1. Approved by the BCSSA Rules & Regulations Committee ] BC Summer Swimming Association Officials Certification Program

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

3.  Before – ◦ The Meet Set-up ◦ Receiving Entries  During – ◦ Running the Meet ◦ Managing the Reports  After – ◦ Export files ◦ Meet Summary

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

5.  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

6.  Identify seeding style (circle, timed finals) Set-up – Seeding Preferences Master File Management

7.  Scoring system to be used (as defined by Meet Management) Set-up – Scoring Preferences Master File Management

8.  Report Preferences ◦ Page Titles ◦ Formatting Set-up – Report Preferences Master File Management

9. Based on Meet Package Either Import Events File Import Events from MM Add New Event Events

10. 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 Events Events – Add Events

11. Events Define Sessions

12. Events Events – Sessions – Add Session Define Sessions Times used in reports Interval used by referee

13. Events Events – Sessions Define Sessions Double-click to add Move All

14. Events Define Records

15. Events Events – Records

16. Events Define Time Standards

17. 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

18. At End of Meet Set-up Export a Meet Manager events file for all clubs coming to the meet. Export.. “Events for TM” Example - MM020802.HYV Do not Zip File is encrypted Attach to e-mail ‘as is’

19.  Receiving Entries ◦ Email 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)  Email/Fax back confirmation of entry  Closing Entries ◦ Physically stop making entries or changes ◦ Seed the Meet (once!)

20.  Reports ◦ Sessions (Timed report for Referee) ◦ Heat Sheets (For programs) ◦ Entry Fees ◦ Athlete Entry (Basic 2 column report)

21.  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)

22.  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.

23. 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.

24. Getting Acquainted with the RUN menu

25. Ensure the correct event is highlighted

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

27. Choose the correct Heat

28. Either: Choose Get Time (not shown) if using electronics

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

30. Indicate: No Show (NS) Did Not Finish (DNF) Disqualified (Checkbox) Exhibition (Checkbox)

31. Automatically: Heat placing and Final placing will appear.

32. When finished: Choose Score Event for a report if scoring is being implemented.

33. When finished: Scoring is presented if Final or Timed Final

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

35. Review Results. Print and give to Chief Finish for signature.

36. 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.

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

38. Exhibition swim: Not ranked with time indicated

39. Disqualifications: Not ranked and no time indicated

40. No Shows: No time available so not placed.

41. Did Not Finish: No time available so not placed.

42. 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)

43. Failed Swims: Min. Entry Time Swimmer Entry Time Failed Swim

44. F ailed Swims … or …

45. If required scoring should be included.

46. Judge’s Decisions.

47. Judge’s Decision Break ties Make overall decision Heat Placing Results Points

48. Splits

49. Splits: Optional (MM Discretion) Cumulative times only

50. Adjustments

51. Adjustment: Current heat layout Drag and drop

52. Adjustment: Deck entry Highlight team name Show Athlete

53. Adjustment: Drag and Drop Name into desired heat and lane

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

55. Relays

56. Team Names: Must be in correct order Must be a registered swimmer Drag and drop Double-click to delete

57. Awards

58. Awards: Prints labels for ribbons Label menu for selection Ensure print set-up

59.  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

60.  Results Management Export Results files for Team Manager Creates a.cl2 file

61.  Results Management Export Results files for Team Manager Creates a.cl2 file Define either All Team

62.  Results Management Send files to … www.office@bcsummerswimming.com

63.  Results Management Many different combinations By Session By Team By Athlete Detailed Summary You’ll want … Summary Totals By Athlete

64.  Results Management Meet Summary For Meet Management To BCSSA

65.  If you have any questions please ask the course conductor.  Please ensure to have the conductor update your Yellow Official’s Certification card. Approved by the BCSSA Rules & Regulations Committee