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Windsor Knolls Wahoos Swim Team Procedures 2006
Monday
After the meet; alert swimmers to check their family folders for Ribbons from prior Meet (if applicable).
Collect Meet Entry forms from all swimmers who will attend the next meet.
Tuesday
Collect Meet Entry forms from all swimmers who will attend the next meet.
Wednesday
Finalize Meet Entry forms. Coaches will generate Meet Entries and post the Meet Entries report Thursday. Alert swimmers and parents that this is the Meet Entries for Saturday meet.
Thursday
Make changes to Meet Entries as required by last minute changes in Entries. You may NOT enter a swimmer into a race after Thursday at 8 PM when the lineups are exchanged. Establish communication with Host if an Away meet, and plan to hand-deliver or send the Meet Entries by email by 8 PM deadline Thursday. If we are the Host team for a Home meet, we will send our Meet Entries to the other team by 8 PM. They send their Meet Entries at the same time. We merge the entries in Meet Manager, Seed the Meet, Insert any Ad/Sponsor pages, Print the Meet Program, Timers Sheets, and Check In Sheets for Hand-Writers for both teams. We generally send a doc for the Hand-Writers to the other team by Friday morning.
Friday
Make it a fun day for the swimmers - Team Spirit Day!
Home Meet:
 Print Meet Programs.
Set Up Facility after 6 PM
Combine Timer Sheets with Clipboards
Relay Entries to Coach
SET UP (Friday 7-8 pm)
Install Lane Lines
Set up backstroke flags 5 meters (16' 5") from each end of the pool.
Establish a lane for S&T Judges near the perimeter of the pool
Set up the tarp for clerk of course.
Remove ladders and stow in shed.
Set up chairs for swimmer queue.
Move round table for Starter & Referee.
Set up Concessions tables (3) under balcony.
Saturday
Home meet starting time is 8:00 am. Warm-ups typically last 1/2 hour for each team. Home team warms up 7:00-7:30. Visiting team normally warms up 7:30 - 8:00 am. Timers and Judges meeting starts at 7:30 am.
SET UP (Saturday morning 7-7:45 am)
Install Umbrellas for both teams
Hang team banners
Tape Lane numbers to the back of the first chair of each lane (1 is on the left as you face the pool)
Computer Tech acquires software to create entries and run meets. Current software is Hy-Tek Team Manager 4 and Meet Manager (version 2). Work with Registration to create list of swimmers. Recommend to use USS IDs in each swimmer record. Teach others how to use the software. Teach coaches how to run Team Manager software, create entries, export our entries for Away meets, and import their entries for Home meets. When we are host for Home meet, use those entries in Meet Manager to create and Seed a meet, print Meet Program, Print Entry Lists for Home and Away team Hand-Writers.
Sound Team will set up Starting and Announcing system with microphone, light, and buzzer for starting.
Programs will be sold prior to and during the meet at the Concessions stand. Print 12 free copies for each team to give to coaches, referees, judges etc.
Hand Writers will have a sheet with each swimmer's event, heat, and lane assignment. This will be written on each swimmer's hand.
Relay Coordinator delivers list of swimmers for the specified relay 1/2 hour prior to the event. RC then assembles the swimmers and chaperones the swimmers to ensure that they can complete the relay. Work with the coaches to fill out the Relay Form. Try to field as many relay as possible for each event to increase participation.
Clerk of Course checks that the swimmers are available for their event, in the correct lane, and seated in the correct chair for the necessary heat.
Starter - Referee John Mulhern serves as the person who starts the meet and announces each individual event. Typically, a starter is supplied by one team, and a referee supplied by the other team. The Starter & Referee will meet with all timers and Judges 1/2 hour before the start of the meet to instruct.
Stroke & Turn Judge (Marie Pohida, Bill Sadtler, Mike Markellos, Sue Gulliver, Ed Mondenedo, Debbie Berg, Tim Shea) receives training in FSSL rules, which typically follow USS rules. Normally, 2 judges are supplied by each team, and they position diagonal to each other, and rotate each 15 events by 1/4 turn around the pool. Instruction for Stroke & Turn Judges is taken in June for new judges. In 2006, it was decided that certification will last for 2 years.
FSSL Certified for 2006 are Marie Pohida, Bill Sadtler, Mike Markellos, Sue Gulliver, Ed Mondenedo, Debbie Berg, Tim Shea
Timers
Away meet -> need 12 timers, 6 for first 34 events and 6 for second 34 events. For Home Meets -> two Head Timers and 24 timers, 12 for first 34 events and 12 for second 34 events. Timers are provided with a stopwatch and stand at the edge of the pool. Start and stop as directed by the Starter-Referee at the outset of the meet. One of the timers will record the 3 times onto a sheet of paper provided and give the results to the runner. Tips: Ask each swimmer their name to ensure that the correct swimmer is in the correct heat and lane. If you miss one time, record what you have. If your watch does not start, raise you hand and get an extra stopwatch from the head timer.
RUNNER takes the completed time sheets from each timer at the end of each heat and delivers them to the computer suite. There is a bucket and rope by the concession stand. Put the time sheets in the bucket and the IT Team will pull the time sheets up. Look for results which will be printed periodically. Show the results to the starter (John Mulhern) so he can announce the score. Post the results on the side of the clubhouse by the coke machine.
Scorer QA/QC works in the computer suite with the opposing team to validate times. Each team establishes its own procedure to enter times and check the computer entry times against the original timesheets. At home meets, Windsor Knolls, will average the times, enter the data, and print the results for a given event. The opposing Scorer QA/QC will check the printed sheet against the attached original timer sheets and sign when approved. Only then would the final results be posted.
Heat Winner Ribbon is handed out to each Heat Winner in each race. Check with the timers if not sure who won the race. Watch S&T judges for DQs.
Ribbons are printed after each 10 events in the computer suite. The stickers are attached to the ribbons and placed in the appropriate family folder.
TEAR DOWN
Tear down backstroke flags
Replace chairs from swimmer queue
Return Starter table to corner of pool deck
Return Concessions table(s)
Collect trash and clothing left from both teams.
Remove Lane Lines
Remove Team Banners
Remove Results from side of building by coke machine
Sunday
After the meet; send Meet Results to FSSL and to opposing team. Import results into Team Manager. Post results on website. Print improvements for swimmers in Team Manager and give to coach for Monday practice.
Divisional
The Divisional Championship meet is the last team meet of the season. All teams within the Division are represented. Scoring is 7-5-4-3-2-1 for 1st through 6th rather than 5-3-1 for 1st thru 3rd in dual meets. A trophy is awarded to the team which scores the most points in this meet. Note that Meet Entries are due earlier for this meet than for other meets. Warm ups start earlier because there are 5 teams. We are limited to 3 entries and 1 relay per swimmer.
All Stars
- Post All Star Cut-off times on the website
- Post a list eligible swimmers for All Stars, up to and including the Divisional meet.
- Make a list to be posted and contact eligible swimmers with a deadline for entry and payment ($2 per race, 4 race maximum)
- Collect money and give it to the Swim Team treasurer. Keep track of swimmers paying and which strokes they will swim with the Meet Entry form.
- Make Meet Entries in Team Manager and send the Entries via email to the All Stars Host.
- Arrange with Treasurer to have team check ready to be sent to Host team.
End of Year Banquet
- Coordinator (Keeley Legard) Works with the Pool Manager and coaches. July 23, 2006 Time?
- Determines count (necessary for food and guards).
- Notifies Pool Manager about count so that appropriate guards are hired.
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