Weighing Factors: Swim Meet Decisions

Last updated on November 1st, 2023 at 08:56 am

The dilemma: As swim meet officials and administrative people we are obligated to follow the rules in our decision-making process.  However, not all situations faced have a correct resolution clearly spelled out in the rules.  Some issues are not clearly legal or clearly not legal; clearly “white” or clearly “black.”  This type of issue lies somewhere in the middle –- somewhere in “The Gray.” Here, you’ll learn how to weigh factors and produce good decisions.

Is it possible in this type of situation to make decisions that will generally be accepted as correct?  Yes!  Swimmers, and others, count on us to do so.

Factors in Decision Making

In any decision-making, there will be factors that could and should influence the decision made.  There will also be factors that should not.  A factor is simply one of the elements associated with a particular situation or result. An important part of any good decision-making process is to:

1. Identify the factors involved in the situation or result
2. Determine the bearing each factor should, or should not, have on the decision
3. Do your best to cut the influence of factors that should NOT influence the decision
4. Prioritize the remaining factors (The ones that SHOULD influence the decision)
5. Move forward with the remaining factors influencing according to their assigned priority

Identify Factors

Some decision-making factors swim meet officials and/or administrative people face could include:

• Jurisdiction:  Who (or what body) has the authority to decide the matter?
• The rules, policies, and official interpretations of the governing organization
• The Meet Announcement and all stipulated therein
  • This is one reason why it’s important to prepare the Meet Announcement correctly.  It can save a lot of grief later! Click for more information on preparing the Meet Announcement.
• Any precedents set at this meet
• Precedents set at other meets
• The people and/or organizations (i.e. teams, clubs, schools, etc.) involved
• The emotional reaction of the people involved
• Weather (especially at outdoor pools)
• How well the equipment has functioned
• How much help is available?  (For example:  Are meet workers and/or officials stretched thin?)
• Level of swim meet: Developmental, élite, etc.
• Extenuating Circumstances
• Video “evidence” that disqualification was incorrectly called
• Guiding Principles.  Examples include:
  • The benefit of the doubt goes to the swimmer
  • Unusual looking isn’t necessarily illegal
  • Only call what you see but always call what you see
  • Let the kids swim
  • Be fair and equitable to all

Determine the Bearing of Each Factor

Once the factors have been identified, decide which should have influence in the decision-making process and which should not. Listed below are comments on the possible bearing of the above-listed factors. Remember, there may not be a “black and white” answer. This is part of learning to deal with “The Gray.”

Jurisdiction

MUST be considered and influence the decision. It dictates who has the authority to decide.

Rules, Policies, and Official Interpretations

The rules, policies, and official interpretations of the governing organization MUST be considered and influence the decision as applicable.

Swim Meet Announcement

The Meet Announcement and all stipulated therein MUST be considered and influence the decision as applicable.

Any Precedents Set at This Swim meet

As applicable, any precedents set at this meet MUST be considered and influence the decision in order to be fair and equitable to all. This is one reason why it is so important to carefully consider what precedent will be set before finalizing a decision. It may influence other decisions made at this meet.

Precedents Set at Other Meets

Precedents set at other meets MAY or MAY NOT be considered. A swim meet referee is under no obligation to follow precedents set at another swim meet on matters outside the rules, policies, and official interpretations of the governing organization. However, one may hear how a similar issue was resolved at another meet and choose to resolve it in the same or similar manner.

The People or Organizations Involved

The people and/or organizations (i.e. teams, clubs, schools, etc.) involved SHOULD NOT have an influence on the decision. This means that a decision should not go one way for one person or team, and another for a different person or team because of the identity of the person or organization involved. This would not be fair.

Emotional Reaction of the People Involved

The emotional reaction of the people involved SHOULD NOT influence a decision. Admittedly, at times, it can be challenging to set aside.  The emotion can be acknowledged and perhaps empathized with. For example, one could say, “I understand it’s really frustrating to receive this call at a championship meet.” However, it should not influence the decision. Not only could this lead to unfairness, but if the emotional reaction of the affected parties (i.e. an angry coach, crying swimmer, etc.) does influence decision-making, the use of emotion may increase to try and sway future decisions.

Weather

Weather, especially at outdoor pools, MAY influence decision-making depending on the circumstances.

Equipment Malfunctions

Depending on circumstances, how well the equipment has functioned MAY influence decision-making.

Available Help

The amount of available help MAY influence decisions depending on circumstances. For example, are the stroke and turn judges watching two lanes or six?

Level of Swim Meet

Should the level of swim meet held influence decisions? It depends. Here are a couple of examples.

Example of when the level of meet SHOULD NOT have influence: A stroke or turn infraction of the rules. For example, an underwater recovery of the arms on the butterfly stroke should be called according to the rules and official interpretations of the governing organization. This is regardless of the level of meet. Times obtained at most swim meets are considered “legal” times for that organization. This means that the swim complied with the rules. To be fair, the same rules need to be enforced regardless of the level of the meet.

For example, regardless of the level of meet, times from all sanctioned USA Swimming meets go into the same SWIMS database. The same USA Swimming stroke rules need to be enforced regardless of the level of meet for this system to be fair.

For example, regardless of the level of meet, times from all sanctioned USA Swimming meets go into the same SWIMS database. The same USA Swimming stroke rules need to be enforced regardless of the level of meet for this system to be fair.

Example of when the level of meet MAY have influence: Within the rules, a starter may wisely adjust starting technique according to the level of swimmers at the meet.

Extenuating Circumstances

Extenuating circumstances MAY or MAY NOT influence decision-making depending on the circumstances. This is one reason why it’s important to know and understand the rules, guiding principles, and official “situations and resolutions” provided by governing organizations. It’s also a good reason to participate in continuing education opportunities. Doing so helps to supplement experience, extend understanding, and can lead to a more consistent application of the rules and guiding principles.

Video “Evidence”

By rule, video “evidence” that a disqualification was incorrect CAN NOT be considered.

Guiding Principles

Guiding principles, especially from the governing organization, SHOULD have an influence on decisions. However, relevance may vary depending on the circumstances. Guiding principles emphasized by the governing organization MUST be considered and influence decisions. For example, USA Swimming’s “The benefit of the doubt always goes to the swimmer” is an organizational guiding principle that should influence the decision of whether or not to disqualify an athlete.

Eliminate

Eliminate factors from the decision-making process that should not have an influence.  Keep in mind that eliminating a factor from your decision-making process does not require the factor to be physically removed from the meet.  The goal is to remove its influence. Two examples of influence elimination are below:

Video “Evidence”

Here’s one idea on how to handle video “evidence” shown you in an attempt to overturn a disqualification. Tell the coach or parent presenting video “evidence,” “By rule, I am not allowed to consider video in the disqualification process.  However, if you would like to show me the video after the meet I can watch it for educational purposes.” (Only say the last sentence if you are willing to stay and watch it after the meet.)

Emotional Reaction

Depending on the severity of the reaction and individual circumstances, there are a number of ways you could handle the strong emotions of others. Eliminating the factor of “emotional reaction” very rarely includes eliminating the emotional person from the deck.  Alternatives include trying to defuse or reduce the emotion, taking a break, and depending on the severity of the reaction, simply ignoring it. For example:

• Refocusing on the facts. For instance:  “I understand you are unhappy with the call, but I’ve thoroughly questioned the official who made the call and it is clear that there was a non-simultaneous touch, with the right hand touching before the left, on the 3rd turn. The rules are clear that the hands must touch simultaneously at each turn and the finish. This touch was an infraction of the rules.”
• Stepping off the deck.  Sometimes it may be appropriate to take the discussion off the deck.  Keep in mind the principles of safety and transparency when doing so.
• Time out. Sometimes it’s wise to take an emotional “breather” or “time out” — breaking off the discussion for a time and then continuing later. (For example:  “This is an important discussion that needs to take place, but I’m unable to give it my best right now.  I can continue in 10 minutes.  OR: I can continue after the 50 Free’s are over.)
• Expect advocacy, but not abuse: Coaches are advocates, sometimes emotional advocates, for their swimmers.  Do not be surprised or put off by this  —  it’s one of their vital roles in the sport.  However, officials do not need to endure abuse in order for coaches to advocate.

Prioritize

Prioritize remaining factors. It may be appropriate for some factors to have more influence on the final decision than others.

Move Forward

Move forward in the decision-making process with the remaining factors influencing according to their assigned priority.

---

Preparing for a swim meet? Check out The Ultimate Swim Meet To-Do List. Then, get a bird’s eye view of Who does What at Swim Meets. Both include easy-to-follow links to related information. Doing a smaller, simpler meet? Host a High School or Developmental Swim Meet will help.

Need more help? See 20+ Ways to Get Swim Meet Timers and Officials: 20+ Ways to Get them for Swim Meets. 

Also, discover a few things you can do to Increase Safety at Swim Meets. Find ideas to implement before your meet as well as last-minute quick and easy tips!

Series Navigation

<< Improving Swim Meet Officials’ JudgementDecision-Making Help for Swim Meet Referees >>