Meet Director Requirements
6.1.11
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: 2011 IN DON Spring Invite
2. Under FILE - SAVE AS, please ensure that your meet file is saved in the same format as above (2011 IN DON Spring Invite.mdb).
Go ahead and put the spaces in the file.
NEW REMINDER: We’ve seen more and more coaches trying to put under-aged athletes in age groups that are defined as older that are not open (ie: a 12 year old in the 13-14 age group, etc). This is a USA Swimming rule (205.2) and is not allowed. Those kids can only swim in their defined age group OR Open events if your meet has such. Therefore, when accepting entries and importing them into MM, make sure you run an exceptions report to ensure that athletes are in their applicable age-defined events. If not, then you need to contact club and tell them that they cannot “swim up” and you will need to move them to their applicable age group.
· After the entry deadline, but before the meet:
E-MAIL michele@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 SwmmBkup2011 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
AT THE MEET
Be sure to have copies of the Sign in sheet of all officials/coaches – www.inswimming.org/files/forms/signin.pdf. These sign in sheets will be due after the meet (see below) or the applicable fine will be issued to host for non-compliance of post-meet paperwork submitted.
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 for Invites, Conferences, Etc; $50 fine for Time Trials, Duals/Tri’s, Intrasquads.
E-MAIL michele@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. DO NOT send a Meet Results file for each individual team. They may have UN swimmers. Just export the Meet Results file for all swimmers and send to everyone. Clubs can import who they need. 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
Financial Report –fillable/email format – http://www.inswimming.org/files/forms/ISI_Financial_Report_Revised_June2011.xls -
(to get entry fee numbers - REPORTS/TEAMS/ENTRY FEE SUMMARY) This should be marked as FINAL or PRELIMINARY.
EVERY SANCTIONED MEET MUST SEND THIS!! Yes, this includes duals, intrasquads, time trials, invites, etc! This form needs to be submited with as much accuracy as possible (denoted preliminary)and by deadline. Final Financial report should be submitted within 45-days of event.
Check - payable to Indiana Swimming that includes:
· $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
· Within 45 business days after the meet
FINAL Financial Report due to IN Swimming office (if marked as preliminary for above 10-day deadline)
OTHER IMPORTANT POST-MEET PROCEDURES
Meet Paperwork File Storage – It is expected that the host team retain for 1 year or more, all paperwork regarding the meet.
This is so that any post-meet administrative questions or concerns can be readily resolved.
Paperwork to retain can be, but is not limited to:
Relay cards/sheets with name order, scratch cards/forms, etc.
OTS Summary - http://www.inswimming.org/files/forms/Officials_OTS_Summary__2_.pdf
To be used by Meet Referee to summarize the sessions worked above for easier input into OTS.
Form to stay with Meet Ref for 45 days post meet. No need to send to IN Swimming offices.
OTS Log – Meet Referee to log the volunteer sessions of all officials into OTS. If there is a problem with OTS access or not finding an official,
please contact Indiana OTS Administrator Lucy Duncan– Lucyuss@aol.com
Accident Occurrence Forms (if any)
ALL Missed Cut forms (for meets that have minimum standards)
Any written protest(s) paperwork (no form)