Hy-tek Meet Manager Recorder/Scorer October, 2004

Today Role of Recorder Scorer Location Responsibilities Meet Entries Scoring Meet Manager Before – The Set-up During – Running the Meet After – Reports and Reporting Questionnaire – 15 minutes Review (answers)

Recorder/Scorer Referee Starter Chief Timer Assistant Chief Timer { { { { { { Timers Strokes And Turns Marshalling Area Chief Finish Judge Recorder/Scorer

Referee Starter Chief Timer Assistant Chief Timer { { { { { { Timers Strokes And Turns Marshalling Area Chief Finish Judge Recorder/Scorer Clerk of Course Recorder/ Scorer

Referee Assistant Chief Timer { { { { { { Timers Strokes And Turns Clerk of Course Marshalling Area Chief Finish Judge Recorder/Scorer Located near the Deck Input from either cards or electronics Purpose is to, Record results accurately Manage information gathered during the meet Present information to all in a correct format Store results in an agreed upon method

Referee Assistant Chief Timer { { { { { { Timers Strokes And Turns Clerk of Course Marshalling Area Chief Finish Judge Recorder/Scorer Intent? To create a focal point for all information gathered during the meet. This includes No Shows, DQ’s, Exhibition swims, missed swims and of course the swimmer’s time.

Meet Manager – Hy-Tek Before – The Meet Set-up Receiving Entries During – Running the Meet Managing the Reports After – Export files Meet Summary

Before the Meet Not a true Recorder/Scorer role. Host club needs to identify resource File consistency and record management Technology outpaced historical roles

Before the Meet Start with the Meet basics, Correct Name Dates of the meet Course Type and Distance Class of Meet (Age Group, Masters, SWAD) Number of Lanes in the pool Set-up – Meet Set-up Master File Management

Identify seeding style (circle, timed finals) Set-up – Seeding Preferences Before the Meet Master File Management

Scoring system to be used (as defined by Meet Management) Set-up – Scoring Preferences Before the Meet Master File Management

Report Preferences Page Titles Formatting Set-up – Report Preferences Before the Meet Master File Management

Based on Meet Package Either Import Events File Import Events from MM Add New Event Before the Meet Events

Each event requires, Event Number (auto increments) Individual or Relay Gender (alternates gender if set) Age Group (may be pre-defined or custom) Distance Stroke Entry Fee Before the Meet Events Events – Add Events

Before the Meet Events Define Sessions

Before the Meet Events Events – Sessions – Add Session Define Sessions Times used in reports Interval used by referee

Before the Meet Events Events – Sessions Define Sessions Double-click to add Move All

Before the Meet Events Define Records

Please Note: What’s a Record? For an official time to be acceptable as a “Record Time” in SNC record applications the time MUST have been measured by three timers (if manual time method is used). A time achieved on the first leg of a relay, even if the team is subsequently disqualified. A properly recorded split time, provided the final time stays within the meet’s qualifying standards

Define Records Before the Meet Events Events – Records

Before the Meet Events Define Time Standards

Before the Meet Events Events – Time Standards Define Time Standards Set by Meet Management Based on the entered events Import a standard Enter/edit existing qualifying times One time means the time is equal to or faster Two times means the time must fall between the two times

Before the Meet At End of Meet Set-up Export a Meet Manager events file for all clubs coming to the meet. Export.. “Events for TM” Example - MM HYV Do not Zip File is encrypted Attach to ‘as is’

Before the Meet Receiving Entries arrives with attachment Example clubname-Entries001.zip Import entries Done Verification Only a precautionary step Entry accuracy is the responsibility of the submitting club Ensure team name appears Consider number of swimmers Quick check of times (obvious errors) /Fax back confirmation of entry Closing Entries Physically stop making entries or changes Seed the Meet (once!)

Before the Meet Reports Sessions (Timed report for Referee) Heat Sheets (For programs) Entry Fees Athlete Entry (Basic 2 column report)

During the Meet Pre-Meet Available 1 hour prior to start Time spent to, Ensure computer and hardware connected Identify Chief Finish and runners Establish routine for approval Ensure stapler, paperclips, elastics are plentiful Receive scratch list from coaches, Clerk of Course Remove (indicate SCR) scratched swimmers from heats without reseeding Enter any deck alterations entries/substitutions Show deck entries as (generally) exhibition (EX)

During the Meet Running the Meet Types of entry will include, Typing times from cards Accepting input from electronic systems Introduce yourself to the Chief Finish Judge Define process for approval (both agree) Define relay team management. When to collect cards Include swimmer names There may be different methods of process due to physical constraints, timing systems used and more. The end result, accurately recorded times … should be the same.

A Process Chief Finish Judge Recorder/Scorer Collect and calculate correct finish times. Cards arrive from deck 1. When complete all cards sent for entry. 2. Entry into system. 3. Create system report and send with cards for signature and approval. 4. Cards, signed sheet returned and stored. 5. Results reports sent for posting. 6. During the Meet

Getting Acquainted with the RUN menu

During the Meet Ensure the correct event is highlighted

During the Meet Status is either, Unseeded Go back and Seed Seeded Now ready for entries Done Entries completed Scored You have finished this event

During the Meet Choose the correct Heat

During the Meet Either: Choose Get Time (not shown) if using electronics

During the Meet Either: Choose Get Time (not shown) if using electronics Enter time awarded by Chief Finish Judge (no need to enter colons or comma)

During the Meet Indicate: No Show (NS) Did Not Finish (DNF) Disqualified (Checkbox) Exhibition (Checkbox)

During the Meet Automatically: Heat placing and Final placing will appear.

During the Meet When finished: Choose Score Event for a report if scoring is being implemented.

During the Meet When finished: Scoring is presented if Final or Timed Final

During the Meet OR Choose List for a report if not scoring the Meet.

During the Meet Review Results. Print and give to Chief Finish for signature.

During the Meet Retain copy with Signature Bundle with cards (or tape) Store to one side Score event again if required Print copies for posting on the wall While waiting for approval to proceed you can move on to next event.

During the Meet Alternates Finals Consols If a preliminary, then indicate on the report finals, consolations and alternates.

During the Meet Exhibition swim: Not ranked with time indicated

During the Meet Disqualifications: Not ranked and no time indicated

During the Meet No Shows: No time available so not placed.

During the Meet Did Not Finish: No time available so not placed.

During the Meet Failed Swims: Choose from the Exceptions Menu Many different choices Enforcement at the discretion of Meet Management TM Report with proof (can be part of submission)

During the Meet Failed Swims: Min. Entry Time Swimmer Entry Time Failed Swim

During the Meet F ailed Swims … or …

During the Meet If required scoring should be included.

During the Meet Judge’s Decisions.

During the Meet Judge’s Decision Break ties Make overall decision Heat Placing Results Points

During the Meet Splits

During the Meet Splits: Optional (MM Discretion) Cumulative times only

During the Meet Adjustments

During the Meet Adjustment: Current heat layout Drag and drop

During the Meet Adjustment: Deck entry Highlight team name Show Athlete

During the Meet Adjustment: Drag and Drop Name into desired heat and lane

During the Meet Adjustment: Drag and Drop Team Automatically increments to next relay Team ( i.e. ‘B’)

During the Meet Relays

During the Meet Team Names: Must be in correct order Must be a registered swimmer Drag and drop Double-click to delete

During the Meet Awards

During the Meet Awards: Prints labels for ribbons Label menu for selection Ensure print set-up

During the Meet Conclusion of Meet Turn balance of materials over to Meet Manager/Assistant Meet Manager If the session has involved preliminaries for finals, Remain for 30 minutes Ensure all issues have been dealt with

After the Meet Results Management Export Results files for Team Manager Creates a.cl2 file

After the Meet Results Management Export Results files for Team Manager Creates a.cl2 file Define either All Team

After the Meet Results Management Send files to … (if TAG eligible)

After the Meet Results Management Many different combinations By Session By Team By Athlete Detailed Summary You’ll want … Summary Totals By Athlete

After the Meet Results Management Meet Summary For Meet Management To Swim BC Gold Bonus

Recorder/Scorer - Questionnaire 15 minutes. Role of Recorder Scorer Location Responsibilities Meet Entries Scoring Meet Manager Before – The Set-up During – Running the Meet After – Reports and Reporting Questions before we begin?

Recorder/Scorer - Questionnaire 1. The Recorder/Scorer has the authority/responsibility to: a.Overrule the Chief Finish Judge’s report if appropriate; b.Refer all contentious decisions to the Chief Finish Judge or Referee for resolution; c.List disqualified swimmers on the result sheet; d.Resolve, one their own, contentious decisions about scoring; e.Compile a list of results from the preliminary heats for display as soon as possible; f.Include split times in results whenever possible for events of 1500m and 800m as well as relays; g.Compare final results with current records and prepare record application forms; h.Publish deck-entered swims as Exhibition Swims.

Recorder/Scorer - Questionnaire 2. In a 10 & under Girls Freestyle event, the results have been published correctly if they read: a)1. Sally Smith9LSC1: Donna Jones8STARS1: Mary Brown10ESC1: Sue Whyte7NSC1: Dawn McFee9HTSC1: Betty Carson10EKSC1:22.59 b)1. Sally Smith9LSC1: Donna Jones8STARS1: Mary Brown10ESC1: Sue Whyte7NSC1: Dawn McFee9HTSC1: Betty Carson10EKSC1:22.59

Recorder/Scorer - Questionnaire 3. In an 11 & 12 Boys 100m Backstroke event, the results have been published correctly if they read: a.1. Brad Bain12SCAR1: Todd Tucker11LYAC1: Dean Greys12ROD1:40.30 DQ 4. Marc Tuller11SAMAK1: Joel Carson11POM1: Ken Kerr11MANTA1:43.02 b.1. Brad Bain12SCAR1: Todd Tucker11LYAC1:40.01 Dean Greys12ROD1:40.30 DQ 4. Marc Tuller11SAMAK1: Joel Carson11POM1: Ken Kerr11MANTA1:43.02 c.1. Brad Bain12SCAR1: Todd Tucker11LYAC1: Marc Tuller11SAMAK1: Joel Carson11POM1: Ken Kerr11MANTA1: Dean Greys12RODDQ d.None of the above is correct.

a.1. Sue Toth13UCSC1: Wendy Hunter14NYAC1: Denise Pepin13CAMO1: Heather Carr14WAC1:22.10 JD 5. Deb Doran 13LUSC1:22.10 JD 6. Jenn Jones14DCSC1:23.42 b.1. Sue Toth13UCSC1: Wendy Hunter14NYAC1: Denise Pepin13CAMO1: Heather Carr14 WAC 1: Deb Doran 13LUSC 1: Jenn Jones14DCSC 1:23.42 c.1. Sue Toth13UCSC1: Wendy Hunter14NYAC1: Denise Pepin13CAMO 1: Heather Carr14WAC 1:22.10 TIE 4. Deb Doran13LUSC1:22.10 TIE 5. Jenn Jones14DCSC 1:23.42 Recorder/Scorer - Questionnaire 4. In an 13 & 14 Girls 100m Breaststroke event, the results have been published correctly if they read:

Recorder/Scorer - Questionnaire 5a. The following relay results are published correctly, if they read: a.1. COBRA1: :01.833: : ETOB1: :03.423: :07.72 b.1. COBRA1: :01.833: :04.02 MAC1: : :09.35 DQ c.1. COBRA1: :01.833: :04.02 NYAC DQ d.1. COBRA1: : MAC1:00.54 DQ

Recorder/Scorer - Questionnaire 5b. When setting up the scores for a meet, the Scorer should: a.Get the method of scoring from the Rule Book ONLY; b.Get the method of scoring from the Meet Invitation and Rule book; c.Create an original system for scoring points; d.Award points to swimmers who are disqualified; e.Award points to swimmers who fail to equal or better the qualifying times; f.Award team points to Unattached swimmers; g.Award NO points to Exhibition swimmers; h.When two swimmers are tied, award them each one- half the total available points; i.Include on the score sheet a column for unawarded points; j.Use only the default Hy-Tek scores.

Recorder/Scorer - Questionnaire 6. For an official time to be acceptable as a “Record Time” in the SNC record application: a.The times on at least TWO of the digital manual watches must be identical; b.The time must have been measured by three timers (if manual time only); c.The time must have been the fastest in the event and the winner placed first; d.The time cannot have been achieved in a Time Trial.

Recorder/Scorer - Questionnaire 7. Which of the following circumstances can lead to an official ‘Record Time’?: a.A time achieved by a swimmer during the first leg of a relay; b.A properly recorded split-time at the 400m point by a swimmer whose finish time fails to meet the qualifying time in the 1500 Freestyle; c.A properly recorded split-time at the 50m point by a swimmer who also sets a record time in the 100m Freestyle; d.A properly recorded time by the lead-off swimmer on a relay team which is disqualified for a subsequent infraction.

Recorder/Scorer - Questionnaire 8. What is the significance of DE-QUALIFYING times for a meet? a.They are used, along with QUALIFYING times, to limit both the fastest and slowest entry times for the meet; b.They are used to disqualify swimmers who go too fast and exceed the DE-QUALIFYING time; c.They are used to award points, as only swimmers who exceed the DE-QUALIFYING times can earn points for the team.

Recorder/Scorer - Questionnaire 9. Qualifying times and/or dequalifying times may be set in order to tailor events for specific levels of swimmers. a.A dequalifying time restricts entry to the meet; b.A time achieved which is faster than the dequalifying entry time does not count; c.Entries showing the dequalifying times are accepted.

Recorder/Scorer - Questionnaire 10. If a swimmer’s official time is slower than the qualifying time for the event, it is termed a ‘failed swim’. How are ‘failed swims’ indicated on the official results? a.Swimmers with ‘failed swims’ are ‘red-circled’; b.Swimmers with ‘failed swims’ are omitted from the official results; c.‘FS’ is marked beside each swimmer’s time; d.A line is drawn on the results list that separates ‘failed swims’ from the rest for each event where this occurs. e.A separate Failed Swim – Exceptions report is posted for coaches to provide resolution.

Recorder/Scorer - Questionnaire 11. The results of Exhibition swims should be recorded: a.In a separate category (event) at the end of all the results for the meet; b.At the end of the results for each event and marked ‘X’; c.On the time card only (i.e. should not be included in official results).

Recorder/Scorer - Questionnaire 12. Which of the following groups should be sent copies of the Official Results? a.All clubs in the host province; b.All clubs in the host region; c.All clubs participating at the meet; d.The Chairman, National Officials Committee; e.The website swimdirect.ca f.The Chairman, Canadian Swim Coaches Association; g.The office of the host club’s Provincial section; h.The Provincial Sections of out-of-province swimmers;

Recorder/Scorer - Questionnaire 13. Re-seeding the meet is only done? a.When circumstances dictate or warrant; b.When documents or information resulting from previous seeding can be managed; c.Just before the meet starts; d.Whenever and how often you like.

Thank you. Approved by the BC Swimming Officials’ Association