© Copyright 2009- 2012 Ontario Swimming Officials’ Association 1 Meet Manager Clinic February 2009

1 © Copyright 2009- 2012 Ontario Swimming Officials’ Association

Meet Manager Clinic

February 2009

2 © Copyright 2009-2012Ontario Swimming Officials’ Association

Today

Commitment of the Meet ManagerDecision to Host a MeetMeet Management Options and ConsiderationsMeet PreparationStart of MeetMeet OperationAfter the MeetReview Handouts, if requiredQuestionnaire – 20 minutesReview (answers)


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


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 www.swimming.ca/registration.aspx, complete and submit the Meet Sanction Application along with the Meet Package (you will require username and password from your meet manager/ club registrar to log on this site).


Meet Options

Sanctioned – all Meets/ Time TrialsClosed or invitational meetAge Group or SeniorTime Standard/No Time StandardShort Course/Long Course (Single or Double Ended)Traditional or Mixed gender (novelty)


Bid Meets

Regional and Provincial Championship meets are awarded by bid.Available meets are announced on the Swim Ontario or Regional web sites, by e-mail or snail mail.Terms subject to Provincial or Regional policies, usually set out in bid information.Assistance with officials is often available.National Meets usually awarded to a Provincial “team”, in conjunction with a local Meet CommitteeMeet package is often provided


Meet Considerations

In consultation with Coach: Meet Options Consistency with training/development schedules

Timing: meet calendar pool schedule

Officials Requires level 4 or 5 for Meet Referee Availability and training of sufficient number of volunteers for

positions such as Safety Marshall, timers, strokes and turn, Clerk of Course, Marshalling, CFJ, etc

Availability of Senior officials from other clubs, for mentoring, training, and positions such as Starter and Session Referee


Establish a Meet CommitteeMeet ManagerMeet Office ChairpersonSenior Referee / Master OfficialOfficials ChairpersonElectronics Chairperson (if electronic timing system available)

Awards ChairpersonConcession ChairpersonOfficials’ Food ChairpersonPublicityHead CoachSponsors Chairperson Billeting Chairperson


Sequence of ActivitiesCoordinate with Head CoachOrganizing Meeting Assignment of responsibilities Team building Reporting procedures

Confirm facilities and services (electronics)

Budget Cost of pool rental, fees for individual events & relays Sponsorship possibilities Contribution to Club finances


Sequence of Activities (con’t)Prepare Meet Package

Event listingQualifying standardsSpecific information for that meet

Determine volunteer requirementsCould be a grid of all required positions for larger

meets

Prepare and submit Sanction Application Swimming Natation Canada (SNC) web site


SNC Web Site

Start of sanctioning process

Location of all official documentation and electronic files for the meet Meet package Event file for coaches’ software Entry management area Results file


SNC Web Site


SNC Web Site

Public access https://www.swimming.ca/meetlist.aspx

Login for club and meet manager is required

Access for meet manager https://www.swimming.ca/registration.aspx


SNC Web Site

Apply for sanction or advertise meet (without sanction)

Completed meet package required for sanction


SNC Web Site

First section of Sanction Application

screen


SNC Web Site Coaches must use entry area to submit teams’ entry file

Include details in the meet package

Site validates swimmer registration number, birth date, club, etc.

Use of validation of entries prevents delays with load of

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


Good for version control - choose display of only the most recent file

SNC Web Site


Contents of 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 RulesWarm-up times, Starting times, Finish times for sessions, prelims/finals

Maximum session – 4 ½ hrsEntry Limit (if any) and entry deadlineQualifying times, de-qualifying timesFormat: timed finals, prelims, finals Deck entriesEntry Fees - individual, relaysRelay rules

Meet Rules, including starting proceduresAge GroupsPool detailsScratchesScoringAwardsResultsDistance events - specifics (i.e. 2 swimmers per lane, limit # of swimmers, etc.) Coaches' Meeting, time, location Event ScheduleEntry Grids - encourage Hy-Tek computer entries Billet/accommodation informationContact informationResponsibility for swimmer – each individual club is responsible for their swimmers; during and between meet sessions


Entry FormatsHy-Tek Quebec teams use different software

High School Meets Printed Grids, Delivery formats (fax, mail) Time Cards completed by participating coaches

(novice, dual meets)

Entry closing datesPayment of feesConfirmation of entries


Time Management

Swim Ontario regulation that sessions are not to exceed 4½ hours Take into account number of lanes, single/double ended, etc Number of lanes Single/double ended SWAD – participation should be taken into account Events Level of swimmers


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 unexpected delays Electronic malfunctions or pad changes Disqualifications Delays to move starts to other end of the pool, etc.


Optimize TimeConsider Timed Finals for some of the longer events, particularly in the younger age groups 400 IM, 800/1500 Free.

Limit the number of entries in longer events Use an experienced Referee, Starter and Marshal. Consider keeping swimmers in the water at end of races, and starting “over the top”Swim two per lane in the longer events such as 400, 800, 1500 Free but consult Electronics on implications. May need all manual times.Double ended meets - short course as well as long course. Senior Seed 800/1500 Free - fastest to slowest all ages combined. Age groups may be separated out for results.


Producing/Selling Heat SheetsProduced in time between entry deadline and start of meet considering likelihood of significant changes to entriesPrograms for finals cannot be prepared until prelims have finished Access to fast photocopierSponsors and advertising inserts, endorsementsCopies for spectators Pricing Estimated number is # of swimmers per session / 2 Make master available so more can be made, if necessary

Copies for officials, coaches minimum of 2 copies per team entered 1 copy per lane for timers 6-12 copies for senior officials (Clerk of Course, Chief Timer, Assistant Chief Timer,

Recorder/Scorer, Stroke and Turns Judges) Versions with heat start times for Referee, Session Ref, Starter, Electronics

Copies for swimmers posted on deck, in check-in area, if marshallingCarded/cardless; positive check-in vs. scratch only


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 meetsConsider refilling water bottles to reduce wasteMeals may be offered between sessions if 1 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.


ConcessionsYour 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


Billeting

Determine whether as host club, you are going to be responsible for billeting some of the out-of-town swimmersThe placing of billets can be a real chore if not organized by a committee, but also impacts the attractiveness of your eventRemember to consider legal risks and exposureEstablish the number of swimmers than you can comfortably handleIndicate in your meet package whether limited billeting is offered


Billeting (con’t)

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


Organizing OfficialsIf 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 sanction office 10 DAYS prior to meet

Publish schedule and assignments as soon as it is finalized


Organizing OfficialsArrange 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.


AwardsForm a committee of 2 - 3 people to handle the awards

Calculate the number of medals, ribbons required

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


AwardsHy-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


Facility RelationsCheck 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 photographersElectronics equipment set-up, operation and maintenance/repair


EquipmentClip boards Pens/pencils, sharpenerStaplers, staplesPaper clips, elastic bandsCalculatorStarting gun with ammunitionMicrophone for starterStop watchesWhistleExtra entry cardsRelay card stockDuct tapeFor distance events

Bells (1 per lane is best) Lap counters for starter, session ref

White/chalk board for marshalling and/or resultsA reliable photocopierComputer equipment, printer, printer cartridges, extension cordsAll software packages neededSession Time signs for spectatorsSigns for Posting Results Masking TapeWhite paperColoured paper for master listsDQ slips on coloured paperScratch forms on coloured paperReceipt book for meet feesColoured vests for safety marshalls (nice to have)


Pool Equipment(If not provided by facility)

False start ropeLane numbers for blocksBack stroke flagsPylons to close blocks during warm-upBells for distance eventsMark 15m from pool ends for Turn judgesSeating for teamsChairs for timersMedal podium if presenting medals Electronic timing equipment (wiring, pads, starter, starting flash, computer)


Before and at Start of MeetSuggest printing relay cards before the meet starts Arrive at the pool 1½ hours before the start of the warm-ups for the first sessionPost 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.”


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

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


Before and at Start of Meet

Run coaches meeting with RefereeEnsure Safety Marshals are ready to control sprint, pace lanesEnsure someone is in MM office to answer questions and collect cheques for meet fees and write receipts Maintain official’s sign-up, including late additions (insurance regulations)


Coaches’ MeetingSchedule 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


Opening CeremoniesGenerally only used for multi-day meets with prelims and finalsMusic/ bagpiper for march on of officials for finals is a nice touchOpening 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 web site http://www.pch.gc.ca/progs/cpsc-ccsp/sc-cs/anthem_e.cfm


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


Jury of AppealMeet 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 sessionThe 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.


Meet CommissionSNC 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 and give directions consistent with rules adopted for the conduct of any event. Responsibilities include:a) the inspection and control of all technical equipment

and installations prior to and during the competition;b) finalizing and approving rosters for senior positions at

the competition;c) the conduct of the competition itself;d) investigating cases of protest as preparation for the

Jury of Appeal


Meet Management OfficeNeed 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


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



Process scratches before session start Follow terms in meet package Encourage coaches to inform MM 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 ref, Hy-Tek if using



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 22 heats of 100 Free - create 3 sets of lane / timer sheets for

heats 1-7, 8-15, 16 - 22

Consider distance lane / timer sheets List every lap for timers to record splits. Could be done in

Excel Have to write in heat, event, name of swimmer(s) Less chance of loosing track of laps and not finishing race at

correct point



Example of distance lane / timer sheets Event 3800 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



Process and distribute relay cards Can be very time consuming for heavily subscribed

meets Accuracy is very important

Run master on coloured paper 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 event, lane order for timers Distribute to timers



Organize swim-offs, if required CFJ may see tie for place in finals or alternate

swimmers during scoring Tied swimmers can swim again to determine placing

MM and referee decide on best time to swim Consider start time of next session, other swims for

swimmers involved, order of events in finals



Organize swim-offs, if required Inform coaches and get decision

May decide not to swim off

Notify session referee, starter, electronics, chief timer, lane timers, coaches for lane assignments, announcer (if used)

Prepare lane timer sheets for swim-off Judge then re-post results



Prepare for finals Follow terms in meet package for:

Scratches A / B finals, split by age group, gender

Seed heats with results of prelims Produce heat sheets for sale and for officials Produce document for Clerk of Course to use to

check in swimmers



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



Prepare for finals During warm up of finals

Monitor adjustments by Clerk of Course Repost heat sheets for swimmers Create Lane / Timer sheets



Organize paperwork for Provincial or National records, if required Coaches may mention before swim that record may

be broken Record application is on SNC web site under

Statistics with list of documents required https://www.swimming.ca/RecordApplicationProcedure

Best to get signatures while officials (referee, chief timer, recorder) on deck


After the MeetLoad Results file to SNC site Will not load if any discrepancies in swimmer registration

number, name, birth date, club. Must be resolved before file accepted Coaches also waiting for results

Summary of fees required, results is produced by the SNC site and can be seen in Meet Manager area

Send records paperwork to SNC and provincial officeThank you notes/e-mails to volunteers, especially out-of-clubSign NOC Expense Form for qualified officialsWrap up Meeting


HandoutsSanction Application FormSample BudgetSample Meet Package, including SNC Safety ProceduresJury of AppealOfficial ProtestNational and Provincial Record FormEntry GridPre-Meet Check-listMeet Report and Gold BonusMeet Manager ChecklistOffice Manager ChecklistOfficials’ Chair ChecklistProgram Manager ChecklistNOC Expense Form


MASTERS

Masters meets have some different procedures and rules, also a

different environment than SNC meets


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


ParticipantsAll participants must be registered with MSO or another Provincial or National Masters organizationAll 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 incrementsMany 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 allIn addition to the competition, Masters are there for the fitness, fun and socializing, which creates a more relaxed atmosphereIn 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


Masters Rules

Masters have their own rules, provided by MSC, based on FINA, which are different in some areas to SNC RulesMSC Warm–up rules must be posted and complied withAll Masters events are timed finalsAll events are swum slowest to fastestThere are no qualifying times


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.


Records and ResultsOntario Records shall be posted at the pool, Canadian Records shall be posted for NationalsSwimmers who believe they might set a record should inform the Referee - three manual times or equivalent are requiredPotential 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 MSCResults for all events, including open events (ensure strokes are accurately listed) and relays must be separated into gender, stroke and age-groupContribution to officials - A fee of $2.00 per registered swimmer, $5.00 at Championships, shall be sent to OSOA, Masters support for officials training


Questionnaire

Please take 20 minutes to complete the questionnaire We will use the presentation for the correct

answers. Remember! There may be one or more correct

answers for each question.


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 time cards; h. prepare entry lists or heat sheets;


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; 1. 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.


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.


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.


4. The following Age Groups are Nationally recognized for records, etc.

a. 10 years and under;

b. 11-12 years;

c. 13 years;

d. 14-15 years;

e. 15-17 years;

f. 13-14 years;

g. 15 years and over;

h. 8 years and under.


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. be conducted as an "Open" meet;

b. be approved by the provincial section;

c. use an approved automatic placing and timing system.


6. Applications for meet sanctions are normally sent to the:

a. SNC national office;

b. Provincial Section office;

c. Provincial Officials' Chairperson;

d. Provincial Sanction Officer so designated by the section.

e. www.swimming.ca/registration.aspx


7. An Application for Meet Approval:

a. shall be submitted for each individual meet;

b. shall be accompanied by a copy of the meet invitation;

c. is needed for Class Two Time Trials.


8. Mixed competition (males and females competing with one another)

shall be permitted:

a. in an age group meet;

b. as a novelty event;

c. in a Senior meet;

d. in time trials.


9. In pre-seeded meets, primary responsibility for seeding each event

lies with the:

a. Referee;

b. Meet Manager;

c. Clerk of Course;

d. Marshall.


10. The Meet Manager has the responsibility of notifying the following

people ten days prior to the meet regarding staffing:

a. Regional Officials Chairperson;

b. President of the Provincial Section;

c. SNC Statistician.


11. The term "Short Course" refers to:

a. a 25 yard pool;

b. a meet in a 25 yard pool;

c. a meet in a 50 meter pool;

d. a 25 meter pool;

e. a pool that is shorter than regulation length.


12. Non-regulation length pools may be used for SNC-approved competitions:

a. at no time;

b. at the local or PS level only;

c. during the summer break.


EQUIPMENT/POOL SETUP 13. When standing at the starting end of the pool, facing the course, you will

find lane number one (1) to be:a. on your far left;

b. on your far right;

c. immediately to the right of the centre lane.


14. The following pool and equipment conditions are correct if:

a. the end walls of the pool are parallel and vertical;b. both end walls or bulkhead walls extend at least 0.80 meters

below the water surface;c. free movement of officials is provided along the length of the

bulkhead if the pool is more than 9m wide;d. each lane is not less than 2.0 meters wide and unobstructed;e. the top surface of the starting blocks is at least 0.5m x 0.5m;f. backstroke grips protrude beyond the vertical plane of the

end-wall, over the water surface;g. the false start recall rope is 15 meters from the starting end;h. a marker visible to swimmers is placed 15m from the start for

backstroke.


MEET INVITATION:15. 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.);j. scoring rules for prizes and awards;k. admission price for spectators; l. procedures for scratches, deck entries, etc.; m. a list of all invited clubs; n. rules about Finals (A) and Consolation (B) Finals; o. safety/warm-up procedure; p. an approved (signed) sanction form; q. notification of starting procedures for the meet (one or two starts).


DURING THE MEET 16. 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.


17. Responsibility for recruiting and initially assigning officials lies with the:

a. Chief Timer;

b. Meet Manager;

c. Referee;

d. Provincial Chairperson of Officials;

e. Provincial Section office.


18. Responsibility for approving the final assignment of all officials for a

session lies with the: a. Clerk of Course;

b. Session Referee;

c. Meet Manager;

d. Official on duty with the highest level badge.


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.


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.


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.


22. A "Swim-off'” is normally arranged by the Meet Manager:

a. after consultation with affected coaches or swimmers;

b. after consultation with the Referee;

c. after consultation with the Chief Timer;

d. after consultation with the pool manager;

e. to take place not less than 1 hour after all involved swimmers have completed their heat.


23. An SNC record may be established in:

a. any SNC sanctioned meet;

b. an Class Two Time Trial;

c. any high school swim meet.

d. any Masters meet


24. The following swimmers may score team points in a sanctioned swim meet:

a. age group swimmers in a Senior event;b. disqualified swimmers;c. unattached swimmers;d. swimmers who fail to equal or better the qualifying times;e. the first alternate to a Final if a finalist is disqualified during

the race.


25. The following swimmers are eligible for Canadian records:

a. age groups swimmers in a Senior event; b. swimmers with good automatic times but no back-up times; c. swimmers with an official time derived from two watches; d. swimmers with record splits from the start of a race 50, 100,

200, etc; e. a swimmer in the first leg of a relay if the 3rd swimmer is

disqualified; f. a swimmer breaking a breaststroke record in a freestyle

event; g. a swimmer with a record split from the start who subsequently

fails to make the qualifying time for the event.


26. The Jury of Appeal:

a. shall be chaired by the Meet Manager or designate; b. shall be composed of an odd number of members; c. shall have the Referee as a voting member; d. may be attended by any interested official; e. shall be held during or immediately following the session; f. shall hear evidence from the protestor, the Referee and the

person whose decision is in dispute; g. shall make a written formal record of its proceedings; h. shall reach a decision on the day of the protest; i. shall make the final decision;


27. The Meet Manager's responsibilities regarding safety

procedures during warm-up shall be to: a. assign teams to lanes; b. increase the number of sprint lanes when the situation

requires it; c. limit the number of swimmers in the pool; d. check the pool deck for unsafe areas; e. assign Marshals during warm-up; f. provide signs for each lane at both ends of the pool indicating

designated use during warm-up; g. post warm-up procedures prominently on deck.


POST MEET DUTIES 28. The results of a local meet shall

contain:a. times of all swimmers in Preliminaries and Finals;b. identification of records apparently broken;c. disqualified swimmers' times;d. the age of all Age Group swimmers;e. individual and team point scores (if the meet is scored);f. names and codes of participating clubs;g. Jury of Appeal results (Jury Records);h. names of all Senior officials;i. names of the organizing committee;


POST MEET DUTIES 28. The results of a local meet shall

contain:j. a line marking de-qualifying standard for each event;k. addresses of visiting clubs;l. the number of swimmers from each club;m. results which are listed in order of freestyle (50, 100, 200,

etc.),backstroke, breaststroke, butterfly, I.M., and relays;n. names of swimmers in relays in order of swimming;o. lead-off swimmer's time in a relay where the 3rd swimmer is

DQ'd.


29. Meet results shall be sent to:

a. the meet approval/authority (Provincial Section or SNC);

b. the National Rules Chairperson;

c. each participating club;

d. all clubs in the host province;

e. provincial sections of out-of-province clubs.

f. www.swimming.ca/registration.aspx


30. At the conclusion of the meet, the Meet Manager's duties shall include:

a. Upload results to www.swimming.ca within 24 hours; b. sending 2 copies of records pending to provincial section

office of the host club; c. Post Meet Results plus payment to Swim Ontario in 7 days; d. ensuring results and scoring are correct; e. Upload results to your website; f. sending out "Thank you's"; g. contacting sponsors; h. submitting a report to local sports announcer; i. ensuring pool deck is clean and lane ropes are put away; j. arranging travel home for VIP's attending the meet.


Thank you.

Approved by Ontario Swimming Officials’ Association Board

February 2009

Documents

© Copyright 2009- 2012 Ontario Swimming Officials’ Association 1 Meet Manager Clinic February 2009