Meet Manager Clinic September 2014 © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 1 Today Experience – Meet Manager Commitment of the Meet Manager Decision to Host a Meet Meet Management Options and Considerations Meet Preparation Start of Meet Meet Operation After the Meet Review Handouts, if required Questionnaire – 20 minutes Review (answers) © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 2 Experience – Meet Manager A Meet Manager’s first step is taking this clinic The following are recommendations for the Meet Manager position: Time Trials: The Meet Manager should also have taken the following clinics: Chief Finish Judge, Recorder/ Scorer, Clerk of Course LI or LII official Small Swim Meets: Timed final invitational < 300 swimmers The Meet Manager should also have taken the following clinics: Chief Finish Judge, Recorder/ Scorer, Clerk of Course Should have some sign-off’s for these deck positions LI or LII official, with Meet Management office experience © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 3 Experience – Meet Manager The following are recommendations for the Meet Manager position: Large Swim Meets: Timed final or prelim/ final invitational, regional, provincial, national meets The Meet Manager needs to have extensive Meet Management experience Level III official © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 4 Commitment of the Meet Manager The overall role focuses on managing meets, not performing specific tasks: Delegate Prior to taking on the role, make a personal commitment: Availability of time (throughout pre-meet period, during meet, and for follow up) Ability to delegate work to volunteers, maintain teamwork, and adherence to timelines Ability to monitor progress on multiple priorities © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 5 Decision to Host a Meet The decision to host a swim meet should be made sufficiently in advance to allow proper organization Determine the timing and type of meet in concert with head coach (see Meet Options) For a new club, with inexperienced officials, consider hosting a developmental meet first and then move on to more complex meets such as an invitational or provincial meet Get information about the meet calendar for the area. This will affect your ability to attract swimmers, as well as availability of officials On https://registration.swimming.ca/Login.aspx, complete and submit the Meet Sanction application along with the Meet Package (you will require username and password from your club registrar to log on this site) © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 6 Meet Options ALL swim meets/ time trials require a sanction that is completed on the SNC registration system and sanctioned by Swim Ontario Options on sanction: Open or closed swim meet Invitational or championship Age group or senior Time standard/ no time standard Short course/ long course (single/ double ended) Traditional or mixed gender (novelty) SNC - All individual races must be held as separate gender events for record purposes © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 7 Bid Meets Regional and provincial championship meets are awarded by vote/ bid respectively Available meets are announced on the Swim Ontario or regional websites, by e-mail, or snail mail Terms subject to provincial or regional policies, usually set out in their bid and/ or meet information Assistance with officials is often available National meets usually awarded to a provincial “team”, in conjunction with a local Meet Committee A Meet Package is often provided © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 8 Meet Considerations In consultation with coach: Meet options Consistency with training/ development schedules Timing: Meet calendar Pool schedule Officials: Sanction requires a Level IV or V for Meet Referee Class II Time Trial – can be a Level III if approved by Regional Official Representative (ROR) Availability and training of sufficient number of volunteers for positions such as Safety Marshal, Timekeepers, Strokes and Turns, Clerk of Course, Marshalling, CFJ, etc. Availability of senior officials from other clubs for mentoring, training, and positions such as Starter and Session Referee © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 9 Establish a Meet Committee Meet Manager Meet Office Chairperson Meet Referee - Senior LIV/ Master LV Official – major officials Officials Chairperson – minor officials Electronics Chairperson (if electronic timing system available) Awards Chairperson Concession Chairperson Officials Food Chairperson Publicity Head Coach Sponsors Chairperson Billeting Chairperson © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 10 Sequence of Activities Coordinate with head coach Organizing Meetings: Assignment of responsibilities Team building Reporting procedures Confirm facilities and services (electronics) Budget: Cost of pool rental, fees for individual events and relays Sponsorship possibilities Contribution to club finances © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 11 Sequence of Activities Prepare Meet Package: Event listing + qualifying/ de-qualifying standards Specific information for that meet Scratch Rules defined; S/C L/C conversions; separate gender swimming; Split times; Swimsuit Rules; LTADS; Warm-up procedures Determine volunteer requirements Grid prepared of all required positions for larger meets Prepare and submit Sanction Application Swimming Natation Canada (SNC) website © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 12 SNC Website Start of sanctioning process This is the location of all official documentation and electronic files for the sanctioned meet: Approved Meet Sanction with number Valid Meet Package Event file for coaches software (Team Manager) Entry management area A Post Meet Report – Swim Ontario Gold Bonus fees Results file © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 13 SNC Website Public access https://www.swimming.ca/MeetList.aspx Login for club and Meet Manager is required Access for Meet Manager https://registration.swimming.ca/Login.aspx © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 14 SNC Website https://registration.swimming.ca/Login.aspx © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 15 SNC Website Meet Manager Updates – SNC guides, instructions My Info – Meet Managers contact information Meet List – Sanctions status for each swim meet Swimmer Lookup – Current and historical listing of athletes ID + DOB Support & FAQ – Assistance © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 16 SNC Website Your club’s name Meet Manager Your club’s meet names © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 17 SNC Website Meet Lists/ Meet Sanctions: List your meet early to advertise (without sanction) Apply for a sanction Your Meet Package is required when you apply for a sanction and should include the following info: Policies: LTADS – September 2008 Swimsuit Policy – September 2009 Warm-Up Procedures – June 27, 2014 Rule Changes: Scratch Rules; Conversions; Separate Gender swimming; Official Splits © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 18 SNC Website First section of the Meet Sanction application screen © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 19 SNC Website Coaches must use entry area to submit teams entry file Include details in your Meet Package Site validates swimmer registration number, birth date, club, etc. upon upload of club’s event file Use of validation of entries prevents delays when uploading the results following the meet Notification of entry file received to MM e-mail Can post status of entry file Accepted, rejected, pending Can send e-mails to coaches from this page © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 20 SNC Website Meet Name Meet Manager Most recent only Club info: 1) Short name 2) Event file 3) Coach 4) Coach contact © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 21 Contents of a Typical Meet Package Sanction form Meet Classification - open/ closed invitational, developmental, championship, etc. Dates of the meet Facility name, location, and helpful information (parking, access, hotels) SNC safety rules LTADS Document - Warm-up times, starting times, finish times for sessions, prelims/ finals Maximum session – 4 ½ hrs Entry limit (if any) and entry deadline Qualifying times, de-qualifying times Format: timed finals, prelims, finals Deck entries Entry Fees - individual, relays Relay rules Meet rules, including starting procedures Age groups Pool details Scratches Scoring Awards (See LTADS) Results (See LTADS) Distance Events - specifics (i.e. 2 swimmers per lane, limit # of swimmers, etc.) Coaches' meeting, time, location Event schedule Entry Grids - encourage Hy-Tek computer entries Billet/ accommodation information Contact information Responsibility for swimmer – each individual club is responsible for their swimmers; during and between meet sessions © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 22 Contents of a Typical Meet Package Swim Ontario Requirements LTADS September 2008 impact: 12 and under time finals for individual and relay events Single age increment std’s for 14 and under Individual awards for individual event performances Invitational – Oct 2009 suspended single age group for results Invitational – Oct 2009 suspended single age group for awards 4 ½ hours sessions excluding warm-ups © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 23 Contents of a Typical Meet Package Swimsuit Policy September 2009 © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 24 Contents of a Typical Meet Package Hy-Tek event file for meet: www.swimming.ca/MeetList.aspx Quebec teams use different software - “SPLASH” High School meet entries – some still manually accepted: Printed Grids, Delivery formats (fax, mail) Time cards completed by participating coaches (novice, dual meets) Entry closing dates Payment of fees Confirmation of entries © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 25 Contents of a Typical Meet Package Class II Time Trials – the required meet package can be found on the Swim Ontario website www.swimontario.com -> Club Services -> Forms -> Time Trial Template Invitationals – sample meet package also found at website above for new Meet Managers needed to start from scratch -> Swim Meet Package Template Every approved sanction has a meet package attached. Go to www.swimming.ca/MeetList.aspx and view them under each swim meet listing for more samples © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 26 Awards Form a committee of 2 - 3 people to handle the awards Calculate the number of medals, ribbons required: Count manually or use the MM software to estimate Remember to add extra for ties and Para awards Order awards approximately 3 months prior to the meet Decide if you will be presenting medals during the meet: If you present on deck, who will do the presenting, and when will you present Consider how you will find the winners if presentation is not done close to the event in which they swam Session Referee and Starter must be briefed if the session is interrupted for awards © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 27 Awards Hy-Tek can produce and print result tags for events after scored. These can then be attached to the ribbon/ medal. If you are not using Hy-Tek, name/ event tags should be arranged before the meet and once the event is completed Volunteers can hand write the winning information on the ribbon/ medal Use large envelopes to organize the ribbons/ medals by club and arrange for clubs to pick-up their awards at the conclusion of the meet. It is very costly to mail awards. Good idea to mention in coaches meeting © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 28 An unhappy club in a not so good billet situation will have a lousy swim meet and may never return to your meet. Billeting Determine whether as host club, you are going to be responsible for billeting some of the out-of-town swimmers The placing of billets can be a real chore if not organized by a committee, but also impacts the attractiveness of your event Remember to consider legal risks and exposure Establish the number of swimmers than you can comfortably handle Indicate in your Meet Package whether limited billeting is offered © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 29 Billeting A team of 2 - 3 individuals with a co-ordinator is preferred: Copy all billet requests that arrive with the entries, for the billet co-ordinator If you depend on other clubs in the area to assist in the billeting, make sure you talk to these clubs well in advance of the entry deadline to solicit support Keep a list of chaperone names and contact number's in case of billeting problems Be available during and after the first session to solve any last minute billeting problems Prepare a list of billets and their billeting family/ phone number that can be given to the chaperone of each club requiring billeting Maintain spots for 1-2 swimmers that may not have made the original list supplied (usually a few last minute cancellations create some openings) Maintain a complete and up-to-date list of billet assignments, available at the pool at all times, for emergency contact and follow up © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 30 Organizing Officials If necessary, ask for help in your Meet Package and have the clubs send their list of names, phone numbers, and qualifications along with their entries Divide responsibility between senior officials and local officials chairperson to arrange for officials In any event, have the majority of the positions filled before the start of the meet Confirm status of officials’ assignments to Regional Official Representatives 10 DAYS prior to meet Publish schedule and assignments as soon as it is finalized © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 31 Organizing Officials Arrange 2 - 3 spare Timekeepers on call in case of sickness or no-shows Organize the officials room with required supplies for that session Designate a person to greet and sign-in the officials as they arrive, direct them to the heat sheets and equipment needed for their position and answer any questions All officials working a session must be recorded Have all positions posted in the officials' room If there are openings for other sessions, officials can sign-up where they see the empty positions © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 32 Organizing Officials www.osoa.ca – official’s registration Meets – new in 2013 Set up your meet, add your sessions: Officials can register directly from their own account Meet Admin can add officials that e-mail their availabilility Assign deck positions, after meet confirm worked positions Meet Referee, COC, or official co-ordinator can be given Meet Admin access (see your ROR’s) © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 33 Producing/ Selling Heat Sheets Produced in time between entry deadline and start of meet considering likelihood of significant changes to entries Sponsors and advertising inserts, endorsements Programs for finals cannot be prepared until prelims have finished Access to fast photocopier – print more copies as needed Copies of programs/ heat sheets: Minimize versions with heat start times Copies for Sale: Pricing; Estimated number is # of swimmers per session/ 2 Copies for coaches, officials, HLT, canteen, photographers,… Copies for Senior Officials: Meet Referee, Session Referee, Starter, Chief Timekeeper, Clerk of Course, electronics, Chief Finish Judge, and Recorder/ Scorer, S & T Judges on turn or bulkhead Copies for swimmers posted on deck, in check-in area, if marshalling Carded/ cardless, positive check-in vs. scratch only © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 34 Food for Officials and Coaches A good supply of water, coffee, cold drinks, veggies, cheese and crackers, cookies, etc. will keep officials and teams coming back to future meets Consider refilling water bottles to reduce waste Meals may be offered between sessions if one or more prelims/ timed finals plus finals Food sponsors can usually be found for a small ad in your program Be sure to visit the pool deck with water and snacks during the sessions for the officials © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 35 Concessions Your concession chairperson should have a team of reliable assistants to help during all sessions Depending on the pool facility, it may be possible to have food available (purchased or donated) that can be sold to swimmers, parents, etc. Some pools do not allow this as they have their own concession Decide if meet T-shirts (or other swimming supplies) will be designed and sold Decide if vendors (eg. Aquasport) will be invited to large meets Check facility guidelines Agree on revenue sharing © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 36 Time Management Swim Ontario regulation that sessions are not to exceed 4½ hours Analyze your meet needs: Number of lanes Single/ double ended Para Swimmers – refer to coach for any changes Events Level and age of swimmers © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 37 Hints on Calculating Timing Look for the slowest time for each heat in each event and allow another 30 seconds for each heat Timing out the meet is essential and if done correctly you can usually be within 15 minutes of the actual time it takes Hy-Tek will provide a timed printout for each session. Interval of 30 seconds between heats provides for extra time to deal with delays: DQ’s, inexperienced officials, age of swimmers Electronic malfunctions or pad changes Delays to move starts to other end of the pool, etc. © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 38 Optimize Time Consider timed finals for some of the longer events, particularly in the younger age groups 400m Free/ 400m IM/ 800m Free/ 1500m Free Limit the number of entries in longer events Use an experienced Referee, Starter, and Clerk of Course. Consider keeping swimmers in the water at end of races, and starting “over the top” Swim 2/ lane in the longer events such as 400m, 800m, 1500m Free but consult electronics on implications. May need all manual times. Double ended meets - short course as well as long course Senior Seed 800m Free/ 1500m Free - fastest to slowest all ages combined, age groups may be separated out for results © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 39 Facility Relations Check with the pool administration at least 1 month before the start of the meet to ensure all arrangements are in place. Suggest a letter outlining all requests Garbage collection, tables, chairs, podium, bleachers, warm-up and session times for life guards, numbers of swimmers in pool for warm-up, etc. Get to know the staff at the pool you will be working with during the meet Check a few days before the meet to ensure requests are in order Access rules for photographers Electronics equipment set-up, operation, and maintenance/ repair © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 40 Equipment Clip boards Pens/ pencils, sharpener Staplers, staples Paper clips, elastic bands Calculator Starting gun with ammunition Microphone for Starter Stop watches Whistle Extra entry cards Relay card stock Duct tape For distance events White/ chalk board for marshalling and/ or results A reliable photocopier Computer equipment, printer, printer cartridges, extension cords All software packages needed Session time signs for spectators Signs for posting results Masking tape White paper Coloured paper for master lists DQ slips on coloured paper Scratch forms on coloured paper Receipt book for meet fees Coloured vests for Safety Marshals (nice to have) Bells (1 per lane is best) Lap counter sheets for Starter, Session Referee © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 41 Pool Equipment (if not provided by facility) False start rope Lane numbers for blocks lane 1 on far right looking down the pool Back stroke flags Pylons to close blocks during warm-up Bells for distance events Mark 15m from pool ends for Turn Judges Seating for teams Chairs for Timekeepers Medal podium if presenting medals Electronic timing equipment (wiring, pads, starter, starting flash, computer) © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 42 Before and at Start of Meet Suggest printing relay cards before the meet starts Arrive at the pool 1½ hours before the start of the warm-ups for the first session Post the most current SNC warm-up procedures around deck area. These are in effect at ALL Canadian meets and must be displayed Post signage for deck access: “Only competitors, certified coaches and officials are allowed on deck. NO other persons are permitted on deck unless expressly authorized by Meet Management.” © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 43 Before and at Start of Meet Meet with the Referee to discuss coaches meeting and specifics of the meet, such as changes to the program, heats that go directly to finals, handling of distance events, etc. NEW in May 01, 2014… Swim Ontario has produced Coach Compliance ID cards Coach Compliant List on Swim Ontario website updated weekly if coach does not have their ID card Print out the most current Coach Compliant List All coaches must have proper accreditation to be on the deck during a sanctioned swim meet Before handing out their coaches package, confirm compliancy Distribute coaches meeting agenda, relay cards, session time-outs, any other meet information to the coaches Create a team box in MM office or hand out individually © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 44 Before and at Start of Meet Run coaches meeting with Referee Ensure Safety Marshals are ready to control sprint, pace lanes Ensure someone is in Meet Manager office to answer questions and collect cheques for meet fees and write receipts Maintain official’s sign-up, including late additions (insurance regulations) © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 45 Coaches’ Meeting Schedule for just prior to start of warm-ups away from the pool deck Conducted with the Meet Referee Suggest agenda of topics to be discussed such as: Facilities, session time outs, any changes to the meet Scratch procedures Any questions Define the working deck © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 46 Opening Ceremonies Generally only used for multi-day meets with prelims and finals Music/ bagpiper for march on of officials for finals is a nice touch Opening remarks: No more than 10 minutes Introduce sponsors and key senior officials National Anthem: Test sound system with CD prior to first day Versions available on Canadian Heritage website http://www.pch.gc.ca/progs/cpsc-ccsp/sc-cs/anthem_e.cfm © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 47 During the Meet Jury of Appeal: Refer to swimming rules for details Role of the chairperson of the jury Meet Commission Meet Management office responsibilities © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 48 Meet Management Office Need 2 - 4 volunteers to assist Meet Manager with operation of session Number depends on complexity of meet Single ended, relays at end of session - fewer staff Need to arrive 1 hour before start of session Need to have good computer skills, attention to detail, able to meet strict time deadlines © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 49 Meet Management Office Responsibilities Process scratches before session start Produce lane timer sheets Process and distribute relay cards, if required Organize swim-offs, if required Prepare for finals, if required Organize paperwork for Provincial or National records, if required © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 50 Meet Management Office Responsibilities Process scratches before session start: Follow terms in Meet Package Encourage coaches to inform Meet Manager of any known scratches: Could use empty lanes for deck entries, missed swims in development meets, etc. Starter and Referee can operate more efficiently Mark scratches on session master, lane timer sheets, heat sheets for Starter, Session Referee © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 51 Meet Management Office Responsibilities Produce lane timer sheets: Should reflect scratches received If many heats in event, break lane/ timer sheets into smaller groups so CFJ does not fall behind Continuous Feed, two events per page, or one event per page Consider distance paperwork: If time cards available, actual splits on back Lap counter sheets to assist counting of laps Less chance of losing track of laps and not finishing race at correct point © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 52 Meet Management Office Responsibilities Example of distance lane/ lap counter sheets Event 3 800 Free HEAT: LANE: Swimmers: Left Right Split Times: Split Times: 50 m 50 m 100m 100m 150m 150m 200m 200m 250m 250m 300m 300m 350m 350m 400m 400m 450m 450m 500m 500m 550m 550m 600m 600m 650m 650m 700m 700m 750m 750m Final time Final time © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 53 Meet Management Office Responsibilities Process and distribute relay cards if available: Can be very time consuming for heavily subscribed meets Accuracy is very important: Print out the relay events for a master page Check off cards returned by coaches on master If using Hy-Tek, update any changes to the swimmers and/ or relay order Follow-up with coaches for any cards not returned Arrange cards in heat/ lane order for Clerk of Course OR event, lane order for Timekeepers Distribute cards to Clerk of Course OR Timekeepers, be consistent © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 54 Meet Management Office Responsibilities Organize swim-offs, if required Chief Finish Judge may see tie for place in finals or alternate swimmers during listing/ scoring Tied swimmers can swim again to determine placing Meet Manager and Referee decide on best time to swim Consider end of session, start time of next session, other swims for swimmers involved, order of events in finals © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 55 Meet Management Office Responsibilities Organize swim-offs, if required: Inform coaches and get decision May decide not to do the swim-off Notify Session Referee, Starter, electronics, Chief Timekeeper, Timekeepers, coaches for lane assignments, announcer (if used) Prepare lane timer sheets/ time cards for swim-off Handle Judge’s Decision for original event then repost results © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 56 Meet Management Office Responsibilities Prepare for finals: Follow terms in Meet Package for: All Scratch Rules A/ B finals, split by age group, gender Seed heats with results of prelims Produce programs for sale and heat sheets for officials Produce document for Clerk of Course to use to check in swimmers © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 57 Meet Management Office Responsibilities Prepare for finals Clerk of Course document: Allows the session to run more smoothly and ensures lanes are filled Lists all swimmers and alternates by club in final session Coaches sign off that swimmers are present or scratched before the session starts Heats adjusted and alternates notified before the events © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 58 Meet Management Office Responsibilities Prepare for finals During warm-up of finals: Monitor adjustments by Clerk of Course Repost heat sheets for swimmers Create lane timer sheets © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 59 Meet Management Office Responsibilities Organize paperwork for provincial or national records, if required: Records can be input into the MM software prior to the swim meet, set up to flag on results Coaches may mention before swim that record may be broken Record application is on SNC website under Statistics with list of documents required – new Jun 2010 https://www.swimming.ca/RecordApplicationProcedure Best to get signatures while officials (Referee, Chief Timekeeper, etc.) on deck © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 60 Jury of Appeal Meet Manager acts as the Chairperson of the Jury should there be any written protests: Select 3 - 5 most senior officials to serve as members of the jury Must be an odd number Members should not be involved in the protest Deal only with the matters being protested Interview all involved officials and/ or coaches to make an objective decision Be decisive i.e. make objective decisions as expediently as possible To be held immediately following the session The Chairperson does not have a vote The Chairperson does not express his/ her opinion He/ she should direct the jurors to consider all pertinent facts (Referee, ruling official) and then to make a decision The Chairperson completes the report of the Jury of Appeal and gives a copy to the protester and Session Referee After the swim meet, the Meet Manager maintains the original with their records and sends a copy of this report to Swim Ontario along with payment for the Gold Bonus © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 61 Meet Commission SNC Meet Commission (Refer to Rulebook SNC 1.2.1 and SNC 1.2.2) SNC 1.2.2 The Meet Commission shall have jurisdiction over all matters not assigned by the rulebook to the Referee, judges, or other officials. The Meet Commission shall give directions consistent with rules adopted for the conducting of any competition. Responsibilities include: a) b) c) d) the inspection and control of all technical equipment prior to and during the competition; finalizing and approving rosters for senior official appointments at the competition; the conduct of the competition itself; investigating cases of protest as preparation for the Jury of Appeal. © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 62 Meet Manager Responsibility Incident Reports Throughout the meet, swimmers and/ or officials may require assistance by the lifeguards If the incident delays the meet, the Session Referee needs to make sure the Meet Manager is aware Incident Reports are prepared at the time of each incident by the lifeguards The Meet Manager needs to: • Attain a copy of the incident report to send to Swim Ontario and maintain with the swim meet files • If unable to attain a copy due to PIPEDA, send a hand-written report to Swim Ontario detailing what information they have with the parent’s consent. © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 63 After the Meet Load Results file to SNC site – 48 hours: Will not load if any discrepancies in swimmer registration number, name, birth date, club All issues need to be resolved before file is accepted Out of country swimmers require SO proof of residency and club insurance. Your file will not upload. Once you have resolved all other issues, send a copy to SO and they will upload. Coaches also waiting for results Post Meet SO Fee report, results are produced by the SNC site and can be seen in Meet Manager area Send a copy of the Post Meet Report along with payment for these fees to Swim Ontario Attach to this paperwork any Jury of Appeals paperwork and any Incident Reports Send records paperwork to SNC and provincial office Thank you notes/ e-mails to volunteers, especially out-of-club Sign NOC expense form for qualified officials Wrap up Meeting © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 64 Sample Forms see SNC clinics on Swimming Canada Sanction Application Form Sample Budget Sample Meet Package, including SNC Safety Procedures Jury of Appeal Official Protest National and Provincial Record Form Entry Grid Pre-Meet Check-list Meet Report and Gold Bonus Meet Manager Checklist Office Manager Checklist Officials’ Chair Checklist Program Manager Checklist NOC Expense Form © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 65 MASTERS Masters meets have some different procedures and rules, also a different environment than SNC meets © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 66 Hosting and Sanctioning A Masters meet should be hosted by a Masters Club MSO has a two stage sanction process, see MSO website 1. Submit date, location, and type of competition 2. Submit full meet package © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 67 Participants All participants must be registered with MSO or another Provincial or National Masters organization All participants must have reached their 18th birthday the first day of the meet, their age is as of December 31. Participants are divided into age groups in five year increments, starting with 18 – 24, 25 – 29, 30 – 34, etc. Relay age group are the total age of the four swimmers. Age groups are 72 – 99, 100 – 119, 120 – 159, then in 40 year increments Many Masters Clubs do not have the discipline of SNC Clubs, many swimmers self enter, there are few coaches at a meet, information on meet should be available to all In addition to the competition, Masters are there for the fitness, fun and socializing, which creates a more relaxed atmosphere In addition to Officials food, liquid refreshments and light food should be available, free of charge, to all participants during the meet. A light meal should be provided to all involved after the meet © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 68 Masters Rules Masters have their own rules, provided by MSC, based on FINA, which are different in some areas to SNC Rules MSC warm–up rules must be posted and complied with All Masters events are timed finals All events are swum slowest to fastest There are no qualifying times © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 69 Masters Rules Seeding can be by time, by time and gender, or by age, time and gender. Age, time and gender is only used in Championships for events under 400m. Freestyle events of 400m or over may be swum two per lane Open individual and relay events are allowed. A swimmer can only swim once in an open event. The stroke swum by each swimmer must be noted by the officials and stated in the results. © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 70 Records and Results Ontario Records shall be posted at the pool, Canadian Records shall be posted for Nationals Swimmers who believe they might set a record should inform the Referee - three manual times or equivalent are required Potential World Records require forms filled out at the meet, signed by officials and submitted to the MSO Ontario Recorder who will pass it on to the National Recorder. This process is time sensitive. Results, ideally on Hy-Tek, should be submitted immediately to MSO and MSC Results for all events, including open events (ensure strokes are accurately listed) and relays must be separated into gender, stroke, and age-group Contribution to officials - A fee of $2.00 per registered swimmer, $5.00 at Championships, shall be sent to OSOA, Masters support for officials training. © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 71 Meet Manager - Questionnaire Questions before we begin? We will use the questionnaire for the correct answers Remember…there may be one or more correct answers for each question 20 minutes 72 © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 72 Meet Manager - Questionnaire 1. Some of the responsibilities of the Meet Manager are to: a. Organize and plan the meet b. Ensure the pool is available and booked c. Acquire necessary equipment such as computers, copiers, extra timing systems d. Ensure that the meet is staffed properly e. Operate the automatic placing and timing system f. Prepare and distribute the meet invitation g. Provide the Clerk of Course with necessary paperwork h. Prepare entry lists or heat sheets © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 73 Meet Manager - Questionnaire 1. Some of the responsibilities of the Meet Manager are to: i. Ensure each race is conducted fairly j. Issue complete lists of results k. Ensure disqualified swimmers are listed at the end of the event l. Process record applications m. Serve as Chairperson of any Jury of Appeal n. Buy awards o. Arrange provision of food for officials p. Organize warm-up conditions q. Publish safety rules for warm-ups r. Obtain approval/ sanction for the meet s. Keep financial books for the meet © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 74 Meet Manager - Questionnaire 2. An "Open" meet is: a. Available only to those who are not age-group swimmers b. Available to all swimmers registered with SNC c. Available to all age groups but restricted to one province d. Held outdoors as an open water long distance event © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 75 Meet Manager - Questionnaire 3. A "Senior" event is an event for which: a. There are NO age restrictions b. Swimmers must be at least 18 years old c. Only Masters swimmers are eligible © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 76 Meet Manager - Questionnaire 4. The following Age Groups are Nationally recognized for records, etc.: a. b. c. d. e. f. g. h. 10 years and under 11 - 12 years 13 years 14 - 15 years 15 - 17 years 13 - 14 years 15 years and over 8 years and under See SNC clinic and SNC website under records © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 77 Meet Manager - Questionnaire 5. In order for the results of a swim meet to be officially recognized for SNC records or for future qualifying times, the meet must: a. b. c. Be conducted as an "Open" meet Be approved by the provincial section Use an approved automatic placing and timing system © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 78 Meet Manager - Questionnaire 6. Applications for meet sanctions are normally sent to the: a. b. c. d. e. SNC national office Provincial Section office Provincial Officials' Chairperson Provincial Sanction Officer so designated by the section https://registration.swimming.ca/Login.aspx © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 79 Meet Manager - Questionnaire 7. An Application for meet approval: a. b. c. Shall be submitted for each individual meet Shall be accompanied by a copy of the meet invitation or Meet Package Is needed for Class Two Time Trials © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 80 Meet Manager - Questionnaire 8. Mixed competition (males and females competing with one another) shall be permitted: a. b. c. d. e. In an age group meet As a novelty event In a Senior meet In time trials In mixed relays © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 81 Meet Manager - Questionnaire 9. In pre-seeded meets, primary responsibility for seeding each event lies with the: a. b. c. d. Referee Meet Manager Clerk of Course Marshal © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 82 Meet Manager - Questionnaire 10. The Meet Manager has the responsibility of notifying the following people 10 days prior to the meet regarding staffing: a. Regional Officials Representatives b. President of the Provincial Section c. SNC Statistician © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 83 Meet Manager - Questionnaire 11. The term "Short Course" refers to a: a. b. c. d. e. 25yd pool Meet in a 25yd pool Meet in a 50m pool 25m pool Pool that is shorter than regulation length © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 84 Meet Manager - Questionnaire 12. Non-regulation length pools may be used for SNCapproved competitions: a. b. c. At no time At the local or PS level only During the summer break © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 85 Meet Manager - Questionnaire 13. EQUIPMENT/ POOL SETUP: When standing at the starting end of the pool, facing the course, you will find lane number one (1) to be: a. b. c. On your far left On your far right Immediately to the right of the centre lane © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 86 Meet Manager - Questionnaire 14. The following pool and equipment conditions are correct if: a. b. c. d. e. f. g. h. The end walls of the pool are parallel and vertical Both end walls or bulkhead walls extend at least 0.80m below the water surface Free movement of officials is provided along the length of the bulkhead if the pool is more than 9m wide Each lane is not less than 2.0m wide and unobstructed The top surface of the starting blocks is at least 0.5m x 0.5m Backstroke grips protrude beyond the vertical plane of the end-wall, over the water surface The false start recall rope is 15m from the starting end A marker visible to swimmers is placed 15m from the start for backstroke See SNC website – MM clinic © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 87 Meet Manager - Questionnaire 15. MEET PACKAGE: The meet invitation package shall contain the following: a. Date of meet and starting times of each session b. A list of senior officials working the meet c. A list of events and qualifying times d. De-qualifying times (if appropriate) e. Disqualifying times f. Entry fees and procedures g. Accommodation and travel information h. Recommendations for rule changes i. Pool details (length, number of lanes, etc.) © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 88 Meet Manager - Questionnaire 15. MEET PACKAGE: The meet invitation package shall contain the following: j. k. l. m. n. o. p. q. Scoring rules for prizes and awards Admission price for spectators Procedures for scratches, deck entries, etc. A list of all invited clubs Rules about Finals (A) and Consolation (B) Finals Safety/ warm-up procedures An approved sanction form Notification of starting procedures for the meet (one or two starts) © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 89 Meet Manager - Questionnaire 16. DURING THE MEET: Responsibility for ensuring that a list of current records and TAG times is available to the Recorder/ Scorer lies with the: a. Meet Manager b. Clerk of Course c. Referee d. Provincial Officials Chairperson e. Provincial Section office © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 90 Meet Manager - Questionnaire 17. Responsibility for recruiting and initially assigning officials lies with the: a. Chief Timekeeper b. Meet Manager c. Referee d. Provincial Chairperson of Officials e. Provincial Section office © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 91 Meet Manager - Questionnaire 18. Responsibility for approving the final assignment of all officials for a session lies with the: a. b. c. d. Clerk of Course Session Referee Meet Manager Official on duty with the highest level badge © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 92 Meet Manager - Questionnaire 19. In a meet with preliminaries and finals in an 8-lane pool, if there are 7 swimmers entered in an event the Meet Manager may: a. Schedule a preliminary heat to determine final seeding b. Schedule the event as a final during preliminaries c. Consult all affected coaches to determine their wishes d. Schedule the event for the finals session at night © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 93 Meet Manager - Questionnaire 20. In the format of a meet, consolation (B) finals: a. May be included along with finals b. Must be included along with finals c. Shall be swum BEFORE the final of each event d. Should be swum AFTER the final of each event © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 94 Meet Manager - Questionnaire 21. A "Swim-off'” shall be held: a. Whenever there is a tie b. To break a tie for last qualifying position(s) or alternate position(s) in a final or consolation final c. Whenever there is a tie for a medal © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 95 Meet Manager - Questionnaire 22. A "Swim-off'” is normally arranged by the Meet Manager: a. b. c. d. e. After consultation with affected coaches or swimmers After consultation with the Referee After consultation with the Chief Timekeeper After consultation with the pool manager At a time agreed to by all parties after all involved swimmers have completed their heats © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 96 Meet Manager - Questionnaire 23. An SNC record may be established in: a. b. c. d. Any SNC sanctioned meet An Class Two Time Trial Any high school swim meet Any Masters meet © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 97 Meet Manager - Questionnaire 24. The following swimmers may score team points in a sanctioned swim meet: a. b. c. d. e. Age group swimmers in a Senior event Disqualified swimmers Unattached swimmers Swimmers who fail to equal or better the qualifying times The first alternate to a final if a finalist is disqualified during the race © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 98 Meet Manager - Questionnaire 25. The following swimmers are eligible for Canadian records: a. b. c. d. e. f. g. Age groups swimmers in a Senior event Swimmers with good automatic times but no back-up times Swimmers with an official time derived from two watches Swimmers with record splits from the start of a race 50m, 100m, 200m, etc. A swimmer in the first leg of a relay if the 3rd swimmer is disqualified A swimmer breaking a breaststroke record in a freestyle event A swimmer with a record split from the start who subsequently fails to make the qualifying time for the event © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 99 Meet Manager - Questionnaire 26. The Jury of Appeal: a. b. c. d. e. f. g. h. i. Shall be chaired by the Meet Manager or designate Shall be composed of an odd number of members Shall have the Referee as a voting member May be attended by any interested official Shall be held during or immediately following the session Shall hear evidence from the protestor, the Referee, and the person whose decision is in dispute Shall make a written formal record of its proceedings Shall reach a decision on the day of the protest Shall make the final decision © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 100 Meet Manager - Questionnaire 27. The Meet Manager's responsibilities regarding safety procedures during warm-up shall be to: a. b. c. d. e. f. g. Assign teams to lanes Increase the number of sprint lanes when the situation requires it Limit the number of swimmers in the pool Check the pool deck for unsafe areas Assign Marshals during warm-up Provide signs for each lane at both ends of the pool indicating designated use during warm-up Post warm-up procedures prominently on deck © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 101 Meet Manager - Questionnaire 28. POST MEET DUTIES: The results of a local meet shall contain: a. b. c. d. e. f. g. h. i. Times of all swimmers in preliminaries and finals Identification of records apparently broken Disqualified swimmers' times The age of all Age Group swimmers Individual and team point scores (if the meet is scored) Names and codes of participating clubs Jury of Appeal results (Jury Records) Names of all senior officials Names of the organizing committee © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 102 Meet Manager - Questionnaire 28. POST MEET DUTIES: The results of a local meet shall contain: j. k. l. m. n. o. A line marking de-qualifying standard for each event Addresses of visiting clubs The number of swimmers from each club Results which are listed in order of freestyle (50m, 100m, 200m, etc.), backstroke, breaststroke, butterfly, IM, and relays Names of swimmers in relays in order of swimming Lead-off swimmer's time in a relay where the 3rd swimmer is DQ'd © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 103 Meet Manager - Questionnaire 29. Meet results shall be sent to: a. b. c. d. e. f. The meet approval/ authority (Provincial Section or SNC) The National Rules Chairperson Each participating club All clubs in the host province Provincial sections of out of province clubs https://registration.swimming.ca/login.aspx © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 104 Meet Manager - Questionnaire 30. At the conclusion of the meet, the Meet Manager's duties shall include: a. b. c. d. e. f. g. h. i. j. Upload results to https://registration.swimming.ca/login.aspx within 48 hrs Sending 2 copies of records pending to provincial section office of the host club Post Meet Results plus payment to Swim Ontario in 7 days Ensuring results and scoring are correct Upload results to your website Sending out "Thank you's" Contacting sponsors Submitting a report to local sports announcer Ensuring pool deck is clean and lane ropes are put away Arranging travel home for VIP's attending the meet © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 105 Thank you Approved by Ontario Swimming Officials’ Association Board © Copyright 2013 - 2017 Ontario Swimming Officials’ Association 106