Using a Swim Meet Entry Processing Record

Last updated on December 28th, 2022 at 04:23 pm

How one processes swim meet entries matters. It seems simple and straightforward: Receive the entries, upload them to the software, seed, then run the meet. Unfortunately, it doesn’t always run that smoothly. Here’s a tool to help both novice and experienced processors: The Swim Meet Entry Processing Record.

It gives:

1. A checklist of things to do for each entry received from either teams or individuals, as well as
2. A record of what’s been done.

Using it helps make sure nothing important “slips through the cracks.” Modify it to include exactly what you need to properly process entries for your next meet.

To learn more about general principles and best practices of meet entry processing see Swim Meet Entries: Principles of Processing.

One Way to Process Entries Using The Swim Meet Entry Processing Record

There are many right ways to process swim meet entries. What follows is one way to use the downloadable record at the end of this post.

Confirmation Email(s)

Communication between the people submitting and processing meet entries is vital. A confirmation email comes from the person processing entries to the person submitting the entry to confirm something.

Two Email Method

If receiving entries but not processing immediately, consider sending two confirmation emails. 

The first email simply confirms the receipt of the entry, and any attachments.  Please note, this email does NOT confirm acceptance into the meet, just the receipt of the entry. This first email includes items shown in blue below.

Send the second email after processing the entry. It includes items shown in pink below and confirms or denies entry into the meet. It also includes other information, as needed.

One Email Method

If receiving and processing all entries quickly (Within 24 hours or so of receipt) only send one email confirmation. Include all needed information below.

Were Entries Received Before the Entry Deadline?

Yes? Confirm Receipt of Entry and Any Attachments

Be clear that you are only confirming receipt of the entry and any attachments, not acceptance into the meet. (Unless you have time to fully process and accept the entry before sending the confirmation email.)

BEST PRACTICE: Send confirmation within 24-48 hours of receipt.

No? Notify Submitting Person Entry Not Accepted

Entries received after the entry deadline cannot be accepted. If there are extenuating circumstances, the person trying to send the entry may contact the Meet Referee.

Process in Order

Some meets fill up.  If some entries are not accepted due to a full meet, be fair. Accept and process them in the order received.

Using Meet Management Software

Most swim meet hosts use software to process and manage entries, results and generate reports. Meet Manager is a commonly used software. The following posts share detailed information about setting up and running a meet in Meet Manager 6.0, including entry processing.

• Course to SELF-TEACH Meet Manager 6.0
• Course to TEACH OTHERS Meet Manager 6.0

Import Entries

Note any exceptions or problems including entries that could not be imported.  Report any exceptions or problems to the submitter as soon as possible.  This allows time to troubleshoot and problem-solve.

Check Meet Limits

Does accepting this entry keep the meet within the limits specified in the Meet Announcement? Many meets give a max number of athletes who may compete, or an ending time in the Meet Announcement.

Run Exceptions Reports

Common reports include:

• Exceeds Maximum Allowed Entries (either per person or team)
• Age/Sex Event Mismatch
• Violation of Qualifying Times (Either over or under depending on meet)
• Miscellaneous Report

Note any problems to the submitter as soon as possible.

Generate and Send Entry Report — Confirm Meet Entry

Next, generate an entry report for the team, or person. Save one for meet records, and send one to the submitter. Ask him or her to review the report and let you know of any discrepancies or problems by a specific deadline. NOTE:  This email confirms acceptance into the meet.

BEST PRACTICE:  As meets sometimes fill quickly, those submitting entries like to know as soon as possible if they got in. This allows time to make plans to attend the meet, or seek other options if needed. For entries received well before the deadline, try to confirm or deny acceptance within 1 – 3 days of receipt. If received close to the deadline, notify within 24 hours of the entry deadline. Plan ahead and reserve time around the entry deadline for processing.

Calculate and Collect Total Fee Owed

Calculate and confirm the total meet fees owed by the team or person submitting the entry.  If the fee was already paid, confirm receipt.  If not, find out how and when the person, or team, will pay. Problem-solve as needed. Keep a record of who has paid and who still needs to pay. Include the amount paid or owed. Make sure to collect all fees. If needed, give a list of fees owed to the Meet Director to collect.

Has All Needed Information Been Received?

Some Meet Announcements require information be submitted with team entries. Examples include:

• Name(s) and contact information of attending coach(es)
• Name(s) and contact information of attending official(s) or volunteer meet workers

If all needed information has not yet been received, ask for it in the second email.

Add Email Address to Meet Group

Although not required, it is quick, easy and helpful to create a meet email list using the email addresses of those submitting entries. Doing so enables quick distribution of results after the meet.  Having a group also makes it easy for the Meet Referee or Meet Director to share information before the meet if needed.

File Original Entry, Any Exceptions or Entry Reports and Other Related Information, Including Emails

File electronic and/or hard copies of all entry related files and information for easy access at the meet.

Suggestion: If possible, do NOT file electronic copies on the computer running the meet management software during the meet.  This computer gets heavy use throughout warm-ups and the meet.  As a result, immediate access might be difficult for files stored there.

If Needed, Send Meet Database Back-up File to Governing Body for Registration Check

Some governing bodies require athlete membership to compete in a sanctioned meet. To do a registration check, make a back-up file of the meet database and send it to the person who verifies athlete registration. (If needed, seek details from your local governing body.)

Seeding: When to Do It?

Some meets seed the entries into heats before producing any reports.  Others, receive scratches at the beginning of meet warm-ups, then seed. Check with the Meet or Administrative Referee if there is a question about when to seed.

Generate and Share Pre-Meet Reports as Approved by Referee

After completing the entry process and receiving approval from the referee to distribute reports, the entry processor may generate and share reports.

Unattached and Swimmers Without a Coach: Pre-Meet Coach Assignment

USA-Swimming requires member coach supervision of all swimmers attending sanctioned meets. If desired, the Meet Referee can assign unattached swimmers, and others in need, to coaches before the meet.  The entry for each athlete will either list a team name, or “unattached.” Sometimes the person sending in the entry will state that the swimmer will be attending without a coach. As a result, the person handling entries will be aware of swimmers without a coach well before the meet. The entry processor and Meet Referee can work together to assign coaches to known swimmers without a coach. Doing so in advance will give the Referee one less thing to do at the meet.

One Way To Make Pre-Meet Coach Assignments

Just like when done at the meet, it is the Referee who makes the assignments.  However, the person managing entries can make suggestions based on the information s/he has. After assigning each swimmer to a coach, email or text each assigned coach to see if they’ll accept the assignment. If so, let the swimmer know who the assigned coach is.  It is very helpful to make a list and several copies of unattached swimmers and assigned coaches. Give a copy to each Referee, Chief Judge, assigned coach, applicable administrative staff and any others who may need the information.  This way, it’s quick and easy to find out the assigned coach, if needed.

Local Resources

If you are unclear about processing meet entries for an upcoming meet, check with the Meet Referee, or Administrative Referee/Official. Other resources might include the head coach, meet director, or a member of your local governing body for swimming.

Downloadable Files

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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!