Indiana Swimming, Inc. / 201 S. Capitol,
317.237.5780 / FAX:
317.237.5783 / http://www.inswimming.org/ /
General Membership
/ Registration Guidelines and Rules
Revised 8.11.09
All forms referenced below can be found at www.inswimming.org
AS PER
ATHLETE
REGISTRATIONS
Essentially, every swimmer in the water during a club
practice (and at meets) must be a member of
Please
verify that all information is filled in completely both on paper and in
the Team Manager files. Full legal first
name, along with middle initial (if applicable), preferred name and Date of
Birth are all necessary items of information.
If your
team is using the preferred method of using Hy-Tek’s
Team Manager (or other on-line registration program) to e-mail your team
registrations (via batches) to the office, please submit registration batch to michele@inswimming.org. In the subject
line of your e-mail, please list your team name and batch # (Example: MDAC
Batch #1). Instructions on how to set-up and process registrations using Hy-Tek’s Team Manager and how to e-file can be found at Hy-Tek’s website: http://www.hy-tekltd.com
. If you are having difficulties, please contact
You can include these swimmers on your registration
batch. Please list these swimmers as members of YOUR CLUB, NOT UNATTACHED.
In the body of your email, please inform me of each swimmer and their LAST
ATTACH DATE and confirm you will be sending the completed Change/Transfer form
with your Registration Fee Summary and payment.
Our system will flag them as a transfer and ask for a LAST ATTACH DATE. You will then receive UN card(s) for that(those) swimmer(s).
Our system will automatically change the swimmer to your club once the
120-days are up, a
new card will be printed and sent to you after that automated process.
1. The
BATCH REGISTRATION REPORT (under Administrative Reports in Team Manager),
2. Registration
Fee Summray Form,
1. THE
CHECK for the amount due are received at
Please send the check and the report(s) ASAP
to prevent processing delays!
· OUTREACH
membership is an option available for lower-income members. If your
athlete participates in a reduced or free school lunch program (based on
household income), and can provide
documentation to
·
SUMMER
(Seasonal) MEMBERSHIP: April 1-August 28 (same instructions as
above, but different form. Please
select Season 1 in Team
Manager. These swimmers are eligible for
all competitions up to State Championships ( these
swimmers will not be eligible to compete in Zones, Sectionals, nor Nationals
with a seasonal membership).
·
Any registration changes (i.e. requested
refunds) must be submitted within 30 days of original registration.
·
120 Day Rule for Transferring Athletes:
· For ANY athlete
that transfers between teams/states/etc., USA Swimming mandates that they
cannot swim relays nor score points for their new club for 120 days after the
last date of competition for their old team.
For Instance: A swimmer
transfers from
· Also, if you use Team Manager to enter meets, below are
instructions on how to enter them as UN athletes in meets.
Club entry chairs need to
make an unattached team in the main Team Manager database. Before you select events for unattached
swimmer, be sure to toggle on the box near the top that says “For this Meet,
Swim for Team” Then, click on UN for
that athlete. Then, you can select the
events that swimmer will be entered in.
Reminder, when you go to the next swimmer, if they need to be attached
to your team, you will have to go to that team box at the top to select your
home team. It should remain defaulted to
your home team after that.
If all else fails and you
get to the meet and swimmer who should be UN is listed in programs/heat sheets
as your home club and not as Unattached, simply make a trip over to the head
table before the event begins and request that swimmer be denoted as UN in the
meet manager db. It would probably be
helpful to submit a written request in case computer chair is busy with other
issues.
Foreign
Athletes Joining
· Foreign athletes may apply as
Club Charter
· Club Charter application must be completed
ANNUALLY! Please be sure to also e-file your club bylaws
annually. We cannot actually
process the club charter if there is NOT a 2010 member coach already in our
database.
· If your club attends the September 26, 2009 House of
Delegates meetings, your club will have a fee due of $100 for 2010. If your club missed this annual meeting, your
club will have a fee due of $300 for 2010
Coach
Memberships
· Your club needs to take responsibility and ensure that
· There is NO GRACE PERIOD for coaches waiting on certifications/processing. A coach who is actively coaching without a
current USA Swimming COACH membership card issued by
See
How to Become a Coach Member including information on required certifications
by going to www.inswimming.org
Officials
See
How to Become an Official as well as criteria/procedures for NEW officials by
going to www.indianaswimming.org
HELPFUL HINTS
Since most clubs are run by
volunteers, it would be in everyone’s best interest to help the registration
process go smoother. It is highly
suggested that a club renew their returning swimmers at the same time as they
register their new swimmers in September and October. This allows the volunteer registering the
kids to do the bulk of their paperwork during this time. You might get parents who know that their
membership doesn’t expire until 12/31.
However, you can explain that you will not be charging them again in
December during the holiday season. You
will only collect once a year. This does
not mean that you cannot accept straggler swimmers into your program any other
times during the season/year. Your club
volunteer processing memberships can simply send off registrations to the ISI
offices once or twice a
IF YOU SHOULD HAVE ANY QUESTIONS REGARDING THESE PROCEDURES, PLEASE
Sincerely,
Athlete Membership Coordinator
Michele@inswimming.org
(E-mail is preferred method of communication)
Office hours: Mondays and Thursdays
(317)237-5780