Transcript Hytek Meet Management

Hy-Tek for
Meet Managers
June 2010
© Copyright 2010 - 2014 Ontario Swimming Officials’ Association
1
Using Hy-Tek to Run the Meet
Today
Initial Set-up
Events and Sessions
Awards
Qualifying Times
Event File
Loading Team Entries
Seeding/ Reseeding
Troubleshooting
Last Minute Items
Running a Session
Preparing for Finals
End of Meet - Results
Hy-Tek Help
© Copyright 2010-2014
Ontario Swimming Officials’ Association
2
Using Hy-Tek to Run the Meet
Load Meet Manager Software MM3 on your computer
Choose admin and single user mode to create your swim meet file
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Choose run 1 and multi user mode to run your meet on a networked
system
Locate your swim meet files in the default “swmeets3” subdirectory
Name your swim meet with a unique filename
Meet Package is your main source of information to set up your
swim meet file
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(be aware of documents – LTADS and Swimsuit Policy, also Rule Changes for
Scratch Rules, conversions, separate age gender)
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Sanction – www.swimmeet.ca/login.aspx
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Username/ password for your registrar of your club
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Initial Set-up
Menu Bar: Set-up
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Meet Set-up
Athlete/Relay Preferences
Seeding Preferences
Report Preferences
Entry/Scoring Preferences
Scoring Set-up
Options
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Initial Set-up
Dates are important
Age up date if different than
the beginning of the meet
If you do not have touch pads
at both ends do not click box
S/C or L/C
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Initial Set-up
Athlete/ Relay Preferences
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Ages, birth dates, auto
increment, athlete status
Choose other items as
required by meet package
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Initial Set-up
Seeding Preferences
 Basic
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Conversions Y/N
Standard Lane
Dual Meets
Masters Meets
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Initial Set-up
Report Preferences
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Report Formats
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Report Headers
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Header on all heat sheets/
programs
Punctuation
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How you want your results to
look
Printer Options
Upper/lower case is easier
to read
Footer Logos
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Initial Set-up
Entry/ Scoring Preferences
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Scoring/ Awards
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Limitations on individual/
relay awards
Entries/ Entry Limits
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Limitations on individual/
relay swims
Date qualifying times must
be achieved by
Review your meet package
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Initial Set-up
Scoring Set-up
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Standard
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Scoring meet
Alternate
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High point
trophies
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Initial Set-Up
Options
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Global changes
 Scoring, cost per
event…
Change picture
Preferences
 Auto backup, auto
update check
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Initial Set-Up
Surcharges (usually Regionals and up)
Can only be added in the Reports -> Team
section
 When you design a new MM swim file you
can view this because there is a team
called UNATT
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If you purge an old file’s info, make sure you
create a team called UNATT to add surcharge
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Initial Set-Up
Recurring Meet
File ->Purge
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Last year’s file
Choose what to purge
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Teams
Swimmers
Results
Event Comments
Go through initial set-up
steps to correct
information for this
current year
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13
Events & Sessions
Meet package has event
information
 Gender/ mixed
 Swimming event
 Age group, distance,
stroke
 Prelims/ Finals
 # lanes, slow to fast/ fast to
slow
 Multi-Age Groupings
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New multi-age group extra box
Scoring event
Entry Fee per event
Finals
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Events & Sessions
Multi Age Grouping
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Senior seed events
Break event down into age
classifications
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Scoring
Awards
Results
# finals in an age grouping
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Changes here will override
the # of finals on event
screen
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Events & Sessions
Sessions
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Groupings of events
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Intervals between heats
Limit # of entries in a session
Create your sessions
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Morning, afternoon, evening
Drag and drop the correct
events to the correct sessions
If you have prelims and finals, 2
lines appear, make sure the
correct line is in the correct
session
All events are highlighted at left
when finished
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Events & Sessions
Breaks
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Between event 5 and 6
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On Event 6 line under Break
– type in 10
Alternating events
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Events 1 and 2 alternate
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Alternate
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Input 2 for event 1 under alt
Input 1 for event 2 under alt
Break
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Awards
Meet File is set-up
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LTADS rules for 14 & Under
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Invitational – rules suspended for
single age increment awards
Awards (3 months ahead)
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Design
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Medals
Ribbons
Trophies
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See Meet Package
Medal Count
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Your report will tell you your
requirements for ordering of
medals/ ribbons
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Order extras
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Ties
Para-swimmers (see Mt
Pkg rules)
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Qualifying Times
Set up Tags
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Qualifying times
Dequalifying times
Custom for between qualifying
and dequalifying times
Time Standards
Pre-requisites as per LTADS
Manually input
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Accurate
Used for exceptions report
Used to enhance results
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Event File
Check your information
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Events
Sessions
Ready to create your event
file
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Export entries to TM
Save it to your hard drive
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Event File
www.swimmeet.ca/login.aspx
 Username, password
 You can add your event file
to the listing/ sanction for
your swim meet
 Once clubs get their entries
ready they will upload their
swimmers club file for you
to download to your own
computer
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Loading Team Entries
Taking one file at a time from
www.swimmeet.ca/login.aspx,
download them to a folder on
your own computer
Import entries into Meet
Manager
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Read the information as you
import
Confirm that the entries are
there
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Teams
Athletes
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Loading Team Entries
Exceptions Report
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Max Entries
Standards Qualifications
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Dequalifying; qualifying; prerequisite times
Miscellaneous
Reg Check/ Proof of Time
Depending on your meet rules,
there may be certain reports you
want to run
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Loading Team Entries
Swimmer Name
Entry lists are used as confirmation to the coaches
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E-mail coaches using www.swimmeet.ca/login.aspx site and
attach the file saved in html mode
Print out a copy of the e-mail and entry list and create a binder
with a section for each club attending your meet
It is the coaches responsibility to check the entries for errors
The MM3 default is a pdf file.
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Loading Team Entries
When a coach makes changes
to the club entry file a new
version is added to
www.swimmeet.ca/login.aspx
Now MM3 allows you to delete
old entries before you import
to avoid problems
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Check for errors from 1st entry
list and new entry list
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# swims has a large change,
bonus swims missing
You need to send new list to
coach and print out
documentation for your binder
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Seeding and Reseeding
In order to use your Session
timelines accurately, you need to
seed at least once (heat/ lane
placement in each event)
Prelim/ Final events
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Seeding of finals depend on
results from prelims
Rule of Thumb:
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Don’t print your relay cards until after
you print your programs/ heat sheets
Seed and reseed as often as you
need to UNTIL you print all the
heat sheets/ program and take it
to the printers
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Programs for sale need to be as
accurate as possible
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DON’T RESEED or IMPORT any
files after printing
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Troubleshooting
Session Reports
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Determine your timelines for
each session
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Aim for a max 4 hour swim
session excluding warm-ups
MM3 can determine teams in
each session
Changes
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Interval times
Start times
Meet Package rules:
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2 per lane
Max entries in event
Eliminate relays
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27
Troubleshooting
Review Psych Sheets
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Times that don’t make sense
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Too fast, too slow
Check with coach
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28
Troubleshooting
Heat Sheets
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Slow to fast/ fast to slow to
match meet package
Empty lanes from manual
correction?
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Reseed if you haven’t printed
paperwork to send to printers
Check for each and every event
in each and every session
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All events included
In correct order
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Troubleshooting
LTADS - Long Term Athlete Development Strategy
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Invitational rules (Mt Mgr’s for Mt Pkg’s)
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12 & Under (must comply with 14 & Under)
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14 & Under (11,12,13,14)
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All individual and relay events are Time Final
Single year increments – age classifications/ awards
• Temporarily suspended for Invitationals
Pre-requisites – 200IM + 400 or 800 FR OR 400IM +
400 800 or 1500 FR
Warm-up, start, and finish timelines
Maximum 4 ½ hour sessions excluding warm-ups
Championship meets have further rulings
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30
Last Minute Items
Scratches
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Once you have printed out your Entry Fee
Listing for owings, don’t delete athletes always
scratch just their events!
Athlete screen
Run screen
Adjust screen
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Last Minute Items
You are ready, your meet has been checked
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Documents for the printers
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Session Reports
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Printed out for longer distance events
Entry Fee Summaries
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website
Relay Cards
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Meet Referee, Minor Officials person, Canteen, and Pool Staff
Psych Sheets
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Heat sheets for officials, Programs for sale
fees are owed from moment of printing paperwork for printers
Website set-up for Live Results
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Last Minute Items
Entry Fee Summaries
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2 copies for each club
Include athletes
Book (plastic sleeves)
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Surcharge
Fees
Choose club
Total team summary
One insert for each club
A few sandwich bags for
cash paid
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Last Minute Items
Live Results for the Web Preferences
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Pysch Sheets
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Results
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Event comments
Prior round results
Entry times
Splits
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Event comments
Entry times
Choose preference or none
Team Scores
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Choose preference
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34
Last Minute Items
Live Results for the Web Settings
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Website facilitator sets up a
directory /meetresults (no
spaces)
Set-up your settings
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Session
Passive FTP
Colour schemes
F11/F12 from Run
print button
standard events
Swim-off’s
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Last Minute Items
Live Results for the Web –
Log-in
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Test connection
Upload event schedule
Upload default result pages
Before meet starts
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Check box psych sheets
Upload heat/ psych sheets
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36
Running a Session
Scratches for current session – All
scratch rules are stated in your Meet
Package
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Have scratch forms available for
coaches to fill in
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Accept only scratches on your forms
to track all changes you make
Initial changes and put into binder for
scratches
Relay cards
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Have them ready for coaches to pick
up at beginning of warm-ups
Receipt of club entry fees
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Give one copy as receipt
Put cheque into plastic sleeve
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37
Running a Session
Incoming relay cards
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Relay
Teams
Names in order of swimming
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Athlete
Names
Line 1 left, right (1,2)
Line 2 left, right (3,4)
Swim-ups for younger
athletes swimming up with
older relay team
Scratch Rules as per Mt Pkg
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Swimmers
on relays
in order
Clubs
If you want relay cards back 30
minutes prior to running relays
then you need to have this
stated in the Meet Package
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38
Running a Session
Session Reports for Office
Staff
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Print out each session on a
separate page
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Tape up all sessions on wall
for event # reference
Source documentation
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Meet manager
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Coaches
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Timelines
Scratches
Office
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Error correction
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39
Running a Session
20 minutes prior to start
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Lane timer sheets
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Choose session
Session order
Continuous for each lane
Current heat sheets
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Session Referee
Starter
Electronics
Clerk of Course
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2 copies (tape 1 to table)
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Running a Session
Review results
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MM3 R.C. on athlete name
and see all the athlete’s info
Recorder/ scorer
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Get times
Adjust for CFJ changes
List/ score, print results
Check for any swim-offs
F12 to upload live results to web (if available)
Labels for awards
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41
Running a Session
Swim-off
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Tie for a specific position for
finals namely last place or
first alternate
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Order
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Judges Decision
8-9, 9-10 for 1 heat of finals
16-17, 17-18 for 2 heats
Copy of results, see coaches
Prepare event card, create
new event (300 & above)
Assign lanes, run event as
per FINA rules
CFJ decision, JD results,
print new results marked
revised
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42
Running a Session
Deck Entering a new athlete
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Caution when adding a new
athlete
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SNC initially checks for
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Name spelling
Registration number
Date of birth
Your final results that you
upload to the SNC site may get
caught on this information and
not allow the upload
Ensure Swimmer is properly
registered with SNC!!!
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43
Running a Session
Deck entering an event for an
athlete (in the meet already)
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Athlete, club, event,
heat/lane assignment
(empty lanes only)
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Athlete screen
Run/ adjust screen
Meet rules - exhibition
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No awards, still official time
Collect funds for event and
give a receipt
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Paper trail for balancing
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44
Running a Session
Labels for Medals & Ribbons
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Meet Package will detail the
awards for age classifications
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Individual Events
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Medals
Ribbons
Relays
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Medals
Ribbons
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45
Running a Session
High Point Trophies
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Set up alternate scoring in
the meet set-up
Use Alt Pts
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Individual
Choose gender
Choose age
Listing of high point
achievers
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Set for maximum number
in listing
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46
Preparing for Finals
Scratch Deadlines as per Meet Package
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30 minutes following the prelims session for the
matching finals session
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Eliminate swimmers who will not be swimming their
position in the finals session
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Allows alternates to move up immediately
Scratches, Seeding, and Printing of documents occurs
30 minutes prior to running the finals session
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Eliminate swimmers as per Meet Package rules for
scratch can be due to illness, injury, or multiple races
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Alternates move up without reseeding
2 heats of finals – FINA rules
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47
Preparing for Finals
Scratching for Finals
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Have all finals scratch forms
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Mark/ highlight FINALS upon receipt
Keep all final scratches together
Mark posted results for athletes
By event in the finals session, go to
scratchpad and click in the athletes box
for scratches on each and every scratch
on the forms
Double check your scratches
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Accuracy is important
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48
Preparing for Finals
Start seeding
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If you have events in which
the top heats of timed finals
are being run in the Finals
session DO NOT reseed
these events
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Unclick these items before
you start seeding
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49
Preparing for Finals
Prepare your heat sheets with qualifying alternates (double
column)
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Checking for (meet set-up for events if not correct):
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Event order for all events in Finals
A/B Finals or just A Finals
age groupings according to the LTADS
Prepare your program pages with alternates and meet records
(single column)
Copier availability prearranged (paperwork needs to be ready
for finals)
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Heat sheets for officials
Programs for sale with covers
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50
Preparing for Finals
30 minutes prior to Finals start
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Last minute scratches by coaches
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Listings for coaches of athletes in finals is helpful
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Meet summary into Word and manually add the alternates
Keep a master copy of heat sheets for last minute scratches
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Coach needs to talk with coach for first alternate and report back to
office
Make correction on Finals session
15 minutes prior to Finals start
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Print lane/ timer sheets
Print out new heat sheets (5 main positions – Referee, starter, CT,
CofC(2), electronics)
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51
End of Meet - Results
Within 24 hours
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Upload your results file to www.swimmeet.ca/login.aspx
Upload your results to your website
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If Live Results, check and make sure all results uploaded
Within 7 days
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Check the Post Meet Results link on SNC website
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Print out copy along with funds to Swim Ontario (penalty $10.00/month
max $30.00)
Send IPC results to Germany [email protected]
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New regulations for IPC – must be setup greater than 3 months prior to
your meet accompanied by their fee
Entry Fees - ASAP for treasurer
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Balance for deck entries or corrections made
Notes for cheques not received, credits,…
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52
Hy-Tek Help
There are help files for all
parts of Hy-Tek
Type in area of help you need

Display may have more than
one file, choose one
Print out files that you may
want to refer to later and add
them to your binder with your
printed copy of the meet
package
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Ontario Swimming Officials’ Association
53
Thank you
Approved by Ontario Swimming Officials’ Association Board
June 2010
© Copyright 2010-2014
Ontario Swimming Officials’ Association
54