Swim Meet Admin Area Information

Last updated on October 19th, 2023 at 01:14 pm

Some large, or championship, swim meets use multiple Administrative Officials, Referees and other admin people.  As a result, it’s important to get them all “on the same page” about the specific practices and protocols used at the meet.  Here is one way of doing this. The Admin Referee emailed a pdf file similar to the following to the Meet Referee for approval, and then to the admin people before they worked a state championship swim meet. This meet was for athletes ages 14 and under and this particular information sheet focused on the “at meet” administrative work.

Thanks Carri Oviatt of Utah Swimming for sharing the original document upon which the following was based. Carri believes that “beyond the basics of good record keeping, there are many ways to achieve the goals of [swim meet] administration.  The admin should pick the way that works best for them to achieve accurate results as quickly as possible.”

Admin Area Information

 (From a state championship swim meet for athletes age 14 and under)

NOTE:  This information is primarily for those working at the meet. It does not address the administrative work which takes place before.

 Goal: Work together to produce accurate, timely results

Administrative Personnel

• Admin Referee (1)
• Admin Official (1 — May relieve Computer Operator as needed)
• Computer Operator (1)
• Timing Equipment Operator (1 — Plus, another relief person, when possible)

Use a “Line-up” form to show all the administrative people the schedule and position(s) they will work.

Meetings/Report Time

• No meetings scheduled
  • Before the meet: We’ll communicate via email, texting and/or calling as needed
  • At the meet: Since we’ll be working in a close area, we can ask questions and share information as needed
• Please be in the admin area at the beginning of warm-ups each session

Reference Material

• Meet Announcement
• USA Swimming Rulebook
• Swim Meet Tip Sheet: Colorado System 5/6
• HostGreatMeets.com Computer Operator posts
• USA Swimming’s Professional Administrative Referee
  • Only the AR is responsible for all the things listed in this doc. However, since we’ll be working together as a team, it’s good for each to have an idea of “the big picture” of what we’re accomplishing
  • You need not worry about providing needed equipment and supplies. The Meet Director and AR are taking care of this part.
  • NOTE: There is also a Professional Administrative Official It is extremely similar to the Professional Administrative Referee doc. The main difference is the relationship to the Meet Referee. Because the documents are so similar, and since we have an AR at this meet, this is why only the Professional Administrative Referee is listed as a reference.

Breaks

Occasionally, you may take a brief break if relief is available. Do not leave your post without relief, and without permission from the AR.

Belongings

Please keep the admin area tidy and primarily for meet work. Personal belongings may be kept there if they do not inhibit work. The upstairs room is also available to store personal belongings if.  Please be aware that it is not monitored during the meet so you store items there at your own risk. It is locked in between sessions.

Included Attachment

Meet Key Times List

GENERAL SYSTEM, EQUIPMENT AND SUPPLIES

Two(2) Three-ring Binders

• Master Binder:
  • Includes 1 tab for each event, marked with event number.
  • Brought to meet with 1-event per page psych sheet for that particular event behind each tab.
  • Throughout Prelims add event associated paperwork behind applicable tab. (Scratches, heat sheets, swim-off info, etc.)
• Finals Binder:
  • After prelims, transfer Prelims event paperwork from Master Binder to this binder
  • Add event related paperwork from Finals behind applicable event tab. After event results are final, or when session is complete, transfer all event paperwork from this binder to the Events Box

Event Box(es)

• A hanging folder for each event marked with event number, plus:
  • 1 hanging folder for “Entire Meet “Scratch Cards
  • 1 hanging folder for “Computer Change Forms”
• Upon receipt, file Lane Timer Sheets here
• Final resting place for completed event paperwork

3 Networked Laptops

• One for exclusive use of CO. Connected with Colorado Timing System Console.
• One for use by AO
• One for use by AR

1 Colorado Timing System Console

• Connected to CO laptop

2 Printers

• AR and AO share one printer. This is the one used to make copies.
• CO uses other printer
  • In addition to other report and results printing, ALWAYS print the “Calc” screen BEFORE any timing changes. File with event paperwork.

NOTE: Athlete and Team Lists – accessed through computers

Other Supplies

• Scratch Box (CofC – unless closed, then Admin area)
• Scratch Cards (Admin area and CofC)
• Intent to Scratch Cards (Admin area and CofC)
• Computer Change Forms (Admin area)
• DQ Slips (Admin area, CJ’s and Start Area)
• No Show and Penalty Processing Slips (Admin area and DR’s)
• Stamps (AR)
• Admin Area and Clerk of Course Office Supplies (pens, pencils, staples, stapler, hole-punch, highlighters, tape, paper clips, etc.)
• Teams Box (CofC)
• Heat Sheet Counter and Distribution List (Admin area and back of Teams Box)
• Team contact list for check-in/registration
  • Purpose: To collect the name and cell phone number for one official contact person per team. If needed, admin may use this information to notify that a swimmer has been scratched into Finals, etc.
• Meet Manager paperwork printed before meet:
  • Relay declaration sheets
  • Initial positive Check-in sheet(s) for first session event(s)

ENTRY CHANGES

Scratches

• A scratch card must be completed for EACH event scratched.
• An entire meet scratch may be put on one card. Note each event in which the athlete was entered on the one card.
• AR/CoC accepts scratches and initials card in the “attest” section. White copy goes to AR. Yellow copy goes to swimmer/coach making scratch.
• Process scratch:
  • AR or AO: Find athlete’s name on psych sheet for each event scratched. Highlight athlete’s name, note scratch and initial next to it.  Initial the card.
  • CO: Input scratch. Initial card and return to AO or AR
  • AR or AO: Once the CO has initialed the card and made the change, file in the binder behind the event tab.
  • Entire meet scratch cards are kept “Entire Meet” Scratch folder in the Event Box. File in alphabetical order by swimmer’s last name.
• Seeding: AR works with CO to confirm scratches

Computer Change Forms

• AR receives computer change requests on the form and initials.
  • A computer change form may be used for many reasons including: incorrect name, incorrect ID #, team affiliation, etc. Unless there was an entry error, no event changes should be made without express approval of the MR.
  • Any and ALL additions MAY ONLY be accepted after approval by MR
• Process computer change:
  • AR or AO: If change affects athlete entry, find athlete on Master Binder psych sheet. Draw a line through “what is” being changed and write in “what should be.” (i.e.  The correct information) Initial the form and give to CO.
  • CO: Input change. Initial card and return to AO or AR
  • AR or AO: File completed forms in Computer Change Forms folder in Event Box

Positive Check-in

Individual Events

• If not already done, print positive check-in form for event from Meet Manager and give to Clerk of Course
• Athletes or coaches initial by their name. This declares their intent to swim and be seeded.
• If an athlete or team intends to scratch, they draw a line through their team or individual name and initial next to the line.
  • Some may scratch via the scratch box. Check the box before seeding and reconcile as needed.
• BE PROACTIVE. BEFORE SCRATCHES CLOSE, FIND THE COACH(ES) OF ATHLETES NOT CHECKED IN AND TRY TO DETERMINE IF THE SWIMMER(S) WILL COMPETE OR NOT. A good timeline is about 30 minutes, then 15 minutes, before the scratch deadline.
• Seed the event(s)
• Verify that all swimmers who did not scratch are listed.

Relay Events

• Distribute and collect relay cards.
  • Put relay cards into proper team folder in the Teams Box at the beginning of the meet
  • Coaches make changes, or initial form as is and turn in to CofC. This is their positive check-in. Teams which do not turn in their relay card, either with or without changes, will be scratched from the event.
• Make sure all swimmers listed on the relay card are in the meet as a member of that particular team.
  • If they are not in the computer, check with registration to make sure there was not an error. Advise the coach of the situation so another swimmer may be listed. No other swimmer? Scratch relay.
• BE PROACTIVE. If a listed relay does not have a relay card close to the deadline try to FIND THE COACH AND DETERMINE IF THE RELAY WILL OR WILL NOT SWIM. A good timeline to use is 30 minutes, then 15 minutes before the relay declaration deadline.
• After the deadline and all scratch reconciliations, seed the relay events.
• Verify that all relays which did not scratch are in the event.
• Print and distribute revised relay declaration cards to teams. May use Teams Box to distribute.

 PRODUCING PRELIMS SESSION PAPERWORK

• Prepare prelims paperwork during the previous evening session
• Run an Exceptions Report after the scratch box has closed for that day’s events and all scratches have been processed.
  • Remember to include scratches for any swimmer who failed to positively check-in after a No Show.
• After processing all scratches, use the 1-event per page psych sheet in the Master Binder to find heat numbers before seeding.
  • Start with the number of athletes on the psych sheet.
  • Subtract the number of swimmers who have scratched
  • Divide the total number of athletes to be seeded (Total – scratches) by 10 (the number of lanes used) to find the number of heats and athletes per heat.
  • Write ALL your work on the 1-event per page psych sheet
• Seed
• Print a 1-event per page heat sheet for Master Binder and place in front of event psych sheet.
• Spot check. Make sure:
  • Scratches and changes show
  • Handwritten heat calculations on event psych sheet match printed event heat sheet

Print

• Once approved, print session heat sheets according to Heat Sheet Counter and Distribution List
  • Stamp DR copies with DQ/FS/DFS/NS stamp
  • The DR copies will return to admin after event with event notation from DR
• Print 2 event per page lane timer sheets. Cut and collate by lane.
  • Chief Judge or Head Timer will distribute

DISQUALIFICATION PROCESSING

DQ Slip Processing

(includes False Starts, Stroke and Turn Violations, Early Relay Take-off, and other disqualifications turned in on a DQ slip)

• When hearing a potential DQ over the radio, place a dot next to the lane of the swimmer on the heat sheet in the Master Binder. As the CJ describes the DQ, write a note of the infraction there. If the DR confirms the call, circle the lane.
• When the slip comes through
  • Verify all information on the DQ slip including the event, heat, lane, name and infraction are the same as what was heard over the radio and written on the Master Binder Heat Sheet.
  • Make sure the Judge making the call and the DR signed the slip.
  • DO NOT ACCEPT A DQ SLIP THAT IS NOT CORRECT. SEND IT BACK. IF THE WRITING IS MESSY OR CROSSED OUT, SEND IT BACK TO BE RE-DONE.
• Double check that the DQ was correctly entered into the computer, as well as the name of the official who made the call.

Declared False Starts (DFS)

• NOTE: At this meet, no DFS or DQ slips will be used for Declared False Starts
• After printing reports, and before Deck Refs receive their heat sheets each session: Admin will take all Declared False Starts by marking the DR heat sheet.
• After the DR receive their session heat sheets, either the AR or DR may receive DFS. If the AR receives the DFS and is unable to report it to the DR before completion of event, the DR may call it as a “No Show.”  The AR will correct this type of “No Show” by stating it is a DFS and correcting the paperwork s needed.
• To Process:
  • Mark it on the DR Heat Sheet, when possible. Correct after the fact if needed.
  • Mark the swimmer on the heat sheet in the Master Binder just as a DQ. Write DFS next to swimmer and initial.
  • Check the results to make sure all DFS’s have been properly noted at the end of the results.

No Shows (NS)

• Track all No Shows by recording them on the Master Binder Heat Sheet. Mark NS next to swimmer’s name and initial.
• Determine if the swimmer has another event, and if so, what it is. Notify Deck Referee immediately of the penalty event and have the computer operator mark it as a DQ.
• Advise the coach of the No Show and penalty:
  • Prelims: Swimmer barred from next individual event.
  • Finals: Swimmer barred from next individual event. If this was the swimmer’s final event of the meet, the penalty is $50 unless relieved from the penalty by the Meet Referee as provided in the rules.

PRODUCING OFFICIAL RESULTS

Determine Official Times

• Timing Variances/Results CO checks each heat for potential timing discrepancies. If necessary, get information from Lane Timers sheets and/or Order of Finish (OOF.) If the AR, or criteria provided by AR confirms malfunction, print original times. Then, use backup times and make note of the lane(s.)  File documented changes with results in the proper binder.
  • Repeat: ALWAYS print original times before making any adjustments. File printout and any notes in proper binder behind event tab.

Review Results

The AR, or designated AO, reviews results before distributing. To check, s/he:

• Reconciles DR event closing DQ, NS and DFS (recorded on DR event heat sheet), the printed results and the heat sheet from the proper binder. Troubleshoot and problem-solve as needed.
• Check final times. Do they all fall within reasonable expectations? If prelims results, are there any potential swim-offs?
• Initials results once approved. Now they may be copied and distributed.

Swim-Offs (PRELIMS ONLY)

• Make sure to resolve ALL potential swim-offs during Prelims. The MR will make sure the DR’s know of this need. Resolution needs be mutually agreeable for all involved swimmers/coaches.
• Ties in 10/11, 20/21 and alternate positions (if applicable) are potential swim-offs. Resolve before the end of Prelims in case of any late scratches (medical, No Show, etc.)
• Processing:
  • Print-out an extra copy of results to give to the referee arranging the swim-off. Use to record any decisions about the swim-off. Swimmers/coaches conceding to the swim-off initial this copy.
  • DR’s should check for any potential swim-offs before leaving the deck. But if not, let them know ASAP.
  • The MR or AR will set-up the swim-off, assign the lanes and write it on the results printout next to the respective swimmers.
  • Notify the DR of the scheduled swim-off time
  • Immediately after finalizing the swim-off information, let people know. (CO, TEO and Announcer)

DISTRIBUTING PRELIMINARY RESULTS AND PRODUCING FINALS SESSION PAPERWORK

Announce and Distribute

• Once approved and initialed by the AR or designated AO, prelim results may be copied and distributed
  • One set goes into the Master Binder behind the event tab
  • Another set goes to announcer who notes what time s/he announced results and that swimmers have 30 minutes to scratch. Afterwards, file this paperwork behind the event tab in the Master Binder.
  • Post

Intents to Scratch

• When a swimmer or coach comes to scratch from a Finals event, clarify if they are stating their INTENT to scratch, or if they want to complete a final scratch.
  • If it’s an INTENT to scratch, have the coach or swimmer complete an Intent to Scratch card. Mark the Intent to Scratch on the result sheet being used for scratches and note the last event in which the swimmer is competing that session.
• Swimmer or coach needs to declare final scratch or withdraw Intent to Scratch within 30 minutes of completion of the swimmer’s last event of the session.

Preparing Finals Heat Sheets

• Using the prelims event results page(s), mark COMPLETE AND FINAL scratches from coach or athlete by having them highlight their name and initial. Also collect INTENTS To Scratch as noted above.
• After event 30 minute scratch window closes, AR or designated AO, collects scratch information from both event scratch results list and Scratch Box.
• Work with CO to get scratches into Meet Manager
• Resolve ANY outstanding INTENT to Scratch. If it is an actual complete and final scratch, handle as noted above. If not scratching, then note on the Intent to Scratch form and DO NOT remove athlete from the final seeding.
• Seed finals and run 1-event per page heat sheet for finals
• Verify heats are correct and that all athletes who scratched are NOT listed on the heat sheet. Spot check swimmers
  • Verify that slowest 10 athletes are in the CONSOLATION FINAL and the fastest 10 athletes are in the CHAMPIONSHIP FINAL. If applicable, are both alternates listed?
• Print heat sheet for Finals and check.

Print

• Current Finals session Timeline (for Meet and Deck Referees)
• Current Finals sessions Heat Sheets (see Heat Sheet Counter and Distribution List for number and format)
  • Stamp DR Heat Sheets as in Prelims
• 2 event per page lane timer sheets. Cut and collate by lane.
  • Chief Judge or Head Timer will distribute

 BE PROACTIVE!

Notify coaches and/or swimmers who scratch into Finals, including 1^st or 2^nd alternate.

Notification of Swimmers Scratched into Finals

• AR will be proactive and tell coaches of swimmers who have been scratched into Finals. If necessary, will phone or text coach or team representative to let know. (During check-in/registration, we collect the names and cell phone numbers of an official contact person for each team.)
  • May also have announcer call for swimmer’s coach, or if known, may attempt to find him/her.
  • Ask for, and receive, a confirmation of the message from the coach. (May be text or email.)
  • Make every effort to find and tell the coach or swimmer.

DURING FINALS SESSIONS

• Determine Official Times and Review Results as noted in earlier PRODUCING OFFICIAL RESULTS
• Print and Distribute Results
  • Finals Binder, Announcer, Posting, etc.
  • Award Labels (Remember to print any Timed Final events from previous sessions)
• Prepare Next Session Paperwork as needed.
• At conclusion of event or session, Transfer event paperwork from Finals Binder to Event Box.
• At conclusion of session (or beginning of Prelims warm-ups if late), Print and Post Individual and Team Scores

RADIO INFORMATION

Radios enable information to be conveyed quickly IF the information is clearly conveyed and understood. When reporting disqualification information, accuracy is a must. Using radio protocols helps to increase effective communication because it creates an anticipated pattern.

Using the Radio

• Listen first. Avoid talking over others.
• Press the button to talk, silently count to 2, speak slowly, and very, very clearly. (Enunciate well) It’s extremely important the information conveyed be understood.
• Do not speak on radios after long whistle. If possible, avoid speaking on radio after short whistle.

Radio Distribution and Charging

When receiving a radio, find out these 3 things:

1. What channel to use
2. The time of radio check (and what to do if they don’t know)
3. Where to put radio after session

After session, turn in radio to charge

Radio Check

10 minutes before the session starts, person in charge of radios starts radio check. State:

• This is a radio check
• Call person, or position, name
• Person in that position responds ‘This is ____”
• If no response
  • Person running radio check continues to call other position names then comes back and calls those who didn’t respond
  • Everyone with a radio looks to try to find the person not responding and let them know the radio check is happening. (If you are ‘up next,’ or engaged, just look in your immediate area. If not, please make more extensive search for person not responding during radio check)

Example: DQ Radio Interchange

Here is an example of an abbreviated radio interchange between a Chief Judge and Deck Referee:

Initial Radio Call

• Chief Judge(CJ) sees a Stroke and Turn Judge has a call
• While walking to official, CJ calls in on radio: “Possible disqualification, start end, lanes 6-9.” (Update the end and lanes as needed to share the calling official’s location.)

Chief Judge Vets Call

• Chief Judge vets the call by asking:
  • “What is your jurisdiction?” (Make sure infraction occurred in official’s jurisdiction)
  • “Which Lane?” Call in lane to DR
  • “What did you see?” Have the officials explain what they saw without using their hands.
  • “What is the rule?” Make sure the official has an understanding of rule
    • If there is an obvious incorrect call (jurisdiction or rule) or “uncertainty,” the official may withdraw the call. (State “Event __, Heat __, Lane __ No Call” on radio)

Next Radio Interchange

• Next, the CJ calls in the Event #, Heat #, Lane #, infraction and his/her recommendation. The recommendation is either “Recommend Accept” or “Needs Further Discussion”
  • For more details on recommendation and vetting calls, see The Professional Chief Judge
• When Deck Referee accepts the call without questions, s/he calls back: “Event #, Heat #, Lane # and “Accepted”
  • If CJ uses incorrect wording, the Deck Referee can mentor by saying the correct call. For example, if the call “Swimmer left the wall towards the breast on backstroke turn 3” comes in. The Deck Ref can say, “Not on back off wall for turn 3, accepted.”
• If needed, the Deck Ref may also say, “I need further discussion.” Then the CJ comes to the Deck Referee for a face-to-face discussion.

Write Up Call and Notify Coach

• Once the Deck Referee accepts the call, the Chief judge writes it up and informs the swimmer’s coach.
  • Establish up front that “Accepted = write it up and tell the swimmer’s coach.” This way, the Deck Ref won’t need to give these instructions over the radio each time.

Note on “Painting a Picture” of the Call

• The CJ does not “paint a picture of the infraction” unless the Deck Referee asks for it.
  • The CJ still vets the call with the official so s/he can answer any Deck Referee questions if asked.  However, s/he does not give this information over the radio unless asked.  When the CJ recommends acceptance, it means s/he has vetted the call enough and is sure it is an infraction.

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!

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