Swim Meet Deck Referee and Starter Information

Last updated on June 20th, 2023 at 09:48 am

Some large, or championship, swim meets use multiple Deck Referees and Starters. 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 meet referee emailed a pdf file of the following to each Deck Referee and Starter before they worked a state championship swim meet. The meet was for athletes ages 14 and under.

This post is part of a series called, Harness Assigned Team Swim Meet Officials. Just as a harness guides and directs working animals, information helps guide and direct people. This series shares information for Deck Referees, Chief Judges and Administrative Officials from one age group state championship swim meet. Multiple people in each role made it necessary to get everyone “on the same page” about meet specific protocols.

Deck Ref/Starter Information

Goal: Work together to produce accurate, timely results

Personnel

2 sets of DR/SR assigned to each session. 1 for girl events (DRg), 1 for boy events (DRb)
2-4 CJ’s assigned to each session

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

Meetings

10 min. Before warm-ups: All DR/SR working that session meet in the start area on the competition pool deck.
1 hour before each session: Non-invigilating DR/SR team go to first part of Officials Meeting (upstairs room.)
½ Hour before meet start: Assigned SR train timers in corner near start area (Use provided agenda–ask Team Lead if you need it.)
10 min before start: Radio Check (DR) (Answer from wherever you are)
Sometime during warm-ups: Assigned DR/SR team consult. Get “on the same page” about:
- Deck positioning (where each will stand — can SR easily see DR outstretched hand?)
  - Remember backstroke starts too, if applicable for that session
- False Start procedure and protocol
- See The Professional Deck Referee and/or The Professional Starter for more

Reference Material

Meet Announcement (Please know this well, including the last page about protests)
USA Swimming Rulebook
The USA Swimming Professional Series (Either Deck Referee or Starter as applicable)

Warm-ups

Monitor warm-ups for safety. If lanes appear overcrowded and you have safety concerns, notify Meet Referee asap.
35 min. before start, clear and open lanes 2, 4, 6 for dive starts. If lines are still long after 15 minutes, clear and open lane 8. Lanes 1 & 10 may be cleared for coach supervised pace lanes if requested.

Breaks

Occasionally, a brief break may be taken when “off.” However, one of the off-duty DR/SR team will need to take OOF. Who does it may be decided by team members. Before the DR leaves the start area, check with AR to make sure there are no questions, possible swim-offs, etc. If a longer break is needed, check with the TLDR/SR or MR about relief.

Belongings

Please keep the start 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 needed during the meet. Please be aware that it is not monitored during the meet so items are stored there at your own risk. It is locked in between sessions.

Included Attachment

Key Times List

DECK OPERATING PROCEDURES

When using multiple Deck Referees, it’s important the procedures be uniformly followed by all to be fair to the swimmers. Please know and use the following procedures.

Disqualifications

DQ Slip Processing

(Note: Coach notification is being used at this meet)

CJ writes up DQ, including marking “Coach Notified” at bottom
Calling official carefully reviews slip and ensures it is correct before PRINTING name on “Judge” line
CJ delivers slip to DR for review and PRINTING name on Referee line.
DR keeps white copy and turns in to admin with event paperwork
On heat sheet: DR circles lane number in proper heat. Writes “DQ” next to circle. Underlines the row of the DQ’ed swimmer. Writes infraction and name of calling official in space on row.
CJ delivers yellow copy to Coach of Record(COR) (or other team coach if COR is not available.)
- Can’t find coach? Have announcer page coach to Clerk of Course
- Still no coach? Put DQ slip into Teams Box at Clerk of Course

No DQ Slip DQ Processing

No Show (NS)
- DR circles No Show lane on heat sheet and writes “NS” next to it. Underlines lane row and writes “No Show” in space on that row
- DR writes up No Show slip and delivers to admin with event paperwork
- If the swimmer is DQ’ed from an event later in that session, the No Show slip will be returned to the DR. The DR then updates heat sheet with needed information and notifies SR of needed update. Then returns NS slip to Admin.
  - When recording DQ of future event on heat sheet, note that this DQ is “Because of No Show in Event ___.”
Declared False Start (DFS)
- ONLY accepted during prelims. From about 15 minutes before the start and throughout the session, the DR can accept a Declared False Start from a swimmer or coach for a race during that session.
  - On the heat sheet: Circle the lane number, write DFS next to the circle. Underline the proper row and write Declared False Start and the name of the person declaring it in the spaces.

Disqualification (DQ)	If no reserve ST officials, same end CJ from other side should step in for ST while designated CJ vets call. See the sections Example: DQ Radio Interchange below and DQ Slip Processing above for more. The CJ can come to the DR area if needed.
No Show (NS)	Same procedure for both Prelims and Finals. See “No Show” points in “Non-DQ Slip processing” section above.
	PRELIMS	FINALS
Declared False Start (DFS)	Before DR gets heat sheets: AR collects and marks DFS. After DR gets heat sheets: DR collects and marks DFS on heat sheet. Mark who declared it. Inform SR.	Not allowed in Finals. Must scratch, or declare intent to scratch, within prelims window. No swimmer at start (after calling as directed) = No Show DQ & penalties.
Delay of Meet DQ	DR informs start area CJ of Delay of Meet DQ. CJ follows DQ slip processing above. (Since referee makes call, do not enter a name on the “Judge” line.)	Not allowed in Finals. Must scratch, or declare intent to scratch, within window. No swimmer at start (after calling as directed) = No Show DQ & penalties.
Early Relay Take-off (RTO)	FINALS ONLY: CJ stands behind timers of middle lanes. After the last swimmer leaves block, get RTO slips from lane RTO judges. If all clear, call in on radio “Relay-take off all clear.” Then, collect other RTO slips. If dual confirmed, call in “Event __ Heat ___ Lane ___ Early Relay Take-off swimmer # ___.” Turn in RTO slips to DR. Get back in position to collect next heat. If slip is incorrect, CJ instructs RTO judge in the correct procedure. DR Instructs start area CJ to write-up and process DQ slip.

Managing Heats

	PRELIMS	FINALS
Calling names/lanes at start	After long whistle, if there is an empty block which should not be empty: Call “Step up lane __.” Look for timers to extend “thumbs down” sign. (They have been instructed that this means they have checked their immediate area, called the swimmer name and still no swimmer.) If they do not extend it, call the lane number again and try to make eye contact with timer. If timer appears settled (not looking) go ahead and start heat and ask Head Timer to reinstruct those lane timers on “Thumbs down” protocol.	After long whistle, if there is an empty block which should not be empty: Call “Step up lane __.” If the swimmer does not step up. Call the swimmer name and look around the deck to see if anyone is hurrying to get there. Look for timers to extend “thumbs down” sign. After a pause, and when you are certain the swimmer is not close to the blocks, call up the 1st alternate. No 1st alternate? Call up 2nd alternate.Once an alternate has been called up, the original swimmer is a “No Show” even if they show up because s/he was not there for the initial start of the heat. No “Thumbs down” from timers? Ask Head Timer to reinstruct those lane timers on “Thumbs down” protocol.
Flyover starts	Yes	No — clear the pool between heats
Whistle commands Finals announcing/clearing the pool sequence	Short whistles: last swimmer @ midpoint; Long whistle: last swimmer at flags/finish (May need to do at finish for 50’s — we don’t want frantic swimmers/timers.)	PAUSE AFTER FINAL RELAY EVENT. ENSURE ALL RELAY PARTICIPANTS ARE CLEARED OUT FROM BEHIND BLOCKS BEFORE STARTING INDIVIDUAL EVENTS. Pause to give young swimmers a chance to get through the relay congestion if not at blocks already. All heats: DR blows short whistles as last swimmer finishes. SR clears the pool quickly after finish. Consols: Long whistle, start heat, then announcer announces names while swimmers in water. Finals: After short whistles, announcer calls names of swimmers standing behind blocks. When announcer is done, blow long whistle and start heat.
False Starts (FS)	DR & SR: Circle lane number of possible false start. SR moves close to DR and shows heat sheet with FS circled. DR shows his/her Heat Sheet. If the same lane is circled, DR says, “Confirmed” If not, “No call.” SR gets start area CJ to write up and process DQ slip. SR reviews DQ slip for accuracy, then prints name on “Judge” line. DR prints name on “Referee” line. SR & DR mark “FS” next to circled lane number on their heat sheets, underline lane row and write “False Start” in space on row.
Finish Order or Order of Finish (OOF)	Off-duty DR or SR is primary recorder of the Order of Finish (OOF) and gives heat sheet to “On-duty” DR to turn in to admin with other event paperwork. If desired, the OOF of the last heat of an event may be taken by the SR of that heat. (This is so the next DR/SR team can be ready for the start of their event which immediately follows.)
Finalizing Events	After the last heat of an event, the DR will finish the event paperwork. Finish processing any outstanding DQ’s. Get OOF. Reconcile event paperwork with what was recorded on heat sheet. Review for accuracy. Write total number of DQ/FS/DFS/NS for the event in the stamped area. Call in totals on radio using this protocol: “Event ____. ____ DQ’s, ____False Starts, _____ Declared False Starts and _____ No Shows.” Fold large papers in half, put smaller slips inside fold. Step up ladder and give all event paperwork to Admin.
Alternates	FINALS ONLY: Coaches have been instructed to have alternates check-in with the DR. Help them get to the right DR if needed. Thank them for being where they should be. (This is a hard position to be in, let’s make it as positive as we can.) If after following “Calling Names/Lanes” protocol above, you have an empty lane a CONSOL heat only, call up the 1st alternate. Pause. If the 1st alternate is not there, call up the 2nd alternate. Then run the heat. DR updates heat sheet. SR: Thank alternate for being where they should be and let them know they can go after starting Consol heat.
Swim-offs	PRELIMS ONLY: If a swim-off is required, the AR will let the DR know. All swim-offs must be contested during prelims. Either the MR or AR will resolve or schedule it with coaches. AR will see that paperwork is produced and given to the DR of the event along with the time swim-off will occur. DR will tell CJ’s of swim-off. CJ’s will tell ST judges in their quadrant. DR of original event will run swim-off at designated time.
Reswim	If for some reason, it becomes necessary to re-swim a heat or offer swimmers of a heat the opportunity to reswim that event, the DR gathers all swimmers from that heat and their coaches (page if needed.) Promptly decide when the heat will be re-swum and (if needed) which swimmers will swim. Once decided, get this information out to others. Notify AR and CJ’s via radio. CJ’s notify ST in their quadrant. Ask Head Timer to let timers know and give instructions of how to record swimmer name and watch timers of reswum heat. Ask announcer to announce it. Continue meet, inserting re-swum heat as agreed. The same DR/SR team who ran the original heat, runs the re-swum heat.

Radios

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:

What channel to use
The time of radio check (and what to do if they don’t know)
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.