Last updated on July 31st, 2020 at 09:22 pm

Grab-n-Go Swim Meet ADMIN Downloads

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Swim Meet Forms and Reports List – PDF

Not all meets will require or use all the forms and reports in this list. Some meets may use forms not included. But this overview list can help to provide a “Bird’s-Eye” view of possible needs. It can also serve to guide a pre-meet discussion between the meet director and referee and/or administrative referee/official on who will provide what.

USA Swimming also has an excellent repository of meet forms in the Officials Documents and Forms section of their website.

PDF format is quick and easy to print and use.

Click for a mobile-friendly version of the Swim Meet Forms and Reports List and more information about swim meet admin reports and forms.

Click for a mobile-friendly Swim Meet Admin List.

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Swim Meet Forms and Reports List – WORD

Not all meets will require or use all the forms and reports in this list. Some meets may use forms not included. But this overview list can help to provide a “Bird’s-Eye” view of possible needs. It can also serve to guide a pre-meet discussion between the meet director and referee and/or administrative referee/official on who will provide what.

USA Swimming also has an excellent repository of meet forms in the Officials Documents and Forms section of their website.

Word format is easy to modify if desired.

Click for a mobile-friendly version of the Swim Meet Forms and Reports List and more information about swim meet admin reports and forms.

Click for a mobile-friendly Swim Meet Admin List.

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Swim Meet Deck DQ Log – PDF

Reporting disqualifications (DQs) at swim meets is an important function of officials. The DQ Log is one way to do this. The chief judge official usually maintains the log. This official receives the DQ information from the stroke and turn judge who called the infraction. The chief judge then writes the call information on one line in the log. Then, has the calling official review and sign the paperwork. Next, the chief judge reports to the referee who determines whether or not to accept the call. If accepted, the referee initials the log. If accepted, the chief judge reports the DQ to the swimmer’s coach and initials the “Coach Notified” column.

This style of log numbers each call in a “Tracker” column. If desired, this enables the referee to note the tracker and DQ log page numbers on the referee’s event paperwork. This can be especially useful at a swim meet or event with a lot of DQs. For example, at a developmental swim meet or mini-meet for younger, newer swimmers.

If the referee does not record the details of the call on the event paperwork, it is vital to get the DQ log to admin in a timely way so they can record the nature of the disqualification. In this case, it may be helpful to use at least two logs. This way the chief judge on deck can continue to collect calls on one sheet while the admin records the calls made on the other. Admin personnel initial the log after recording calls.

Not all swim meets will use this form. There are other ways to report disqualifications to the referee including paper slips and electronically.

The pdf format is quick and easy to print and use.

To get links to other swim meet admin files and learn more about swim meet reports and forms, see Swim Meet Reports and Forms Overview

Governance Tip  Governing bodies have different ways of recording disqualifications (DQs.)  If needed, contact the meet referee, or applicable meet governing body, for more information on how to record DQs.

This file was created by swim official Greg Robinson.

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Swim Meet Deck DQ Log – EXCEL

Reporting disqualifications (DQs) at swim meets is an important function of officials. The DQ Log is one way to do this. The chief judge official usually maintains the log. This official receives the DQ information from the stroke and turn judge who called the infraction. The chief judge then writes the call information on one line in the log. Then, has the calling official review and sign the paperwork. Next, the chief judge reports to the referee who determines whether or not to accept the call. If accepted, the referee initials the log. If accepted, the chief judge reports the DQ to the swimmer’s coach and initials the “Coach Notified” column.

This style of log numbers each call in a “Tracker” column. If desired, this enables the referee to note the tracker and DQ log page numbers on the referee’s event paperwork. This can be especially useful at a swim meet or event with a lot of DQs. For example, at a developmental swim meet or mini-meet for younger, newer swimmers.

If the referee does not record the details of the call on the event paperwork, it is vital to get the DQ log to admin in a timely way so they can record the nature of the disqualification. In this case, it may be helpful to use at least two logs. This way the chief judge on deck can continue to collect calls on one sheet while the admin records the calls made on the other. Admin personnel initial the log after recording calls.

Not all swim meets will use this form. There are other ways to report disqualifications to the referee including paper slips and electronically.

The Excel format is easy to modify if desired.

To get links to other swim meet admin files and learn more about swim meet reports and forms, see Swim Meet Reports and Forms Overview

Governance Tip  Governing bodies have different ways of recording disqualifications (DQs.)  If needed, contact the meet referee, or applicable meet governing body, for more information on how to record DQs.

This file was created by swim official Greg Robinson.

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Swim Meet Deck “No Show” Report – PDF

Some swim meets have a “No Show” penalty if a swimmer enters an event, does not scratch, and does not show up for the event. If this is the case, some type of “No Show” report form is helpful to coordinate the reporting of the “No Show” from the deck referee to administrative personnel. Then, to track the penalty process.

Here is one way to use this form. It is important that both deck referee(s) and swim meet admin personnel understand and use the same process. Verify the adopted process with the meet referee prior to the start of the meet.

  • When a swimmer fails to report to the blocks at a meet with a “No Show” penalty, the No Show Report is completed.  
  • The deck referee starts the process by completing the portion of this No Show Report above and including the “Referee” line.  
  • The deck referee signs and gives the form to the admin personnel as agreed.  
  • The admin personnel records the “No Show” on the computer and finds the information to complete the rest of the form.
  • The admin personnel updates the computer with the penalty information including scratching the swimmer from their next event.
  • The admin personnel completes the remaining portion at the bottom of the “No Show” report.
  • The admin personnel then gives the report to the deck referee scheduled to start the penalized swimmer’s next event so they can record the penalty scratch and ensure the swimmer does not compete in that event.
  • The deck referee scheduled to start the penalized swimmer’s next event records the penalty scratch on their event paperwork and notifies the starter of the penalty.
  • The “No Show” report is returned to the admin personnel and filed with the event paperwork.

    • NOTE: It is helpful to record in the paperwork for both events — the original “No Show” event and the penalty scratch event. For example, on the penalty scratch event paperwork, the admin personnel may record that it is a penalty scratch from a “No Show” in ___ event. On the original “No Show” event paperwork, the admin personnel record the event number of the penalty scratch event.

  • Admin personnel may also choose to keep a running list of all “No Show” reports and penalties on a “No Show” Record.

The Microsoft Word format makes the file easy to modify if desired. Not all meets use this form.

To get links to other swim meet admin files and learn more about swim meet reports and forms, see Swim Meet Reports and Forms Overview

Click for a mobile-friendly Swim Meet Admin List.

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Swim Meet Deck “No Show” Report – WORD

Some swim meets have a “No Show” penalty if a swimmer enters an event, does not scratch, and does not show up for the event. If this is the case, some type of “No Show” report form is helpful to coordinate the reporting of the “No Show” from the deck referee to administrative personnel. Then, to track the penalty process.

Here is one way to use this form. It is important that both deck referee(s) and swim meet admin personnel understand and use the same process. Verify the adopted process with the meet referee prior to the start of the meet.

  • When a swimmer fails to report to the blocks at a meet with a “No Show” penalty, the No Show Report is completed.  
  • The deck referee starts the process by completing the portion of this No Show Report above and including the “Referee” line.  
  • The deck referee signs and gives the form to the admin personnel as agreed.  
  • The admin personnel records the “No Show” on the computer and finds the information to complete the rest of the form.
  • The admin personnel updates the computer with the penalty information including scratching the swimmer from their next event.
  • The admin personnel completes the remaining portion at the bottom of the “No Show” report.
  • The admin personnel then gives the report to the deck referee scheduled to start the penalized swimmer’s next event so they can record the penalty scratch and ensure the swimmer does not compete in that event.
  • The deck referee scheduled to start the penalized swimmer’s next event records the penalty scratch on their event paperwork and notifies the starter of the penalty.
  • The “No Show” report is returned to the admin personnel and filed with the event paperwork.

    • NOTE: It is helpful to record in the paperwork for both events — the original “No Show” event and the penalty scratch event. For example, on the penalty scratch event paperwork, the admin personnel may record that it is a penalty scratch from a “No Show” in ___ event. On the original “No Show” event paperwork, the admin personnel record the event number of the penalty scratch event.

  • Admin personnel may also choose to keep a running list of all “No Show” reports and penalties on a “No Show” Record.

The Microsoft Word format makes the file easy to modify if desired. Not all meets use this form.

To get links to other swim meet admin files and learn more about swim meet reports and forms, see Swim Meet Reports and Forms Overview

Click for a mobile-friendly Swim Meet Admin List.

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Swim Meet Admin Information — WORD

Some large, or championship, swim meets have several people in the admin area. Use this free file to get them all on the same page quickly. 9 pages. This version is easy to customize. Click for mobile-friendly Swim Meet Admin Information.

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Swim Meet Admin Information — PDF

Some large, or championship, swim meets have several people in the admin area. Use this free file to get them all on the same page quickly. 9 pages. This version is easy to print and email. Click for mobile-friendly Swim Meet Admin Information.

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High School Swim Meet Host Checklist — PDF

A simple checklist for meet hosts running high school swim meets using Meet Manager software. This version is in PDF format. Click for a mobile-friendly High School Swim Meet Host Checklist.

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High School Swim Meet Host Checklist — WORD

A simple checklist for meet hosts running high school swim meets using Meet Manager software. This version is in Microsoft WORD format.

Click for a mobile-friendly High School Swim Meet Host Checklist.

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Key Times Spreadsheet

Swim Meet Referees, Meet Directors, and Volunteer Coordinators: Using this free Key Times List helps get people moving where and when they need to. Use this spreadsheet to quickly create a customized key times list from your own swim meet announcement. Simply input timed tasks and meetings. Easy to then export as a pdf and share. Make also copy the master list and customize it for specific groups like coaches. Individual worksheets within the spreadsheet workbook can be exported as pdf files and shared.

Click to learn more about a Swim Meet Key Times List, like what to include, what types of meets need this resource, as well as how to easily create and distribute it.

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Example of Key Times List: MASTER (pdf)

Swim Meet Referees, Meet Directors, and Volunteer Coordinators: Using this free Key Times List helps get people moving where and when they need to. The MASTER list includes everyone. It’s easy to modify it if desired to give a streamlined list to coaches or other groups.

Click to learn more about a Swim Meet Key Times List, like what to include, what types of meets need this resource, as well as how to easily create and distribute it.

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Swim Meet Admin Info (Condensed)-WORD

Admin information given to the admin team at one championship meet. 3.5 pages. This is one to to share information before the meet and get all officials “on the same page.” WORD format is easy to modify, if desired.

For more information about swim meet administrative officials and what they do, see Swim Meet Admin Overview.

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Admin Official Clinic (A)-PDF

Administrative Official Clinic PowerPoint used in Utah Swimming. 69 slides. May also be useful to Admin Referees. PDF format is easy to print and share.

Many thanks to Jayne Spittler of Illinois Swimming and Linda Eaton of Colorado Swimming for creating clinic PowerPoint files upon which this one was based.

For more information about swim meet administrative officials and what they do, see Swim Meet Admin Overview.

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Admin Official Clinic (A)-PPTX

Administrative Official Clinic PowerPoint used in Utah Swimming. 69 slides. May also be useful to Admin Referees. PPTX format is easy to modify, if desired.

Many thanks to Jayne Spittler of Illinois Swimming and Linda Eaton of Colorado Swimming for creating clinic PowerPoint files upon which this one was based.

For more information about swim meet administrative officials and what they do, see Swim Meet Admin Overview.

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Administrative Official Clinic (B)-PDF

Administrative Official Clinic PowerPoint file prepared by Linda Eaton of Colorado Swimming. 24 slides. PDF format is easy to view and print.

For more information about swim meet administrative officials and what they do, see Swim Meet Admin Overview.

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Administrative Official Clinic (B)-PPTX

Administrative Official Clinic PowerPoint file prepared by Linda Eaton of Colorado Swimming. 24 slides. PPTX format is easy to modify if needed.

For more information about swim meet administrative officials and what they do, see Swim Meet Admin Overview.

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Swim Meet Administrative Official Clinic Reference – PDF

Reference material created for an LSC Swim Meet Administrative Official clinic. 22 pages. Includes table of contents. PDF format makes it easy to print and share. Main topics include:

  • Introduction
  • People and What They Do
  • Build on a Firm Foundation: Meet Announcement, Software, and Equipment Set-up
  • Meet Entry Processing and Pre-Scratch Reports
  • Seeding, Scratches, and Positive Check-in
  • Processing, Producing, and Distributing Accurate, Timely Results
  • Miscellaneous
  • After the Last Race of the Meet
  • Final Notes and Thoughts
  • Additional Reference Material

For more information about swim meet administrative officials and what they do, see Swim Meet Admin Overview.