWebmaster monthly. Upload results from all MSI hosted meets tothe SWIMS database, resolving any errors that occur upon upload.Interface with Top 10 Coordinators from other LSC’s on an asneeded basis to resolve issues involving the SWIMS database.Review the USA Swimming Top 10 list on a monthly basis,resolving errors as needed. Distribute annual Top 10 certificatesand pins in a timely manner. Run pre- meet times reconciliationreports on an as requested basis for championship level MSIhosted meets. Act as back-up to the Registration chair forthe running and reconciliation of pre- meet registration reports onan as needed basis.

Position Title: Diversity Committee Chair (At Large Member)Position Specifications Appointed by General Chair with Board Approval2 – Year termVoting positionUnlimited termsReports to TBDReporting committees/functionsOutreach CommitteeCommittee MembershipsDivision TBD

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Position Requirements Member of USA SwimmingAuthority – BylawsPrimary Functions Recruiting: Develop and implement minority recruiting policies for MSI and clubs to follow to foster an atmosphere conducive to attracting kids from disadvantaged social/ economic conditions into the sport.Special Events: Research and develop opportunities for MSIminorities to compete as an LSC team.* Partner with various swim clubs to promote swim meets like theUnity Meet that market to out-of state minority swim programs toparticipate in the Maryland swimming meet schedule.Liaison: Serve as a voice for MSI’s under-representedpopulations including but not limited to African –American,Hispanic American, Asian American, and Native American ethnicgroups as well as those swimmers from low socio-economicbackgrounds.

Position Title: Safe Sport ChairPosition Specifications Appointed by General Chair with Board Approval2 – Year TermVoting positionUnlimited TermsReports to Administrative Vice ChairReporting committee/functionsSafe Sport CommitteePosition Requirements Member of USA SwimmingPrimary Functions: Provide awareness and education for all MSI athletes, parents, coaches, volunteers and staff

Position Title: Equipment CoordinatorPosition Specifications Appointed by General Chair with Board Approval2 – Year termUnlimited termsVoting positionReports to Administrative Vice-chairReporting committees/functionsEquipment CommitteeCommittee MembershipsDivision AdministrativePosition Requirements Member of USA SwimmingAuthority – Bylaws NAPrimary Functions The Equipment Coordinator is responsible for maintaining anddistributing the timing equipment to Maryland Swimming Club affiliates and onoccasion non-affiliated teams.Purchases: Purchase new equipment and replacement parts.Maintenance: Maintain the equipment in good workingcondition; repair or send out for repair defective equipment.Rental: Distribute, on request, equipment to LSC team officialsfor sanctioned Maryland Swimming events; and inspect returns forproper working condition and/or missing equipment.Administrative: Provide monthly equipment usage and chargedrental fees; follow budget and send invoices to Treasurer; retireoutdated equipment; and provide a quarterly inventory list toBoard.

Position Title: Club Development CoordinatorPosition Specifications Appointed by General Chair with Board Approval2 – Year termUnlimited termsVoting positionReports to Administrative Vice-chairReporting committees/functions/NA

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Committee Memberships Club Development CommitteeDivision AdministrativePosition Requirements Member of USA Swimming Authority – Bylaws NAPrimary Functions Develop programs, initiatives, and incentives to promote the growth of Maryland Swim Clubs. Identify and refer resources available to help Maryland Swim Clubs meet the needs of their swimmers, coaches and parents. Assist potential new clubs in becoming registered Maryland Swim Clubs. Educate new and existing Maryland Swim Clubs in resources available to build their clubs.Club Grant Program: Administer Club Grant Program established in 2005.

Position Title: Open Water CoordinatorPosition Specifications Appointed by General Chair with Board Approval2 – Year termUnlimited termsVoting positionReports to Age-Group Vice-chairReporting committees/functions/Open Water CommitteeCommittee MembershipsDivision Age GroupPosition Requirements Member of USA SwimmingAuthority – Bylaws NAPrimary Functions Open Water – Distance To promote open water and distanceswimming within MSI.Events: Work with MSI clubs to have open water meets conducted within MSI, promotingthe attendance of MSI swimmers to these meets and out-of-MSI open watermeets as appropriate. Monitor USA and Eastern Zone websites for updatedinformation on open water events and inform LSC of upcoming events.Postage Distance Meet: Track meet info and results.Rules: Stay abreast of USA rule changes for domestic and internationalcompetitions. Knowledge of FINA rules is helpful.National: Liaison with USA Swimming’s Open Water Committee.Open Water Swimmer of the Year: Receive nominations for the Open Water Swimmer ofthe year and select a recipient of the award from the nominations received.Camps: To promote attendance at camps within the LSC, Region, zone and outreach camp at the USA OLYMPIC training center.Events: Work with MSI clubs to host camps to build, promote and achieve in line with the USA Swimming culture. Monitor USA and Eastern Zone websites for updated information on camps and inform LSC of upcoming events.

Position Title: Adapted Swimming CoordinatorPosition Specifications Appointed by General Chair with Board Approval2 – Year termVoting positionUnlimited termsReports to Age-Group Vice-chairReporting committees/functions/Adapted Swimming CommitteeCommittee MembershipsDivision Age GroupPosition Requirements Member of USA SwimmingAuthority – Bylaws NAPrimary Functions To identify promote and encourage swimmers with a disability (SWAD)to participate in USA Swimming.Reports: Reports on the numbers as available from theRegistration Chair and accomplishments of these athletes.Events: Seeks venues for SWADS to hold a competition for MSI Swimmers as well as regionally and nationally.

Position Title: At-Large Board Members (5) and Athlete Board Members (5)

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Position Specifications Elected by House of Delegates2 – Year termUnlimited termsVoting positionsReports to General Chair or Committee Chairs as assignedCommittee Memberships As assignedDivision NonePosition Requirements Member of USA SwimmingAuthority – Bylaws The Board of Directors shall have no more than 5 At-Large Board Members and o more than 5 At Large Athlete Board Mmbers In addition to their inherent powers and duties as members of the Board of Directors, the At-Large Board Members shall have such powers and the General Chair, the Board of Directors or the House of Delegates may delegate duties as to them.Primary Functions To offer opinions on issues that are brought up to the Board of Directors, to aid in the conduct of MSI business as needed through helping with committee and/or working a projects. To use position as a stepping-stone tohead up a committee in the futures.

Position Title Awards Committee CoordinatorPosition Specifications Appointed by General Chair with Board Approval2 – Year termUnlimited termsVoting positionReports to Senior Vice-chairCommittee MembershipsDivision SeniorPosition Requirements Member of USA SwimmingAuthority – Bylaws NAPrimary Functions Annual Awards: To coordinate with the appropriate committees theannual awards presented to swimmers and coaches. To administer awards orpromotion programs as determined by the Board of Directors, i.e. the 8&underpromotion, the AAAA recognition program, etc. To development othermeaningful awards programs, which would help promote swimming within MSI,retain swimmers, and/or recognize the achievements of swimmers

Position Title: Hall of Fame Committee ChairPosition Specifications Appointed by General Chair with Board Approval2 Year termUnlimited termsVoting positionReports to Administrative Vice-chairCommittee MembershipsDivision AdministrativePosition Requirements Member of USA SwimmingAuthority – Bylaws NAPrimary Functions Nominations: To gather nominations for MSI’s Hall of Fame, to select Hall of Fame inductees from such nominations.Ceremonies: To plan and run the Hall of Fame ceremonies

Position Title: Championship Meet CoordinatorPosition Specifications Appointed by General Chair with Board Approval2 Year TermUnlimited TermsVoting positionReports to Age group ChairCommittee membershipsPosition requirements: Member USA Swimming, Certified Meet directorAuthority – Bylaws NA

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BOD/HOD Meeting Schedule

House of Delegates|Annual and Regular Meetings:-

Authority – By-Laws. The annual meeting of the House of Delegates of MSIshall be held in the month of June of each year. Regular meetings of the Houseof Delegates shall be in accordance with a schedule adopted by the House ofDelegates or the Board of Directors.

Special Meetings: - the Board of Directors or the General Chair may call special meetings of the House of Delegates. Should the Board of Directors or the General Chair fail to call the annual or scheduled regular meetings or should a special meeting be appropriate or helpful, a petition signed by at least five (5) members of the House of Delegates may call a meeting of the House of Delegates.

Meeting location and Time: All meetings of the House of Delegates shall take place at a site within the Territory. The House of Delegates or the Board of Directors shall determine the location and time of all meetings of the House of Delegates.

Board of Directors Meetings

Monthly and Regular Meetings

Authority – By-Laws .Maryland Swimming Board Meetings are held the second Monday of every month except for the months of July and August when there are no scheduled meetings. Anyone who is a registered member of MSI is welcome to attend.

The September, November, January, March and May meetings are General meetings for the entire Board to attend. Any person that is a member of MSI may also attend. It is the decision of the presiding General Chair if guests have a voice in the scheduled Board Meeting proceedings.

The October, December, February and April Meetings are Executive Board members only, but may be open to other Board members at the discretion of the General Chair. Any registered member of MSI may request to attend an Executive Board Meeting and it will be left to the discretion of the General Chair if they may attend. Meetings where sensitive items are on the agenda may be closed to all but the Executive Board.

The Board Meeting Schedule is posted with dates, times and location on the Maryland Swimming website, at the beginning of each year.

Location is to be within the MSI boundaries and must be publicized before all meetings.

Open meeting policy

Any person that is a member of MSI may attend any Board of Directors Meeting.

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It is the decision of the presiding General Chair if guests have a voice in the scheduled Board Meeting proceedings.

Meetings where sensitive items are on the agenda may be closed to all but the Executive Board.

Only registered members of Maryland Swimming may attend the annual House of Delegates Meeting.

Conflict of Interest Policy

The standard of behavior at Maryland Swimming is that all volunteers and Board membersscrupulously avoid conflicts of interest between the interests of Maryland Swimming onone hand, and personal, professional and business interests on the other. This includesavoiding potential and actual conflicts of interest, as well as perceptions of conflict ofinterest.

Maryland Swimming Conflict of Interest Form

I understand that the purposes of this policy are to protect the integrity of theorganization’s decision-making process, to enable our constituencies to have confidence in our integrity, and to protect the integrity and reputations of volunteers and Board members.

In the course of meetings or activities, I will disclose any interests in a decision or transaction where I, my family and/or my significant other, employer or my business, or close associates will receive a benefit or gain. After disclosure I understand that I will be asked to leave the room for the discussion and will not be permitted to vote on the question.

For the transaction of business for Maryland Swimming this does not include theawarding of swim meets to a club or organization of which the volunteer or Board member is a member.

I understand that I must protect and maintain the confidentiality of business information, both documentary and electronic.

I understand that I may not accept gifts, gratuities or entertainment, or other favors, that could result in an actual, or perceived, conflict of interest.

I understand that all expenses incurred in the furtherance of Maryland Swimming business are to be reasonable, necessary and substantiated.

The Chair will monitor proposed or ongoing transactions (such as contracts with vendors) for conflicts of interest and disclose them to the Board, as appropriate, whether discovered before or after the transaction.I have complied and will continue to comply with the policies and procedures of Maryland Swimming.

Signed:Date:

Any Board Member perceived to have intentionally violated the conflict of interest proviso,or benefited personally through violation of the conflict of interest proviso might besubject to removal from office per 10.4.7C of the MSI By Laws.

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Convention Delegates and Procedures

USAS ConventionAuthority – By-Laws. Each year MSI sends representatives from the MSI Board of Directors to the USA Swimming National Convention, which is held in September. Clinics, seminars, education classes and training classes are offered and the MSI delegates vote on the National USA Swimming budget and its Rules and Regulations as well as election of its officers. Each of the 52 USA Swimming LSC (Local Swim Committees) gets 5 votes per LSC. MSI funds the travel expenses for all of it's voting Board members or their designates; General Chair, Age Group Chair, Senior Chair; Coach Representative, Athlete Representative.Registration, Diversity and TIMES will also be funded if they choose to attend. Any MSI registered Non-Athlete may also apply to attend, decision by the Board of Directors is final.

Eastern Zone ParticipationAuthority – By-Laws. MSI is one of 12 member LSCs making up the Eastern Zone of United States Swimming. The Eastern Zone is the oldest Zone in USA Swimming. Each spring, MSI sends up to 3 representatives to the semi-annual Eastern Zone meeting to vote on its budget, Zone Meets, Sectional Meets and election of officers. The other semi-annual meeting takes place at the USA Swimming Convention where MSI members attend and take part in the Eastern Zone business meetings. Each LSC gets 3 votes per LSC. MSI funds the travel expenses for its representatives, who are chosen by the General Chair and approved by the Board of Directors.

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Crisis Management Plan

This policy shall be implemented when any incident requires communication with the public on behalf of Maryland Swimming. Only the individuals listed in this policy and acting within the scope and procedure below, are authorized to make any statements. All other individuals shall refer the media to the General Chair.

Crisis Communication Team:

General Chair

Sr. Legal Counsel

USA Swimming

Back Ups:

Administrative Vice Chair

Legal Counsel

Process:

General Chair gathers and confirms all the information from relevant sources

Determine what happened, when and where

Determine who is affected

Identify Cause

Determine reaction to incident and possible repercussions

Determine when there will be more information/update

Convene Crises Communication Team or notify by phone

Team Determines appropriate response to crisis and develops pal and timetable

Determine what needs to be done and when needs to be done

Determine what to say, who will say it, to whom it will be said, when it will be said and by what means it will be said

Determine whether to take a proactive or a reactive approach

Spokesperson makes any necessary statements to news media, membership or others as appropriate.

Stakeholders to be notified:

Board of Directors – by email or phone

Clubs – by email, phone or MSI website

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Coaches –by email, phone or MSI website

MSI Membership – use MSI website

Media/Public – contact local newspaper and television networks

SWIMS access and responsibilities

USA Swimming allows a maximum of 2 people per LSC to have access to the SWIMS DATABASE. In MSI, the TIMES and RECORDS COORDINATOR and the MSI Office Administrator are the 2 people authorized to SWIMS.

The TIMES COORDINATOR enters into SWIMS all meet results for MSI sanctioned, approved or observed meets. Meets held outside of the LSC must have results provided by the club wanting the results posted or entered into SWIMS.

The MSI Office Administrator enters into SWIMS all Club, Athlete ad Non-Athlete Registrations, Certifications and Transfers.

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Code of Conduct/Honor Code

USA Swimming HONOR CODE

As a member of the team representing Maryland Swimming at the __________________Meet.

I understand and will comply with the following guidelines as set forth by Maryland Swimming and USA Swimming

1. The possession or use of alcohol, tobacco products or controlled substancesby any athlete or staff member is prohibited throughout the duration of the trip(until the team has officially disbanded).

2. Curfews established by the staff will be adhered to each day of thecompetition.

3. Team members and staff will attend all team functions including meetings,practices, exhibitions, press conferences, competitions, etc., unless otherwiseexcused or instructed by the head coach.

4. To ensure the propriety of the athletes and to protect the staff, there will beno male athletes in female athlete’s rooms, and no female athletes in maleathlete’s rooms, unless chaperoned by a parent, legal guardian or engaged in ateam activity under the supervision of a team coach or team staff member. Thisdoes not apply to family members sharing a room.

5. Team members and staff will refrain from any illegal or inappropriate behaviorthat would detract from a positive image of Maryland Swimming or bedetrimental to its performance objectives.

6. Team members will display proper respect and sportsmanship towardcoaches, officials, administrators, fellow competitors and the public.

IMPLEMENTATIONa. Signature of this document constitutes unconditional agreement to complywith Honor Code of the Maryland Swimming Team.

b. An evaluation system will be established to determine if team and staffmembers have followed all aspects of the policy.

c. Failure to comply with the Honor Code as set forth in this document for theTeam representing Maryland Swimming may result in disciplinary action. Suchdiscipline may include, but may not be limited to:

1. Dismissal from the team and immediate return home;2. Disqualification from one or more events, or all events ofcompetition;3. Disqualification from future Maryland Swimming Travel Teams;4. Financial penalties. Any appeal following any disciplinary actionshall be in accordance with Part Four of USA Swimming Rules andRegulations.

Name: _____________________________________________Signature: ____________________________ Date: _________________

Article 5. VOLUNTEERS and COACHES

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Awards and Recognition for Volunteers Maryland Swimming Hall of Fame

Maryland Swimming inducts former athletes, coaches, officials and volunteers into their Hall of Fame as determined by the Hall of Fame Committee. Induction is celebrated with a ceremony and dinner or lunch, a Hall of Fame Bowl and recognition on the www.mdswim.org website under Hall of Fame. Nominations are accepted at any time by emailing halloffame@mdswim.org

Recognition of Tenure for Coaches and Officials

Maryland Swimming recognizes and rewards coaches for their years of service: 5 years, 10 years; 15 years; 20 years; 25 years; 30 years and 35 years and over.

Maryland Swimming recognizes and rewards Officials for their years of service: 5 years, 10 years. 15 years, 20 years, and 25 years and over.

Milestone recognition is to take place at the June House of Delegates Meeting each year..

Jim Pusateri Outstanding Official Award

Named for Maryland Swimming’s long time Official and former General Chairman. This award recognizes an individual who has had the greatest impact on Officiating in Maryland Swimming. Recipient to be selected by the Maryland Swimming Officials Committee.

General Chair’s Outstanding Volunteer Awards

Presented to 1 or 2 individuals, who continuously exceed expectations while providing superior service to the athletes, coaches and other volunteer members of Maryland Swimming. Recipient to be selected by the Maryland Swimming Board of Directors, from nominations submitted by any registered member of Maryland Swimming

Life Time USA Swimming Membership Award

Maryland Swimming will present a Lifetime Membership to any MD Swimming member who has contributed provided exemplary service to the LSC over a period of 10 or more years. A coach or volunteer is eligible. Nominations can be made by any MSI member and selection and approval will be by the MSI Board of Directors.

Awards and recognition for coaches

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Rising Star Club & Coaching Awards

Presented annually, to up to 3 Maryland Swimming Coaches or Clubs, who invest in Maryland Swimming’s future, by developing young swimmers to become our next generation of successful athletes. Recipients are determined by actual previous year statistics or % of improvement and announced by Coach Committee Chair This cannot be the LSC’s annual Coach of the Year Award.

Categories to select from:

IMEX

Open Water

Nationals/Junior Nationals Qualifiers (combined)

US TOP 10

LSC TOP 5

Sectionals Qualifiers

% of VCC Point Increase over last year

Coach of the Year Award

Presented annually to the coach whose swimmers exemplified outstanding performance and results. The recipient is nominated and selected by a vote of the Maryland Swimming coaches.

Tom Himes Age Group Coach of the Year

Named in honor of National Age Group Coach of the Year, and longtime coach and Board Member of Maryland Swimming, this award is presented annually to the coach whose age group swimmers exemplified outstanding performance and results. The recipient is nominated and selected by a vote of the Maryland Swimming coaches.

Conoco Phillips Award

This award is provided by USA Swimming to annually honor a former volunteer who displayed a commitment to Maryland Swimming, its coaches and athletes, through their volunteer service to the LSC. Nominations are accepted by the General Chair and the Board of Directors selects the recipient.

AWARDS

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Awards for Athletes (applies to disability achievements as well)

Maryland All Star Team

This is an honorary team comprised of Maryland Swimmers who have qualified for Juniors, Nationals or Olympic Trials. Members of any USA National Team or National Junior Team are also members of the Maryland All Star Team

All Maryland Team

This is an honorary team that is based on TIMES recognition. Applications are posted on the www.mdswim.org website every year, along with the current year’s qualifying times. Members of the All Maryland team are also members of the Maryland All Star Team.

Awards for Athletes

AAAA Bag Tags

This is a program which awards recognition swim bag tags to a swimmer when they achieve a AAAA time for the first time in an event, in an age group. Names should be submitted by a coach, to the Awards Chair of MSI. (awards@mdswim.org) .

State Records

Maryland Swimming recognizes MSI swimmers who achieve Area and Resident records. They are awarded a Certificate of Recognition and a Maryland Swimming Record Holder’s pin. Records are TIMES based and are recorded by the Maryland Swimming TIMES chair. No application is needed

Swimmers of the Year

This is a performance based award that is presented to the TOP Point scoring swimmer, by gender, age group and Short Course and Long Course seasons. Awards are based on State Records achieved, NAG Records achieved, Sectionals, Juniors, Nationals, Olympic Trials participation and placement; TOP 10 USA and MSI TOP 5 achievements and placement in State Championship Meets. Duplicate Awards will be given if swimmers score the same number of points in their category. Points are maintained by the Age Group Chairman and approved by the Coaches Committee. Awards are presented at the State Championship Meet each spring, for the previous year...

In order to be eligible for a Maryland LSC Swimmer of the Year Award, a swimmer must have been a Maryland Swimming Registered Swimmer no later than the previous October 1, of the year(s) being awarded. EXAMPLE: Must be registered by October 1, 2015 in order to be eligible for the 2015-2016 SC Swimmer of the Year and the 2016 LC Swimmer of the Year.

The following criteria is used in determining the swimmers of the year:

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1.    USA Swimming SCY Top 10 List.2.    USA Swimming LCM Top 10 List.3.    Maryland Swimming SCY Top 10 List.4.   Maryland Swimming LCM Top 10 List5.   Maryland Swimming - ALL Maryland Team List6.   Maryland Swimming Senior Championship Results7.   Maryland Swimming 14 & Under Championship Results8.   Maryland Swimming LC Championships Results9.   Any other data related to swimmer performance if needed to declare a recipient      cannot be made with the above data.10. Consideration is given to those swimmers that age up prior       to the championship meet for a particular season.  Swimmers       who do age up but have significant performance data are       considered which is usually resulting in multiple awards for     an age group. MARYLAND TOP 10

This is a TIMES based program that automatically generates the TOP 10 Maryland swims per event; by Age group and Gender – per season. The NSI Times chair will post the results on the www.mdswim.org website each time they are updated.

Comeback Athlete of the Year

This award may be presented to a deserving athlete who has shown exceptional determination to continue swimming after a major setback in their lives or their swimming careers. The recipient serves as an inspiring role model.. The recipient is selected by the Awards Committee from nominating letters maiiled to awards@mdswim.org. The award would be presented at the Spring State Championship Meet.

Scholastic All-American

This is an honorary qualifying achievement that is overseen by USA Swimming. Applications are posted annually on the www.mdswim.org website. They are submitted to USA Swimming for consideration and the All Americans are chosen by USA Swimming. Qualifications are from in the classroom and from in the pool.

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Officials Training, Certification and De-Certification

Maryland Swimming Officials

Get information from the Maryland Swimming web site www.mdswim.org or ther source regarding stroke and turn official’s clinic dates, times and locations.

Training and Certification of MSI officials.

To uniformly train, mentor and educate potential MSI Stroke and Turn Judges, Chief Judges, Starters and Referees the following outlines the steps and personnel required to facilitate the process. See APPENDIX I, “2012 MSI Standards for Officials” for further information on eth MSI Training and Certification process.

In the absence of a previously determined Training Referee, the Officials Chair has established the following criteria for an MSI LSC Official to be able to conduct a final MSI LSC Certification.

Stroke & TurnFor the purposes of reviewing and certifying that a Stroke and Turn

Apprentice has met the minimum on deck requirements to be certified, any LSC level Referee certified for more than 1 year in the position, may provide final sign off.

Chief JudgeFor the purposes of reviewing and certifying that a Chief Judge Apprentice has met the minimum on deck requirements to be certified, any MSI Chief Judge with 2 years as an N2 Chief Judge, or any MSI Referee certified more than 2 years or any MSI Referee certified for 1 year with at least 1 year as an N2 Chief Judge, may provide the final evaluation and sign off.

Starter:For the purposes of reviewing and certifying that a Starter Apprentice has met the minimum on deck requirements to be certified, any LSC level Referee certified for more than 2 years, or 1 year as an LSC Referee with at least 1 year as an N2 Certified Starter, may provide the final evaluation and sign off.

Referee:For the purposes of reviewing and certifying that a Referee Apprentice has

met the minimum on deck requirements to be certified, any LSC level Referee certified for more than 3 years with current N2 certifications in both Deck and Administrative Referee positions may provide the final evaluation and sign off.

Discipline and Decertification

Information on the Discipline and Decertification of MSI Officials can be found in APPENDIX II, “MSI Officials Discipline and Decertification”.

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Board of Review

The Maryland Swimming Board of Review is created by the MSI By-laws. It exists for the express purpose of hearing complaints, protests and appeals regarding the administration and conduct (including acts and failures to act) of the sport of swimming within Maryland Swimming, conduct that may violate the USA Swimming Code of Conduct or otherwise violate the policies, procedures, rulesand regulations adopted by USA Swimming or Maryland Swimming or conduct that may bring USA Swimming, Maryland Swimming or the sport of swimming into disrepute.

All requests for relief of a statutory fine should go to the MSI Executive Committee Review does not include judgment calls by an official of a meet, which can only be appealed to the meet referee.

In the event any person or organization seeks review by the Board of Review, the Maryland Swimming by-laws provide that the person or organization:

Shall submit to the Chair of the Board of Review (whose email address is listed on the MSI Administration page of the www.mdswim.org website.) a written statement setting forth a description of the action, inaction or conduct that is believed to have been improper or incorrect and the name of the person or group believed to have acted improperly, or the circumstances believed to require answers, explanation or clarification within 90 days of the occurrence. A filing fee of $50 is required before the Board of Review proceeds with anymatter. The Chair of the Board of Review will tell you where to mail the fee when they receive your request for an appeal.

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Article 6. ATHLETE PROTECTION

Website management and privacy policy

The Maryland Swimming Website www.mdswim.org, is COPPA compliant. Maryland Swimming

Websites that are collecting information from children under the age of thirteen are required to comply with Federal Trade Commission ( FTC ) Children's Online Privacy Protection Act (COPPA).

Websites for all MSI clubs shall be COPPA complaint and show the COPPA symbol.

Anti-Recruiting PolicyActive recruiting - the solicitation of an athlete of one USA Swimming member club by another USA Swimming member club is contrary to the best interests of MarylandSwimming, Inc. and its athletes. USA Swimming clubs within Maryland Swimming, Inc.shall be prohibited from directly or indirectly soliciting or encouraging an athlete of another USA Swimming member club to leave his or her existing club to join thesoliciting club. This anti – recruiting policy shall prohibit a USA Swimming member club employee or coach from directly contact with an athlete from another USA Swimming member club in Maryland Swimming, Inc., or the athlete’s family, with the intent that the athlete joins the soliciting club.The intent of this anti – recruiting policy is to prevent organized and club-sanctioned efforts to persuade a member of a one USA Swimming member club to leavehis or her member club to join the other club.

It is not the intent of this anti recruiting policy to prevent athletes or parents of athletes of one member club from initiating contact with coaches, officials or athletes of another club for the purpose of inquiring about joining the other member club. Once such contact is initiated, the restrictions of this anti-recruiting policy shall not apply to any contact with that athlete of another member club.

Nothing in this anti-recruiting policy shall prevent a USA Swimming member club fromconducting any self-promotional activities such as advertising, team tryouts or camps for the purpose of recruiting athletes as there is no direct solicitation ofathletes of another member club.

It is also not the intent of this policy to prevent athletes or parents of athletes from different clubs from discussing any aspect of their respective USA Swimming member clubs, or incidental contact, such as may occur at a competition when a coach, parent orathlete of one club offers to congratulate an athlete from another club. However, any such activities which have been shown to have been promoted, encouraged orfacilitated by a USA Swimming member club officer, employee or coach with the intent of recruiting shall be in violation of this anti-recruiting policy and subject themember club and/or its coach to the sanctions of this anti-recruiting policy.

Violation of this anti-recruiting policy shall be reported to the Maryland Swimming, Inc. Board of Review, which upon receipt of the complaint shall conduct hearings under the by-laws of Maryland swimming, Inc.

Any USA Swimming club or USA Swimming coach found to have violated this anti recruiting policy will be suspended from Maryland Swimming, Inc. for up to 1 year for a first offense and for up to 2 years for a second or subsequent offense.

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LSC Travel Policies

Any team, or individual, representing Maryland Swimming that is wholly or partially funded by Maryland Swimming must meet the following conditions:

Request for funding must be pre-approved by the Board of Maryland Swimming;

The Team or Individual must be representing Maryland Swimming, not an individualclub or team, or may not be competing as “Unattached.” All swimmers must becurrently registered with, and be active members of Maryland Swimming.

Any meet being attended by a team representing Maryland Swimming and receiving

any funding from Maryland Swimming must be either USA sanctioned or USAapproved. Observed meets do not qualify for USA Swimming insurance coverage.

Any team representing Maryland Swimming and receiving any funding from Maryland

Swimming, must consist of Age Group Swimmers, 19 and Under;

Any team representing Maryland Swimming, and receiving funding from MarylandSwimming, must provide a list of athletes, coaches and chaperones to MarylandSwimming, 7 days prior to departure for the event. Alternates are to be includedwhere applicable. These lists are to be submitted to the LSC Registration Chair toverify registration, staff and chaperone certification All official chaperones for teams representing Maryland Swimming and receiving and funding from Maryland Swimming, shall be members of Maryland Swimming and have completed and passed the USA Swimming Background Check and the Athlete Protection Training Course, within the last two years. Maryland Swimming will reimburse the Background Check fee to all non-coach official chaperones of funded Maryland Swimming teams.

All athletes, staff members (including coaches) and official chaperones, for teamsrepresenting Maryland Swimming and receiving any funding from MarylandSwimming, shall sign the “Maryland Swimming Honor Code” before departure to theevent;

All athletes, staff members (including coaches) and official chaperones, for teamsrepresenting Maryland Swimming and receiving any funding from MarylandSwimming, shall adhere to the “Maryland Swimming Honor Code”;

Any team, representing Maryland Swimming, and receiving any funding fromMaryland Swimming, shall ensure that all Transportation, Lodging and Meals is limitedto listed athletes, coaches and chaperones;

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Safety – report of occurrence policy

The Member Services Department of USA Swimming offers an online version of the Report of Occurrence form. Submitting the form online will be a more efficient way of sending information to USA Swimming. The Report of Occurrence is submitted any time there is an accident or injury during such USA Swimming activities as Sanctioned or Approved swim meets, swimming practices, contracted Swim-a-Thons or approved social events. The online form does require that certain sections, indicated by an asterisk, must be completed before it can be submitted.

Upon submission of the completed Report of Occurrence, you will receive an automated email indicating that USA Swimming has received the form. You should save this email as MSI requires that it be forwarded to the LSC Safety Chair for reporting purposes.

Every Meet Director shall have a hard copy of the Occurrence Form available. A copy is posted on the www.mdswim.org website.

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Article 7. REIMBURSEMENTS

Any team, or individual, representing Maryland Swimming and receiving any fundingfrom Maryland Swimming shall submit all receipts, meet results and any otherrecords, as required by the Treasurer and Board of Directors of Maryland Swimming.

Maryland Swimming reimburses clubs not individual athletes. Reimbursements areconsidered for travel to Sectionals, US Open, Junior Nationals, Grand Prix Meet, Nationals, Zone Select Camps, and a stipend for Olympic Trials. Coaches are also eligible for reimbursement for attending specific meets or attending educational clinics. There is no reimbursement to professional athletes, or athletes receiving reimbursement from USA Swimming, or prize money.

Athlete and Coach Reimbursements are made directly to the Club. Official’s reimbursements are made directly to the official.

Duplicate reimbursement is strictly prohibited.

Performance Awards Program / Replacing Reimbursement Program – Effective September 1, 2015

Winter / Spring Award Period: September 1 – April 30

Coaches will have to file for reimbursement at the end of each qualifying period

Filing to be done between May 1 and June 1.

Clubs will be reimbursed $25 per swimmer qualifying for the Spring Eastern Zone Sectional Championships.

Clubs will be reimbursed $400 per swimmer achieving a USA Futures Championships time.

Clubs will be reimbursed $600.00 per swimmer qualifying for the USA Swimming Winter National Championships. Swimmers with a disability qualifying for the fall/winter, and Spring US Paralympics Can Am Championship Meet will be at the $600 reimbursement level.

Verification will be made by the Maryland Swimming Times Chairman through the Maryland Swimming TM data base and the USA Swimming SWIMS data base. Checks will be cut to each club upon receipt of Request for Reimbursement form. No “proof of expense” documentation is required to be submitted by clubs

Summer Award Period: September 1 – August 31

Coaches will have to file for reimbursement at the end of each qualifying period

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Filing to be done between September 1 and October 1.

Clubs will be reimbursed $50 per swimmer qualifying for the Summer Super Sectional Championships.

Clubs will be reimbursed $400 per swimmer qualifying for the USA Futures Championships.

Clubs will be reimbursed $800.00 per swimmer qualifying for the USA Swimming Summer National Championships. Swimmers with a disability qualifying for the Summer US Paralympics Can Am Championship Meet will be at the $800 reimbursement level.

Verification will be made by the Maryland Swimming Times Chairman through the Maryland Swimming TM data base and the USA Swimming SWIMS data base. Checks will be cut to each club upon receipt of Request for Reimbursement form. No “proof of expense” documentation is required to be submitted by clubs

Olympic Trials Award Period: Qualifying Time period announced every 4 years – Last Date of Olympic Trials.

Clubs will be reimbursed $1500 per swimmer qualifying for the USA Swimming Olympic Trials.

Verification will be made by the Maryland Swimming Times Chairman through the Maryland Swimming TM data base and the USA Swimming SWIMS data base. Checks will be cut to each club upon receipt of Request for Reimbursement form. No “proof of expense” documentation is required to be submitted by clubs.

Above reimbursements are for 18 & Under Non-Collegiate Swimmers Only. There is no requirement to attend any meet to receive the above Performance Awards. All Award money is awarded to the club of record at the time of the qualifying swim.

All 19 & over non-collegiate swimmers qualifying for the above must attend a meet in order for the club to receive the award. Proof of competing in one of the above or equivalent (Grand Prix meets, Junior National Meets and others)is the only documentation required in order for the club to receive the award.

Clubs are not eligible for awards for “Professional” swimmers who achieve any of the above times. “Professional” shall be considered any swimmer who receives funds from any source other than USA Swimming.

Clubs are eligible for awards for swimmers that receive stipends from USA Swimming. Those awards will be limited to the difference between what was received by USA Swimming and the above award eligible for from Maryland Swimming.

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Collegiate Swimmers must abide to the Collegiate Swimmer Reimbursement guidelines adopted by Maryland Swimming Inc. The reimbursements will now be the above dollar values for the above meets.

Collegiate Swimmers are eligible for one reimbursement per year (September 1 – August 31).

Non-Collegiate Swimmers are eligible for two awards per year (September 1 – August 31). One spring/winter award and one summer award.

Swimmers with a disability will be recognized at the $1500 level for their equivalent achievement in making a US Paralympic CAN AM or Paralympic Trials Meet.

COACHES:

Clubs will be awarded for Coaches using the following guidelines:

1 Coach award for 1-5 swimmers

2 Coaches awards for 6 – 10 swimmers

3 Coaches awards for 11-15 swimmers

4 coaches awards for 16 or more swimmers

Coach must attend the meet in order to receive the award. Proof of meet attendance will be required. Copy of deck pass or documentation will be required to receive the award. Award values will be equivalent to those awarded for athlete award.

MSI, Zone or National Select Camp

Reimbursement UP TO $200 for Coaches Only

There is no athlete reimbursement for attending an MSI, Zone or National Select Camp. Selected attendees are selected, and, paid for by USA or MSI Swimming, depending on the camp.

Coaches may be reimbursed up to $200 upon presentation of actual receipts for travel and lodging. To be reimbursed a coach must be selected by MSI or USA Swimming, and have a swimmer participating in the selected camp.

Coach Education

Reimbursement UP TO $4000 annually

Reimbursement is to be made upon presentation of actual receipts for travel, clinic or class registration fees and lodging and approval by the MSI Finance Committee. Approved reimbursable Coach Education options consist of: the Annual (September) ASCA WORLD Clinic; the EASTERN STATES SWIM CLINIC (annually in October at Cherry Hill, NJ: and USA Sponsored Clinics such as Regional or Sectional Clinics; reimbursement for ASCA materials purchased upon achievement of ASCA Level 3, 4 or 5.

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To be eligible for reimbursement a coach must have completed 1 full year as a registered MSI coach, before attending the class, clinic or filing the ASCA paperwork. All reimbursements will be made to the club.

Maryland Swimming Officials Annual Reimbursement Plan

HOW TO BE REIMBURSED FOR IMMEDIATE PAST YEAR’S REGISRATION FEES

(Individuals)

1. Deck Referees pay no fee to register, but must submit a registration application form.2. Every other official: Starter, Stroke & Turn, Apprentice, Admin Referee – must pay the annual

non-athlete registration fee when they submit their registration application.3. To qualify for MSI reimbursement of your immediate past year’s registration fee you must :

Submit a completed MSI Swimming Officials Registration Reimbursement Request Form with a copy of your OTS data report

Must have worked a minimum of 12 MSI sessions that are divided over 4 or more MSI meets (may include: SC,LC, Sanctioned Meets, Approved Meets and Observed Meets) during the immediate past competition year (September 1 – August 31)

Request form must be submitted to the MSI Office between October 1 and December 1. No others will be honored

Reimbursements cannot be applied to current, or future, registration fees Only Maryland LSC Swim Meets can be submitted. No out of LSC Meets will

be accepted

HOW TO BE REIMBURSED FOR IMMEDIATE PAST YEAR’S OFFCIALS’ REGISTRATION FEES (Club)

1. Deck Referees have no fee to register 2. Starters fee is $47 to register 3. Stroke & Turn Admin Officials and Apprentices’ fees are $57 to 4. A completed MSI Swimming Officials Registration Reimbursement Request Form must be

filled out by each official who is to be included in the Club Reimbursement Request. A copy of each Officials OTS data Report must be attached to their personal Reimbursement Request form.

5. An MSI Officials Registration Reimbursement Request Form for Clubs must be included as a cover sheet and all individual forms must be submitted together with the cover sheet to the MSI Office between October 1 and December 1. No others will be honored.

6. Reimbursements cannot be applied to current or future, registration fees7. Only Maryland LSC Swim Meets can be submitted. No out of LSC Meets will be accepted.

HOW TO BE REIMBURSED FOR A BACKGROUND CHECK DONE DURING THE IMMEDIATE PAST YEAR

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1. Every official must have paid the Initial Background Check Fee, the Background Check Renewal Fee or the Level 1 to level 2 Conversion Fee during the immediate past year’s competitive swim year.

2. To qualify for reimbursement of your Background Check fee you must : Submit a completed MSI Swimming Officials Background Check

Reimbursement Request Form with a copy of your OTS Data Report attached.

Must have worked a minimum of 12 MSI sessions that are divided over 4 or more MSI meets (may include: SC, LC, Sanctioned Meets, Approved Meets and Observed Meets) during the immediate past year’s competition year (September 1– August 31)

Request form must be submitted to the MSI Office between October 1 and December 1. No others will be honored

Reimbursements cannot be applied to current or future, registration fees Only Maryland LSC Swim Meets can be submitted. No out of LSC Meets will

be accepted

This new Officials Reimbursement Plan was approved by the MSI HOD in June, 2013 and is now part of Maryland Swimming’s Policies and Procedures. It will be in effect each year going forward. Reimbursement consideration will only apply to Maryland LSC Meets no out of LSC Meets will be accepted.

National Official Qualifying Meet

Process for Selection and Approval of a National Evaluator

Up to 2 MSI Sanctioned Meets a year, may be designated as National Certification Meets requiring the selection and invitation of a National Official Evaluator.

The Meet Referee or Club Representative from a Designated Meet, must submit suggestions for the Evaluator to the MSI Officials Committee at least 9 months before the start of the meet, for approval. This request must be a word doc OQM Officials Qualifying Meet Application and be sent to the MSI Officials Chair.

The MSI Officials Chair will present the application to the Officials Committee for Approval.

The OQM Evaluator may not be asked prior to Approval from the Officials Committee. Upon Approval, the Meet referee or Club Representative may extend the invitation to the selected Evaluator.

Host Club Responsibilities

The Invited Evaluator is responsible for their own travel arrangements to and from the LSC and during the meet.

The Host Club will request all transportation, lodging and applicable meal receipts from the evaluator and reimburse him/her at the conclusion of the meet.

The Host Club will submit, within 30 days of the last day of the meet, an MSI Non Athlete Reimbursement form with all of the evaluator’s receipts attached, to the MSI Office for reimbursement.

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Evaluator expenses may not be deducted, by the Host Club, on the Meet Accounting form or from any meet fees.

Application ProceduresAll Athlete and Coach Reimbursements will be paid directly to the athlete’s or coach’s club. If a Swimmer and/or Coach is Unattached at the time of competition, all payment will be made to the coach or to any swimmer over the age of 21.

Requests for reimbursement must be on the correct Maryland Swimming Form, and they, plus any required documentation (receipts) , must be sent directly to the MSI Treasurer within 30 days of the conclusion of the event. Failure to complete the form properly, provide necessary documentation, or exceed the 30 day deadline, could result in a penalty and a reduction in the amount of reimbursement as stipulated.

Reimbursement forms are posted on the www.mdswim.org website:

Athlete Reimbursement

Non Athlete Reimbursement (For Coaches and Officials)

Outreach Meet Fee Reimbursement

Discretionary reimbursement Fund

Discretionary Reimbursement Fund

Maryland Swimming will include a Discretionary Reimbursement line in their annual budget, a $2000 discretionary reimbursement fund, for athletes needing meet and other travel assistance, who do not qualify under any of the current delineated reimbursement plans.

Swimmer must meet all current reimbursement qualifications of membership, representation, status and residence.

Partial disbursement is possible so that several swimmers can apply

Disbursement decision to be made on a case by case basis.

All decisions will be made by the MSI Board of Directors, and are final.

No more than $2000 may be used per year, unused money is returned to the general fund at the end of the year.

Reimbursement/Funding may not go directly to the athlete; it will be paid to the swimmer’s club or to the Organization Meet Sponsor.

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Article 8. MISCELLANEOUS

Geographic regions or districts within the LSC

Authority By-Laws - The name of the corporation shall be Maryland Swimming, Inc. (MSI)

The geographic territory of MSI is the State of Maryland (except the counties of Montgomery and Prince George’s).

MSI shall have jurisdiction over the sport of swimming as delegated to it as a Local Swim Committee (LSC) by USA Swimming.

MSI shall discharge faithfully its duties and obligations as a Local Swim Committee of USA Swimming in accordance t the MSI By-Laws, the USA Swimming Rules & regulations

and all applicable policies and procedures.

Programs Offered

Club Development of Maryland Swimming annually offers a Grant Program for clubs to earn money for their programs. The program changes in focus and requirements each year, but is based on the MSI Mission Statement. To be eligible an MSI club must have achieved USA Swimming Level 1 Club Development Recognition, unless otherwise stated..

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APPENDIX A

MARYLAND SWIMMING, INC

MINIMUM STANDARDS FOR MSI OFFICIALS

Position: TimerMinimum Age: 11Education and Training: None except pre-meet briefing. Performance monitored by Chief Timer during meet.Evaluation and Certification: Evaluation by Chief Timer during meet.

Position: Stroke and Turn JudgeMinimum Age: 18Education and Training: Must attend clinic, review and become knowledgeable of USA Stroke & Turn and Timer rules. Must complete the USA sanctioned Background Check and Athlete Protection Training.

On-the-deck apprenticeship with a trainer (who has minimum 1-year certification as S&T) for a minimum of six (6) sessions. When appropriate the final session MUST be with a Certified MSI Referee.

Apprentices cannot call disqualifications during training sessions including the final evaluation.

Evaluation and Certification: Evaluation by Referee(s) to be reported to the Officials Chair or his/her designee. Must complete certification within one (1) year from date of clinic. It is the responsibility of the evaluated official to request an evaluation and report successful completion of the education and training requirements to the Officials Chair or his/her designee.

Certification based on completion of Education & Training requirements, written recommendation by final Referee and after passing USA Stroke & Turn test. Must pass USA Swimming Officials’ Certification tests (Clerk of Course, Timer, Timing Judge and Stroke & Turn sections) with an average grade of at least 90% on the battery of tests.

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Recertification and Renewal: Must attend a MSI Clinic annually and work a minimum of eight (8) sessions over at least three (3) meets per year as Stroke & Turn. One of the three meets must be a meet not hosted by the official’s home club. All must be USA Swimming meets in Maryland unless approved by Officials Chairman. High school and summer meets do not qualify towards minimum sessions. Is also based on continuing education and evaluation of skills which may include periodic testing. Must complete the USA sanctioned Background Check and Athlete Protection Training every two (2) years.

Position: Relay Take-off JudgeMinimum Age: 18Education and Training: Must be certified Stroke & Turn Judge. Not a separate certification.Evaluation and Certification: Considered part of Stroke & Turn Judge certification.

Position: Chief JudgeMinimum Age: 19Education and Training: Must have worked as a certified Stroke & Turn Judge for a minimum of one (1) year with a minimum of six sessions.

Must attend a Chief Judge Clinic, review and become knowledgeable of USA Stroke & Turn, Timer, Clerk of Course, Timing Judge and Starter roles.A minimum of five (5) sessions as an Apprentice Chief Judge. While serving as an Apprentice Chief Judge will conduct two (2) pre-session stroke and radio protocol briefings following the Meet Referee’s instructions. Plus three (3) Apprentice Starter sessions, having conducted two (2) pre-session timers' briefings while serving as an Apprentice Starter following the Meet Referee’s instructions.

The Apprentice Chief Judge must achieve two successful formal evaluations (with two different referees), starting with the 8th or a subsequent session. The final evaluation, prior to testing, must be completed by a certified Chief Judge Evaluator as identified by the Officials Chair or their designee. The initial and final evaluations should not be conducted during the same meet.

Evaluation and Certification: Evaluation by Referee(s) to be reported to the Officials Chair or his/her designee. Must complete certification within six (6) months from date of clinic. It is the responsibility of the evaluated official to request an evaluation of his/her pre-session briefings and report successful completion of the education and training requirements to the Officials Chair or his/her designee.

Certification based on completion of Education & Training requirements and written recommendation by final Referee. The evaluating referee will report in writing the results of the evaluations to the Officials Chair or his/her designee. Must pass USA Swimming Officials’ Certification tests (Timer, Timing Judge, Clerk of Course, Stroke and Turn and Starter) with an average grade of at least 90% on the battery of tests.

Recertification and Renewal: Must attend a MSI Clinic annually and work a minimum of eight (8) sessions over at least three (3) meets per year as Stroke and Turn and CJ. One of the three meets must be a meet not hosted by the official’s home club. All must be USA Swimming

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meets in Maryland unless approved by Officials Chairman. High school and summer meets do not qualify towards minimum sessions. Is also based on continuing education and evaluation of skills which may include periodic testing. It is strongly encouraged that all certified positions be worked throughout the season to maintain proficiency. Must complete the USA sanctioned Background Check and Athlete Protection Training every two (years).

Position: StarterMinimum Age: 19Education and Training: Must have worked as a certified Stroke & Turn Judge for a minimum of one (1) year with a minimum of six (6) sessions.

Must attend Starter clinic, review and become knowledgeable of USA Chief Judge, Stroke & Turn, Timer, Clerk of Course and Timing Judge roles.

A minimum of five (5) as an Apprentice Starter. While serving as an Apprentice Starter will conduct two Timers’ briefings following the Meet Referee’s instructions.

Plus three (3) Apprentice Chief Judge sessions, having conducted two (2) pre-session stroke and radio protocol briefings while serving as an Apprentice Chief Judge following the Meet Referee’s instructions.

The Apprentice Starter must achieve two successful formal evaluations (with two different referees), starting with the 8th or a subsequent session. The final evaluation, prior to testing, must be completed by a certified Starter Evaluator as identified by the Officials Chair or their designee. The initial and final evaluations should not be conducted during the same meet.

Evaluation and Certification: Evaluation by Referee(s) to be reported to Officials Chairman or his designee. It is the responsibility of the evaluated official to request an evaluation and report successful completion of the education and training requirements to the Officials Chair or his/her designee.

Certification based on completion of Education & Training requirements, recommendation of the Referee(s) and after passing the following USA Swimming Certification tests:. (Timer, Timing Judge, Clerk of Course, Stroke and Turn and Starter) with an average grade of at least 90% on the battery of tests.

Recertification and Renewal: Must attend a MSI Clinic annually and work a minimum eight (8) sessions over at least three (3) meets. One of the three meets must be a meet not hosted by the official’s home club. It is strongly encouraged that every position be worked throughout the year in order to maintain proficiency. All must be USA Swimming meets in Maryland unless approved by the Officials Chair. High school or summer meets do not qualify towards minimum sessions. Is also based on continuing education and evaluation of skills which may include periodic testing. It is strongly encouraged that all certified positions be worked throughout the season to maintain proficiency. Must complete the USA sanctioned Background Check and Athlete Protection Training every two (years).

Position: RefereeMinimum Age: 21

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Education and Training: Must have worked as a certified Stroke & Turn Judge for two (2) years. Or worked as a certified Starter or Chief Judge for one (1) year.

Recommend be familiar with the positions of Announcer, Clerk of Course, Starter, Stroke & Turn Judge, Chief Judge, Timer, Timing Judge and Meet Marshal.

Must attend Referee’s clinic, review and become knowledgeable of all sections of USA Rules.

On-the-deck apprenticeship with at least two (2) different Referees for a minimum of eight (8) sessions over three (3) Maryland Swimming sanctioned meets At least one (1) session at an A & above meet and another at a BB & below or mini meet. At least two (2) of the eight (8) apprentice sessions must be as an Admin Referee, one (1) session on the timing console and one (1) with the Hy-Tek software.

The Apprentice Referee must achieve two successful formal evaluations (with two different referees), starting with the 8th or a subsequent session. The final evaluation, prior to testing, must be completed by a certified Referee Evaluator as identified by the Officials Chair or their designee. The initial and final evaluations should not be conducted during the same meet.

Evaluation and Certification: Evaluations by Referee trainers and the Officials Chair or his/her designee. It is the responsibility of the evaluated official to request an evaluation and report successful completion of the education and training requirements to the Officials Chair or his/her designee.

Certification based on completion of Education & Training requirements, recommendations of the Referee trainers and after passing the following USA Swimming Certification tests with an average grade of at least 90%: Timer, Timing Judge, Clerk of Course, Stroke and Turn, Starter, Administrative Referee and Deck Referee.

Recertification and Renewal: Must attend a MSI Clinic annually and work a minimum of eight (8) sessions over at least three (3) meets per year. One of the three meets must be a meet not hosted by the official’s home club. All must be USA Swimming meets in Maryland unless approved by Officials Chairman. High School and summer meets do not qualify towards minimum sessions. Is also based on continuing education and evaluation of skills which may include periodic testing. It is strongly encouraged that all positions be worked throughout the season to maintain proficiency. Must complete the USA sanctioned Background Check and Athlete Protection Training every two (years).

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APPENDIX B

MARYLAND SWIMMING, INC.OFFICIALS DISCIPLINE AND DECERTIFICATION POLICY AND PROCEDURE

Under the bylaws of Maryland Swimming, Inc., the Officials’ Chairperson and the Officials’ Committee are authorized and obligated to recruit, train, test, certify, evaluate, retest, recertify and supervise officials for MSI and perform such other activities as may be necessary or helpful in maintaining a roster of qualified, well trained and experienced officials of the highest caliber. This includes the authority to reprimand, suspend or decertify officials under several categories.

CATEGORIES

Three categories or classification of cause for action are Professional Qualifications, Professional Misconduct and Code of Conduct.

PROFESSIONAL QUALIFICATIONS

This category relates to matters involving deficiencies in the professional qualifications of the official. It relates to the technical aspects of officiating, such as, a gross lack of knowledge of the rules, improper application of the rules, etc.

PRIMARY RESPONSIBILITY - LSC Officials’ Chairperson

It is the responsibility of all officials to observe and evaluate the officials who are working for and with them. All major or consistently observed deficiencies, for positions other than the meet referee, should be reported to the meet referee, who may address them at the time of the meet. If a major or consistently observed deficiency is observed on the meet referee, that deficiency should be reported to the LSC Officials’ Chairperson. Should it become apparent that the official is deficient in the qualifications to serve in the position the official is certified for, then these deficiencies need to be reported to the LSC Officials’ Chairperson.

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The Chairperson has primary responsible for investigating the situation.

The Chairperson will gather all of the facts, personally, or may assign the role to another member of the Committee. It is important that all of the facts are discovered and documented to the extent possible.

When conducting the investigation, the following shall be determined concerning the official:

o knowledge of the rules,o application of the rules,o judgment on deck in applying the rules, ando professionalism on the deck.

Once the facts are obtained, the Chairperson will schedule a meeting with the official and review the situation. The official will be given the facts as gathered by the Chairperson, or his/her designee, have an opportunity to state his or her side of the matter and to make a request for additional training or guidance. If the Chairperson believes it is in the best interest of the official, it is appropriate to bring in other members of the Officials’ Committee or some third person who is a friend of the official to assist in the meeting. In the latter situation, the friend should be an official since professional qualifications are being addressed. Should the Chairperson believe it is inappropriate for him or her to meet with the official or address the issue; the Chairperson may assign the matter to another member of the Committee.

The Chairperson has the following powers:

• leave the official in his or her current position but establish a retraining program to correct any deficiencies. The program proposed should include observation over a series of sessions and retesting. In this situation, the Chairperson may decide to withhold any future assignments at the certified position until the official completes the program and is signed off by a training official designated by the Chairperson.

• reassign the official to a lower position, where the official is qualified (i.e., referee to starter or stroke and turn judge). The Chairperson should present the official with a program to be performed within a given time frame, enabling the official the opportunity to regain his or her position. The program will include retraining, observation over a series of sessions and retesting.

• if the Chairperson is confronted with the situation where it is

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apparent the official does not comprehend and understand the rules and, in the opinion of the Chairperson, the official will not be able correct the situation, then the Chairperson has the power to recommend to the Officials’ Committee that the official be decertified as an official.

SECONDARY RESPONSIBILITY – LSC Officials Committee

The Officials’ Committee will make the final decision on decertification. This step will include a hearing with the official, where the official has full opportunity to make his or her position before the Committee. (See HEARINGS below.)

A decision to decertify the official will only be made as a last resort and on the recommendation of the LSC Officials’ Chairperson. If there is no recommendation from the Chairperson then there will be no decertification.

PROFESSIONAL MISCONDUCTThis category relates to matters involving misconduct in the performance of the official’s professional duties that do not rise to the level of acts specifically covered by the Code of Conduct (Article 304.3 of the Rules and Regulations of USA Swimming).

DUTIES – LSC Officials’ Chairperson

A complaint alleging misconduct on the part of an official needs to be in writing, within 90 days of the occurrence, and filed with the LSC Officials’ Chairperson. The complaint must set out the facts and the misconduct alleged. It is the duty of the Chairperson to conduct an investigation of the allegation and develop all of the facts. The Chairperson, or his/her designee, may conduct this investigation but should have no prior knowledge of the situation or the official’s involvement.

PRIMARY RESPONSIBILITY – LSC Officials Committee

Once the investigation is completed, the entire file should be delivered to the Officials Committee. The Committee will then schedule a hearing. (See HEARINGS below.)

The Officials’ Committee has the following powers if a finding that the allegations are true against the official:

o issue a verbal warning. The warning must be accompanied by conditions

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to be met to correct the problem and the possible consequences if they are not met. Even though it is a verbal warning, it should be documented in the notes of the Committee accompanying the hearing,

o issue a written reprimand. The reprimand must be accompanied by the conditions to be met and possible consequences if they are not,

o reassign and establish a retraining program. The decision must be documented in the notes of the hearing,

o suspend the official. The suspension should be accompanied by conditions the official must complete during the suspension period, and

o permanently decertify the official. This should be for the most serious offenses and should be ordered only after all other remedial measures have been exhausted.

The investigating official will not participate in the deliberations of the hearing. The Chairperson is the “prosecutor” in this role and will not sit as part of the jury. However, if the penalty to be considered is decertification, then the Committee should consider this penalty only if the Officials’ Chairperson has recommended it to the Committee.

CODE OF CONDUCTThis category involves all acts that fall under Article 304.3.1 through .15 of the Rules and Regulations of USA Swimming.

The Chairperson must determine whether the matter falls within the jurisdiction of the National Board of Review or the LSC Board of Review. All complaints received by the LSC Officials’ Chairperson should be delivered to the Executive Director of USA Swimming in Colorado Springs if it is within the jurisdiction of the National Board of Review or the LSC General Chairperson if it is within the jurisdiction of the LSC.

All complaints would then be processed under the established procedures of the LSC and USA Swimming.

HEARINGS

Official Committee hearings will be scheduled, and notice provided, as soon as practical following the conclusion of any preliminary investigation made by or on behalf of the Committee, but no later than 30 days after the receipt of a written complaint or upon notice from the Chairperson that decertification of an official is

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recommended.

Emergency hearings may be called when compliance with the normal procedures would not produce a sufficiently early decision.

Hearing notices will be sent to all related parties, in written form (including electronic correspondence) and should be sent no less than 30 days before the hearing. The notice should include a detailed statement of the charges against the official, the circumstances believed to require answers or explanation, a copy of the written protest (if applicable), a description of the type of hearing to be held, the date, time and location of the hearing, a request that all answers to the charges be delivered at least 10 days prior to the hearing and the right to appeal to the LSC Board of Review should the decision be rendered against the official.

Extensions of time may be made at the discretion of the Chairperson or Officials’ Committee for good cause.

The conduct of the hearing need not be formal but the proceedings will be documented. The official should be given full opportunity to present his or her side of the issue.

Decisions will be rendered by a majority of all the Committee members who may participate via electronic communication. The final decision of the Committee will be provided to the official in written form.

The official shall have the right to appeal any decision imposing penalties on the official, including suspension or decertification, to the LSC Board of Review and the opportunity to appeal will be made known to the official. All other decisions rest within the jurisdiction of the Committee.

GENERAL

This program is intended to place the professional matters within the jurisdiction of the professionals, the peers of the official. However, if there are decisions made in this process, the official may have the right of appeal pursuant to the Rules and Regulations of USA Swimming and the Bylaws of the LSC.

If the complaint involves more than one category, the category with the highest process should be used.

Approved by HOD 6/7/2014

Corrected by BOD 4/26/2015

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