Meet Director Requirements
5.29.08

 

Any forms listed below are in an Adobe Acrobat Reader file format and can be found on the Indiana Swimming website FORMS section (www.inswimming.org/files/forms/). 

Ensure that you have the FREE Adobe Acrobat Reader software to allow you to see or print or see the form on your screen. 

 

BEFORE THE MEET

NEW:  Please ensure that your meet is titled/named appropriately in MM so that all files/backups generated are in the preferred format for SWMS uploading AND our own filing system.

We need the YEAR of the meet, then IN, then your club CODE, then anything else to designate your meet. 

1.       Under MEET SETUP, change the name of the meet to follow the format above.  IE:  2008 IN DON Spring Invite

2.       Under FILE - SAVE AS, please ensure that your meet file is saved in the same format as above (2008 IN DON Spring Invite.mdb).  

Go ahead and put the spaces in the file.  

 

·          After the entry deadline, but before the meet:

 

                        E-MAIL lynn@inswimming.org the Meet Manager BACKUP (File - Backup).  Please indicate in the SUBJECT of the email that you are attaching your PRE-MEET backup (name of meet).

If titled/named properly as format above, MM will generate the name of the file as SwmmBkup2008 IN DON Spring Invite.zip  

ISI will validate registrations and communicate with entering teams on discrepancies and potentially the host to have MM master db corrected.   This aids in the ease and streamlining of importing results into USA Swimming’s SWIMS database.  All kids that are Unattached, need to be listed in the appropriate LSC (if they aren’t from IN, then host needs to have an UN team for each LSC).  Hosts may have several UN teams to keep track of who those swimmers belong to (ie:  UN-DON-IN; UN-BSC-IN).   

 

AFTER THE MEET

·          Within 3 calendar days after the meet (last session) ALL MEETS: 

        Failure to comply will result in host being assessed a $100 fine. 

 

                        E-MAIL lynn@inswimming.org the Meet Manager BACKUP (FILE-BACKUP).  Please indicate in the SUBJECT of the email that that you are attaching your POST-MEET backup (name of meet).

                        Ensure that all events are denoted DONE or SCORED.

To help in loading the results into SWIMS, it would be greatly appreciated if the host changes all unattached teams to a team designated Unattached (UN).  If there are UN swimmers from another LSC, then there will be a second (third, fourth, etc) UN team.  Be sure the LSC designation is setup in MM.

 

                        E-mail all participating teams the exported results file for TM (Meet ResultsXXXX.zip) AND the MM backup file (SwmmBkupXXX.zip).  There are clubs that do not host meets and therefore do not have MM and cannot utilize a MM backup.  They simply need the TM file that MM creates/exports.  Many coaches utilize reports in MM (improvement reports) and therefore desire the MM backup.  Therefore, we suggest you simply send both file types. 

                       

·          Within 10 business days after the meet (last session), ALL the below paperwork is due to the Indiana Swimming office.  Failure to comply will result in host being assessed a $100 fine.  Host is welcome to scan/email all paperwork below so that check only would have to be mailed. 

                        HARD COPY FINAL RESULTS CAN BE EMAILED TO IN SWIMMING (September 2006 HOD)

                        – PUBLICATION ORDER!!!  Do NOT send event # order.  Also, be sure to TRIPLE condense the results so the file is smaller and if we need to print it, it’s less paper we’re consuming. 

·          ISI Office to receive .pdf file of the results in above order via EMAIL (lynn@inswimming.org).  Free .pdf writers are available online (it acts as a virtual printer). 

·          Sent to participating teams that indicated desire for hard copy on Summary of Entries form 

FYI:  Host should keep sheet with copies of timing system sheets/tapes for 1 year after meet.

                       

                        Hy-Tek Administrative Report/Meet Summary - Reports-Meet Summary-By Athlete-Summary Totals

                               

                        Financial Report – www.inswimming.org/files/forms/financial.pdf   - (to get entry fee numbers - REPORTS/TEAMS/ENTRY FEE SUMMARY)

                        EVERY SANCTIONED MEET MUST SEND THIS!!  Yes, this includes duals, intrasquads, time trials, invites, etc!

                       

                        Check - payable to Indiana Swimming

·          Effective October 8, 2007, a $1.50 surcharge per swimmer per sanctioned meet needs to be collected and sent to Indiana Swimming.  This includes ANY meet you get sanctioned (ie:  Intrasquads, duals, tris, conference meets, invites, etc).  Run a Meet Summary report above for accuracy.

·          7-1/2% of entry fees (only applicable if entry fees were collected)

               

                        Sign in sheet of all officials/coaches – www.inswimming.org/files/forms/signin.pdf                

                               

                        Officials’ Position Assignment - http://www.inswimming.org/files/forms/Officials_Position_Assignment_Form.pdf

                                Only required for Invites, Conference Champs & State meets

 

OPTIONAL (you many not need these for every meet) 

 

            Accident Occurrence Forms (if any)                

                ALL Missed Cut forms (for meets that have minimum standards)                                  

                Any written protest(s) paperwork (no form)