BC Summer Swimming Association
Officials Certification Program
Approved by the BCSSA Rules & Regulations Committee
]
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Role of Recorder Scorer
◦ Responsibilities
◦ Meet Entries
◦ Scoring
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Meet Manager
◦ Before – The Set-up
◦ During – Running the Meet
◦ After – Reports and Reporting
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Questionnaire – 15 minutes
Review (answers)
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Before –
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During –
◦ The Meet Set-up
◦ Receiving Entries
◦ Running the Meet
◦ Managing the Reports
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After –
◦ Export files
◦ Meet Summary
Not a true Recorder/Scorer role.
◦ Host club needs to identify resource
◦ File consistency and record management
◦ Technology outpaced historical roles
Master File Management
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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
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Set-up – Meet Set-up
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Identify seeding
style
(circle, timed
finals)
Master File Management
Set-up – Seeding Preferences
Master File Management
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Scoring system to be used
(as defined by Meet
Management)
Set-up – Scoring Preferences
Master File Management
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Report Preferences
◦ Page Titles
◦ Formatting
Set-up – Report Preferences
Events
Based on Meet
Package
Either
Import Events
• File
• Import
• Events from MM
Add New Event
Events
Events
Each event requires,
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Event Number
(auto increments)
Individual or Relay
Gender
(alternates gender if set)
Age Group
(may be pre-defined or
custom)
Distance
Stroke
Entry Fee
Events – Add Events
Events
Define Sessions
Events
Events
Define Sessions
Times used in reports
Interval used by referee
Events – Sessions – Add Session
Events
Define Sessions
Double-click to add
Move All
Events – Sessions
Events
Define Records
Events
Events
Define Records
Events – Records
Events
Define Time
Standards
Events
Events
Define Time
Standards
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Set by Meet
Management
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Based on the
entered events
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Import a
standard
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Enter/edit
existing
qualifying times
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One time means the
time is equal to or
faster
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Two times means
the time must fall
between the two
times
Events – Time Standards
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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Receiving Entries
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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)
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Email/Fax back confirmation of entry
Closing Entries
◦ Physically stop making entries or changes
◦ Seed the Meet (once!)
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Reports
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Sessions (Timed report for Referee)
Heat Sheets (For programs)
Entry Fees
Athlete Entry (Basic 2 column report)
 Pre-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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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.
1. Cards arrive from deck
Collect and calculate
correct finish times.
Chief Finish
Judge
Recorder/Scorer
2. When complete all cards sent for entry.
3. Entry into system.
4. Create system report and send with cards
for signature and approval.
5. Cards, signed sheet returned and stored.
6. Results reports sent for posting.
Ensure the
correct
event is
highlighted
Status is
either,
• Unseeded
• Go back
and Seed
• Seeded
• Now
ready for
entries
•Done
• Entries
completed
• Scored
• You have
finished
this event
Choose the
correct Heat
Either:
• Choose
Get Time
(not shown)
if using
electronics
Either:
• Choose Get
Time (not
shown) if
using
electronics
• Enter time
awarded by
Chief Finish
Judge (no
need to
enter colons
or comma)
Indicate:
No Show
(NS)
Did Not Finish
(DNF)
Disqualified
(Checkbox)
Exhibition
(Checkbox)
Automatically:
Heat placing
and
Final placing
will appear.
When finished:
Choose
Score Event
for a report if
scoring is being
implemented.
When finished:
Scoring is
presented if
Final or Timed
Final
OR
Choose List for
a report if not
scoring the
Meet.
Review
Results.
Print and
give to
Chief
Finish for
signature.
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.
If a preliminary,
then indicate on
the report finals,
consolations and
alternates.
Finals
Consols
Alternates
Exhibition swim:
Not ranked with
time indicated
Disqualifications:
Not ranked and
no time indicated
No Shows:
No time available
so not placed.
Did Not Finish:
No time available
so not placed.
If required
scoring should be
included.
Judge’s Decisions.
Judge’s Decision
• Break ties
• Make overall
decision
• Heat Placing
• Results Points
Splits
Adjustments
Adjustment:
• Current heat layout
• Drag and drop
Adjustment:
• Deck entry
• Highlight team name
• Show Athlete
Adjustment:
• Drag and Drop Name into
desired heat and lane
Adjustment:
• Drag and Drop Team
• Automatically increments to
next relay Team ( i.e. ‘B’)
Relays
Team Names:
• Must be in correct order
• Must be a registered swimmer
• Drag and drop
• Double-click to delete
Awards
Awards:
• Prints labels for ribbons
• Label menu for selection
• Ensure print set-up
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Conclusion 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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 Results Management
Export Results
files for Team
Manager
Creates a .cl2 file
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 Results Management
Export Results
files for Team
Manager
Creates a .cl2 file
Define either
 All
 Team
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Results Management
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Send files to …
www.office@bcsummerswimming.com
Results Management
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Many different combinations
 By Session
 By Team
 By Athlete
 Detailed
 Summary
You’ll want …
 Summary Totals
 By Athlete
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Results Management
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Meet Summary
 For Meet
Management
 To BCSSA
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If you have any questions please ask the
course conductor.
Please ensure to have the conductor update
your Yellow Official’s Certification card.
Approved by the BCSSA Rules & Regulations Committee