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FLORIDA SWIMMING

ADMINISTRATIVE OFFICIAL

CLINIC PACKET

FLORIDA SWIMMING ADMINISTRATIVE OFFICIAL CLINIC PACKAGE

PAGE | 2 REVISED SEPTEMBER 2018

TABLE OF CONTENTS

Role of the Administrative Official 3

Duties/Responsibilities of the Administrative Official 3

Before Competition Begins 3

During the Competition 6

After the Competition 7

Meet Management Software 8

Timing Systems under USA Swimming 9

Determining Official Times - Possible Timing System Malfunctions 9

Lane Malfunctions 11

Heat Malfunctions 13

Other Procedures You Will Need to Know 15

Adding a Swimmer/Adjusting Seeded Positions in a Heat 15

Relay Names 16

Swim Offs 17

Split Times 18

Administrative Official Certification Process 19

Final Notes & Thoughts 20

Appendix

Non-Athlete Membership Applications

Administrative Official Certification Application

Links to Forms and Other Resources



THE ROLE OF THE ADMINISTRATIVE OFFICIAL

The Administrative Official (AO) position was created in September 2012 to ensure the times entered in the SWIMS database for USA Swimming are accurate. Ultimately, the Administrative Official is responsible for:

1. The accuracy of the official times credited to each individual swimmer or relay team; 2. Ensuring the seeding of each event is accurate; 3. Determining and publishing accurate results and scores and 4. The personnel involved in achieving this purpose, including computer operators, timing judges, clerks

of course, entry chairs, etc.

DUTIES AND RESPONSIBILITIES OF THE ADMINISTRATIVE OFFICIAL

The “Administrative Official” is one who reports directly to the Referee (or Administrative Referee) and may supervise/direct a team of volunteers that are responsible for the "dry side" (administrative) operations during a meet (see Rule 102.14). These volunteers may fill one or more of the following positions.

1. Timing System Operator (TO) - Operates the Colorado, Daktronics, etc. Timing Systems

2. Computer Scoring Operator (CO) - Operates the scoring software, such as Hytek Meet Manager or TouchPad

3. Clerk of Course (CC) - Responsible for event check-in and accepting scratches from prelims or finals, and possibly writing DQ slips for Declared False Starts in prelims in a “Scratch-Box Meet”.

4. Entry Personnel - Responsible for deck entries (if allowed).

5. Registration Personnel - Responsible for accepting USAS Registration forms when the Meet Announcement allows for Deck Registration at a meet, or Recon Report shows a registration is missing.

6. Timing Judge (TJ) - Reviews timing system results for each heat, along with watch times and order of finish sheets to determine whether adjustments are needed.

The AO may serve in one (or more) of the above positions or may simply serve in a supervisory capacity of those positions. Non-certified volunteers may fill the above positions provided there is an AO supervising all of these volunteers, or the AO is filling one (or more) of the positions and supervising the remaining ones.

Administrative official may not act in any other officiating capacity and "may not be a Meet Referee and Admin Official at the same meet, a participating swimmer or coach (USA Swimming Rule 102.10.3).

Note: The Administrative Referee is an official who meets the above requirements and is also certified as a Referee by the LSC. The OTS includes AR – Administrative Referee and AO – Administrative Official which may be used to indicate full certification in the above positions.

**Remember to communicate pleasantly with everyone**

Be courteous to the coaches, swimmers, officials and volunteers! Take your time to make sure the paperwork and results are accurate!! Have fun!!

Before Competition Begins

1. Obtain the Meet Information and know it thoroughly. Read and re-read the Meet Announcement. Highlight the sections that apply to the Administrative Official.

a. Are there events requiring positive check-in? What time do check-ins close? Who is handling check-ins?

b. Are deck entries allowed? If so, when is that deadline? Who is responsible for accepting the Deck Entries? Where are they to be turned in?



2. Types of meets - Dual, Open, Invitational, Time Trial, Championships. Each type can have unique requirements that the Administrative Official needs to know before the meet begins.

3. Discuss with Meet Referee or Administrative Referee their preferences in the respective areas and follow their instruction/guidance for the administrative duties.

a. How does the Meet Referee want Timing Adjustments handled?

b. Will there be a Clerk of Course? If so, determine the tasks to be handled there:

1) Scratches from prelims/finals

2) Check-in for events (distance, relays, etc.)

3) Organizing/lining up the 8 & under swimmers

4) Parading of finals and/or award presentations

c. Will there be Entry & Registration Personnel? If so, determine the tasks they will handle:

1) Deck Entry Procedures (if accepted - see "1b. above)

2) Verification of USA-S membership

3) Deck Entry Form to be used

4) Collection of Deck Entry Fee(s)

4. Immediately prior to the meet start, check on the following items:

a. Are Relay Cards ready for distribution? Who’s passing them out? When and where are they to be returned?

b. Are Lane Timer Sheets being used and ready?

c. Heat Sheets for Lane Timers? These will be needed if lane timer sheets are not used or for events alternating by gender.

d. Double-check the Timing Console operation.

1) Are the Events correctly installed in the Timing Console?

2) Are all pads and buttons working properly BEFORE the first heat of each session? Do not take the host's timing system operator's word for this; make sure you, the Deck Referee or the Starter has confirmed this.

Computer Scoring Details:

1. Meet Setup in Software

a. Event Order

1) Timed Finals or Prelim/Final Format

2) Fast-to-slow or slow-to-fast heat order for each event. The USA Swimming Rules state:

"Unless specified in the Meet Announcement, the last heat shall be composed of the swimmers with the fastest submitted times, the next to the last heat composed of the next fastest swimmers, etc." (USA Swimming Rules 102.5.4 and 102.5.6).

This means slow-to-fast unless specifically stated otherwise in the Meet Announcement.

3) Is Positive Check-in required for any events? If so, what events? What are the deadlines? What is the consequence(s) for someone that does not check in?

b. Entry limits (for the meet and for each session and day) and time standards for the meet.

c. Scoring

2. Receive and Import (Electronic Entries) or Manually Key in the Entries (Paper Forms)

3. Once all the entries are received and entered into the meet database

a. Run an Exception Report for any over-entries. Coaches should be informed of over-entries ASAP



b. Several days prior to the start of the meet, send the meet database file to the FL Swimming

office for a Reconciliation Report that will flag any issues with the entries (misspelled name, wrong registration number, etc.) and sent back to the Computer Entry person.

c. Prior to, and during the meet, the over-entries and any items flagged on the Recon Report

must be corrected before the end of the meet, otherwise errors will occur when trying to upload swimmers' times into SWIMS.

4. Seed the Meet and double-check the Seeding.

a. Which events are running Fast-to-Slow vs. Slow-to-Fast (default order)?

b. Are any events Alternating Female then Male?

c. Is the meet using Odd/Even Heats in two pools or Chase Starts or Flighting?

d. Are the correct lanes being used for seeding?

e. Prelims/Finals formats require additional information.

1) Circle-seeding in Prelims. (Refer to USA Swimming 102.5.1D for some distance events)

2) Order of Finals Heats (A, B, C or C, B, A)?

3) Alternates are showing for Finals?

***Remember to back-up the database frequently***

5. Print Reports

a. Psych Sheet

b. Heat Sheet

1) For sale to spectators

2) For Coaches, Officials & Timers

3) Uploaded for online pre-sold downloads on some sites

c. Review the master heat sheet prior to printing

1) Prelims – compare to original psych sheet, sign-ins (if required) and scratches received

2) Finals – check any scratches after prelims for finals, make sure alternates are listed

d. Lane Timer Sheets, Relay Cards, Award Labels as needed

**Do NOT allow anyone to re-seed a meet once the heat sheets are produced**

Electronic Timing System Details:

1. Know the various types of Timing Systems and what type you are using:

a. Automatic (Primary/Touchpad)

b. Semi-Automatic (Secondary/Buttons or Stopwatches)

c. Manual (Tertiary/Stopwatches)

2. Verify manufacturer of the system - most common are Colorado, Daktronics, Omega or SST

3. Check connections to computer

a. Verify communication with meet management software

b. Download event data from software to timing console

4. Make sure that you or the Deck Referee has verified that the on-deck system is set-up and operational - do NOT rely on the host team to have set up everything correctly.

a. Cables/Deck Plates in position and working

b. Pads & Buttons are properly installed and working



c. Starting System is charged, connected and working

1) Both the microphone and starting signal are operating

2) The start signal is being received at the Timing Console

d. External speakers (if used) are set up and working

5. Clarify Operator responsibilities; will the Timing Console Operator:

a. Print each heat's data?

b. Note or correct potential timing system errors?

c. Be responsible for back-up watch time collection?

During the Competition

If you are the "lead" Administrative Official, it is your responsibility to monitor the activities of the various administrative tasks. A good AO will be proactive, spotting potential problems before they occur or as they are occurring and will be prepared to intervene and resolve these issues before they become problems.

When an issue comes up that requires a decision from the Meet Referee or Administrative Referee, be sure to gather all the information and print-outs involved and present them to the Referee in an organized and timely manner.

Do not be afraid to intervene in the conduct of the meet if there is an issue with the timing system that could prevent you from obtaining valid times for the athletes. Swimmers cannot be made to re-swim an event because no time was recorded.

**It is the Administrative Officials’ primary responsibility to guarantee every competing swimmer receives an accurate time for their events.**

Computer Scoring Operator:

1. Timing adjustments

a. Lane malfunction within a Heat (discussed in detail later in packet)

b. Heat malfunction (discussed in detail later in packet)

2. Disqualifications

1) Confirm that the DQ Slip is complete and accurate

2) Enter into software (DQ codes) unless instructed otherwise by the Meet Referee.

3. Verify Event Results – before sending to Announcer

a. Confirm:

1) Times were adjusted if necessary

2) DQs

3) No Shows/DFS/Missing Swimmers

b. Check scoring – make sure it’s scoring per meet information.

4. Results

a. ALWAYS obtain approval from Meet or Admin Referee before publishing or posting any documents

b. Announced, Posted, Live Results, Website Posting

c. Print Award Labels periodically, as needed

5. Prelim/Finals

a. Know the scratch rule and procedures



1) Location for athlete/coach to indicate scratch or intent to scratch

2) Announcing of any scratches or final participants once scratch deadline occurs

3) Remember to check for intent to scratch on each event before closing

b. Print Finals Heat Sheets, Lane Timer Sheets, Relay Cards and other needed documents once scratches are verified

6. At the end of each session:

a. Make certain all times have been imported from the timing console.

b. Finish printing any needed award labels.

c. Run exception report to make sure no swimmer has been over-entered through deck seeding or adjustments.

d. Run reports for team scores and/or individual high point awards, if applicable. for announcement.

e. Print final results master copy.

f. Create a back-up of the meet database.

g. Make certain all print outs are organized and stored.

h. Once instructed to do so, exit the program and shut down the computer.

Electronic Timing System Operator:

1. Processing heats

a. Counting Laps

b. Arming/disarming lanes

c. Order of Finish

d. Paper handling

2. Handling hardware system malfunctions/breakdowns

a. Pad or Button failures

b. Cable failures

c. Software/Console failures

After the Competition Concludes

The Administrative Official should make certain all administrative tasks and requirements are completed before leaving the venue at the end of each session and the meet.

1. At the end of each session:

a. Obtain the deck officials heat sheets and other paperwork, organize it and store it for one calendar year with the computer print-outs by event and session.

b. Make certain the timing console and computer operators have completed their tasks.

c. For preliminary sessions in a meet with finals

1) Make sure any needed swim-offs have been completed and the results recorded.

2) Obtain the scratches for finals and make certain they are recorded in the meet management software.

3) Seed finals, print and check heat sheets for accuracy.

4) Submit the heat sheets to the Meet Referee for approval.

d. Meet with the Meet Referee to determine if any other tasks need to be completed.



2. At the end of the meet:

a. Complete the session items above.

b. Make sure you know of any records and all paper for same is processed

c. Combine and organize all paperwork from the meet and present to the Meet Director

d. Create final back-up of meet database

e. Submit final results and required files to Florida Swimming Office if assigned that duty

Computer Scoring Operator:

Make certain all times have been imported from the timing console.

1. Finish printing any needed award labels

2. Run Exception Reports for meet

a. Entry Limits

b. Scorer Limits

c. Notify Administrative or Meet Referee of any exceptions or issues

3. Run reports for team scores and/or individual high point scores, if applicable for award presentation at the meet.

4. Create a final results master copy "pdf" file to your back-up "thumb" drive or other media (see item "8" below). This should be a single column format showing cumulative and subtracted splits. You may create a second, "condensed" copy with multi-column format and cumulative splits if desired.

5. Make sure you know of any records and all paper for same is processed

6. Combine all paperwork of the meet and present to the Meet Director

7. Create final back-up of meet database 8. Send the database back-up and pdf copy of full meet results to Florida Swimming at

[email protected]

Electronic Timing System Operator:

DO NOT TURN OFF SYSTEM until the Computer Scoring Operator has "pulled" all timing data from system.

1. Once instructed to do so, shut down system by powering down console and start system.

2. Make sure the console and start system are powered down before disconnecting any cables, pads or buttons.

3. Remove and store pads, buttons, cables, start system, speakers and console as directed by Meet or Admin Referee or host personnel.

4. Plug Start System into recharger if necessary.

MEET MANAGEMENT SOFTWARE

There are two primary software programs in use in Florida Swimming; they are listed below. No matter what type of software is used, it is the Administrative Official's responsibility to have an understanding of the program and its features, such as how the software obtains information from the timing system, how official times are determined, how potential errors are "flagged, etc.

1. HyTek's Meet Manager Software - The most common meet management software in use is Meet Manager by Hytek.

a. The procedures and "screen shots" in the following sections are based on this software.

b. For more information on Setting Up a Meet and Running a Meet on HyTek’s Meet Manager, please refer to their online help system.



c. Also, please consider viewing the other "Tutorials" found in the Meet Manager program (internet connection required).

2. TeamUnify's TouchPad Meet Management Software - TeamUnify's TouchPad software is now becoming more widely used and it operates in much the same manner as HyTek's software.

a. The procedures and "screen shots" for this software are NOT presently included in these clinic materials; if you will be using it to run a meet, please obtain the manual from the host club and try to familiarize yourself with it prior to the start of the meet.

b. Like the Hytek software, there are extensive tutorials and help topics included inside the software.

TIMING SYSTEM REQUIREMENTS UNDER USA SWIMMING RULES

The USA Swimming Rulebook requires that one of these Primary timing systems MUST be used:

1. AUTOMATIC (activated by starting device and stopped when Swimmers touch touchpads) with a Back-Up System of:

a. Semi-Automatic Timing: Electronic Start, system stopped when 3, 2 or 1 buttons per lane each pushed by a separate Lane Timer at the finish touch of the Swimmer, and,

b. Manual Timing: Manual watches (3, 2 or 1 per lane) each started and stopped by separate Lane Timers.

2. SEMI-AUTOMATIC (activated by starting device and stopped by 3 or 2 buttons - 3 preferred - each operated by separate Lane Timers), the Back-Up System must be:

a. Manual Timing: 3, 2 or 1 watches per lane each started and stopped by separate Lane Timers (can be the button operators).

3. MANUAL - three (3) hand held battery operated watches per lane, each operated by a separate Lane Timer.

Note: At least one (1) watch is required as a backup up when any Automatic or Semi-automatic Primary System is used (unless the backup is by fully integrated, stationary, overhead, 100 frame per second video cameras).

DETERMING OFFICIAL TIMES - POSSIBLE TIMING SYSTEM MALFUNCTIONS

When using an Automatic or Semi-Automatic system, the AO team is responsible for determining that the system functioned properly for every swimmer in every heat.

**USA Swimming Rule 102.24.4A: Automatic Timing – When recorded by properly operating automatic equipment, the pad time shall be the official time**

As with all electronic systems, there is potential for system malfunctions to occur. The following are indications of a possible timing system malfunction for which further investigation of exactly what occurred is required:

1. Timing System shows .30 second difference or greater between the Primary and Secondary systems (i.e. pad to button time)

2. Place Judges report a different Order of Finish (OOF) from the Timing System

3. Reports of soft or missed touch by Swimmer from timer or official

Most often, these system malfunctions can be traced back to one of the following occurrences:

1. Swimmer Error – misses pad on intermediate or final touch; soft touch doesn’t trigger pad finish



2. Timer Error – misses strobe flash at start (late watch); anticipates swimmer final touch (early button and watch); misses final touch (no valid button or watch times); isn’t in position to get a clear view of the finish

3. Electronic Failure – system doesn’t start or stop properly; system shutdown; pad or button no longer sending electronic signal at the finish.

The Administrative Official’s main purpose when a potential Timing System Malfunction occurs is not to prove the button or watch backup times are correct, but to

**Prove the pad time is INCORRECT**

To do this, the Admin Official must INVESTIGATE the situation thoroughly.

1. Evidence Needed: a. Button and Watch Times b. Order(s) of Finish

2. Ask Questions: a. Timers: Accurate buttons and watches; swimmer soft or missed pad touch b. OOF Judges: Accurate order c. Both: Anything peculiar about this situation

What is your proof the pad time is not accurate?

1. What is the watch time? Does the watch time support the pad or the button?

2. Was the same Timer using both the watch and button in consideration, therefore it’s likely both times will agree?

3. What is the order of finish? Does it support the pad or button times?

4. Are there two watches/buttons? Was there a separate Timer operating each watch and button (two people - USA Swimming Rule 102.17.3)?

5. Are you confident in the Timers?

6. Did the Timer report a late or soft touch that would have prevented the pad from getting an official time?

The new USA Swimming rule change in 102.24.4B involving a possible Lane Malfunction in the electronic timing system eliminates the need for complicated calculations by the Administrative Referee, Administrative Official or Scoring Operator. However, due diligence to provide the swimmer with the most accurate time available is still of paramount importance. These considerations should be followed:

1. Is the primary time invalid?

2. Is the use of the backup time appropriate?

3. Should a button or watch backup time be used, and which is the most accurate?

4. When there is a HEAT MALFUNCTION the differential calculations as required in 102.24.4E are still appropriate.

**Before proceeding to resolve the malfunction, make sure the software for the meet is set up to follow USA Swimming/FINA timing rules.**

Software Set-up Procedures:

1. For Hytek Meet Manager Version 6, go to the "Set-Up" screen and make sure the "Time Adjustment Method" has "FINA rules" selected.



For Hytek Meet Manager, Versions 4 or 5

a. Go to "Preferences" under the "Run" menu and select "Back-up Times"

b. Select "Do not average differential between pads and backups to adjust times (FINA)" under "Time Adjustment Using Average Differential Between Pads and Backups"

2. For TeamUnify Touchpad, on the "Enter Results" screen under "Timer Adjustment Rules Preference" select "FINA rules (Does not use average differential between pads and backup times)"

Actual Timing System Malfunctions fall into one of two types:

1. Lane Malfunction - The malfunction is traced to one or more lanes in a heat

a. Usually indicated by a difference of 0.31 in the times recorded by the Primary and Back-up systems

b. Can also be indicated by a confirmed difference between the OOF of the timing system and that of the OOF Judge(s)

c. An unusual occurrence affecting one or more lanes is reported by the deck officials or timers

2. Heat Malfunction - The malfunction affects all of the lanes in the heat in the same manner

a. Most often occurs when the timing system fails to start automatically by the signal from the start system and the timing system is then started manually after the start occurs

b. Can also occur when the automatic timing system fails completely and only watch times are available.

Lane Malfunctions:

There are several possible lane malfunctions. The AO must consider the different types of times being received and which ones are most accurate for each swimmer. The graphic below is a "screen shot" of a portion of the "Run" screen in Meet Manager showing the "raw" data pulled in from the timing system. This example has several of the possible lane malfunctions. The required resolution of the various malfunctions follows the graphic.



In each of the following scenarios the pad time is missing or perhaps deemed inaccurate. Using the Timing Adjustment Rules*, this is how to solve the missing pad times for the following lanes:

1. Lane 1 - Two of the three buttons agree (1:04.04). That shall be the official time per 102.24.4B(1)

2. Lane 2 - Verify the lane was empty and warrants a No Show

3. Lanes 3 & 7 - There were no reasons to suspect a pad malfunction in these lanes, therefore the pad time is official

4. Lane 4 - Only two valid button times are available, thus the official time shall be 1:01.86, which is the average of the two buttons. 102.24.4B(3)

5. Lane 5 - Backup Button 2 supports the pad time, as does the Order of Finish. Two of the three Timers admit operational errors. The pad time is ruled as the official time.

6. Lane 6 - Three backup buttons disagree; therefore the valid time will be 1:02.36, which is the middle of the three buttons. 102.24.4B(2)

7. Lane 8 - Only one backup button time is available. That time is supported by Order of Finish and became the official time for that lane. 102.24.4B(4)

* Watch time(s) can be used in place of button and pad times as a swimmer’s official time when both the button and pad are deemed inaccurate or are missing. Thorough investigation using Timer and OOF information must prove a watch time to be accurate before inserting the watch time into the computer scoring system.

Adjustment of the times is done in a separate, pop-up "Calc" screen in the software. To get that screen:

1. Click on the "Calc" button above the time data portion of the screen

2. Click on any lane that has a possible malfunction "flagged" (that lane will be highlighted in similar fashion to the screen shot above).

3. Use the "Control-K" key combination.

Once you have done the necessary investigation and determined the needed adjustments, you should have a "Calc Screen" screen similar to the one above. The final step in the process in each of the scoring software programs to accept or reject the adjustments. To do so:

1. Uncheck the "Use" box in the lanes that DO NOT require adjustment from the pad time, then click on the "Accept Adjusted" button at the bottom of the screen.

2. If no adjustments are needed, click on the "Reject Adjusted" button at the bottom of the screen.

3. If you make a mistake in the process and need to start over, you can bring back the original data by clicking on the "Restore Pads" button in the "Run" screen of Meet Manger and then repeat the above process to make the correct adjustments.

4. In some meets, the Meet Referee may want printed reports of all adjustments that are made stored with the paper work for each event. To do so, click on "Create Report" at the top of the page BEFORE processing the adjustments and print the report you create.



5. If the button(s), watch(es) and/or OOF support the pad time there is nothing more that needs to be done, other than clearing the “?” in the "Adjutant" column in MM 5.0 and MM 6.0 - Click on the “?” and it will automatically change to a “K” for OK – you have now verified the primary time for that lane is accurate.

Resolving a Heat Malfunction

There are NO Pad or Button Times - What Do You Do?

When this situation (referred to as a "Heat Malfunction") arises, the temptation is to obtain the watch time and key that time into the Run screen as the Official Time for the lane(s) affected. While this is the easiest way to resolve this, it is NOT the proper procedure.

**A watch time should never be simply input as an “official” time**

Watch times present two opportunities for human error that could adversely affect a swimmer’s achieved time – at both the start and the finish. Therefore, ALWAYS make sure to adjust a watch time (or the average of two watches, if both are being used as a backup system) by using the average differential from pad-to-watch for all lanes.

A Heat Malfunction occurs when there is an electronic timing malfunction that impacts the times for the entire heat (there are no valid pad or button times for any lane in the heat). Causes for this situation include:

1. System Fails to Start Automatically - This is the most common cause of a Heat Malfunction. Always instruct the Timing System Operator to do a Manual Start to the Timing System as soon as the failure to start automatically is detected.

a. When that is done the system will provide an accurate order of finish and the timing judge can adjust the achieved times to the watch times for an accurate finish time. In this manner, the times of the primary system are adjusted by calculating the average difference between the primary times and valid back-up times for every lane in the heat (USA Swimming Rule 102.24.4F and Appendix 1-B).

b. In this scenario, you know the primary pad times are incorrect due to the timing system malfunction and the late manual start. You also know the order of finish is correct.

c. To resolve this situation in the software program:

1) Click on CALC to open the Timing Adjustment window for the heat and put a CHECK in the Show Heat Malfunction box.

2) That brings up a new Timing Adjustment screen. ENTER the watch time for each lane in the appropriate column.

3) The software will calculate the average differential from pad to watch for each lane and applies that average differential, in this case 12.06 seconds, to each primary time.

4) PRINT this report for your records then accept the adjusted times.



2. NO Electronic Times – ONLY Watch Times are Available - In this scenario there was a complete malfunction of the Electronic Timing System. The ONLY times available are the manual watches from the Timers and an Order of Finish.

Generally, Timers will get a late start on the watch and may stop the watch early due to anticipating the finish. Thus, watch times have to be adjusted for both a late start and early finish.

To do this adjustment, you will need to calculate the average differential of pad-to-watch times for your timers. Try to select about three to four heats where there haven’t been any timing malfunctions and use events of similar distances and stroke and the same gender.

a. Get the watch times from those heats and then select the first heat in the RUN screen. b. Bring up the CALC screen and select SHOW HEAT MALFUNCTION. c. Enter the watch times for each lane and PRINT the reports.

***DO NOT ACCEPT ADJUSTED for these heats - you will alter the valid pad times in your results**

d. Using the print outs, calculate the average differential across the selected heats. e. Once you have calculated this differential, you will need to ADD that number to the watch times in

your Heat where there was the malfunction.

Note that the PAD time may often be slower than watch time**

f. To enter the adjusted times, select the heat to be adjusted in the RUN screen and manually enter each of the watch times as if they were primary times.

g. Select CALC and remove the watch times from the Timing Adjustment window. Print that report. (There is an option to export that report to Excel if you prefer computer calculations!)

Note: This adjustment value can be reduced to a minimal value if the timers are properly briefed to “react” to the finish (i.e. see the touch then stop the watch!)

h. Hand-calculate the adjusted Pad time by adding the differential (in red below) to the watch times and enter the adjusted time on your printed report. (Only the hundredths times are shown in this example.)



i. Manually enter the new primary time into the run screen.

j. MAKE SURE the adjusted times are checked to match the Order of Finish.

k. SAVE your Differentials calculations, JUST IN CASE you need them for another heat in that session., but remember, those differentials are only good for that session and with that group of timers.

3. If there are two or more watches on each lane, how do you know which watch to use in the Timing Adjustment screen for the Heat Malfunction? Per USA Swimming Rule 102.24.4B:

a. If two of the three button or watch times agree, that shall be the time for that timing system.

b. If three valid buttons or watches disagree, the time of the intermediate button or watch shall be the time.

c. If only two valid button or watch times are available, the time shall be the average.

d. If only one button or watch is available, the time of the button or watch shall be the time.

OTHER PROCEDURES YOU WILL NEED TO KNOW

While much of the focus of the Administrative Official is on the determination of the official times and places of the swimmers, there are some other procedures that fall to the AO to oversee or perform.

Adding a Swimmer/Adjusting Seeded Positions in a Heat

In many meets, the need to adjust the seeding will be necessary on several occasions - deck entry, a swimmer misses their heat, heats are consolidated on deck, etc. Note that the later two should only be done with the approval of the Meet Referee. When this occurs, the meet management software makes it very easy to make the needed change.

**Whenever possible, make your seeding adjustments before getting the times from the timing system for that heat; if you pull in the times prior to the adjustment, the

results will not be accurate and you must pull the times in again after making the needed adjustment.**

1. If the meet is in progress, from the "RUN" screen, click on the "Adjust" button or press F8.

A screen will open showing the first several heats of swimmers with their lane assignments.



2. To adjust the lane assignments:

a. To add a swimmer, select "Show Eligible Athletes" at the top of the screen

1) The bottom of the screen will shift to show a list of the athletes of the proper age and gender entered in the meet.

2) Athletes already entered in the event will be highlighted in yellow with their heat and lane assignments to the left of their name.

3) If the swimmer is replacing another swimmer, you must double click on the name of the swimmer to be removed in the heat and then confirm that you are "scratching" them.

4) Repeat for each swimmer added.

5) Click on "Save" at the top of the screen to save your changes and return to the run screen.

b. To "reseed" a heat by moving swimmers:

1) Locate the athlete to move and click and hold the mouse on their name, "drag" their name to the lane you want to move them to and release the mouse.

2) If the "new" lane already has a swimmer assigned, that swimmer will be moved to the lane of the swimmer you are moving.

3) Repeat for each swimmer to be moved.

4) Click on "Save" at the top of the screen to save your changes and return to the run screen.

Relay Names

One of the most overlooked operations in the scoring system is the accurate logging of relay names. Once the names are added into the system, and the name of the lead-off swimmer is the most important, SWIMS will automatically credit that swimmer with the time achieved during the first leg of the relay.

1. Check and double-check to make sure you have all the relay cards for each event and the swimmers listed are eligible to swim on a relay for that team. Unattached swimmers cannot compete on a relay, but may become eligible if their 120-day registration occurs during the middle day of a meet.

2. Drag and drop, or double-click to move swimmers from eligible athletes to the Relay Order box.

3. Whenever there’s a missing relay card, take the time to investigate and get the names - you never know how important that lead time might be for a swimmer!



Swim Offs

The intent of a swim-off is to break a tie for a position that would advance from Prelims to Finals. Following the steps below will assure the Swimmers’ times will be credited to them in SWIMS and ensure the proper seeding for Finals. After the first round of each event, in the Event Results Report, the software should "flag" any ties requiring a swim-off. These "ties" must be resolved before the next round can be seeded.

1. Those positions include Places 8, 16, and possibly 24 and 32, as well as any alternate positions, depending on the number of heats in Finals and assuming Finals is swum in an eight-lane pool. It is also advisable to conduct swim-offs for Places 9, 17, and in the scenario above, 25 and 33, as late medical scratches or other issues could cause advancement of those places.

**Scratches may create or eliminate the need for a swim-off**

2. Unfortunately, too often, swim-offs are not logged in the Meet Scoring System, such as Meet Manager! Thus, the times achieved are never submitted into SWIMS for those swimmers competing in the swim-off!

3. Set up a new event in the Add Event screen for the distance and stroke of the swim off.

a. Use the event number of the race and add the letter "S" to the end (if the event is event #10, the swim off becomes event #10S) and click on the swim-off Event button.

b. Be sure to specify only one round for this swim-off event and turn off the Score Event radio button.

4. Now deck seed the tied athletes in the event in the appropriate lanes. When setting-up a swim-off, tied athletes or teams are automatically listed for you to select to seed for the swim-off event (see screen shot at right).

5. Once the swim-off event is seeded, print the Heat Sheets for the referee and deck officials.

6. Wait for them to swim and then import/enter the swim-off results in swim-off event (the one ending in "S").

mk:@MSITStore:E:/Hy-Sport/SwMM7/meetmanager7.chm::/addevents.htm



7. Next pull up the Prelim event 10 and use the Judge's Decision button to edit the Prelim place for the tied athletes so that when you seed the next round, they will be assigned the correct Heat and Lane based on their place in Prelims as determined by the swim-off.

Split Times

It happens all the time – an inadvertent mistake by a swimmer, timer or timing system operator records a false and inaccurate split time. Rarely, however, are those split times removed from the scoring system. They should be, and this is how to do it.

1. In the "RUN" menu for the questioned Event and Heat, click on the "Splits" button.

2. A "popup" screen will open where the inaccurate split time can be deleted, or changed, depending on the timing system operation.

WARNING: Make sure due diligence has been done before deleting or changing any times, and only do it with the Meet Referee’s approval.

3. Once you are sure that the correct time has been entered or the incorrect time deleted, click "OK" to save the now correct splits.

4. As in the Lane Malfunction process, if you make a mistake and need to start over, you can bring back the original data by clicking on the "Restore Pads" button in the "Run" screen of Meet Manger and then repeat the above process to make the correct adjustments.

If there are no automatic timing pads in use at the “initial distance” (25yds or m in a SC pool or 50m in a LC pool) 3 Timers, each with a watch, become the Primary Timing system for that distance. For the time to be “official” the Meet Referee must:

1. Pre-approve the arrangement 2. Confirm the timers are fully briefed 3. Record the three watch times either personally or have the Deck Referee do so on his heat sheet. 4. Validate the time to be used to create the “official” initial distance time 5. If an “initial distance” is relying on the touchpad, the touchpad remains the primary system and back

up watches (1, 2 or 3) should be used in case of a timing system failure at that distance. 6. For backstroke, the Meet Referee should verify with the turn judge that the finish at the initial distance

was in accordance with the rules.



To submit a valid Split time into the SWIMS database, first confirm the coach wants the time submitted. In the body of the email sent to Florida Swimming ([email protected]) with the BACKUP of the meet, SPECIFY the swimmer’s name, event number and details, intermediate split and time achieved; for instance “Please enter Ryan Lochte, Event #2, 200m Freestyle, intermediate 100m split of 50.34.”

ADMINISTRATIVE OFFICIAL CERTIFICATION PROCESS

The Administrative Official must:

1. Be a currently registered USA Swimming non-athlete member,

2. Pass the Level II (2) Background Check and

3. Pass the Athlete Protection Training Program requirements.

The Administrative Official must also:

1. Pass the required test for the Administrative Official found on the USA Swimming website;

2. Attend a formal Administrative Official clinic given by an approved LSC instructor (this clinic);

3. Demonstrate knowledge and competence in all components of the Administrative Official position by successfully completing at least two (2) apprentice sessions in the position.

Steps to Become a Certified Official:

1. Attend a clinic conducted by a Certified Clinic Instructor.

2. Open an account on USA Swimming's web site. Go to usaswimming.org. Click on Sign In and then create an account.

3. Take the online Stroke & Turn/Timer test. You must have created an account before you can take the test.

a. Go to usaswimming.org and select Officials>Testing and Certification>Online Officials Test>Choose A Test. From the drop down menu Select A Test choose Certification - Administrative Official.

b. Start the test. The test is open book with no time limit. You can save your progress and return to the test at a later time. You can even print the test out.

**YOU ARE NOT REQUIRED TO TAKE THE TEST TO START APPRENTICING BUT, AS THIS POSITION IS VERY TECHNICAL, AND RULES DRIVEN, IT IS RECOMMENDED THAT YOU TAKE

THE TEST PRIOR TO STARTING THE APPRENTICESHIP IF POSSIBLE**

4. Complete the Apprentice Official Application form (Appendix A). Give this form to the clinic instructor or Meet Referee at the first session you apprentice. You cannot work on deck until this form has been submitted. a. You have 60 days from the initial training date to complete your apprenticeship. b. At the end of the 60 days you must register with USA Swimming, submit to a Level II background

check and view the Athlete Protection webinar. 5. In order to be certified you must work a minimum of 8 hours as an apprentice.

a. Your progress will be recorded on the Administrative Official Application form (Appendix B). b. Upon completion of the apprentice requirements the Meet Referee will review the form with you

and make a recommendation. c. If/when approved, email the form to your area representative.

6. Upon completion of your apprenticeship and to be certified as an official you must become a "Non-Athlete Member of USA Swimming.

7. Current Non-Athlete Registration, the Background Check and Athlete Protection Training are not required to apprentice as an official at swim meets; however, it is a requirement for certification.

mailto:[email protected]



USA Swimming Non-Athlete Registration Membership Application

While you may begin and even complete your apprenticeship prior to become a regular Non-Athlete Member of USA Swimming using the Apprentice Membership (see above), you cannot be certified as an official until you have this membership. Registration affords you insurance in your capacity on the deck as an official or apprentice or when volunteering for other meet duties for your club, as well as a USA Swimming Rulebook, a membership card and a Florida Swimming certification card showing you have met the requirements to be an official.

The steps for becoming a Non-Athlete Member are:

1. Go to the Florida Swimming website and download and print out a copy of the current USA Swimming Non-Athlete Membership Application. You can find the application at either the “E-Forms” tab on the home page or with the Officials Clinic Information at the bottom of the Officials page at www.floridaswimming.org

2. Send this application and a check to Florida Swimming (address is on the bottom of the form) as soon as you can. This registers you with USA Swimming and is critical to complete before finishing your apprenticing. You may also give your application and a check to your clinic instructor, team contact person or Area Representative.

3. There are two additional requirements for registration as an official with USA Swimming. You must: a. Submit to a Level II background check. The check is accessed by going to the USA Swimming

website. Go to Member Resources > Officials and scroll down to background check (www.usaswimming.org/backgroundcheck).

b. View the Athlete Protection webinar. Go to Member Resources>Officials and scroll to Athlete Protection. (https://www.usaswimming.org/DesktopDefault.aspx?TabId=2193&Alias=Rainbow&Lang=en).

FINAL NOTES & THOUGHTS

An effective Administrative Referee is proactive, detail oriented and comfortable with computers and clerical functions. That said, some final reminders to make you a truly valuable member of the meet team are in order.

1. It is nearly impossible to remember all of the rules relating to your duties, but you should know the majority of them and where to find all of them in the rulebook.

2. Use Common Sense and Logic when scrutinizing times during a meet.

3. When an ERROR repeatedly occurs – FIX the cause!

a. Change the malfunctioning pad or button.

b. Re-educate the Timer on pushing the button or using a watch and stepping to the edge of the pool to get a better view of the finish.

4. Please make sure to familiarize yourself with some of the added procedures for a prelim/final meet that may not be covered herein. These include, but are not limited to:

a. Set-up for the finals sessions; event order, number and order of heats, alternates, distance events when competed as timed finals, etc.

b. Timelines for finals including any added breaks.

c. Use of the "Scratch Pad" system in the software when seeding finals.

d. How to insert alternates into heats during the competition.

5. If you are uncomfortable/inexperienced with prelim/final meet procedures, please try to observe/assist at one of these meets prior to accepting a primary assignment at one.

http://www.floridaswimming.org/

http://www.usaswimming.org/backgroundcheck

https://www.usaswimming.org/DesktopDefault.aspx?TabId=2193&Alias=Rainbow&Lang=en



6. Do NOT change any times in the system after the meet without approval from the Meet Referee.

7. While we like to save trees and avoid the cost of paper and printing, a permanent paper record is a necessary reference.

8. If the Meet Director does not want the documentation, you should save meet documents, including print-outs from timing systems, heat sheets, etc. for at least one year, just in case.

9. Always make a back-up of the meet database at the conclusion of each meet for the host team. It is a good practice to make a second copy to your personal "thumb" drive and, like the paper documentation above, keep the back-up for at least one year.



Appendix

The following information and forms are the items you will need to complete your apprenticeship.

Additional copies can be downloaded and printed from the FL Swimming web site.

REVISED SEPTEMBER 2018

MEMBERSHIP REQUIREMENT CHECKLIST FOR NON-ATHLETE MEMBERS

Non-athletes should complete and mail a non-athlete membership application to the address printed on the application form. Memberships are processed by Florida Swimming. Application forms can be found on our Florida Swimming web site (www.floridaswimming.org).

OFFICIALS

Non-Athlete Membership Application & Payment submitted.

Acxiom Level 2 Criminal Background Check (www.usaswimming.org/backgroundcheck)

Athlete Protection Training course (www.usaswimming.org/protect)

Current and previous members can access the course at any time. New non-athlete members must register through Florida Swimming before getting access to this online course, which takes approximately 60 minutes to complete and is offered at no charge. New members cannot initiate the course until their membership application has been processed by Florida Swimming, so it is recommended that new members wait ten days after mailing their application before attempting to log in to take the course. Once their membership application has been processed, the log in procedure can be completed. (An error message will appear during the log in if the new member’s application hasn’t been processed yet.)

Florida Swimming will be notified automatically when you have passed the background check and online athlete protection training. Once all membership requirements have been met, Florida Swimming will mail a membership card to you.

Florida Swimming, Inc. Member of USA Swimming, Inc.

214 E. Washington St., Suite B, Minneola, FL 34715 (O) 352-242-5145 (F) 352-242-5245

(E) [email protected]

http://www.usaswimming.org/backgroundcheck)

http://www.usaswimming.org/protect)



This Page Intentionally Left Blank


USA SWIMMING

2019 APPRENTICE OFFICIAL APPLICATION INITIAL TRAINING LSC: Florida Swimming, Inc. SESSION DATE:

LAST NAME LEGAL FIRST NAME MIDDLE NAME

Have you ever been a member of USA Swimming under a different last name? If yes, please provide that name:

Previously registered with USA Swimming? Yes No If registered in a different LSC, which LSC:

PREFERRED NAME DATE OF BIRTH (MO/DAY/YR) SEX (M/F) CLUB CODE CLUB NAME

(Bill, Beth, Scooter, Liz, Bobby) If not affiliated with a club, enter “Unattached”

MAILING ADDRESS

CITY STATE ZIP CODE

AREA CODE TELEPHONE NO. AREA CODE TELEPHONE NO. E-MAIL ADDRESS

HOME MOBILE

Florida Swimming, Inc. Florida Swimming Officials Committee Contact Info: 214 E. Washington St., Suite B Chair: Roger Deary - [email protected] Minneola, FL 34715 or [email protected] Vice-Chair: Cary Showalter - [email protected]

Prior to Beginning to Apprentice as Stroke & Turn or Administrative Official:

1. Attend a clinic conducted by a Certified Clinic Instructor (CCI)

2. Complete and submit this form prior to Apprenticeship on deck. Keep a copy for your records. This form should be given either to the Clinic Instructor at the time of the clinic or to the Meet Referee prior to your first apprenticeship session at a meet.

3. Create a User Account on the USA Swimming website and Take and Pass (80% score) the online exam

Apprenticeship cannot begin until this form is submitted.

Requirements for Certification as Stroke & Turn or Administrative Officials:

1. Once the Apprenticeship period is complete or prior to the 60-day grace period for USA Swimming Membership for apprentice officials has expired, you will need to submit a new Non-Athlete Membership Application along with the appropriate fee to the Florida Swimming Registrar whose contact information is listed on the form. Apprentice Officials cannot work on deck if the temporary status expires (after 60 days) as they will not be insured. The Non Athlete Membership Application and fee must be submitted to Florida Swimming in order to continue working on the pool deck.

2. Submit and pay for the Level 2 Background Check, which can be found on the USA Swimming website:

(http://www.usaswimming.org/DesktopDefault.aspx?TabId=1678&Alias=Rainbow&Lang=en-US)

3. View and answer questions for the Athlete Protection Training program, found on the USA Swimming

website:

(https://www.usaswimming.org/DesktopDefault.aspx?TabId=2193&Alias=Rainbow&Lang=en).

Following these steps above will allow your Apprenticeship period to be extended once all the clearances have been completed and you have received a new membership card.

If your Apprenticeship is completed during the sixty (60) day Apprentice Official Membership grace period, you must complete the full certification steps, as well as submit your Apprenticeship Log to your Area Representative. In return you will receive your Florida Swimming Officials Certification through your Deck Pass, which will allow you to volunteer as a certified official.

AREA AREA REP REP EMAIL

Questions? Please ask your clinic instructor or Area Representative. Thank you for volunteering.

–

THIS APPRENTICE OFFICIAL STATUS EXPIRES 60 DAYS FROM THE DATE OF THE INITIAL TRAINING SESSION.

CONTACT YOUR LSC OFFICIALS CHAIR FOR FURTHER INSTRUCTIONS.

MAIL OR EMAIL APPLICATION TO: LSC OFFIICIALS CHAIR:



http://www.usaswimming.org/DesktopDefault.aspx?TabId=1678&amp%3BAlias=Rainbow&amp%3BLang=en-US)



http://www.usaswimming.org/DesktopDefault.aspx?TabId=2193&amp%3BAlias=Rainbow&amp%3BLang=en)


.

USA SWIMMING 2019 NON-ATHLETE REGISTRATION APPLICATION

LSC: FLORIDA SWIMMING, INC.

LAST NAME LEGAL FIRST NAME MIDDLE NAME

Have you ever been a member of USA Swimming under a different last name? If yes, please provide that name:

If registered in a different LSC, which LSC:

PREFERRED NAME DATE OF BIRTH (MO/DAY/YR) SEX (M-F) CLUB CODE CLUB NAME

(Bill, Beth, Scooter, Liz, Bobby) (Required) If not affiliated with a club, enter “Unattached”

MAILING ADDRESS

CITY STATE ZIP CODE

AREA CODE TELEPHONE NO. AREA CODE TELEPHONE NO. EXTENSION AREA CODE TELEPHONE NO.

HOME WORK MOBILE

E-MAIL ADDRESS

IF ANY OF THE ABOVE INFORMATION CHANGES DURING THE YEAR – PLEASE NOTIFY YOUR LSC REGISTRATION/MEMBERSHIP PERSON OF THE CHANGES

RACE AND ETHNICITY (OPTIONAL): You may check up to two choices

Q. Black or African American R. Asian

S. White T. Hispanic or Latino

U. American Indian & Alaska Native V. Some Other Race

W. Native Hawaiian & Other Pacific Islander

CITIZENSHIP/FINA:

U.S. Citizen: Yes No

Are you a member of another FINA federation: Yes No

If Yes, which federation:

Check if you would like to learn more about the USA Swimming Foundation’s initiatives

Check if you would like to receive the electronic USA Swimming Newsletter

MEMBERSHIP CODE: Check all that apply Coach-Full Time (Employed full time as a coach) Requires a Background Check & Athlete Protection Training Coach-Part Time (Primary employment is NOT coaching) Requires a Background Check & Athlete Protection Training Certified Official (Starter, Stroke & Turn, Meet Referee, Administrative, etc.) Requires a Background Check & Athlete Protection Training Other (Chaperone, Meet Director, Meet Manager, etc.) Requires a Background Check & Athlete Protection Training

By becoming a member of USA Swimming, I hereby agree to abide by the rules, regulations and Code of Conduct of USA Swimming.

Signature Date

By signing this application I verify that the above is true and correct.

FLORIDASWIMMING, INC.

FOR LSC REGISTRAR USE ONLY: REGISTRATION DATE BGC

APT

STSC

LG + ONLINE ST TEST

CPR

FOC 101

FOC 201

Rules & Regs

Y Principles

FLORIDA SWIMMING, INC. 214 E. WASHINGTON ST., SUITE B MINNEOLA, FL 34715 (O) 352-242-5145 (E) [email protected]

MAIL APPLICATION & PAYMENT TO:

–

If coach, primary age group that you coach (may be more than one): 10-Un 11-12 13-14 15-18 19+ Masters

ALL NON-ATHLETES must have a current USA Swimming Background Check and Athlete Protection Training

BGC at www.usaswimming.org/backgroundcheck APT at www.usaswimming.org/protect COACHES: Also requires current CPR/AED & Safety Training for Swim Coaches certifications EDUCATION REQUIREMENT FOR COACHES at usaswimming.org/FOC:

An individual registering as a coach for the first time must complete the online Foundations of Coaching 101 test prior to becoming a Coach Member.

Prior to registering as a coach for the second year, the online tests for Foundations of Coaching 201 and Rules and Regulations must be completed.

ACCEPTABLE SAFETY REQUIREMENT COURSES AND ONLINE TESTS ARE AVAILABLE AT www.usaswimming.org/coachmember

MAKE CHECK PAYABLE TO:

2018 REGISTRATION FEE

September 1, 2017 through December 31, 2018

USA Swimming Fee + LSC Fee

□ Individual $58.00 + $17.00

= TOTAL DUE

= $75.00 □ Life $1,000.00 + $10.00 = $1010.00


http://www.usaswimming.org/backgroundcheck

http://www.usaswimming.org/protect

http://usaswimming.org/FOC

http://www.usaswimming.org/coachmember


FLORIDA SWIMMING ADMINISTRATIVE OFFICIAL CERTIFICATION APPLICATION INSTRUCTIONS

SECTION 1-RECORD OF APPRENTICE SESSIONS/HOURS WORKED

1. Bring this from with you to all meets where you intend to apprentice. Introduce yourself to the Meet Referee and sign in as "AO APP". You will be assigned to work with an experienced Administrative Official/Referee who will serve as your mentor during the session.

2. The Meet Referee or designee shall record the sessions and hours worked. Those hours generally correspond to the session's duration. To be certified as an Administrative Official you must apprentice at least two (2) sessions as a Timing System Operator and two (2) sessions as a Meet Management Software operator at USA Swimming sanctioned meets. You must also have been mentored by a USA Swimming certified Administrative Official/Referee for all sessions worked.

3. Mentors/Referees please remember to print your names.

SECTION 2-APPRENTICE ACTIVITIES

1. Apprentices should experience all facets of the Administrative Official position. Meet Referees should insure that apprentices accompany mentors who are assigned to the various positions at the meet.

2. Mentors should check off each activity experienced by the apprentice during the session. Only the first such time need be recorded.

SECTION 3-MENTOR COMMENTS

1. While not mandatory, mentors should provide feedback, both verbal and written, to their apprentices. Use this section to comment on the apprentice's progress and note any additional work needed. You can use the following check list in drafting your comments:

The apprentice exhibited an understanding of the role of Administrative Official

The apprentice understood the rules

The apprentice exhibited the appropriate demeanor

The apprentice was attentive

The apprentice observed and/or reported unusual circumstances/occurrences to me

SECTION 4-DESIGNATED REFEREE REVIEW

1. The Study Guide & Graduation Review Outline for the Stroke and Turn Apprentice can be found in Appendix "E" (pages 19 & 20) of the Stroke & Turn Clinic Packet Appendices.

GENERAL INSTRUCTIONS

Upon completion of the certification requirements email a copy of this form to your area representative.

AREA REPRESENTATIVE EMAIL

1 Jeff Breault [email protected]

2 Mike Brewer [email protected]

3 John Jansen [email protected]

4 Doug Garthwait [email protected]

5 Tim Jacobson [email protected]

6 Joe Glennon [email protected]


FLORIDA SWIMMING ADMINISTRATIVE OFFICIAL CERTIFICATION APPLICATION

NAME: AREA: TEAM: EMAIL: PHONE: DATE ONLINE EXAM: CERTIFICATION-AMINISTRATIVE OFFICIAL COMPLETED: DATE OF CLINIC: INSTRUCTOR:

SECTION 1-RECORD OF APPRENTICE SESSIONS/HOURS WORKED

Date Meet Name Referee

(please print)

Mentor (please print) Hours

Name Initial Name Initial

SECTION 2 - ADMINISTRATIVE OFFICIAL REVIEW OF ACTIVITIES

□ Attended officials briefing

□ Worked with mentor at administrative positions at a meet:

□ Timing System

□ Meet Management Software - observed Mentor or performed him/herself:

□ Seeding of Meet

□ Adjusting Heat for Added Swimmer

□ Pulling of times from Timing Console

□ Resolved Possible Timing System Malfunctions

□ Entered Disqualifications into System

□ Generated Results Reports

□ Generated Team/Individual Scores Reports

□ Deck Entries

□ Relay Names

□ Swim Offs

□ Seeding for Finals

□ Ran Exception Reports

□ Backed Up Database

□ Observed Clerk of Course functions

□ Observed resolution of USA-S Membership issues


SECTION 3-MENTOR COMMENTS

Mentor Initials

Date

Mentor Initials

Date

SECTION 4 - DESIGNATED REFEREE REVIEW Yes No Initials

1. Administrative Official Review was completed with me: □ □

2. This person feels they need more apprentice time before being certified: □ □

3. I feel this person needs more apprentice time before being certified: □ □

4. In my opinion, this person is ready to be certified as an Administrative Official: □ □

Signed: Date:

Mentor Initials

Date

Mentor Initials

Date

Mentor Initials

Date


LINKS TO FORMS & OTHER RESOURCES

Many of the forms necessary to help the Administrative Official and those volunteers assisting the AO, can be found on the Florida Swimming website under Officials/Officials Forms and Officials News. The USA Swimming website also has several forms the AO may want/need to use to efficiently perform his/her duties.

1. Several of the more common forms are included in the Appendices of this packet. 2. Forms specific to the current meet, such as Check-In sheets and Lane Timer sheets, will be found in

Meet Manager under Reports. 3. Relay Cards and Award Labels can be produced under Labels.

Forms that are regularly used in FL sanctioned meets can be found on the FL web site; additional or alternative forms can be found on the USA Swimming web site. Listed below are the forms available on each site:

Online Information:

There is a mountain of information about Florida Swimming and USA Swimming online. Both sites have sections just for officials. The sites are listed below:

Florida Swimming: http://floridaswimming.org/

USA Swimming: http://www.usaswimming.org

Florida Swimming Web Site (https://www.teamunify.com/SubTabGeneric.jsp?team=szfllsc&_stabid_=74305)

1. No Show (NS) Slips

2. No Show (NS) Log

3. Positive Check-in Form

4. Scratch Slip

5. Finals Scratch/ Intent to Scratch from Finals Form

6. Computer Change Form

7. Deck Entry Form

8. Heat Adjustment Worksheet

9. Lane Malfunction Worksheet

10. Place Judge (OOF) Worksheet

11. Quick Guide for Verifying Times

USA Swimming Web Site

There are many forms on the USA Swimming web site; use the links below to get to them.

Meet Forms and Checklists:

https://www.usaswimming.org/utility/landing-pages/officials/officials-education-and-training-resources

Many of the forms on this site are both pdf and MS-Office compatible - Be sure to click on the "Show More" button to view all of the available forms.

1. Administrative Tasks Checklist

2. Computer Change Form

3. Disqualification Record

4. DQ Log

5. No Show (NS) for Event

6. Positive Check-in Sheet

7. Scratch Slip

8. Scratch from Finals Form

9. Order of Finish (OOF) Form

10. On Deck Lane Change Form

11. Event Monitoring Checklist

12. Time Trial Entry Form

National AG Record Application Form:

https://fs22.formsite.com/usaswimming/form25/index.html

You must have an account and log in to create this form.

http://floridaswimming.org/

http://www.usaswimming.org/

https://www.teamunify.com/SubTabGeneric.jsp?team=szfllsc&_stabid_=74305


https://fs22.formsite.com/usaswimming/form25/index.html


Timing Adjustment Resources:


1. Timing Adjustment Reference Guide as of May 2016v1

2. Quick Guide for Verifying Times for the AO

3. Watch Times Back-up Screen Compared

4. Lane Malfunction Highlighted with Adjusted Times

5. Timing Tape Example

Active/Hytek Web Site

http://www.hy-tekltd.com/downloads.html

1. Meet Manager 7.0 User Guide

2. Meet Manager 7.0 Demo (this is a functional version of the program with limited capacities that you download from their site)

3. Meet Manager 6.0 User Guide

4. Meet Manager 6.0 Demo (this is a functional version of the program with limited capacities that you download from their site)

TeamUnify Web Site http://www.teamunify.com/__corp__/touchpad/

There is a general description of the software at this web site and you can request a download of the program through a link at this address.


http://www.hy-tekltd.com/downloads.html

http://www.teamunify.com/__corp__/touchpad/

administrative official clinic package - teamunify ao clinic packet... · final notes &...

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