This section of the handbook provides the following sections:
- ENTRY INFORMATION FOR SWIMMERS AND PARENTS
- RECOMMENDATIONS FOR USE OF HY-TEK MEET MANAGER
- PROOF OF TIMES – GULF SWIMMING MEETS
- SUGGESTIONS FOR PROVING TIMES FOR GULF SWIMMING MEETS
- PROOF OF TIMES – TAGS CHAMPIONSHIPS
- STANDARDS AND PROCEDURES FOR GULF SWIMMING RECORDS
- OBTAINING AN OVC
- OBSERVED MEETS
- TEAM VERIFICATION REQUEST FORM
- REQUEST FOR OBSERVATION – FORM A
- REQUEST FOR OBSERVATION – FORM B
- HIGH SCHOOL REQUEST FOR ELECTRONIC LOADING – FORM C
- COLLEGE MEET REQUEST FOR ELECTRONIC LOADING – FORM D
ENTRY INFORMATION FOR SWIMMERS AND PARENTS
When a meet announcement arrives at your pool, check for the following information:
- Time and place of meet.
- Qualifying times for individual events.
- Number of individual events allowed per swimmer per day.
- Class of meet – Division “AA”, “A”, “BB”, “C”, or Open.
- Event numbers.
- Entry deadline.
- Entry fee per event.
- Any swimmer surcharge.
- Type of entries, i.e., entry forms, or HY-TEK Computer entries
A. Entry Form
- Be sure to fill out ALL blanks on the form; your name, address, phone number, USA Swimming number, sex, birthday, and swim team name.
- Fill out top line of boxes with event numbers and bottom line with corresponding event names.
B. HY-TEK Computer Entries
If the host team requests that all entries be submitted electronically with a HY-TEK TEAM MANAGER file, then your team’s meet entry person will submit all entries in one file. Follow your team’s instructions for submitting entries to your team’s meet entry person.
A. When to arrive at a swim meet
Swimmers should be expected to be in the pool no later than sixty (60) minutes prior to the starting time of the meet. Pools are available for warm-ups ninety (90) minutes prior to the start of the meet and cleared fifteen (15) minutes before the meet begins.
B. What to do
Upon arrival at the pool, a swimmer should find the area assigned to his team and set up his rest station. The posted check-in heat sheet should be located and checked to make sure the swimmer is properly entered in his events. (For on-deck seeded meets, the swimmer’s name must be circled to show that he has checked in, or the swimmer will not be allowed to swim the event.)
The swimmer must be aware of his event number so that when his number is called, he will go immediately to the reporting area (usually directly to the area behind the starting blocks). Individual swimmers are not usually called, so the P.A. announcement of the event and number is extremely important and the only way a swimmer knows when it is time to report. It is the swimmer’s responsibility to report promptly. Swimmers should pick up their awards immediately when announced. At the conclusion of the meet, swimmers must leave their rest area neat and clean.
C. Time lines for the meet
Time lines for the meet events are only an estimate. Many meets run faster than the time lines. You must be prepared to swim, when your event is called.
RECOMMENDATIONS FOR USE OF HY-TEK MEET MANAGER
The following recommendations are intended to standardize the interchange of data before and after Gulf swim meets.
- All meet entries and meet results shall be transferred between teams electronically.
- The host team shall generate the meet announcement form and shall set up the meet on its MEET MANAGER software. The meet setup information shall be sent to the Gulf Swimming webmaster in the HY-TEK MEET MANAGER EV3 format, and shall be made available on the Gulf Swimming website.
- The teams entering the meet may enter data to the host team by using the EV3 file to set up the meet in Team Manager. Use Team Manager to enter the swimmers’ best times. The data must be converted to COMMLINK files to send to the host team. A meet entry printout from Team Manager must accompany the entry. For each swimmer, be sure to enter name, sex, age, USA Swimming athlete registration number, event number, and seed time.
Some meets will be set up with cut-off times, in which each swimmer must be slower than the cutoff time in Short Course Yards, Short Course Meters, and Long Course Meters. In Team Manager, there is the option to check ALL THREE COURSES when using cut-off times. Each team submitting entries for this type of meet, should set up their Team Manager file by selecting the correct meet, and double-clicking on the meet name, which takes you to the Meet Maintenance menu. Then on that menu, there are three options and check boxes near the middle of the screen – the first two options are:
- “Enforce Qualifying Times”
- “Swimmer must meet slower than Q time in all courses”
These are the key options. Turn on those two options, and then select your entries. It will flag swimmers who are faster than the cut-off time in any of the courses entered into the database.
- The host team will use the supplied electronic files to compile all entries into the meet database. The host team should check each file for computer viruses before using them to transfer data.
- During the running of the meet, it is recommended that the host team retain two running backup diskettes of final meet data. Backups should be done every five (5) to eight (8) events.
- When the meet is finished, the results shall be sent to the Gulf Swimming webmaster, to be posted on the Gulf Swimming website.
PROOF OF TIMES – GULF SWIMMING MEETS
** See the Gulf Swimming PROOF OF TIME RULE, in Handbook: Section 5.**
- All meets with qualifying times (e.g., “AA”, “A”, “BB”) must be proved for each swimmer who fails to swim the qualifying time.
- The only proof of time accepted will be from typed final results. If the Administrative Vice-Chair does not have a copy of the final results used to prove a time, those results must be sent with the proof of time.
- When proving times with a meet that was not sanctioned by USA Swimming through Gulf Swimming, final results of that meet must be sent with the proof of time.
- Swimmers from another Local Swimming Committee of USA Swimming (new to Gulf Swimming) are given one (1) free meet to prove that they are actually an “A” or “BB” swimmer according to which meet they enter. This means there will be no fine for the events in which the swimmer fails to make the qualifying time.
- Only times made at meets concluded PRIOR to the meet being proved are acceptable. Swimmers cannot use the meet they are swimming in as proof of their times, as they were supposed to be an “A” or “BB” swimmer when entering the meet. Note: If a swimmer has two (2) “A” or “BB” times when entering the meet and he makes a third “A” or “BB” time at the meet, he MAY NOT use the Three Event Rule as proof of time for other events for which he failed to make the qualifying time. The Up/Down Rule may only be used for events in which an “A” or “BB” time is achieved prior to the meet.
- Teams are responsible for the fines incurred by their swimmers, including swimmers who have moved away from Gulf Swimming, or no longer swim.
- All fines or proof of times incurred in a Short Course season must be paid or proved by May 15th of each year; all fines or proof of times incurred in a Long Course season must be paid or proved by October 15th of each year. Teams with debts that are not cleared will not be allowed to register their teams and, therefore, will not be eligible to bid a Gulf meet.
- Times swum in high school meets may be used as proof of time, if the following criteria have been met:
- The results are typed, and
- Meet results are sent to the Administrative Vice-Chair.
- When proving a swimmer’s time, please include the following information:
- Name of swimmer,
- Age of swimmer as of the date of the meet,
- Meet name and date being proved,
- Event and time being proved,
- Meet name and date of meet used for proof,
- If using the three event rule or up/down rule, include the provable events and meets where achieved, and
- If using a split time, include the event distance and stroke of the provable event.
- Disqualifications and scratches do not have to be proved.