Last updated on October 29th, 2020 at 04:43 pm
Swim meets need swimmers. To compete, swimmers enter the meet. How a person managing entries receives and processes them varies widely. However, there are best practices which, if followed, help promote a great meet experience for all involved.
Contents for Swim Meet Entries: Best Practices for Processing
Meet Entries
Pre-Swim Meet
The focus of this post is on processing entries received before the swim meet. If you have experience with deck entered meets, add to the pool! The knowledge pool that is. Share your knowledge on HostGreatMeets.com and help others.
Individual or Team
Meets receive entries from both individuals and teams. Processing is similar for both.
Who Processes?
Who processes the swim meet entries? The answer depends on governing body requirements and availability of certified help. USA Swimming rules require an Administrative Official to supervise the entry process. This person is accountable to the Referee. An Administrative Referee, Official, or Entry Clerk usually processes the entries. To learn more about each role, see Who Does What to Host Great Swim Meets.
Entry Processing Essentials
Follow Governing Body Rules
Governing bodies usually have some meet entry requirements. See their rule book for details.
Know and Follow Meet Announcement
The meet announcement gives information about the meet including events, schedule, and procedures. The person processing entries must adhere to any meet announcement information.
Be Fair
It’s important the person processing entries be fair. This includes processing entries in the order received.
Best Practices
Get Organized
Swim meet entries contain a lot of information. Being organized helps make sure:
- No information is lost
- Locating needed information is quick and easy, and
- It is clear where each entry is in the entry process.
Some see the meet entry process as: (1) Receive the entry, then, (2) Put it into the meet software.
Unfortunately, even without the common problems that often arise, it is not that simple. Investing in organization is well worth the extra time it takes up front. Not only does it give the benefits listed above, it often speeds up the overall process.
Digitally
Decide how to best organize meet entries on the computer. Some like to create a file for each meet, then put everything related into it. Some save all electronic entries attached to an email in a folder, and all pre-meet generated entry reports in another folder. Naming the files with the team abbreviation first aids quick locating later.
Suggestion: If possible, do NOT file electronic copies on the computer which will run the meet management software during the meet. This computer gets heavy use throughout warm-ups and during the meet. As a result, immediate access might be difficult for files stored there.
Hard Copy
Although easier, and more eco-friendly, to keep all files digital, many experienced Referees and Admin Referees/Officials like having hard copies of submitted entries at the meet. If entry questions or problems arise, it’s easy to pull the report. This is especially true if it’s been filed alphabetically by team. Don’t rely on a meet computer, or a quick internet connection, being available when needed at the meet. Depending on how the meet is set-up and run, warm-ups might be a very busy time for the computer. Also, some facility internet connections struggle to keep up with the increased traffic of a swim meet.
Be Thorough
Process all meet entries thoroughly and completely. Each must comply with all points outlined in the meet announcement as well as rules of the governing body.
Use a Swim Meet Entries Processing Record
Using an entry processing record helps the person processing entries be organized and thorough. It is useful for beginners as well as those with experience. It is especially useful when entry processing
- Takes days or weeks, and
- Includes many entries at different points in the entry process.
Personal preference dictates how whether it’s used as a printed hard-copy or electronic document or spreadsheet.
Be Timely
The receiving and processing of meet entries is very time sensitive. As meets sometimes fill quickly, those submitting entries like to know as soon as possible if they got in. This allows time to make travel plans, or seek other options if needed. Once the meet fills, or after the meet deadline, finish processing the entries in a timely manner. Why? Meet leaders need a variety of entry-related information including how many will attend. Additionally, some meets make the Psych Sheet or other reports public before the meet. Get approval from the Meet Referee before releasing any information.
Communicate Effectively
The person processing entries becomes a communication hub before the meet. S/he communicates with everyone who has entered the meet. Getting people the information they want or need, at or before the time they need it, helps to improve their meet experience.
Confirmation
A confirmation email comes from the person processing entries to the person who submitted the entry. It confirms receipt of the entry by meet administration.
Two Email Confirmation Method
If receiving, but not processing entries immediately, consider sending two confirmation emails.
Send the first email shortly after receiving an entry. The email simply confirms the receipt of the entry, and any attachments. Please note, it does NOT confirm acceptance into the meet, just the receipt of the entry.
Send the second email after processing the entry. It confirms or denies entry into the meet and includes other information, as needed.
One Email Confirmation Method
If receiving and processing all entries quickly (Within 24 hours or so of receipt) only send one email confirmation. Confirm both entry receipt and accept, deny or trouble-shoot (if needed) the meet entry.
Create “Reusable” Information
Since you’ll likely be sending similar information to each submitter, consider creating a “reusable” letter. A well-crafted form letter, can be quickly tailored before sending. Why bother? It increases the odds that each person will receive complete and uniform information. This doesn’t always happen when generating responses “on the fly.”
Example: Entries Received Confirmation
Reply to the original email: This email confirms receipt of an email entry and one attachment for the ___________ [Meet Name]. This email does NOT confirm or deny acceptance into the meet. Entries processing occurs within 48 hours of receipt, or 24 hours after the entry deadline, whichever comes first. More information will come after processing.
Example: Post-Processing Confirmation
Facilitate Easy Communication with Those Entered in the Meet
Although not required, it is very 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.
Detailed Information on Processing Swim Meet Entries
The following posts have more details on processing swim meet entries:
- Using a Swim Meet Entry Processing Record
- Course to SELF-TEACH Meet Manager
- Course to TEACH OTHERS Meet Manager
Local Resources
If you are unclear about processing meet entries for an upcoming meet, check with the Meet Referee, or Administrative Referee/Official. Other local resources might include your head coach, meet director or a member of your local governing body