© Copyright 2007-2010 Ontario Swimming Officials’ Association
Hy-tek Meet ManagerRecorder/Scorer
November 2007
© Copyright 2007-2010Ontario Swimming Officials’ Association
Today
Role of Recorder Scorer Location Responsibilities Meet Entries Scoring
Meet Manager Before – The Set-up During – Running the Meet After – Reports and Reporting
Questionnaire – 15 minutesReview (answers)
© Copyright 2007-2010Ontario Swimming Officials’ Association
Recorder/Scorer
Referee
Starter
Chief Timer
AssistantChief Timer
{{{{{{
Timers
Timers
Timers
Timers
Timers
Timers
StrokesAndTurns
MarshallingArea
Chief FinishJudge
Recorder/Scorer
© Copyright 2007-2010Ontario Swimming Officials’ Association
Referee
Starter
Chief Timer
AssistantChief Timer
{{{{{{
Timers
Timers
Timers
Timers
Timers
Timers
StrokesAndTurns
MarshallingArea
Chief FinishJudge
Recorder/Scorer
Clerk ofCourse
Recorder/ Scorer
© Copyright 2007-2010Ontario Swimming Officials’ Association
Referee
AssistantChief Timer
{{{{{{
Timers
Timers
Timers
Timers
Timers
Timers
StrokesAndTurns
Clerk ofCourse
MarshallingArea
Chief FinishJudge
Recorder/Scorer
Located near the Deck Input from either cards or electronics Purpose is to,
Record results accurately Manage information gathered during the meet Present information to all in a correct format Store results in an agreed upon method
© Copyright 2007-2010Ontario Swimming Officials’ Association
Referee
AssistantChief Timer
{{{{{{
Timers
Timers
Timers
Timers
Timers
Timers
StrokesAndTurns
Clerk ofCourse
MarshallingArea
Chief FinishJudge
Recorder/Scorer
Intent?To create a focal point for all information gathered during the meet. This includes No Shows, DQ’s, Exhibition swims, missed swims and of course the swimmer’s time.
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Meet Manager – Hy-TekBefore – The Meet Set-up Receiving Entries
During – Running the Meet Managing the Reports
After – Export files Meet Summary
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Before the Meet
Not a true Recorder/Scorer role. Host club needs to identify resource File consistency and record management Technology outpaced historical roles
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Before the Meet
Start with the Meet basics, Correct Name Dates of the meet Course Type and Distance Class of Meet (Age Group,
Masters, SWAD) Number of Lanes in the
pool
Set-up – Meet Set-upMaster File Management
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Identify seeding style (circle, timed finals)
Set-up – Seeding Preferences
Before the MeetMaster File Management
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Scoring system to be used (as defined by Meet Management)
Set-up – Scoring Preferences
Before the MeetMaster File Management
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Report Preferences Page Titles Formatting
Set-up – Report Preferences
Before the MeetMaster File Management
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Based on Meet PackageEither
Import Events• File• Import• Events from MM
Add New Event
Before the MeetEvents Events
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Each event requires, Event Number
(auto increments) Individual or Relay Gender
(alternates gender if set) Age Group
(may be pre-defined or custom)
Distance Stroke Entry Fee
Before the MeetEvents Events – Add Events
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Before the MeetEvents Events
Define Sessions
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Before the MeetEvents Events – Sessions – Add Session
Define SessionsTimes used in reports
Interval used by referee
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Before the MeetEvents Events – Sessions
Define SessionsDouble-click to add
Move All
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Before the MeetEvents Events
Define Records
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Please Note:What’s a Record?
For an official time to be acceptable as a “Record Time” in SNC record applications the time MUST have been measured by three timers (if manual time method is used).
A time achieved on the first leg of a relay, even if the team is subsequently disqualified.
A properly recorded split time, provided the final time stays within the meet’s qualifying standards
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Define Records
Before the MeetEvents Events – Records
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Before the MeetEvents Events
Define Time Standards
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Before the MeetEvents Events – Time Standards
Define Time Standards
Set by Meet Management
Based on the entered events
Import a standard
Enter/edit existing qualifying times
One time means the time is equal to or faster
Two times means the time must fall between the two times
© Copyright 2007-2010Ontario Swimming Officials’ Association
Before the Meet
At End of Meet Set-up
• Export a Meet Manager events file for all clubs coming to the meet.
• Export .. “Events for TM”• Example - MM020802.HYV• Do not Zip• File is encrypted• Attach to e-mail ‘as is’
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Before the MeetReceiving Entries
Email arrives with attachment Example clubname-Entries001.zip Import entries Done
Verification Only a precautionary step Entry accuracy is the responsibility of the submitting club
Ensure team name appears Consider number of swimmers Quick check of times (obvious errors)
Email/Fax back confirmation of entryClosing Entries
Physically stop making entries or changes Seed the Meet (once!)
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Before the MeetReports Sessions (Timed report for Referee) Heat Sheets (For programs) Entry Fees Athlete Entry (Basic 2 column report)
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During the MeetPre-Meet Available 1 hour prior to start Time spent to,
Ensure computer and hardware connected Identify Chief Finish and runners Establish routine for approval Ensure stapler, paperclips, elastics are plentiful Receive scratch list from coaches, Clerk of Course Remove (indicate SCR) scratched swimmers from heats
without reseeding Enter any deck alterations entries/substitutions Show deck entries as (generally) exhibition (EX)
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During the Meet
Running the Meet Types of entry will include,
Typing times from cards Accepting input from electronic systems
Introduce yourself to the Chief Finish Judge Define process for approval (both agree) Define relay team management.
When to collect cards Include swimmer names
There may be different methods of process due to physical constraints, timing systems used and more. The end result, accurately recorded times … should be the same.
© Copyright 2007-2010Ontario Swimming Officials’ Association
A Process
Chief FinishJudge
Recorder/Scorer
Collect and calculate correct finish times.
Cards arrive from deck1.
When complete all cards sent for entry.2.
Entry into system.3.
Create system report and send with cards for signature and approval.
4.
Cards, signed sheet returned and stored.5.
Results reports sent for posting.6.
During the Meet
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During the Meet
Getting Acquainted with the RUN menu
Getting Acquainted with the RUN menu
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During the Meet
Ensure the correct event is highlighted
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During the Meet
Status is either,• Unseeded
• Go back and Seed
• Seeded• Now ready for entries
•Done• Entries completed
• Scored• You have finished this event
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During the Meet
Choose the correct Heat
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During the Meet
Either:
• Choose Get Time (not shown) if using electronics
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During the Meet
Either:
• Choose Get Time (not shown) if using electronics
• Enter time awarded by Chief Finish Judge (no need to enter colons or comma)
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During the Meet
Indicate:
No Show (NS)
Did Not Finish (DNF)
Disqualified (Checkbox)
Exhibition (Checkbox)
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During the Meet
Automatically:
Heat placing and
Final placing will appear.
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During the Meet
When finished:
Choose Score Event for a report if
scoring is being implemented.
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During the Meet
When finished:
Scoring is presented if
Final or Timed Final
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During the Meet
OR
Choose List for a report if not
scoring the Meet.
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During the Meet
Review Results.
Print and give to Chief Finish for signature.
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During the Meet
Retain copy with Signature
• Bundle with cards (or tape)
• Store to one side
• Score event again if required
• Print copies for posting on the wall
While waiting for approval to proceed you can move on to next event.
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During the Meet
Alternates
Finals
Consols
If a preliminary, then indicate on the report finals, consolations and alternates.
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During the Meet
Exhibition swim:
Not ranked with time indicated
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During the Meet
Disqualifications:
Not ranked and no time indicated
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During the Meet
No Shows:
No time available so not placed.
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During the Meet
Did Not Finish:
No time available so not placed.
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During the Meet
Failed Swims:
• Choose from the Exceptions Menu
• Many different choices
• Enforcement at the discretion of Meet Management
• TM Report with proof (can be part of submission)
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During the Meet
Failed Swims:
Min. Entry Time
Swimmer Entry Time
Failed Swim
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During the Meet
Failed Swims
… or …
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During the Meet
If required scoring should be included.
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During the Meet
Judge’s Decisions.
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During the Meet
Judge’s Decision
• Break ties
• Make overall decision
• Heat Placing
• Results Points
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During the Meet
Splits
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During the Meet
Splits:
• Optional (MM Discretion)
• Cumulative times only
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During the Meet
Adjustments
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During the Meet
Adjustment:
• Current heat layout
• Drag and drop
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During the Meet
Adjustment:
• Deck entry
• Highlight team name
• Show Athlete
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During the Meet
Adjustment:
• Drag and Drop Name into desired heat and lane
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During the Meet
Adjustment:
• Drag and Drop Team
• Automatically increments to next relay Team ( i.e. ‘B’)
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During the Meet
Relays
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During the Meet
Team Names:
• Must be in correct order
• Must be a registered swimmer
• Drag and drop
• Double-click to delete
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During the Meet
Awards
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During the Meet
Awards:
• Prints labels for ribbons
• Label menu for selection
• Ensure print set-up
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During the MeetConclusion of Meet Turn balance of materials over to Meet
Manager/Assistant Meet Manager If the session has involved preliminaries for finals,
Remain for 30 minutes Ensure all issues have been dealt with
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After the MeetResults Management
Export Results files for Team Manager
Creates a .cl2 file
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After the MeetResults Management
Export Results files for Team Manager
Creates a .cl2 file Define either
All Team
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After the MeetResults Management
Send files to … www.swimnews.com
(if TAG eligible) www.swimdirect.ca
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After the Meet
Results Management Many different combinations
By Session By Team By Athlete Detailed Summary
You’ll want … Summary Totals By Athlete
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After the Meet
Results Management Meet Summary For Meet
Management To Swim Ontario Gold Bonus
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Recorder/Scorer - Questionnaire
15 minutes.
Role of Recorder Scorer Location Responsibilities Meet Entries Scoring
Meet Manager Before – The Set-up During – Running the Meet After – Reports and Reporting
Questions before we begin?
© Copyright 2007-2010Ontario Swimming Officials’ Association
Recorder/Scorer - Questionnaire
1. The Recorder/Scorer has the authority/responsibility to:
a. Overrule the Chief Finish Judge’s report if appropriate;b. Refer all contentious decisions to the Chief Finish Judge or
Referee for resolution;c. List disqualified swimmers on the result sheet;d. Resolve, one their own, contentious decisions about scoring;e. Compile a list of results from the preliminary heats for display
as soon as possible;f. Include split times in results whenever possible for events of
1500m and 800m as well as relays;g. Compare final results with current records and prepare
record application forms;h. Publish deck-entered swims as Exhibition Swims.
© Copyright 2007-2010Ontario Swimming Officials’ Association
Recorder/Scorer - Questionnaire
2. In a 10 & under Girls Freestyle event, the results have been published correctly if they read:
a) 1. Sally Smith 9 LSC 1:20.212. Donna Jones 8 STARS 1:20.633. Mary Brown 10 ESC 1:21.594. Sue Whyte 7 NSC 1:22.025. Dawn McFee 9 HTSC 1:22.596. Betty Carson 10 EKSC 1:22.59
b) 1. Sally Smith 9 LSC 1:20.212. Donna Jones 8 STARS 1:20.633. Mary Brown 10 ESC 1:21.594. Sue Whyte 7 NSC 1:22.025. Dawn McFee 9 HTSC 1:22.595. Betty Carson 10 EKSC 1:22.59
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Recorder/Scorer - Questionnaire3. In an 11 & 12 Boys 100m Backstroke event, the results have been
published correctly if they read:
a. 1. Brad Bain 12 SCAR 1:38.622. Todd Tucker 11 LYAC 1:40.013. Dean Greys 12 ROD 1:40.30 DQ4. Marc Tuller 11 SAMAK 1:40.335. Joel Carson 11 POM 1:42.416. Ken Kerr 11 MANTA 1:43.02
b. 1. Brad Bain 12 SCAR 1:38.622. Todd Tucker 11 LYAC 1:40.01 Dean Greys 12 ROD 1:40.30 DQ4. Marc Tuller 11 SAMAK 1:40.335. Joel Carson 11 POM 1:42.416. Ken Kerr 11 MANTA 1:43.02
c. 1. Brad Bain 12 SCAR 1:38.622. Todd Tucker 11 LYAC 1:40.01 3. Marc Tuller 11 SAMAK 1:40.334. Joel Carson 11 POM 1:42.415. Ken Kerr 11 MANTA 1:43.026. Dean Greys 12 ROD DQ
d. None of the above is correct.
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a. 1. Sue Toth 13 UCSC 1:20.212. Wendy Hunter 14 NYAC 1:20.633. Denise Pepin 13 CAMO 1:21.594. Heather Carr 14 WAC 1:22.10 JD5. Deb Doran 13 LUSC 1:22.10 JD6. Jenn Jones 14 DCSC 1:23.42
b. 1. Sue Toth 13 UCSC 1:20.212. Wendy Hunter 14 NYAC 1:20.633. Denise Pepin 13 CAMO 1:21.594. Heather Carr 14 WAC 1:22.104. Deb Doran 13 LUSC 1:22.105. Jenn Jones 14 DCSC 1:23.42
c. 1. Sue Toth 13 UCSC 1:20.212. Wendy Hunter 14 NYAC 1:20.63 3. Denise Pepin 13 CAMO 1:21.594. Heather Carr 14 WAC 1:22.10 TIE4. Deb Doran 13 LUSC 1:22.10 TIE 5. Jenn Jones 14 DCSC 1:23.42
Recorder/Scorer - Questionnaire4. In an 13 & 14 Girls 100m Breaststroke event, the results have
been published correctly if they read:
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Recorder/Scorer - Questionnaire
5a. The following relay results are published correctly, if they read:
a. 1. COBRA 1:02.27 2:01.83 3:03.84 4:04.022. ETOB 1:01.65 2:03.42 3:05.19 4:07.72
b. 1. COBRA 1:02.27 2:01.83 3:03.84 4:04.02 MAC 1:00.54 2:02.61 4:09.35 DQ
c. 1. COBRA 1:02.27 2:01.83 3:03.84 4:04.02 NYAC DQ
d. 1. COBRA 1:02.27 4:04.02 MAC 1:00.54 DQ
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Recorder/Scorer - Questionnaire
5b. When setting up the scores for a meet, the Scorer should:
a. Get the method of scoring from the Rule Book ONLY;b. Get the method of scoring from the Meet Invitation
and Rule book;c. Create an original system for scoring points;d. Award points to swimmers who are disqualified;e. Award points to swimmers who fail to equal or better
the qualifying times;f. Award team points to Unattached swimmers;g. Award NO points to Exhibition swimmers;h. When two swimmers are tied, award them each one-
half the total available points;i. Include on the score sheet a column for unawarded
points;j. Use only the default Hy-Tek scores.
© Copyright 2007-2010Ontario Swimming Officials’ Association
Recorder/Scorer - Questionnaire
6. For an official time to be acceptable as a “Record Time” in the SNC record application:
a. The times on at least TWO of the digital manual watches must be identical;
b. The time must have been measured by three timers (if manual time only);
c. The time must have been the fastest in the event and the winner placed first;
d. The time cannot have been achieved in a Time Trial.
© Copyright 2007-2010Ontario Swimming Officials’ Association
Recorder/Scorer - Questionnaire
7. Which of the following circumstances can lead to an official ‘Record Time’?:
a. A time achieved by a swimmer during the first leg of a relay;
b. A properly recorded split-time at the 400m point by a swimmer whose finish time fails to meet the qualifying time in the 1500 Freestyle;
c. A properly recorded split-time at the 50m point by a swimmer who also sets a record time in the 100m Freestyle;
d. A properly recorded time by the lead-off swimmer on a relay team which is disqualified for a subsequent infraction .
© Copyright 2007-2010Ontario Swimming Officials’ Association
Recorder/Scorer - Questionnaire
8. What is the significance of DE-QUALIFYING times for a meet?
a. They are used, along with QUALIFYING times, to limit both the fastest and slowest entry times for the meet;
b. They are used to disqualify swimmers who go too fast and exceed the DE-QUALIFYING time;
c. They are used to award points, as only swimmers who exceed the DE-QUALIFYING times can earn points for the team.
© Copyright 2007-2010Ontario Swimming Officials’ Association
Recorder/Scorer - Questionnaire
9. Qualifying times and/or dequalifying times may be set in order to tailor events for specific levels of swimmers.
a. A dequalifying time restricts entry to the meet;
b. A time achieved which is faster than the dequalifying entry time does not count;
c. Entries showing the dequalifying times are accepted.
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Recorder/Scorer - Questionnaire10. If a swimmer’s official time is slower than the qualifying time for the event, it is
termed a ‘failed swim’. How are ‘failed swims’ indicated on the official results?
a. Swimmers with ‘failed swims’ are ‘red-circled’;b. Swimmers with ‘failed swims’ are omitted from the
official results;c. ‘FS’ is marked beside each swimmer’s time;d. A line is drawn on the results list that separates
‘failed swims’ from the rest for each event where this occurs.
e. A separate Failed Swim – Exceptions report is posted for coaches to provide resolution.
© Copyright 2007-2010Ontario Swimming Officials’ Association
Recorder/Scorer - Questionnaire
11. The results of Exhibition swims should be recorded:
a. In a separate category (event) at the end of all the results for the meet;
b. At the end of the results for each event and marked ‘X’;
c. On the time card only (i.e. should not be included in official results).
© Copyright 2007-2010Ontario Swimming Officials’ Association
Recorder/Scorer - Questionnaire
12. Which of the following groups should be sent copies of the Official Results?
a. All clubs in the host province;b. All clubs in the host region;c. All clubs participating at the meet;d. The Chairman, National Officials Committee;e. The website swimdirect.caf. The Chairman, Canadian Swim Coaches
Association;g. The office of the host club’s Provincial section;h. The Provincial Sections of out-of-province
swimmers;
© Copyright 2007-2010Ontario Swimming Officials’ Association
Recorder/Scorer - Questionnaire
13. Re-seeding the meet is only done?
a. When circumstances dictate or warrant;b. When documents or information resulting from
previous seeding can be managed;c. Just before the meet starts;d. Whenever and how often you like.
© Copyright 2007-2010Ontario Swimming Officials’ Association
Thank you.
Approved by the Ontario Swimming Officials’ Association Board
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