Club Officials’ Chair (COC)
and Regional (ROC)
May 2013
1
Agenda
1.
2.
3.
4.
5.
Officials Code of Conduct
Alberta Officials Committee (AOC)
Responsibilities of Club Officials Chair
(COC)
Role of the COC
SA Officials Information
May 2013
4
Agenda
6.
7.
8.
9.
Maintenance of the Officials Database
1. How to use the Database
2. To Access the Clinics
3. After a Clinic
Coordination of Officials for Swim Meets
Supporting the Development of Officials
Role of the (COC)
May 2013
5
Officials Code of Conduct
May 2013
6
Officials Code of Conduct

Swim Alberta will;
Offer programs and support
Ensure officials receive effective training
Provide mentoring
Keep officials informed
Have open communication
Provide on going opportunities
May 2013
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Officials Code of Conduct

Swim Alberta will;
Provide a process to report and have
actions taken on mistreatment, poor
conduct or violations of this code
Recognize officials for contributions
Provide insurance coverage when officials
working for SA
May 2013
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Officials Code of Conduct

Officials Will;
Participate in orientation and training
Maintain and update rules and rule
changes
Work within your area of responsibility and
support other officials on deck
Agree to enforce and abide by the rules of
Swim Canada and be responsibility for
their actions
May 2013
9
Officials Code of Conduct

Officials Will;
Respect rights, dignity and worth of
swimmers, coaches, volunteers and
parents
Conduct themselves openly,
professionally, lawfully in interests of SA,
swimmers, coaches, officials and parents
Be fair, equitable, considerate, and honest
May 2013
10
Officials Code of Conduct

Officials Will;
Respect confidentiality, of DQ’s, appeals
and personal information (PARA)
Respect a difference in people
Maintain fair and courteous attitude
Demonstrate respect, for athletes, and the
sport, by dressing proper attire
May 2013
11
Alberta Officials Committee
(AOC)
May 2013
12
AOC
http://www.swimalberta.ca/images/stories/off
icials/terms_of_reference_aoc.pdf
Goal:
 To provide officials with effective
development opportunities, education, and
mentorship
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AOC
Purpose:
 The (AOC) is responsible for the
development of swimming officials at all
levels in Alberta and the North West
Territories. This includes year round
swimming, Alberta Summer Swimming
Association, Para swimming, and Master’s
May 2013
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AOC
Purpose:
 The Committee will provide effective
education and mentorship
support the progressions of officials
from Level 1 through to Level 5.
provide a communication strategy and
the release of timely information as it
relates to the technical aspects of
swimming, to all officials.
May 2013
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AOC
Composition:
 AOC Chair, appointed by the board of
Swim Alberta
 Northern and Southern Region Officials’
Chairpersons, appointed by the AOC
Chair in consultation with the Alberta
Officials Committee and Swim Alberta.
May 2013
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AOC
Composition:
 Alberta Summer Swimming Association
Officials’ Chairperson – nominated by the
ASSA every other year.
 Provincial Officials’ registrar – reports
directly to the Executive Director and is a
staff/volunteer member of the
organization.
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AOC
Composition:
 2 - 3 Members at large who are current
officials and whose skills can add in
meeting the purpose and objectives of the
committee, as appointed by the AOC
Chair in consultation with Swim Alberta
with consideration given to urban and rural
representation. These members will be
appointed on a yearly basis.
May 2013
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AOC
Composition:
 Swim Alberta staff Liaison
Key Duties:
 Provide officials with effective education
and development opportunities to run
technically proficient competitions.
 Determine structures and systems that
promotes the effective development and
education of officials.
May 2013
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AOC
Key Duties:
 Develop a system for evaluation and
accountability of officials.
 Provide communication to officials
regarding technical and other information
that directly affects their role when working
a swim meet.
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AOC
Key Duties:
 Provide leadership on rule interpretation
and where required make
recommendations for rule changes.
 Ensure consistency in officiating at all
meets.
 Provide a framework for officiating at
provincially sanctioned competitions.
May 2013
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AOC
Key Duties:
 Ensure alignment with SNC on rules and
technical aspects of competitions and
officiating.
Authority:
 The AOC has the authority to establish
working committees and standing
committees to complete its work.
May 2013
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AOC
Authority:
 The AOC has the authority to establish
operating guidelines, procedures and
practices as it relates to its mandate and
based on approved policies of Swim
Alberta.
 The AOC will provide recommendations
on policy to the Swim Alberta Board.
May 2013
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AOC
Responsible To:
 The AOC is accountable to the
administration of Swim Alberta through the
AOC Chair.
The AOC liaises with the board of Swim
Alberta for the purpose of policy
guidelines, and development as it
relates to officials.
May 2013
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AOC
Meetings:
 The AOC will meet as needed in order to
meet its’ mandate as a committee. Ideally
there will be at least one in-person
meeting per year and 3 teleconference
calls per year.
May 2013
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AOC
Review and Approval:
 The Chair of the AOC and Committee will
review the terms of references every two
years and make recommendations for
modifications or changes as needed to the
General Manager of Swim Alberta.
May 2013
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Responsibilities of COC
May 2013
27
Responsibilities of COC
The work that you do as a club officials’
chair;
 Is guided by the mandate and strategies of
the Alberta Officials Committee.
May 2013
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Responsibilities of COC

Will help support the following strategies
as adopted by the Alberta Officials
Committee:
1. Development of an education program
for officials that provides them with the
information, knowledge and tools to
deliver technically proficient
competitions.
May 2013
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Responsibilities of COC
2.
3.
May 2013
Creation and implementation of a
mentorship program
Creation of engagement strategies for
officials that identifies systems for
recruitment and retention, succession
planning and accountability while also
providing a sense of connection to
Swim Alberta and the AOC.
30
Responsibilities of COC
4.
May 2013
Development of a system that ensures
the technical aspects of competition,
rules changes and updates are applied
consistently
31
Role of the Chair Officials
Chair (COC)
May 2013
32
Role of the COC
1. Organization of Clinics:
 Organizing clinics with your club,
 arranging presenters,
communicating availability to parents.
 Advise your Regional Officials
Chair/ASSA Officials Chair so that your
clinic can be posted on the Swim
Alberta website.
May 2013
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Role of the COC
May 2013
34
Role of the COC
2. Maintenance of the Officials Database
 After a clinic, held by your club,
submit the completed Officials’
Certification Form to each club that
had participants so they can update
their officials’ records.
http://www.swimalberta.ca/officials/officials-forms.htm
forward a copy to the Officials’
Registrar.
Also,
May 2013
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Role of the COC
2. Maintenance of the Officials Database
 Update the records of parents from your
club that attended the clinic.
3. Coordination of Officials for Swim Meets:
 The COC is usually responsible for
ensuring the supply of officials for
hosted swim meets as required by the
Meet Manager.
May 2013
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Role of the COC
3. Coordination of Officials for Swim Meets:
It is the responsibility of the host club
to provide a minimum of 50% of
officials for a meet.
Make contact with the COC’s from the
other clubs attending the meet to
obtain the remaining volunteer
officials.
May 2013
37
Role of the COC
Coordination of Officials for Swim Meets:
ASSA usually asks for 3-5 officials from
each club attending the meet to help,
this is put in the meet package
 At the conclusion of the meet send a copy
of the meet roster to all COC’s from
attending clubs.
 http://www.swimalberta.ca/officials/officials
-forms.htm

May 2013
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Role of the COC
3. Coordination of Officials for Swim Meets:
They are responsible to update the
officials’ shifts in the database.
 As a means of educating families in
your club it is a good rule of thumb for
the parent to expect to provide one
official shift per swimmer in a meet that
is hosted by a club in the area.
May 2013
39
Role of the COC
4. Supporting the Development of Officials:
 Become familiar with the approved
Officials’ Certification System in Alberta
and encourage and support officials’
progression.
http://www.swimalberta.ca/images/stori
es/officials/2013_official_certification_sy
stem_alberta_snc.pdf
May 2013
40
Role of the COC
4. Supporting the Development of Officials:
 Should you receive a request for a
referee evaluation or course,
refer the candidate to the Regional
Officials Chair/ASSA Officials Chair.
They in turn will connect them to the
Referee Development Advisory
Group.
May 2013
http://www.swimalberta.ca/images/stories/ads_that_expire/terms_of_reference_referee_
dev_committee_approved.pdf
41
Role of the COC

The Regional Officials Chair/ASSA
Officials Chair will organize, at the start of
the season, an opportunity for you to
connect with other Club Officials’ Chairs
and learn about your responsibilities.
Keep close contact with your Regional
Officials Chair/ASSA Officials Chair –
they are your mentor and are happy to
help you any way they can.
May 2013
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Role of the COC
In
turn, you are also the mentor for your
club’s officials. Take every opportunity
to engage, develop and educate officials
within your club.
May 2013
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SA Officials Information
May 2013
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SA Officials Information
This information is available at
http://www.swimalberta.ca/officials/index.htm
May 2013
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Maintenance of the Officials
Database
How to use the Database
May 2013
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How to use the Database

The Officials website is located at
http://www.swimofficials.ca/index.php

The document
‘Access the Officials Database’ is located
at
http://www.swimalberta.ca/images/stories/
officials/access_officials_database.pdf
May 2013
47
How to use the Database
The Officials database contains the
officiating records of all the officials, from
all the clubs, that are registered with Swim
Alberta (SA) and Alberta Summer Swim
Association (ASSA).
 The officials can have access to their
records by registering in the database at
http://www.swimofficials.ca/index.php

May 2013
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How to use the Database

The SA Officials clinics can also be
accessed here, you do not need to be
registered with SA, ASSA, or in the
database to access the clinics.
May 2013
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Swim Alberta On Line Registration/Officials Form
How to use the Database
Swim Alberta’s registration and officials data is confidential information. We do not divulge the information to outside agencies and always exercise
our best judgement when asked for contact information from people outside the Alberta swimming community. We value the privacy of our
members and we want to extend our concern to the internet as we move our registration/officials system on line. As before, the club registrar/chair
of officials is the custodian of the Registration/Official data for each club and only the registrar/chair of officials should have access to it. The
registrar/chair of officials will be given password protected access to the club data and they should exercise the same good judgement they
always have. The waiver below is meant to formalise this idea. Upon receipt of the signature of the registrar/chair of officials and club president,
the registrar/chair of officials will be given access to the site, via the email provided.
----------------------------------------------------------------------------------------------------------Waiver
As registrar and/or chair of officials for my club I agree that I will not share my password with anyone without the consent of Swim Alberta. I will
use the system as it is intended, for the purposes of maintaining the club registration and officials data with Swim Alberta.

Clubs can have access to their officials’
records by completing the Officials
Registrar Waiver Form located at
http://www.swimalberta.ca/officials/officials
-forms.htm then scanning and emailing a
completed form to
officialsregistrar@swimalberta.ca
Club Name ___________________________________________________________________
President’s Name ______________________________________________________________
President’s Signature ____________________________________________________________
Registrar’s Name _______________________________________________________________
Registrar’s Signature ____________________________________________________________
Registrar’s email (required for access) ______________________________________________
Chair of Officials Name __________________________________________________________
Chair of Officials Signature _______________________________________________________
Chair of Officials email (required for access) __________________________________________
Please Print
Please complete this form Legibly
May 2013
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Maintenance of the Officials
Database
To Access the Clinics
May 2013
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To Access the Clinics
The clinics can be given to a large group by
an Instructor using an LCD projector or large
screen TV:
 Down load the clinic,
 You must have an internet connection to
view or download the videos
 The videos are embedded in the Power
Point (PP) presentation
May 2013
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To Access the Clinics
Save to your computer, thumb drive etc.
 If you have trouble, contact Lockie Lister
at 403 609 2092 or
officialsregistrar@swimalberta.ca for
assistance.
 The official can also take the clinic on their
own, at their own speed.

May 2013
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To Access the Clinics
Downloading each time you want to take
or give a clinic will ensure that you always
have an up-to-date copy of the clinic.
Taking a clinic on your own at your own
speed, (NO PASSWORD REQUIRED):
 When it opens to the ‘Officials
Management System’ go to the Bottom
and click ‘Clinics’

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To Access the Clinics
List of Clinics:
Download MS PowerPoint Viewer 2007
2011 Level 1 (Dec)
2011 Strokes & Turn (May)
2011 Chief Finish Judge (Mar)
2011 PARA Officials Presentation (Oct)
2009 Chief Judge Electronics & Ares
Electronics Operator Officials Clinic
2011 Chief Timekeepr (Mar)
2011 Clerk of Course (Dec)
2009 Meet Manager
2011 Starter (Mar)
Back to Login Page
The clinics are in PowerPoint. If you do not
have the program you can download the
PowerPoint Reader from Microsoft at the
site listed below the List of Clinics header
 Click the clinic you wish to take from The
List of Clinics.
 Let it load on your computer for a couple
of minutes.
May 2013
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To Access the Clinics
F5 will start the clinic. It will start in full
screen mode.
 Click the left mouse button in the frame to
advance the slides.
 ESC will exit.

May 2013
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To Access the Clinics

When you have finished the clinic and
arrive at your first meet to officiate in that
position, bring along a copy of the
“Officials Certification Card” obtained from
the Swim Alberta Website at
http://www.swimalberta.ca/officials/officials
-forms.htm under ‘Officials Forms’;
May 2013
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To Access the Clinics
Inform
the Chair of Officials, when you
register to officiate, and the Advisory/
Session Referee, that you have completed
the online ‘Level 1 Clinic’ (or other clinic)
and wish to be ‘mentored’ on deck.
You can redo the clinics at any time to
answer any of your questions that may
arise while officiating.
May 2013
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Maintenance of the Officials
Database
After a Clinic
May 2013
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After a Clinic
After a clinic, held by your club, submit
the completed Officials’ Certification Form
found at
http://www.swimalberta.ca/officials/officialsforms.htm to;

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After a clinic, held by your club, submit the
completed Officials’ Certification Form to
Each club that had participants so they
can update their officials’ records.
Also, forward a copy to the Officials’
Registrar.
 Update the records of parents from your
club that attended the clinic

May 2013
61
Coordination of Officials for
Swim Meets
May 2013
62
Coordination of Officials for
Swim Meets

The COC is usually responsible for
ensuring the supply of officials for hosted
swim meets as required by the Meet
Manager.
It is the responsibility of the host club to
provide a minimum of 50% of officials
for a meet.
May 2013
63
Coordination of Officials for
Swim Meets
Make
contact with the COC’s from the
other clubs attending the meet to obtain
the remaining volunteer officials.
ASSA usually asks for 3-5 officials from
each club attending the meet to help,
this is put in the meet package
May 2013
64

Coordination of Officials for
Swim Meets
At the conclusion of the meet
Update your officials database
send a copy of the meet roster to all
COC’s that attending.
The COC at each club is responsible to
update their officials’ shifts in the
database.
http://www.swimalberta.ca/officials/offici
als-forms.htm
May 2013
65
Coordination of Officials for
Swim Meets

As a means of educating families in your
club it is a good rule of thumb for the
parent to expect to provide one official
shift per swimmer in a meet that is hosted
by a club in the area.
May 2013
66
Supporting the
Development of Officials
May 2013
67
Supporting the Development
of Officials
Become familiar with the approved
Officials’ Certification System in Alberta
and encourage and support officials’
progression.
 Web address
http://www.swimalberta.ca/images/stories/
officials/final__may_15_revised_names_2012official_ce
rtification_system_alberta_snc.pdf

May 2013
68
Supporting the Development
of Officials
Should you receive a request for a referee
evaluation or course, please refer the
candidate to the Regional Officials
Chair/ASSA Officials Chair.
 They in turn will connect them to the
Referee Development Advisory Group.

May 2013
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Role of the Regional
Officials Chair (ROC)
May 2013
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Role of the ROC

The Regional Officials Chair/ASSA
Officials Chair will organize, at the start of
the season,
an opportunity for COC’s to connect with
other COC’s and learn about the COC’s
responsibilities.
May 2013
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Role of the ROC
close contact with your COC’s –
you are their mentor and should help
them any way you can.
Take every opportunity to engage,
develop and educate your COC’s
Keep
May 2013
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Role of the ROC

Organization of Spring and Fall Clinics
Making arrangements for the venue and
any audio/visual requirements for the
clinics
Determining which clinics will be held
Sending out information to the Club
Officials’ Chairs so they can disseminate
to their officials
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Role of the ROC
Providing
information to Swim Alberta to
post details on the Swim Alberta website
Arranging instructors for each clinic
Be available during the clinics for any
problems/questions
Provide sign in sheets for the instructors
May 2013
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Role of the ROC
Collect
completed sign in sheets and
send to the Club Officials’ Chairs and
Registrar of Officials so that they can
update officials records
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Officials Database
Working with the Registrar of Officials to
enter the details for new officials in the
database
 Update the records of officials that take
clinics

May 2013
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Coordination of Club
Officials’ Chairs
Arrange a meeting of all Club Officials’
Chairs at the beginning of the season
 Update the contact information of the Club
Officials’ Chairs

May 2013
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Supporting the Development
of Officials

Become familiar with the approved
Officials’ Certification System in Alberta
and
http://www.swimalberta.ca/images/stories/
officials/final__may_15_revised_names_2012official_ce
rtification_system_alberta_snc.pdf
May 2013
78
Supporting the Development
of Officials
Encourage and support officials’
progression.
 When a request is received for a referee
evaluation or course:
Check to ensure that the candidate has
completed all of the requirements.
Forward the request to the Referee
Development Advisory Committee

May 2013
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Mentoring
Supporting the Club Officials’ Chairs and
be a resource for their questions and
development
 Identify strong candidates for progression
within the Officials’ Certification System
and

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Mentoring
Work
with them to ensure that they are
given the opportunity to develop their
skills
 Take every opportunity to engage, develop
and educate officials
May 2013
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Alberta Officials Committee
Hold a committee position on the Alberta
Officials Committee and
Attend in person and conference call
meetings
 Be familiar with the
Terms of Reference,
Strategic Direction and all other
committee information.

May 2013
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Alberta Officials Committee

Further details can be found on the Swim
Alberta website at
(http://www.swimalberta.ca/officials/alberta
-officials-committee.htm)
May 2013
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Thank you.
May 2013
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