Administrative Official Training

Clinic

Agenda

IntroductionsRole of Administrative Official Certification ProcessMeet Setup in Hy-Tek Meet ManagerPre-Meet ResponsibilitiesOfficial TimesResultsQuestions

OSI Officiating Philosophy

Fair and equitable conditions of competition are maintained and uniformity in the sport is promoted so that no swimmer has an unfair advantage over another

What does that mean?• Success of every meet depends on the

official’s integrity, knowledge, concern and regard for the competitive interest of the swimmer

• One set of rules applies to all swimmers• Swimmers get the benefit of the doubt• Demonstrate impartiality and professionalism

on deck

WhyUSA Swimming Rule 102.10.2

All officials acting in the capacity of Referee, Starter, Administrative Official or Stroke and/or Turn Judge at a swimming meet shall be certified in such position by their LSC prior to being assigned to officiate in that capacity

More smoothly run meetsHelp to ensure the accuracy of swimmer’s times

What

USA Swimming rule 102.14The Administrative Official/Referee shall be

responsible to the referee for the supervision of the following: The Entry and Registration Personnel Clerk of Course Timing Equipment Operator Scoring Personnel Other Administrative Personnel

ResponsibilitiesShall be responsible to the Referee for:

The accurate processing of entries and scratchesThe accurate seeding of preliminary, semi-final and

final heatsDetermination and recording of official timesDetermination of the official resultsPublication and posting of results and scores

Shall perform other duties assigned by the Referee

RoleMay work in one or more of the administrative

positionsMay supervise officials and volunteers in other

administrative positionsMay not work as a deck official while serving as

a meet’s Administrative Official

Certification ProcessBe registered as an Official with USA SwimmingCurrent background check and Athlete Protection

Training with USA SwimmingBe certified with OSI as an Electronic Timing Official

with at least 8 sessions of experienceAttend Administrative Official training clinicAdministrative Official trainingForward training record to Administrative Official

chair and await confirmation to take online testTake and pass on-line open-book test

Meet Set Up and Entry TrainingSuccessfully set up a basic meet and create an

event file using provided meet informationSuccessfully set up an advanced prelims-finals

meet using provided meet informationSuccessfully import entries, seed and generate

appropriate reports for a meet

Meet Manager Operation TrainingComplete a minimum of 4 hours of Meet

Manager operations, including:Adding swimmersAdding heatsImporting timesImporting times for combined heatsMoving swimmers between heatsManually entering heat timesJudges decisionResults files

Obtain Meet Announcement and Know it ThoroughlyDates, sessions, entry limits and time limitsQualification times, if anyPre-seeded or deck-seededTimed finals or prelims-finalsPositive check in and scratch proceduresNo show penalties

Coordinate with the Referee

Discuss preferences in the administrative areasConsider appropriate heat intervalsFollow their instructions/guidanceSeek assistance with any issues earlier rather

than later

Types of MeetsDualOpenInvitationalTime TrialChampionship

Administrative PositionsClerk of Course

Scratches from prelims or timed finalsCheck in for events (distance, relays, etc.)Time trial entries

Timing Equipment OperatorTiming JudgeScoring PersonnelOther Administrative Personnel

Meet Setup in SoftwareEvent orderEntry requirementsEntry limitsTimed finals or prelim-finals formatScoring

Pre-Meet ResponsibilitiesReceipt of entriesSeeding

Timed finalsPrelim-finals formatFast to slow or slow to fastRe-seeding

Positive check in (if required and which events)Lane timer sheets, relay cards, award labels

Review Heat SheetPre-seeded timed finals or prelims: Check for

errorsDeck-seeded timed finals or prelims: Compare

to original psyche sheets, sign-ins (if required) and scratches received

Finals: Check any scratches after prelims for finals, make sure alternates are listed

Types of Timing SystemsAutomatic

Automatic start. Finish on touch pads

Semi-AutomaticAutomatic start. Finish on buttons

ManualWatches

Timing System DesignationPrimary

The most accurate system availableCould be automatic, semi-automatic, or manualTypically automatic, pads

SecondaryBackup to primary systemTypically buttons

TertiaryAt least one watch should be used as a back up for

the automatic or semi-automatic system

Determination of Official TimeThe time from a properly operating primary

system is the official timeAutomatic: Pad timeSemi-Automatic: 3 (middle time) or 2 (average time)

buttonsManual: 3 (middle time) watches

The primary timing system is probably operating properly if the secondary or tertiary time confirms by approximately 0.30 seconds or less

If secondary and/or tertiary times do not confirm the pad time and are slower than the pad time remember to investigate further

Timing AdjustmentsLane malfunction

Button adjustmentWatch adjustment

Heat malfunctionReview calculations

Minimum of 3 good lanes usedConfirm no out of 0.30 range backup times used

Time VerificationTime VerificationAt least one button confirms pad time

YUse pad time

Watch confirms pad time

Y Use pad time

Watches confirm one button time and faster

than pad

Y

Buttons confirm each other and faster than

pad

Y

Collect order of finish and coaches time. Compare with pad/watch/button times. Use best judgment.

Watches confirm each other and faster than

pad

Y Calculate pad-watch average difference and use adjusted watch

average

N

N

N

N

N

Calculate pad-button average difference and use adjusted button

average

Calculate pad-button average difference and use adjusted button

average

Time Verification (Colorado)Time Verification (Colorado)At least one button confirms pad time

YUse pad time

Watch confirms pad time

Y Use pad time

Watches confirm one button time and faster

than pad

Y Use button time

Buttons confirm each other and faster than

pad

Y Use button average

Collect order of finish and coaches time. Compare with pad/watch/button times. Use best judgment.

Watches confirm each other and faster than

pad

Y Calculate watch/pad average difference and use adjusted watch

average

N

N

N

N

N

Results VerificationConfirm timing reconciliations and adjustments

Do calculations make sense?Disqualifications

DQ codes in Meet ManagerNo shows/Declared false starts/Missing swimmersCheck scoring

Confirm scoring is per meet informationInform Referee if primary timing system time can

not be used

ResultsAnnouncedPostedLive resultsWebsite posting

Prelims-FinalsALWAYS obtain approval from Meet or Admin

Referee before posting any documents30 minute scratch rule (once announced) and

intent to scratchAnnouncing of any scratches or the final

participants once the scratch deadline occurs (Remember to check for intent to scratch on each event before closing)

RememberCommunicate pleasantly with everyoneBe courteous to the coaches, swimmers, officials

and volunteersTake your time to make sure paperwork and

results are accurateHave fun!

ResourcesMeet Manager help featureMeet Manager videos

Licensed copy of Meet Manager needed OSI online administrative tutorial videosEquipment manuals available online

Colorado Timing manualsDaktronics manuals

Questions ?