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TRANSCRIPT
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NORTH DAKOTA
LSC POLICY MANUAL
CORE VALUES: Leadership and Integrity
MISSION STATEMENT: Providing opportunities for athletes to achieve
lifelong success through swimming.
VISION STATEMENT: Swim Now - Lead Forever
Follow us on Instagram:
@northdakotaswimming
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www.facebook.com/northdakotaswimming
Website: www.ndswimming.org
Revisions May 2012
Sept 2013
February 2014
June 2014
October 2014
March 2015
April 2015
July 2015
January 2016
October 2018
December 2018
April 2019
October 2019
TABLE OF CONTENTS
LSC CLUBS AND CODES .............................................................................................................................. 1
PART 1 ORGANIZATIONAL STRUCTURE .................................................................................................. 2
1.1 NORTH DAKOTA LOCAL SWIM COMMITTEE (ND LSC) ................................................................... 2
1.2 BOARD OF DIRECTORS (also see ND LSC Bylaws Article 605/606) .............................................. 3
PART 2 ND LSC FEES .............................................................................................................................. 13
2.1 REGISTRATION/MEMBERSHIP FEES ................................................................................................... 13
PART 3 LSC CLUBS' RESPONSIBILITIES (CHARTER FEE - SEE PART TWO - ND LSC FEES) ..................... 16
3.1 COACHES ARE PROPERLY REGISTERED AND CERTIFIED .............................................................. 16
3.2 REGISTER ALL OFFICIALS AND ATHLETES - SEE REGISTRATION. .................................................... 16
3.3 SEND CLUB DIRECTORY INFORMATION TO STATE SECRETARY .................................................... 16
3.4 ADMINISTRATIVE RESPONSIBILITY ..................................................................................................... 17
3.5 RECRUITMENT OF ATHLETES VIOLATION.......................................................................................... 17
PART 4 REGISTRATION ........................................................................................................................... 19
4.1 ATHLETE REGISTRATIONS .................................................................................................................... 19
4.2 NON-ATHLETE REGISTRATIONS ......................................................................................................... 20
4.3 COACHES' REGISTRATIONS & CERTIFICATIONS ............................................................................. 21
4.4 NEW TEAM REGISTRATION ................................................................................................................ 22
PART 5 BASIC MEET REQUIREMENTS .................................................................................................... 23
5.1 MEET TYPES: ......................................................................................................................................... 23
5.2 SANCTIONED, APPROVED AND OBSERVED MEETS ...................................................................... 23
5.3 SANCTION APPLICATION .................................................................................................................. 25
5.4 SANCTION/APPROVAL ...................................................................................................................... 27
5.5 BIDS ....................................................................................................................................................... 27
5.6 MEET INFORMATION INVITATIONS ................................................................................................... 27
5.7 MISC. MEET REQUIREMENTS .............................................................................................................. 28
5.8 FINANCIAL STATEMENT ...................................................................................................................... 30
5.9 DISQUALIFICATION NOTICE .............................................................................................................. 31
5.10 TRAVEL POLICY-ATHLETES' CODE OF CONDUCT ..................................................................... 31
5.11 OFFICIAL EVALUATION FORMS .................................................................................................... 31
5.12 ND LSC RECORD VERIFICATION .................................................................................................. 31
PART 6 STATE CHAMPIONSHIP MEETS .................................................................................................. 33
6.1 REFER TO PART FIVE (Basic meet requirements) ........................................................................... 33
6.2 NATIONAL OFFICIALS' QUALIFYING MEET ...................................................................................... 33
6.3 ELIGIBILITY ............................................................................................................................................ 33
6.4 CHAMPIONSHIP PLAQUE .................................................................................................................. 33
6.5 PERCENTAGE HIGH POINT TEAM AWARD ...................................................................................... 33
6.6 TIME STANDARDS / QUALIFYING TIMES ........................................................................................... 33
6.7 AWARDS .............................................................................................................................................. 35
6.8 SENIORS' AWARDS.............................................................................................................................. 36
6.9 STATE AWARDS ................................................................................................................................... 36
6.10 COACH OF THE YEAR AWARD .................................................................................................... 36
6.11 SPIRIT AWARD ................................................................................................................................. 36
6.12 OFFICIAL OF THE YEAR AWARD .................................................................................................. 37
6.13 ELECTRONIC TIMER ........................................................................................................................ 37
6.14 APPRENTICING OFFICIALS ............................................................................................................ 37
6.15 MEET RESULTS .................................................................................................................................. 37
6.16 MEET FEES ........................................................................................................................................ 37
6.17 STATE CHAMPIONSHIP MEET FACILITY REQUIREMENT .............................................................. 37
6.18 HOSTING OF STATE CHAMPIONSHIP MEETS ............................................................................... 39
6.19 STATE MEET ROTATION .................................................................................................................. 39
6.20 CHAMPIONSHIP MEET - SCHEDULE OF EVENTS ......................................................................... 41
6.21 STATE MEET COMMITTEE ............................................................................................................... 41
6.22 MEET ENTRY DEADLINES ................................................................................................................ 41
6.23 STATE MEET OFFICIALS ................................................................................................................... 41
PART 7 OFFICIALS.................................................................................................................................. 43
7.1 PROCEDURE FOR OFFICIALS ............................................................................................................ 43
7.2 REQUIREMENTS AND RECERTIFICATION FOR OFFICIALS AND APPRENTICES ........................... 43
7.3 GENERAL GUIDELINES FOR DISCIPLINE AND DE-CERTIFICATION ............................................... 44
PART 8 PARTICIPATION AT ZONE and NATIONAL MEETS ................................................................... 51
8.1 RESPONSIBILITY .................................................................................................................................... 51
8.2 14 & UNDER ZONE MEET(S) ............................................................................................................... 51
8.3 NATIONAL LEVEL MEETS..................................................................................................................... 56
PART 9 MISCELLANEOUS INFORMATION ............................................................................................. 59
9.1 ACCIDENTS .......................................................................................................................................... 59
9.2 NATIONAL CONVENTION .................................................................................................................. 59
9.3 DIRECTORY INFORMATION ............................................................................................................... 59
9.4 OUTSTANDING SERVICE AWARD ..................................................................................................... 59
9.5 TRAVEL EXPENSE REIMBURSEMENTS ................................................................................................. 61
9.6 USA SWIMMING SELECT EVENT REIMBURSEMENT…………………………………………………..61
APPENDIX ................................................................................................................................................... 62
A.1 ND LSC TRAVEL POLICY AND CODE OF CONDUCT ............................................................... 62
A.2 PHILLIPS 66 OUTSTANDING SERVICE AWARD REQUEST ......................................................... 64
A.3 ND LSC CONFLICT OF INTEREST POLICY ................................................................................. 66
A.4 ND LSC DOCUMENT RETENTION POLICY ................................................................................ 68
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LSC CLUBS AND CODES
AQUASTORM AQST
BRECKENRIDGE-WAHPETON BWST
CENTER BARRACUDA SWIM CLUB CBSC
DICKINSON DOLPHIN SWIM TEAM DDST
FM GATORS SWIM TEAM FMY
JAMESTOWN JAWS SWIM TEAM JAWS
MANDAN MARLINS SWIM CLUB MMSC
MINOT SWIM CLUB MSC
NORTHERN LIGHTS SWIM CLUB NLSA
RED RIVER VALLEY RRV
VALLEY CITY SWIM TEAM VCST
WATFORD CITY WCST
WEST FARGO SWIM CLUB WFF
WILLISTON SEA LIONS SWIM CLUB WSL
Codes are the correct club codes used for registering clubs and swimmers.
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PART 1 - ORGANIZATIONAL STRUCTURE
1.1 - NORTH DAKOTA LOCAL SWIM COMMITTEE (ND LSC)
A. Is formed under and adheres to the USA Swimming Rules and Regulations in Part
Six of the Rule Book – “Governing Regulations of the Local Swimming
Committee”.
B. Consists of two entities:
(1) House of Delegates:
a. One designated LSC Rep from each Chartered Club within the LSC.
b. Must be USA Swimming Registered Member.
c. LSC Rep voting may be delegated to a proxy if approved by the ND
LSC General Chair.
(2) Board of Directors:
a. List of elected officers and their duties covered in section II of this
document as well as Article 605 of the ND LSC Bylaws.
b. Must be a USA Swimming Registered Member. If membership is not
provided through the individuals affiliated club, they may request
reimbursement from the LSC.
c. Does have the right to make changes without the House of Delegates
vote – BUT – all decisions and changes must be presented to the House
of Delegates and can be challenged by them with a motion.
d. Elections – the General Chair, Treasurer, Age Group Vice Chair,
Technical Chair, and Safety Chair be elected in the odd numbered
years. Administrative Vice Chair, Secretary, Senior Vice Chair,
Registration Chair and Disability Chair to be elected in the even
numbered years.
e. Members must agree to and sign a Statement of Principles on Ethical
Behavior and Conflict of Interest (Appendix Item #22).
C. LSC Meetings
(1) Open to everyone – observation and participation.
(2) Board of Director’s meetings held quarterly and as needed. House of
Delegate’s meetings held semi-annually (corresponding spring and fall with
Board of Director’s meetings).
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(3) Only those with designated authority can vote (one LSC Rep/Club and the
Board of Directors).
(4) Any debate on issues brought up during the meeting will be limited to three
minutes for the first speaker, then allowing five speakers pro-issue and five
against, each limited to one minute.
(5) Spring meetings will be held in conjunction with the Coaches Clinic as long as
they continue. Fall meetings will be held at a location in the West as
determined at the spring meeting.
1.2 - BOARD OF DIRECTORS (also see ND LSC Bylaws Article 605/606)
A. GENERAL CHAIR
(1) Is responsible for the general overall operation and effective functioning of
the ND LSC.
(2) Call meetings of the House of Delegates and/or with the LSC Board of
Directors. Such meetings shall be held as conveniently as possible for
members and should not always be held in the same place, i.e., alternate
east and west.
(3) Shall preside over all LSC and Board of Directors meetings.
(4) Shall represent the ND LSC in all zone and national USA Swimming meetings.
(5) Appoint committee Chairs to standing committees as may be necessary.
(6) Maintaining communication with and among group members.
B. TREASURER
(1) Shall maintain all financial records for the ND LSC. The ND LSC Treasurer will
maintain the ONLY checking and savings accounts; the treasurer’s name will
be on the signature cards of all checking and savings accounts held by ND
LSC. Each account will have signature cards to be signed by the Treasurer,
General Chair, and Senior Vice-Chair.
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(2) Shall keep records of all incoming money and pay all bills approved by the
Board.
(3) Shall publish a financial statement to be distributed at the spring and fall LSC
meetings.
(4) Shall publish a detailed statement of account as an annual report for the
annual House of Delegates Meeting.
(5) Shall submit a copy of all financial reports to the National Headquarters in
Colorado Springs.
(6) Shall file reports with the Internal Revenue Service as necessary.
(7) Shall have an audit of the books annually.
(8) Shall serve as an ex-officio member of the budget committee and submit an
annual budget at the fall meeting of the ND LSC.
(9) Shall record and file meet reports as filed by group members.
(10) Shall be bonded.
C. SECRETARY
(1) Keep official minutes of all LSC House of Delegates and Board Meetings.
(2) Conduct official correspondence.
(3) Shall send out announcements of meetings at least thirty days prior to the
meetings.
(4) Shall assemble a Directory of ND LSC Board Members and all club officials
and distribute to all LSC chartered clubs and ND LSC Board Members.
(5) Shall send copies of the meeting minutes to board members and club LSC
Representatives.
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D. ADMINISTRATIVE VICE CHAIR
(1) Shall conduct meetings in the absence of the General Chair.
(2) Shall represent the ND LSC in meetings, conferences, conventions in the
absence of the General Chair.
(3) Shall act as AVC and supervisor over Officials Chair for the ND LSC as well as
any other committee assigned to this position.
(4) Shall act as a member of the Financial Committee for the ND LSC.
(5) Assist the General Chair in developing policy for the ND LSC.
(6) Shall assemble and direct, as needed, the requirements needed for USA
Swimming LEAP status.
E. OFFICIALS CHAIR
(1) Shall facilitate the training and certification of qualified officials.
(2) STATE MEET OFFICIALS: The Officials Chair heads a committee for organizing
officials for the state championship meet. See Part Six, Section XVI.
(3) The Officials Chair selects one official to attend the Officials Clinic each year.
(4) Shall oversee qualifications of the officials with the club; shall be the liaison
with Clubs Official Chairperson.
(5) Officials’ positions and duties shall be as described in the USA Swimming Rules
and Regulator meet situation and comply with LSC regulations.
(6) Those persons qualified and who will have paid annual memberships with the
ND LSC.
(7) Swimming officials and trainees shall wear a uniform of appropriate clothing.
(8) Keep an updated list of registered officials.
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(9) Duties include:
a. Recruiting officials.
b. Provide clinics when needed.
c. Ensure that officials have adequate training to maintain certification.
d. Periodically schedule officials’ clinics required for advancement and
recertification on a yearly basis.
e. Update and maintain NDSI/NDLSC Official’s policy.
F. SENIOR VICE CHAIR
(1) Shall develop and conduct a program for senior swimming in ND LSC.
(2) Shall serve on committees as assigned by the General Chair.
(3) Shall be in charge of setting up ND LSC swim camps and developmental
camps.
(4) Shall handle Regional (Zones, All-Star, etc.) meet information for Team North
Dakota.
G. AGE GROUP VICE CHAIR
(1) Shall develop and conduct a program for Age Group swimming.
(2) Shall coordinate invitational meet schedule for short and long course
seasons.
(3) Shall establish an order of events for the short and long course championship
meets and shall cooperate with the host team in the conduct of these meets.
(4) Shall issue sanctions upon receipt of proper applications.
(5) Shall serve on committees as assigned by the General Chair.
(6) Shall serve as Records Chair.
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(7) Shall complete and file Observation Approvals for state high school season-
culminating meets as described in Part Five of this document and USAS
Rulebook 202.5.
(8) Tabulates top ten times.
H. REGISTRATION CHAIR
(1) Shall be responsible for registration of all swimmers in ND LSC using SWIMS
database within one week of receipt by the club LSC registrar.
(2) Shall submit monthly athlete registration and financial reports to ND LSC
treasurer.
(3) Create and distribute athlete membership cards to coaches; periodically
provides updated SWIMS roster lists to member clubs.
(4) Aid in the development and maintenance of ND LSC policy and procedure
pertaining to registration.
(5) Maintains knowledge of USA swimming registration rules, policies, and
procedures.
(6) Reviews all ND sanctioned meet rosters to ensure that participants are
registered swimmers using Pre-Meet Reconciliation or Post-Meet
Reconciliation.
(7) This position cannot be held for more than two consecutive 2-year terms.
(8) Provides information about USA swimming and the LSC to prospective
individual and group members through local website and information
packets.
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I. TECHNICAL PLANNING CHAIR
(1) Shall develop long-range plans for the ND LSC – working closely with Age
Group Vice Chair while doing so.
(2) Shall work on marketing plans to help finance the ND LSC Swim Program.
(3) Shall work with corporate sponsors to promote better swimming.
(4) Shall be responsible for state wide public relations for ND LSC Swimming.
(5) Shall act as Swim-a-thon Chair for the ND LSC – plus any other committees
assigned to this position. (The ND LSC portion of Swim-a-thon proceeds is to
be rebated back to participating clubs.)
(6) Responsible for all state championship awards.
(7) Shall act as Adult Non-athlete Membership Chair for the ND LSC.
(8) Shall submit monthly non-athlete registration and financial report to treasurer.
All monies received from non-athlete registrations shall be forwarded to the
ND LSC treasurer.
(9) Shall bill all clubs for charter fees by November – fees due December 15th of
each year.
(10) Be responsible for maintaining total coach certification compliance.
(11) Coach’s registration/safety finalization goes through the Technical Chair.
(12) Notify clubs and coaches of certification expiration and follow up on all
changes and additions to the requirements.
J. ATHLETE REPRESENTATIVES
(1) Three (3) Athlete Representatives shall be elected; one each year for a
2-year term and one each year for a 1-year term or until their respective
successors are elected.
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(2) There will be three (3) Athlete Representatives; Junior Athlete Representative,
Senior Athlete Representative, and At Large Athlete Representative. The
outgoing Junior Athlete Representative will assume office as Senior Athlete
Representative. The newly elected Athlete Representatives will assume office
following the state meet or no later than the spring LSC meeting.
a. If the Junior Athlete Representative is unable or unwilling to take the
position of Senior Athlete Representative a replacement will be
appointed per the bylaw process or elected at the next upcoming
elections, as determined by the Board of Directors.
(3) At the time of election, the Junior Athlete Representative must:
a. Be an Athlete Member in good standing.
b. Be sixteen (16) or seventeen (17) years of age OR a sophomore in high
school.
c. Be currently competing or have competed during the three (3)
immediately preceding years, in the program of swimming conducted
by NDSI or another LSC.
d. Reside in the Territory and expect to reside therein throughout at least
the first half of the term.
(4) At the time of election, the At Large Athlete Representative must:
a. Be an Athlete Member in good standing.
b. Be a freshman, sophomore, or junior in high school.
c. Be currently competing or have competed during the three (3)
immediately preceding years in the program of swimming conducted
by NDSI or another LSC.
d. Reside in the Territory and expect to reside therein throughout at least
the first half of the term.
e. Can hold the position up to (3) terms.
(5) At the time of elected, the Athlete Representative must:
a. Be an Athlete Member in good standing.
b. Be at least sixteen (16) years of age or at least a sophomore in high
school.
c. Be currently competing or have competed during the three (3)
immediately preceding years, in the program of swimming conducted
by NDSI or another LSC.
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d. Have his or her place of permanent residence in the Territory and
expect to reside therein throughout at least the first half of the term
(other than periods of enrollment in an institution of higher education).
(6) The election of the Athlete Representatives shall be conducted annually
during NDSI’s short course age group swimming championship, or other
regularly scheduled meet designated by the Board of Directors.
(7) The balloting shall take place at a meeting called for that purpose by the
Senior Athlete Representative with the assistance from the senior vice chair or
failing that at a time and in a manner designated by the Board of Directors.
(8) The Athlete Representatives elected shall be determined by a majority of the
Athlete Members in good standing present and voting who are thirteen (13)
years of age or older. Each team of NDSI shall appoint one athlete, who is at
least thirteen (13) years of age or older, to represent their team for each fiscal
year.
(9) Each of these athletes along with the three current athlete representatives
shall elect one junior athlete representative first and then one at large athlete
representative from this grouping. If there is a tie in the elections of the junior
athlete representative and/or the at large athlete representative, the senior
vice chair with council from the general chair shall have the tie breaking
vote. These newly appointed athletes will now represent NDSI and their
respective club shall appoint a new club athlete representative.
(10) The election of the Junior and At-Large Athlete Representatives shall be
conducted annually during NDSI’s short course age group swimming
championship, or other regularly scheduled meet designated by the Board of
Directors. The balloting shall take place at a meeting called for that purpose
by the Senior Vice-Chair, Senior Athlete Representative or failing that, at a time
and in a manner designated by the Board of Directors.
(11) The Athlete Representatives elected shall be determined by a majority of
the Athlete Members in good standing present and voting who are thirteen
(13) years of age or older.
(12) Shall represent swimmers at House of Delegates and Board Meeting.
Each rep 13 and older has a vote.
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(13) Jr. and Sr. reps encouraged to attend National Convention as long as it
doesn’t jeopardize NDHSAA eligibility. At Large Rep to serve as alternate.
(14) Shall serve on committees as assigned by the General Chair.
(15) No two reps from the same club can be athlete rep at the same time.
K. COACHES’ REPRESENTATIVE
(1) Shall represent coaches at the House of Delegates and Board Meetings.
(2) Shall call meetings of all coaches as needed to maintain communication
and to faithfully represent coaches’ views at ND LSC meetings.
(3) Shall serve on committees as assigned by the General Chair.
(4) ZONE COACHES: The coaches’ rep is the head coach for zones and will
choose the assistant and must be approved by the General Chair. See Part 8
for further details.
(5) The Zone Coach is expected to do the entries, and if not, $50 will be
deducted from his/her pay. Responsibilities also include the ordering of team
suits, caps, shirts, etc.
L. SAFETY CHAIR
(1) Be responsible for developing a local safety program in total compliance with
the updated National Safety Program regarding curriculum and instructors.
(2) Assist clubs in creating an improved awareness of safety.
(3) Report all accidents occurring in the LSC.
(4) Must maintain updated and current accident reports for all clubs with the
LSC.
(5) Be responsible for safety at the State Championships.
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(6) Serve as NDSI SafeSport Representative.
M. RECORDS CHAIR (AGE GROUP VICE CHAIR)
(1) Maintain state records. (See ND LSC RECORD VERIFICATION, A.12)
(2) Shall send out ND LSC State Recognition Awards to those swimmers setting
new State Championship and Overall Records.
(3) Each member of a record-breaking relay team shall receive a certificate.
N. DISABILITY & DIVERSITY CHAIR
(1) Serve as a liaison between the LSC and the USA Swimming Disability
Committee, disseminating information from the committee to the LSC board
and committees.
(2) Serve as a liaison to the LSC Board of Directors.
(3) Facilitate inclusion of swimmers with disabilities into clubs, championship
meets, and committees.
(4) Advocate for and facilitate funding for swimmers with disabilities for
championship meets equivalent to funding for able-bodied swimmers.
(5) Attend Convention in LSC delegate capacity.
O. NOMINATING COMMITTEE
(1) Shall consist of 5 members, elected annually. See bylaws for full description.
P. BOARD OF REVIEW
(1) National Board of Review pursuant to part four (4) of USA Swimming Rules and
Regulations.
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PART 2 - ND LSC FEES
2.1 - REGISTRATION/MEMBERSHIP FEES
A. ATHLETE REGISTRATION - (Fees to be determined at fall registration meeting) (USA
fee to increase $2/year 2015-2024 per 2013 legislation)
(1) ANNUAL ATHLETE REGISTRATION:
Registration Year USA Fee NDLSC Fee Total Fee
2020 $62.00 $10.00 $72.00
(2) SEASONAL ATHLETE REGISTRATION:
Registration Year USA Fee NDLSC Fee Total Fee
2020 $30.00 $10.00 $40.00
(3) For registered Season 1 or Season 2 athletes, each season is 150 days long
and includes the state meet plus a travel day. The insurance coverage is for
four months. If a seasonal athlete qualifies for Zones and wishes to
participate, the swimmer must pay the full Annual USA Swimming Fee.
(4) FLEX ATHLETE REGISTRATION:
Registration Year USA Fee NDLSC Fee Total Fee
2020 $10.00 $10.00 $20.00
(5) Flex membership is for a calendar year period and includes USA Swimming
insurance coverage and benefits:
a. For individuals 18 years and younger.
b. Flex members who wish to change to Annual registration memberships
within the same registration year can have membership fees credited
to the Annual Athlete registration.
c. Flex members may participate in two (2) USA Swimming sanctioned
meets per membership year for meets below the championship level.
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B. ADDITIONAL REGISTRATION INFORMATION
(1) Reportable to ND LSC Registration Chair – See PART FOUR – REGISTRATION.
(2) There is a $1 processing fee per instructional swimmer registered.
(3) The ND LSC fee will be waived for any club’s “Learn to Swim” program. It will
be the clubs’ responsibility to keep good records and to make sure they pay
the ND LSC fee when any “Learn to Swim” participant advances to a
competitive program.
(4) Any swimmer not USA registered will be charged a $50.00 fine per swimmer if
entered at the State Meet and the representing club will be responsible for
payment prior to the next season.
(5) Athlete registrations must be paid by the club directly. No individual checks
will be accepted.
(6) On-Deck Registration Fee -$5.00 in addition to athlete registration fee.
(7) Transfer requires completed form and $5.00 fee for any athlete attached to a
different club within one year of transfer date.
(8) Outreach membership requires completed form with required attachments
and $7.00 fee ($5.00 USA and $2.00 LSC). Outreach membership (income
based) offers qualified individuals the opportunity to become USA Swimming
year-round athletes at reduced fees.
C. NON-ATHLETE REGISTRATION
(1) To be used for coaches, officials, executive board members, parents
(everyone other than athletes).
(2) Individual Non-Athlete:
a. USA Swimming Fee plus $5.00 ND LSC Fee (USA fee to increase $2/year
2014-2023 per 2013 legislation).
Registration Year USA Fee Total Fee
2020 $62.00 $67.00
Life $1000.00 $1005.00
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(3) All registrations should be sent to the Technical Chair.
D. CLUB CHARTER
(1) USA Swimming Fee plus ND LSC Fee:
USA Fee ND Fee Total Fee
a. Club Registration Fees $70.00 $80.00 $150.00
(2) Must be received by ND LSC Technical Chair before December 15th annually.
Fees not received by due date will increase as follows:
a. Dec 15-31 Double amount from item 1
b. Jan 1-31 Triple amount from item 1
c. After Feb 1 $500
E. ND LSC ZONE DUES
(1) $100 – Central Zone Dues.
(2) To be paid by ND LSC Treasurer to USA Swimming annually.
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PART 3 - LSC CLUBS’ RESPONSIBILITIES
3.1 - COACHES ARE PROPERLY REGISTERED AND CERTIFIED
A. Must comply with current USA Swimming Guidelines.
B. Current requirements are CPR, First Aid, Coaches’ Safety Training, USA Swimming
Athlete Protection Training, Foundations of Coaching 101 (first year), Foundations
of Coaching 201 (prior to the start of the second year) and background check –
check with ND LSC Technical Chair for current updated requirements.
3.2 - REGISTER ALL OFFICIALS AND ATHLETES – SEE REGISTRATION
3.3 - SEND CLUB DIRECTORY INFORMATION TO STATE SECRETARY
A. As soon as possible after club board elections send names, addresses, and
phone numbers of club officers to ND LSC Secretary.
(1) President
(2) Vice President
(3) Secretary
(4) Treasurer
(5) LSC Rep
(6) Registration Chair
(7) Officials’ Chair – must be a certified official
(8) Safety Chair
(9) Head Coach
(10) Athlete’s Representative
B. These positions can be combined in any manner – at the discretion of clubs.
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C. The ND LSC will adhere to the Privacy Policy as stated by USA Swimming. If non-
athlete members submit names, addresses, telephone numbers, and email
addresses for our LSC directory, that is considered written authorization for the
publication of this information by the LSC in any form. If a member does not
want any of this information published they must state that when submitting the
information or send a notice to the ND LSC secretary stating that they do not
want specific information published.
D. The only information the LSC will publish in regard to athlete members is per the
USA Swimming Privacy Policy and ND Swimming, Inc. Children’s Online Privacy
Protection Act Policy (COPPA).
E. Use the current published LSC Club Directory to contact other ND LSC clubs.
3.4 - ADMINISTRATIVE RESPONSIBILITY
A. Be reminded that meet info, as long as it adheres to USA Swimming Rules and
Regulations, is LAW. Clubs are asked to make info as clear as possible and all
should be very careful to read info carefully. If we do not all cooperate with this,
we may soon reach the point where action will have to be taken and swimmers
will be the ones to suffer for the mistakes of the adults in charge.
3.5 - RECRUITMENT OF ATHLETES VIOLATION
A. The purpose of North Dakota Swimming is to promote the ideals of USA
Swimming, an amateur sport, through participation, competition, and
recognition of the young people within the area. The North Dakota Local
Swimming Committee supports these ideals that include the ethical behavior
and sportsmanlike conduct of our athletes and their supporters. Therefore, the
North Dakota Local Swimming Committee cannot condone the unethical
behavior of enticing swimmers away from one team to another within the North
Dakota LSC. The practice of enticement or harassment of swimmers and
parents, in the name of building or improving a team, is contrary to the
standards sought by the LSC and will not be accepted or tolerated by that
body. (See USA Swimming Rulebook, Code of Conduct, Article 304)
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B. Definition – Uninvited contact, in any form, by a representative (e.g., coach,
assistant coach, parent, or swimmer) of an existing North Dakota team or
proposed new team, to an attached swimmer or parent of an attached
swimmer on another team in the North Dakota LSC, for the purpose of recruiting
members.
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PART 4 - REGISTRATION
4.1 - ATHLETE REGISTRATIONS
A. All swimmers competing in events sanctioned by USA Swimming MUST be USA
Swimming registered prior to participating in any USA sanctioned meet or deck
register-with appropriate paperwork, an additional $5.00 registration fee (due
prior to the start of the meet) Meet manager does have the right to deny deck
registration as stated in the meet sanction information.
(1) $5.00 per splash fine for non-registered swimmers in meet competition,
payable by club.
(2) Any swimmer that is not USA registered will be charged a $50.00 fine per
swimmer, if entering in the State Meet and the representing club will be
responsible for payment prior to the next season. Any late registration fees
collected shall be designated to Zone Account.
B. Insurance is in effect once the application and money are received by the ND
LSC Registration Chair &/or Deputy Registration Chair. (Club registration Chair is
considered a Deputy Registration Chair.) Club registration chair should mail or
electronically submit registrations within 3 weeks of receipt to ND LSC Registration
Chair. Registrations should be received by ND LSC Registration Chair no later
than Tuesday before a meet. For additional rules applying to competition see
4.1.A
C. Athlete membership is for a calendar year period. New members applying for
membership on or after September 1st will be issued a membership credential
valid through December 31st of the following year.
D. Club Registration Chair is responsible for registering all swimmers within the club.
Registration forms must be completed or renewed yearly to be registered.
(1) Athlete Annual, Seasonal, Flex, Transfer, Outreach and On Deck forms are
also available on the ND Swimming website (see ndswimming.org)
E. Club Registration Chair should check with ND LSC Registration Chair for all info
needed regarding this position. The club registration Chair should attend the fall
meeting of the ND LSC to obtain updated registration packet and get any and
all questions answered. Club Registration Chair Informational Packet is available
on the ND swimming website (see ndswimming.org).
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F. All teams with more than 25 swimmers are required to submit their registration
electronically to the registration chair.
G. Be sure to check with ND LSC Registration Chair for proper transfer procedure
when a swimmer transfers into your club from another club and/or another state.
The Required Transfer form is available on the ND website.
H. Fees – see Part 2.1(A) – FEES –ANNUAL, SEASONAL, FLEX, OUTREACH, ON-DECK
and TRANSFER.
I. All athlete registrations are submitted to the ND LSC Registration Chair. Send
electronic batch and batch report via email. The same day send fees, hard
copy and USA forms in the mail. Registration will be processed and effective
upon receipt of the completed forms and fees. On deck registrations will not be
accepted for entire team rosters. No more than 5 on-deck registrations per
team/coach. Effective immediately athlete registrations must be paid by the
club directly. No individual checks will be accepted.
4.2 - NON-ATHLETE REGISTRATIONS
A. Applications along with proper fees must be mailed to the ND LSC Technical
Chair. DO NOT mail directly to USA Swimming, Colorado. The Technical Chair will
forward renewal forms for non-athlete members to respective clubs.
B. Reference part 2.1(C) for current fee structure.
C. All deck officials must be USA Swimming registered.
D. Registration of club members will be left to the discretion of the club leadership,
but clubs are encouraged to follow USA Swimming recommendation of requiring
membership of anyone who interacts directly and frequently with athletes as
part of their duties. This includes meet directors, team managers, computer
operators and chaperones but does NOT apply to timers, marshals, or
concession workers.
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4.3 - COACHES’ REGISTRATIONS & CERTIFICATIONS
A. No person without a coach membership will be allowed to participate in any
coaching capacity at any USA Swimming sanctioned competition. Coaches
must be prepared to present their credentials, upon request, at meets. USA Deck
Pass is considered an acceptable proof of credential.
B. Must be certified in CPR, First Aid, complete Safety Training for Coaches, athlete
protection training and complete the required USAS background check and any
other USA Swimming requirements, when applying for USA Swimming Coach
Membership.
C. Must be 18 years of age as required by USA Swimming.
D. No grace period for a newly hired coach.
E. Penalty non-compliance:
(1) Persons acting in the capacity of a coach but not having met membership
certifications will be barred from the meet deck.
(2) Clubs continuing to conduct a program with coaches who have failed to
meet certification requirements shall find themselves on grounds for
termination of club membership and loss of insurance coverage.
(3) Coaches must be fully certified by the first meet they attend. If the coach is
not certified by the first meet they attend, all members of the teams will be
considered unattached, and the club will be suspended from the LSC until
proper certifications are obtained and a new club registration fee of $200.00
is paid to the LSC.
F. Coaches’ registration and certification will be handled by the ND LSC Technical
Chair.
G. SAFETY - Since coaches exercise extensive control over the use and content of
an athlete’s time when involved in swimming, it is logical that the safety message
and action begin with them.
(1) GOALS OF SAFETY PROGRAM:
a. To keep the competition and fun in swimming.
b. To renew everyone’s safety awareness.
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c. To foster an evolution of safety.
d. To develop, in all, an understanding for the need for safety education.
e. To reduce injury frequency.
f. To reduce injury severity.
g. To develop a realization that all communications, both about success and
failures, are important.
h. To create a team with a “bias for action.”
i. To express the USA Swimming caring for the well-being of the athlete.
4.4 - NEW TEAM REGISTRATION
A. Plan several weeks to get your paperwork organized. All applications and all
paperwork go through the ND LSC Technical chair who, in turn, submits the
application to USA Swimming.
B. Refer to the USA Swimming Member Resources section of their website for the
applicable forms, requirements, and guidelines.
C. Team registration must be granted by USA Swimming at least 30 days prior to any
state championship meet for the new team to compete as a team at said meet.
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PART 5 - BASIC MEET REQUIREMENTS
5.1 - MEET TYPES
A. DUAL: Two USA Swimming member clubs wish to have a dual meet. That meet
must be sanctioned and all participants in the competition must be USA
Swimming registered members.
B. OPEN: A USA Swimming member club or LSC hosts a meet which is open to any
number of USA Swimming Clubs, in or out of its own LSC. All the participants must
be members of USA Swimming or FINA, and the competition must be sanctioned.
C. INVITATIONAL: A USA Swimming member club or LSC hosts a meet to which it
invites USA Swimming member clubs, in or out of its own LSC. All the participants
must be members of USA Swimming or FINA, and the competition must be
sanctioned.
5.2 - SANCTIONED, APPROVED, AND OBSERVED MEETS
A. SUMMARY
(1) This is intended to help clarify the key differences about the various types of
swims generating “official” USA Swimming times. More detailed information is
available in USA Swimming Rules and Regulations (Article 202) in which
requirements and conditions for sanction, approved competitions and observed
swims are defined. All references to insurance herein refer only to the insurance
provided through USA Swimming as of September 2004.
B. SANCTIONED EVENT
(1) Meet must be conducted under USA Swimming technical and administrative
rules.
(2) All times achieved will be recognized by USA Swimming.
(3) All participants must be registered members of USA Swimming, including
meet host, meet director, safety director, marshals, coaches, officials
(excluding timers), athletes, and participating clubs.
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(4) Full insurance coverage is in effect (excess medical and general liability) for
all registered members of USA Swimming. General Liability coverage is in
effect for the meet host and volunteers.
C. APPROVED COMPETITION
(1) Meet must be conducted under USA Swimming technical rules, including time
resolution.
(2) A request must be made to the LSC within its parameters for Approval.
(3) All times achieved will be recognized by USA Swimming, although only times
of USA Swimming members are eligible for incorporation into the SWIMS
database.
(4) There are no requirements for membership in USA Swimming for participation
in meet.
(5) Insurance: If hosted by a USA Swimming member club/organization, full
insurance coverage is provided for all registered members of USA Swimming and
general liability coverage is provided for the hosting entity. If hosted by a non
USA Swimming entity, full coverage is provided for the USA Swimming member
coaches and athletes who are participating as a USA Swimming entity.
D. OBSERVED SWIM(S)
(1) Meet is conducted under other than USA Swimming technical rules, e.g., high
school, NCAA, YMCA, IPC.
(2) The ND LSC Age Group Chair will report EDC, WDA and ND High School State
Championship information to USA Swimming and approve and document the
meets for observation as required. A request for any OTHER observed meet must
be made to the LSC within its parameters for Observation.
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(3) In order for times achieved at a high school meet to be loaded into USA
Swimming SWIMS Database, the swimmer’s full name and USA Swimming ID
Number must be listed in the meet results (therefore, in the meet database). The
club coach and the swimmer will have to be responsible for seeing that this is
included. The high school coach will have to be provided with the information
and the importance of his/her using it made clear. Only those times from swim(s)
observed and approved by USA Swimming appointed and certified officials
acting as observers are recognized by USA Swimming.
(4) Only times of USA Swimming members are eligible for incorporation into the
SWIMS database.
(5) There are no requirements for membership in USA Swimming for participation
in meet.
(6) There is no medical or liability coverage for participants or host. Excess
medical is provided to designated LSC NTV Observers only while observing swims
on the LSC’s behalf.
5.3 - SANCTION APPLICATION
A. Review SANCTION/APPROVAL APPLICATION CHECKLIST (see ndswimming.org)
B. APPLICATION FEES
(1) Time trials, Duals, or other non-competitive activities - $90 (includes
refundable deposit of $80).
(2) All other Sanctioned/Approved competitions - $100 (includes refundable
deposit of $80). Two or more sanctions under one meet contract for one period
of time (i.e. meet and time trials) conducted in the same weekend, shall require
only one refundable deposit.
(3) LSC meet fees are waived for any meet/organization hosting a Zone or
higher-level meet.
(4) A $50.00/week fine will be assessed to clubs for sanction applications that are
not in to the Age Group Vice Chair, for all schedule meets, by 12 weeks prior to
the start of the scheduled meets.
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(5) Any clubs having outstanding late fees from a prior season will not be issued a
new sanction until all fees are paid.
(6) Sanctions received less than 4 weeks prior to the start of the scheduled meets
will not be allowed unless there are extenuation circumstances as determined by
the Age Group Chair.
(7) If any meet is cancelled within 8 weeks of the event, the sanction fee may
not be refunded.
(8) If another team picks up a cancelled meet slot, and it is inside of the 8-week
window, they may not be charged a late penalty since they are picking up a
spot cancelled by another team. If at the 6-week point, a team that has a meet
scheduled and has not paid their fee, the weekend will be opened between 6
and 4 weeks to allow another team to pick up the date without fine.
C. APPLICATION INFO REQUIRED
(1) Completed Application for Sanction, Approval, or Observation (see
ndswimming.org).
(2) Submit a copy of meet information which follows the ND LSC meet template
(see ndswimming.org)
a. It is the responsibility of the host team meet manager to distribute the
meet information to invited teams.
b. Must include all information required in Sanction Application Checklist
(see ndswimming.org).
c. Must electronically submit a TM file (HyTek) of events as part of the
sanction.
(3) Payment for fees outlined in 5.3.B.
(4) All information must be submitted to the ND LSC Age Group Vice Chair
D. INSURANCE COVERAGE – all clubs must keep in mind that all team events must
be sanctioned in order to be covered by the USA Swimming Insurance.
E. All pools in ND LSC used for any sanctioned meets must be measured by a
licensed engineer/surveyor and submitted to the ND LSC Safety Coordinator.
(See Measurement Certification of Permanent Racing Course – USA Swimming
Rulebook Article 103). If a pool is modified, a new form must be completed.
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5.4 - SANCTION/APPROVAL
A. When the ND LSC Age Group Vice Chair has approved your application for
Sanction or Approval, you will receive the sanction number electronically. This
sanction number must be listed on your meet information
5.5 - BIDS
A. A member, whether individual(s), club(s), or organization(s), in good standing
with North Dakota Swimming, Inc. may be permitted to submit a bid to host a
zone, regional, or national championship swim meet, provided that prior to
submission of the formal bid, the Board of Directors gives a formal approval to
the bid and enters into a written agreement which requires the member to
assume full responsibility for all phases of conducting the meet. In the event that
the next scheduled meeting of the Board of Directors falls after the bid
submission deadline, the Executive Committee of the Board of Directors shall
have the power to meet and act on behalf of the Board of Directors.
5.6 - MEET INFORMATION INVITATIONS
A. Follow USA Swimming Rules & Regulations – you will jeopardize your sanction and
insurance coverage if you bend or break USA Swimming Rules & Regulations. If
you plan on easing up on changing rules (ex. Easing up on younger swimmers)
have your meet approved rather than sanctioned.
B. Utilize the ND LSC standard meet template (see ndswimming.org).
C. Meet information must include your sanction number, Meet Referee, Starter, and
Administration Official.
D. Deadline Date – Meet info must use postmark date as deadline date.
E. Meet length limit – Meets shall follow rules set forth by USA Swimming Article 102
and 205. A fine of $500 per hour will be assessed for the first violation; second
violation is a six-month charter suspension. Enforcement would be the same as
when fees are not pain. The Head Referee and Officials would be responsible for
reporting the violation. If the 800- and 1500-yard freestyle events are held at the
end of a session, such events shall be included in the 8-hour rule.
F. Open water events can be included as part of a club’s meet schedule.
G. Meet entry form – A meet entry form that can be filled in manually is sent by
clubs. These should be included in the meet information.
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H. Meet entry fees
(1) Maximum $1.50/individual event and $3/four-person relay.
(2) $5.50/Swimmer fee, including state championship meets (with a maximum of
$5.50 charged to the swimmer).
(3) Clubs may assess reasonable additional fee to help defray expenses for
electronic timer, etc.
(4) Allow individual clubs to charge a flat fee per swimmer rather than above 1,
2, and 3. If #4 is chosen, #2 must be submitted.
I. Warm-up procedures (see ndswimming.org)
(1) Warm-ups will be a minimum of 1 hour.
(2) There will not be assigned lanes for warm-ups at the long course state
championship meet.
J. Out of courtesy, please use current ND LSC Club Directory for mailing.
K. Meet announcement for a sanctioned meet must include USA Swimming
membership requirement, on deck registration availability, competition course
certification, water depth, sanction statement, and racing start certification
statement.
5.7 - MISC. MEET REQUIREMENTS
A. MEET OFFICIALS
(1) All deck officials (with the exceptions of timers) must be ND LSC certified and
USA Swimming registered.
(2) Electronic Timers at meets are encouraged to be timer certified.
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(3) Marshals – it will be the host team’s responsibility to provide a minimum of four
marshals or lifeguards, one of whom will be a marshal and will report to and
receive directions from the Meet Referee. Marshals shall have full authority to
warn, or order to cease and desist, and with the concurrence of the Meet
Referee, to remove from the vicinity of the swimming venue, anyone behaving in
an unsafe manner or using profane or abusive language or whose actions are
disrupting the meet. Marshals are not responsible for providing emergency
rescue. Emergency action plans are the responsibility of the meet host.
(4) The Meet Referee does not have to be on the pool deck during warm-ups
but must be available in the meet facility.
(5) All officials working at a North Dakota meet must be able to produce their
valid Deck Pass credentials at any time during a meet.
(6) Teams submitting entries for a meet must provide the names of officials that
will work the meet. Teams must provide one official for the first10 swimmers
entered in the meet, and then for every 15 after that; teams with less than 11
swimmers entered are not obligated to provide an official. (11-25 swimmers
entered require one official; 26-40 require two officials, etc.) Apprentices will be
considered as officials. There is a maximum requirement of six officials from any
club for a meet entered.
(7) Teams failing to provide the names of any officials, or failing to provide the
required officials, will be deemed in violation of the standards. A fine of $50 will
be imposed for each session in which a team does not provide the required
number of officials, with the exception of the state meets, to be paid to the ND
LSC. Host teams are not subject to the above fine. In addition, the host club has
the option of refusing entries or late entries for the violating club.
(8) The LSC will provide each newly certified official with one ND LSC Official’s
shirt and name tag. Shirts will be ordered once a year before the Long Course
State Meet, or more often if minimum order is met.
B. HEAD-SETS – for official’s work, great, BUT should not be used to influence officials
to unfairly watch a particular swimmer (example: no passed messages to watch
the kick on lane 3).
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C. MEET RESULTS
(1) The results should indicate who made a state qualifying time and
disqualification codes.
(2) With relays, please list names and ages of swimmers (1st-3rd place).
(3) Two weeks after the conclusion of a meet, the Age Group Vice Chair must
receive the following:
a. Electronic submission (e-mail) of meet results including HyTek file and
PDF.
b. ND LSC Fees per swimmer.
c. List of Participants for Registration Chair.
d. Electronic meet file back to Head of Officials.
(4) Four weeks after the conclusion of a meet, the Age Group Vice Chair must
receive the following:
a. Referee Meet Report (print out from electronic submission)
b. ND LSC Financial Summary of Meet (see ndswimming.org)
c. State Records Forms (see ndswimming.org)
(5) Meet Results must follow the rules outlined in 102.25 of the current USA
Swimming Rules & Regulations.
D. BACKSTROKE ENTRY INTO WATER – Entry must be made with feet first into the
water. Safety disqualification if not adhered to.
5.8 - FINANCIAL STATEMENT
A. Host club MUST complete a Financial Summary of Meet form. Each club should
be as accurate as possible when figuring their meet income and meet expenses.
The ND LSC fee of $5.50/swimmer should be sent along with the financial
summary to the Age Group Vice Chair.
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5.9 - DISQUALIFICATION NOTICE
A. This is a two-part NCR form – one copy to swimmer, one to electronic timer. A
swimmer shall be barred from their next individual event if they do not adhere to
the safety regulations. A disqualification will be issued. Forms must be provided
by meet hosts for all meets other than the State Meets and higher which will be
provided by the LSC.
5.10 - TRAVEL POLICY-ATHLETES’ CODE OF CONDUCT
A. ND LSC has adopted a “Travel Policy-Code of Conduct” which is to be enforced
for all athletes and coaches along with Article 304 of USA Swimming Rulebook.
See Appendix for the most current policy.
5.11 - OFFICIAL EVALUATION FORMS
A. The ND LSC Official Chair will provide an evaluation form (for evaluation of
overall officiating) which will be sent to clubs along with their sanction and
financial statement forms. The meet Officials Chair will complete it and return to
ND LSC Officials Chair. These forms will be used to discuss any problems which
arise among officials, rule interpretations, etc.
5.12 - ND LSC RECORD VERIFICATION
A. Use required form (see ndswimming.org). Complete one for each new record
set. Original goes to ND LSC Age Group/Records Chair, one copy to the
swimmer’s coach, and the other copy stays with meet management. The Meet
Referee must sign the form.
B. Observed times from high school meets cannot be used for State records.
C. State records – can only be set at the State Championships.
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D. Overall records – events recognized will be only those events which are swum at
the ND LSC State Meet, including 8 & under. ND LSC Records are based on
these age groups: 8 & under, 10 & U, 11 -12, 13-14, 15-16, 17-18, or 15-18. 15-18
events setting a new record must be recorded as 15-16 & 17-18 UNLESS the meet
info directed the 15-18 events to be broken down into 15-16 & 17-18. A State
record can break an Overall record. No matter how events are swum, the
record stands based on the age of the swimmer.
E. Relay records from Zones may not be an overall record.
F. No records will be recognized for a State Overall record unless the sanctioned
event includes more than one team, but shall not include time trials, time-
standard trials, record trials, or special events that do not count in the scoring of
the meet being conducted.
G. Overall records can be set at the time trials of a State Championship and higher
level meets.
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PART 6 - STATE CHAMPIONSHIP MEETS
6.1 - REFER TO PART FIVE (Basic meet requirements)
A. Basic meet requirements also apply to State Championship Meets.
6.2 - NATIONAL OFFICIALS’ QUALIFYING MEET
A. Application for National Officials’ Qualifying Meet certification of long and short
course state meets will be made if the meet format is a prelim/final format.
6.3 - ELIGIBILITY
A. Any duly registered ND non-club affiliated swimmer will be allowed to swim in the
State Championships unattached.
6.4 - CHAMPIONSHIP PLAQUE
A. To be provided by the ND LSC to the winning team.
6.5 - PERCENTAGE HIGH POINT TEAM AWARD
A. This will be a plaque awarded to the team with the most points scored per
swimmer. Total team points will be divided by the number of swimmers per
team. A club must have a minimum of five swimmers to be eligible for this
award.
6.6 - TIME STANDARDS / QUALIFYING TIMES
A. Will be a ‘B’ standard motivational time published by USA swimming. If there is no
‘B’ standard it is the 24th best time for 8 and under age group, and the 16th best
time for the 50s over the past 3 years.
B. A swimmer must qualify for the 1000 & 1650 (SC) by swimming them. The same
goes for the 800 & 1500 (LC).
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C. The qualifying period for Short Course State Championship Meet is from January
1 of the previous year through the entry deadline for the meet. The qualifying
period for Long Course State Championship Meet is from May 1 of the previous
year through the entry deadline for the meet.
D. Short Course State (25 yards)
(1) Conforming times must be achieved in a short course pool meeting the
requirements of USA Swimming Rules & Regulations 103.2.1.
(2) Short Course Meter times shall be converted to Yard Times for proper seeding.
Times for 25/50/100/200 meter events must be divided by 1.11. Times for the 400
& 800 meter must be divided by 0.8925 to obtain times for the 500 & 1000 yard
events. The 1500 meter time must be divided by 1.02 to obtain the 1650 yard
time. Drop the third and following digits after the decimal place.
(3) The ND LSC will publish the yard times converted to meters to assist in
determining if a state qualifying time was achieved in a short course meter pool.
(4) Times from a long course pool will be converted to short course times and
must meet standards to qualify for the short course state meet.
E. Long Course State (50 Meter)
(1) Conforming times must be achieved in a pool meeting the requirements of
USA Swimming Rules & Regulations 103.2.1.
(2) Short Course times (Meters & Yards) swam during the long course season (on
or after April 15) must meet a qualifying time converted from the long course
meter time.
(3) The ND LSC will publish the converted short course times to assist in
determining if a state qualifying time was achieved. These times will be
converted to long course meter times for seeding purposes at the state meet.
Yard times will be first converted to Short Course Meters.
a. Times for 25/50/100/200 yard events will be multiplied by 1.11.
b. Times for the 500 & 1000 yard events will be multiplied by 0.8925 to
obtain times for the 400 & 800 meter events.
c. The 1650 yard time will be multiplied by 1.02 to obtain the 1500 meter
time.
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d. Short Course Meter times are then converted to Long Course Meter
times by adding time for each additional turn (Freestyle: 0.8 seconds,
Backstroke: 0.6 seconds, Breaststroke: 1.0 seconds, Butterfly: 0.7
seconds, and Individual Medley: 0.8 seconds). Drop the third and
following digits after the decimal place.
(4) If a swimmer swims a Short Course State qualifying time in a short course
event during the short course season (meters or yards), that swimmer is also
qualified in the corresponding long course event. For purposes of this
section, a meet is defined as any sanctioned event.
(5) All short course times will be converted to LC meter times and seeded as so.
F. If a USA Swimming state qualifying time is achieved by any high school swimmer
in a high school meet after September 1 of the current season, that time may be
used as a qualifying time for that year’s Short Course ND LSC State
Championships. Coaches must be able to prove any high school time used.
Any times unproven will result in a fine of $100/ time entered.
G. “Split times”, as defined in the USA Swimming rule book, from any high school
observed meet will be accepted as USA Swimming State qualifying times
provided the split can be proven by a copy of the meet results and the official
split verification from that meet. Relay “split times” may be used for the lead
swimmer only.
H. The ND LSC Age Group Vice Chair will be responsible to sample times submitted
by each ND LSC member club as State qualifying times. Each club will be
notified of the sample selection criteria used, the times selected for testing, the
method(s) of proof to be accepted and the procedures to be used if submitted
times cannot be proven. Swimmers “best times” are to be submitted as meet
entry times.
6.7 - AWARDS
A. ND LSC to provide a custom medal for 1-8 place.
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6.8 - SENIORS’ AWARDS
A. With the discretion of the host club, high point awards can be awarded for senior
swimmers at State Championships. Seniors DO score points (19 & older).
6.9 - STATE AWARDS
A. Awards at the State Championships will be through 16th place with points only
through 8th place.
6.10 - COACH OF THE YEAR AWARD
A. An LSC Coach of the Year award will be established and announced at the ND
LSC State Championship of the applicable season.
(1) On Friday of the State meet, each club will nominate one coach (any head
coach or assistant coach in good standing) that they would like put on the
Coach of the Year ballot. Ballot forms will be available at the State meet. The
nomination should state the reasons why the coach should be nominated. The
nomination must be signed by a current board member from the club or if the
club is a coach owned club then the nomination can be signed by the coach’s
designee. Nominations must be turned into the Meet Referee by the conclusion
of the first day of the session.
(2) The meet committee, the state meet officials present at the time of voting,
and a coach from each club will vote on Saturday. Ballots must be turned into
the Meet Referee no later than the end of the second day. The Coach of the
Year Award will be awarded at the beginning of the final session. The Award will
be given for both the Long Course and Short Course seasons. Plaques will be
purchased by the ND LSC Technical Chair for this award.
6.11 - SPIRIT AWARD
A. The LSC will provide the host club with a Spirit Banner to be awarded on Sunday
of the Long Course State Championship Meet, only, to the team that shows the
most spirit and sportsmanship including parents, swimmers and coaches. The
Spirit Committee will consist only of the General Chair, Head Referee, and Senior
Athlete Rep. The Spirit Award will be awarded at the same time as the Coach of
the Year Award.
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6.12 - OFFICIAL OF THE YEAR AWARD
A. The LSC will provide a small plaque and $50 gift card for the official receiving the
award. The Officials Committee will determine the recipient and policy. It will be
awarded at the ND LSC Short Course State Championship Meet at the same
time as the Coach of the Year Award.
6.13 - ELECTRONIC TIMER
A. Must be used for State Championship Meets.
6.14 - APPRENTICING OFFICIALS
A. See ND LSC Official’s Policy (ndswimming.org).
6.15 - MEET RESULTS
A. Must be sent to ND LSC Records Chair and also to ND LSC Age Group Vice-Chair.
Each ND LSC club must provide the Age Group Vice Chair meet results using
Meet Manager 3.0 or compatible software.
6.16 - MEET FEES
A. The club hosting the ND LSC State Championship Meet shall forward to ND LSC
the required per swimmer fee as stated in Part Five- Meet Entry Fees PLUS an
additional $2 per swimmer ($7.50 total) for each swimmer entered in the State
Meet with no additional fee charged to the swimmer.
6.17 - STATE CHAMPIONSHIP MEET FACILITY REQUIREMENT
A. MINIMUM POOL REQUIREMENTS FOR HOSTING THE ND STATE SHORT AND LONG
COURSE CHAMPIONSHIPS
(1) The requirements listed as minimums in Article 103 of the USA Swimming Rules
and Regulations must be met. In general, these standards set the requirements
for water depth, course dimensions, pool walls, required pool and bulkhead
markings, and other miscellaneous standards.
38
(2) One of the main requirements after any pool modification is the re-
certification of the racing course. This requirement applies to both 25-yd and 50-
meter courses with or without bulkheads. These requirements can be found in
Article 104 of the USA Swimming Rules and Regulations.
(3) In addition to the minimum requirements listed in Article 103 and 104 other
requirements were approved by the House of Delegates. They are as follows:
a. Minimum of 8 lanes.
b. Starting blocks at each end of the racing course (minimum depth
requirements apply).
c. Cool-down/warm-up pool separated from the meet/racing pool.
d. Spectator seating for 600 as a minimum.
e. On deck athlete seating for 300 minimum.
f. Adequate motels, restaurants in the near vicinity.
g. Adequate Parking.
h. The use of a copy machine on-site.
i. A separate meeting room for Officials.
B. APPLICATION FOR CONSIDERATION TO BE ADDED TO THE APPROVED MEET
FACILITY ROTATION
(1) Facilities must meet the minimum aquatic and community requirements as set
forth by the Board of Directors included in the ND LSC Policy Manual.
(2) Once the minimum requirements are met and documented, the club
recommending the facility shall petition the board in writing two months prior to
the next general LSC meeting for inclusion into the state meet rotation.
(3) Upon approval of the Board and ratification by the House of Delegates the
new pool will be added to the rotational list for either Long Course or Short
Course or both. Addition to the rotation will be two years future from the
acceptance date.
(4) The meet rotation schedule will be adjusted with the addition or deletion of
any facility to the approved list of Championship Meet Locations.
(5) The Application for Consideration is located in the LSC Policy Manual
Appendix.
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6.18 - HOSTING OF STATE CHAMPIONSHIP MEETS
A. State Championship Committees will be formed consisting of the following
individuals: One Member from the ND LSC Board that is not part of the host or co-
host team, acting as Committee Chairperson, two Members from the host facility
club and two individuals from the co-host club. One committee will be formed
for Short Course and one committee for Long Course Championships.
B. The committees will be formed a minimum of one year in advance of the State
Championship Meet date.
C. The State Championship Committee will decide the level of involvement and
commitment of the host and co-host clubs concerning all activities related to the
hosting of the State Championship Meets. The committee will also decide upon
the split in meet proceeds between the host club and co-host clubs.
D. Should the co-Host club decline to share in the meet responsibilities then the host
club will have full responsibility of hosting the meet.
6.19 - STATE MEET ROTATION
Year SC
Location
Co-host Team/Board
Chair
LC
Location
Co-host Club/Board
Chair
2011 Bismarck Bismarck Mandan-Declined
2012 Grand
Forks
FM Gators – April Lange Bismarck Jamestown-Declined
2013 Grand
Forks
West Fargo/Crookston-
April
Bismarck MMSC – Leith (final
5/2013)
2014 Bismarck ASK/CBSC (final 5/2013) Bismarck DDST
2015 Grand
Forks
WSL/BWST Bismarck NLSA
2016 Grand
Forks
MSC/VCST Bismarck JAWS
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2017 Bismarck MMSC Bismarck ASK/CBSC
2018
Grand
Forks FMY/CROC Bismarck DDST
2019 West Fargo FMY/BWST Bismarck MMSC
2020 Grand
Forks
NLSA/? West Fargo ?
2021 Bismarck WSL/CBSC Bismarck DDST
2022 Grand
Forks
MSC/VCST West Fargo JAWS
2023 West Fargo FMY/BWST Bismarck MMSC
2024 Grand
Forks
NLSA/? West Fargo ?
2025 Bismarck WSL/CBSC Bismarck DDST
2026 Grand
Forks
MSC/VCST West Fargo JAWS
Small team rotation 2013
start
Large team rotation 2012
start
JAWS FMY
MMSC WFF
CBSC – only BIS WSL
BWST MSC
DDST FMY
VCST – only SC WFF
NLSA WSL
MSC
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6.20 - CHAMPIONSHIP MEET - SCHEDULE OF EVENTS
A. LONG COURSE MEET [See Appendix]
B. SHORT COURSE MEET [See Appendix]
C. Each swimmer is limited to 3 individual events and 2 relay per day with a
maximum of 7 individual events at the Short Course State Championship Meet.
Each swimmer is limited to 3 individual events and 2 relay per day with a
maximum of 7 events at the Long Course State Championship Meet.
D. Time trials will be held at the State Championships with a $10 per event fee.
Swimmers will be limited to no more than five total events per day. The host club
is responsible for administering Time Trials. Overall records can be set at the time
trials of a State Meet.
6.21 - STATE MEET COMMITTEE
A. A meet committee will be formed consisting of the General Chair, Head Referee,
a Coaches' Rep. from the smallest and largest teams represented, and the
Senior Athlete Rep.
B. ATHLETE MEETINGS - The athletes are to hold a meeting on Saturday of both Short
Course and Long Course State Championship Meets following the morning
sessions. This information must be stated in the meet information. (See Section
1.2 above for Athlete Representative descriptions.)
6.22 - MEET ENTRY DEADLINES
A. Meet entry procedures and deadlines will be defined in the meet information.
6.23 - STATE MEET OFFICIALS
A. Each club should make recommendations to the Official's Chair for officials for
the State Meet. An official must have completed officiating for 6 total meets
prior to being eligible for officiating at the State Meet and must have worked at
least one USA Swimming meet that current season.
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B. A Meet Committee consisting of the Official's Chair, General Chair, and Age
Group Vice Chair makes the selection for Meet Referee and Administrative Meet
Referee/Official, then that group makes the selection of starters and deck
referees for the State Meet.
C. WARMUP PROCEDURE - The warm-up procedure for State Championships shall
follow ND LSC. Warm-up Procedures and Safety Guidelines. It will be at the Meet
Referees discretion to allow Team/Lane Specific Warm-ups for the 12 and Under
sessions. If team specific warm-ups are used, certified coaches for each lane are
responsible for the swimmers in that lane.
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PART 7 - OFFICIALS
7.1 - PROCEDURE FOR OFFICIALS
A. Learn the Rules.
B. Attend clinics.
C. Act professional. Treat the swimmers and coaches fairly. Sportsmanship is
important. Be impartial.
D. Welcome apprentice officials. Encourage parents to become involved.
E. Meet Referees or designee shall enter the meets officials into the Officials
Tracking System (OTS) on the USA Swimming website.
F. The ND LSC official’s uniform is khaki bottoms with a white polo shirt bearing the
ND LSC logo. The LSC will provide each newly certified official with one official’s
shirt and name tag.
G. All Meet Directors, Referees, Starters, and Stroke & Turn Judges working a meet
MUST be USA Swimming registered.
7.2 - REQUIREMENTS AND RECERTIFICATION FOR OFFICIALS AND APPRENTICES
A. Found on ndswimming.org under Official’s Policy
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7.3 - GENERAL GUIDELINES FOR DISCIPLINE AND DE-CERTIFICATION
A. INTRODUCTION
(1) The Officials Committee of USA Swimming working with the LSC Official
Chairpersons has developed minimum standards for the certification of USA
Swimming Officials. Until now there have not been any provisions or guidelines
for dealing with discipline and qualification deficiencies of officials after the
official has been certified. The following is intended to set forth guidelines.
Should an LSC choose to make any of these provisions stricter, the LSC may do
so, so long as the modified provision does not violate any of the Rules and
Regulations of USA Swimming. The implementation of these guidelines, as with
everything else in officiating, will require sound thought, reason and common
sense. One should not rush to judgment until all the facts and both sides of the
matter are heard. Further, one should not treat the matter as being bigger than
it is. Remember the mountain and the molehill. Remedial efforts are the primary
key with the understanding that it is often easier to save an official than it is to
recruit a new one. Often the official’s deficiencies are the result of the efforts of
someone else – in a phrase – lousy initial training.
(2) Membership in USA Swimming is granted as a privilege, not a right. A rights,
privileges, or positions of authority in an LSC are granted or authorized by the
Rules and Regulations of USA Swimming and bylaws of the LSC.
(3) Under Section 6 of the model LSC Bylaws the officials’ chairperson and the
officials committee have the following responsibility:
a. 606 - Divisions and Committees
i. Officials Chairman – The Officials Chairman shall chair the
Officials Committee, which is responsible for recruiting, training,
certifying and supervising officials for the North Dakota LSC (ND
LSC). The Officials Chairman shall be a referee certified by the
ND LSC and each member of the Officials committee shall be a
certified official of ND LSC.
b. 607.4 - Duties and Powers of Standing Committees and Coordinators
i. Officials Committee - The Officials Committee is authorized and
obligated to recruit, train, test, certify, evaluate, retest, re-certify
and supervise officials for ND LSC and such other activities as
may be necessary or helpful in maintaining a roster of qualified,
well trained and experienced officials of the highest caliber.
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B. CATEGORIES
(1) In order to organize the possible matters and issues that could arise, three
categories have been chosen which should cover all matters. The three
categories are Professional Qualifications, Professional Misconduct and Code of
Conduct.
C. PROFESSIONAL QUALIFICATIONS
(1) This category relates to matters involving deficiencies in the professional
qualifications of the official. It relates to the technical aspects of the field of
officiating, such as a lack of knowledge of the rules, improper application of the
rules, etc.
(2) An illustration of this category might be the following: Official A is a certified
Stroke/Turn Official with two years of experience. He never makes a call,
even when it is clearly “under his nose.”
D. PRIMARY RESPONSIBILITY– LSC Officials Chair
(1) It is the responsibility of all officials to observe and evaluate the officials who
are working for and with them. All deficiencies should be reported to the meet
referee, who may address them at the time of the meet, if the meet referee feels
that it would be best at that time. However, should it become apparent the
official is deficient in the qualifications to serve in the position the official is
certified for, then these deficiencies need to be reported to the LSC Officials
Chairperson.
(2) The Chairperson is primarily responsible for addressing the situation. It must be
kept in mind that at this stage the approach needs to be remedial rather
than punitive.
(3) The first step for the Chairperson is to gather all the facts. The Chairperson
may conduct the investigation or may assign the role to another trusted
official. It is important that all of the facts are discovered and they be
documented to the extent they can be.
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(4) Additionally, when conducting the investigation, the following shall be
determined concerning the official:
a. Knowledge of the rules.
b. Application of the rules.
c. Judgment on deck in applying the rules.
d. Professionalism on and off the deck.
(5) After the facts are obtained, the Chairperson should schedule a meeting with
the official and review in depth the performance of the official. The official
needs to be given the facts as gathered by the Chairperson and the full
opportunity to state his or her side of the matter and to make a request for
help, should the official choose to do so. At this stage, if the Chairperson
believes it is in the best interest of the official, it is appropriate to bring in other
members of the Officials Committee or some third person who is a friend of
the official to assist in the meeting. In the latter situation, the friend should be
an official, because we are addressing professional qualifications.
Furthermore, should the Chairperson believe it is inappropriate for him or her
to meet with the official or address the issue; the Chairperson may assign the
matter to another official.
(6) The Chairperson has the following powers:
a. To reassign the official to a lower position, where the official is qualified
(i.e., referee to stroke and turn judge). The Chairperson should present the
official with a program to be performed within a given time frame,
providing the official the opportunity to regain his or her position.
Although the program to be presented should be developed by the LSC,
it is recommended that it include re-training, observation over a series of
sessions and testing.
b. To leave the official in his or her current position but establish a re-training
program to correct any deficiencies. Again, any program proposed
should include observation over a series of sessions and testing. In this
situation, the Chairperson may decide to withhold any future assignments
at the certified position until the official completes the program and is
signed off by the training official(s).
c. If the Chairperson is confronted with the situation where it is apparent the
official does not comprehend and understand the rules and, in the
opinion of the Chairperson, the official will not be able to correct the
situation, then the Chairperson has the power to recommend to the
Officials Committee that the official be decertified as an official.
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E. SECONDARY RESPONSIBILITY – LSC Officials Committee
(1) At this stage the Officials Committee will enter the picture and make the final
decision on de-certification. This step should include a hearing with the official,
where the official has full opportunity to make his or her position with the
Committee. (See HEARINGS below.)
(2) A decision to de-certify the official should only be made as a last resort and
on the recommendation of the LSC Official Chairperson. If there is no
recommendation from the Chairperson then there will be no de-certification.
F. PROFESSIONAL MISCONDUCT
(1) This category relates to matters involving misconduct in the performance of
the official’s professional duties that do not rise to the level of acts specifically
covered by the Code of Conduct (Article 304.3 of the Rules and Regulations of
USA Swimming). An illustration of this category might be the following:
a. Official B is a certified Referee of 4 years. At the last Age Group
Championships he was berating fellow officials on deck, in front of the
spectators for their slovenly appearance, lack of rule knowledge and their
poor attitude. He then proceeded to offer his opinions regarding the LSC
executive board, and how poorly he felt the business of the LSC was
being run.
(2) DUTIES - LSC Officials Chairperson
a. A complaint alleging misconduct on the part of an official needs to be
in writing and filed with the LSC Officials Chairperson. The complaint must
set out the facts and the misconduct alleged. It is then the duty of the
Chairperson to conduct an investigation of the allegation and develop all
of the facts. The Chairperson or someone chosen by the Chairperson
may conduct this investigation. In choosing someone to conduct the
investigation, the Chairperson needs to choose someone who is
organized, thorough, honest and objective. The person should have no
relationship with the situation or the official.
48
(3) PRIMARY RESPONSIBILITY – LSC Officials Committee
a. Once the investigation is completed, the entire file is delivered to the
Officials Committee. The Committee will then schedule a hearing. (See
HEARINGS below.)
b. The Officials Committee has the following powers:
i. To issue a verbal warning, however, the warning must be
accompanied by conditions to be met to correct the problem and
the possible consequences if they are not met (even though it is a
verbal warning it should be documented in the notes of the
Committee accompanying the hearing).
ii. To issue a written reprimand, but again the reprimand must be
accompanied by the conditions to be met and possible
consequences if they are not.
iii. To reassign and to establish a re-training program, such as is set forth
above for the Chairperson and the decision must be documented in
the notes of the hearing.
iv. To suspend the official, however, the suspension should be
accompanied by conditions the official must complete during the
suspension period.
v. To permanently de-certify the official. This should be for the most
serious offenses and should be ordered only after all other remedial
measures have been exhausted.
c. If the Official Chairperson is the investigating person then the Official
Chairperson should not participate in the deliberations of the hearing. The
Chairperson is the “prosecutor” in this role and should not sit as part of the
jury. However, if the penalty is to be de-certification, then the Committee
should consider this penalty only if the Official Chairperson has
recommended it to the Committee.
G. CODE OF CONDUCT
(1) This category involves all acts that fall under Article 304.3.1 through .15 of the
Rules and Regulations of USA Swimming. An illustration might be the following:
49
a. Official C is a certified Referee. At a meet last week the official falsely
changed the time of the official’s son to a better time in order for him to
qualify for an upcoming meet.
(2) One of the primary issues the LSC Officials Chairperson must determine is
whether the matter falls within the jurisdiction of the National Board of Review
(Article 304.3.1 through .11). All complaints received by the LSC Officials
Chairperson should be delivered to the Executive Director of USA Swimming
in Colorado Springs if it is within the jurisdiction of the National Board of
Review or the LSC General Chairperson if it is within the jurisdiction of the LSC.
(3) All complaints would then be processed under the established procedures of
the LSC and USA Swimming.
H. HEARINGS
(1) The time frame for conducting the hearing should be set by the LSC but
should not exceed the time frames set out in the bylaws of the LSC. There should
be a provision for an emergency hearing if the facts warrant.
(2) The conduct of the hearing need not be as formal as a hearing before the
National Board of Review, but the proceedings need to be documented with
written notes. The official should be given full opportunity to present his or her
side of the issue with the approach being primarily remedial unless the facts
dictate otherwise.
(3) The vote of the Officials Committee may be by majority, however, if it is by
majority, caution should be taken to make sure the quorum requirement for
an official meeting of the Committee is such that a majority vote represents a
substantial number of the members of the Committee. The final decision
should be written and a copy given to the official. It need not be formal
document and can be in a letter format.
(4) The official shall have the right to appeal any decision imposing penalties on
the official, including suspension or de-certification, to the National Board of
review and the opportunity to appeal should be made known to the official.
All other decisions should not go beyond the Committee.
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I. GENERAL
(1) This program is intended to place the professional matters within the
jurisdiction of the professionals, the peers of the official. However, if there are
decisions made in this process, the official may have the right of appeal pursuant
to the Rules and Regulations of USA Swimming and the Bylaws of the LSC.
(2) It is possible that some matters could involve more than one category. If this
situation arises, then one should select the category with the highest process,
i.e., professional qualification and professional misconduct then process it
under the professional misconduct category and if it is professional
misconduct and code of conduct then process it under the code of
conduct.
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PART 8 - PARTICIPATION at ZONE and NATIONAL MEETS
8.1 - RESPONSIBILITY
A. The Senior Vice-Chair is responsible for the administration of LSC policies
governing zone and national level meets and for ensuring the overall expense is
within the budget of the LSC or any overages are approved prior to incurring
expenses. The Senior Vice-Chair will present a preliminary budget at the fall LSC
meeting so the board can make a tentative decision on team travel (see
transportation 1.2-G). The Senior Vice-Chair will present a budget for final
approval, along with the recommended athlete fee, at the spring LSC meeting.
8.2 - 14 & UNDER ZONE MEET(S)
A. Athlete Qualification and Selection
(1) Athletes must be registered as regular (not Flex or Seasonal) with ND
Swimming.
(2) Athletes attending Zone meets are required to swim at least one ND LSC
sanctioned meet (not time trials) during that season to receive funding from
ND LSC.
(3) Qualification for Zone meets will be dictated by the official Zone Meet entry
information, which will override any conflicting ND LSC policy.
(4) Athlete selection conforming to the Zone Meet Qualification Standards is the
responsibility of the ND LSC.
(5) Athlete Selection Policy:
a. All athletes with a AAA time for an event may participate in that event.
b. If an event has two or more athletes qualified with a “AAA” time then
no additional athletes with non-qualifying times may attend.
52
c. Athletes with AAA qualifying times prior to the ND LSC State
Championship Meet are asked to declare their intent to participate in the
Zone Championship Meet with the Zone head coach, prior to the first day
of the ND LSC State Championship Meet, but no later than one hour past
the conclusion of the ND LSC State Championship Meet. A sign-up form
will be provided by the Zone head coach the first day of the ND LSC State
Championship Meet. All club coaches will be provided with these forms
to disperse accordingly to their club.
d. For events that do not have two AAA participants signed up: intent
must be declared by 8pm central time Sunday night of the ND LSC Long
Course State Championship to be available for participation based on
order of finish from the ND LSC Long Course State Championship.
Following the 8pm deadline, the head coach will approve the entry of up
to 2 swimmers to fill any open events without “AAA” qualifiers as policy
allows. The head coach will notify parents ASAP but no later than noon
on Monday following the ND LSC Long Course State Championship of
those athletes selected to represent ND LSC at Zones. Information will also
be posted via the Zone website. This assumes that the LSC is allowed to
enter 2 individuals per event (currently the policy for the Central Zone
Meet).
e. Team members with, if allowed by the meet information, will be
selected to fill open team positions by the following criteria:
i. Qualified swimmer (AAA Swimmer) is automatically selected
for the team, if commitment has been declared.
ii. Remaining spots (up to two positions per event/age group
depending on results of above selection step) will be filled
based on the following qualifications:
53
a. Swimmers must have swum a minimum of an A time in
their associated age group the first day of
competition on the start of the Central Zones
competition. A swimmer with a time slower than an A
time, will not be eligible to fill a spot on the team.
b. The next fastest swimmer during the current long
course season, including results of the State Long
Course Championships, would be eligible to fill the
position.
iii. “Time trial” times will not qualify a swimmer for one of the top
two spots unless that time a AAA qualifying time. A time trial
during the Long Course Championships, resulting in a time
lower than a AAA time does not qualify for consideration for
Zone selection.
f. Athletes may attend the Zone meet as a “relay only swimmer” under
the following conditions:
i. If there is an open spot.
ii. The meet information allows.
iii. At the discretion of the Senior Vice-Chair and Head Coach.
B. Athlete Fees
(1) Athlete fees or the reimbursement level for Zone meet(s) will be set during the
spring LSC meeting for the next Zone meet(s), depending on whether or not
team travel or support is provided.
(2) All athlete fees will be paid in full during the Zone registration process held
immediately following the ND LSC State Long Course Meet. No funds will be
refunded if an athlete does not attend.
C. Athlete/Parent Responsibilities
(1) Athletes and parents are strongly encouraged to attend any informational
meetings held at the ND LSC LC State Championship Meet.
54
(2) All required documents and release forms must be completed prior to travel.
(3) Athletes will be required to sign and follow a code of conduct. Parents must
agree to be responsible for any athlete that violates the code of conduct
and any expenses related to their return home or any additional expenses
incurred to deal with any situations that occur from such violation.
D. Coach/Chaperone Responsibilities
(1) Coaches are primarily responsible for athletes during competition and
to/from competition. Chaperones are primarily responsible for athletes at all
other times. However, chaperones and coaches must be available at all times
and help when needed or when assistance is requested.
E. Coaching
(1) "Coach" is defined as staff that trains the athletes during the season and is
contracted by the swim club to coach. All coaches must be USA Swimming
registered and in good standing the duration of the trip.
(2) The coaches' representative for that given year of Zones will be the head
coach (or will select an alternate with input from the General Chair) for the
Zone Swim Meet and will appoint the assistant coaches with input from the
General Chair and alternate head coach if applicable.
(3) The ND LSC will provide at least one coach per ten athletes, with a minimum
of two coaches for prelim/time finals/finals meet formats.
(4) The head coach will be paid $100.00 per day wages, $30.00 per day food
allowance plus actual room expenses incurred.
(5) Assistant Coaches will be paid $80.00 per day wages, $30.00 per day food
allowance plus actual room expenses Incurred.
(6) Zone coaches’ salary begins when the coach boards the bus and ends when
the coach exits the bus at the end of the trip. At no time will swimmers be on
deck without a coach during warm ups, competition, etc.
55
(7) If team travel is not provided, head coaches and assistant coaches travel
expense will be reimbursed upon expense report submission. Vehicle and
room sharing will be expected when possible. Mileage, when applicable, will
be at the current IRS rate.
(8) If transportation is provided by the LSC via bus or rental vehicle the coaches
will be encouraged to travel with the team. If the coaches choose to travel
separately from the team it will be at their own expense.
F. Chaperones - when LSC sponsored team travel is provided
(1) Chaperone selection is the responsibility of the Senior Vice-Chair with input
from the General Chair.
(2) All chaperones must be registered USA Swimming non-athlete or coach
members in good standing the duration of the trip.
(3) The ND LSC will provide a minimum of four chaperones (if the LSC provides
transportation/lodging for Team ND). At least two chaperones with
prelim/finals swimmers and two chaperones with timed finals swimmers. If the
ND LSC does not provide transportation/lodging then supervision outside the
pool is the responsibility of each parent & no chaperones are provided.
(4) Athletes traveling or staying with parents or guardians are not the
responsibility of the ND LSC. The parent or guardian is responsible for making
all arrangements, ensuring the athlete is in attendance at all team functions
and at the pool on time.
(5) Chaperones will travel with the team and motel, team dinner, and entry fees
will be paid by the ND LSC.
G. Transportation
(1) The ND LSC will decide at the fall ND LSC meeting if transportation for each of
the Zone Meets will be provided or not. If the policy is not voted on at the fall
meeting, it will follow the previous year’s procedure unless overridden at the
spring ND LSC meeting.
H. Meet Expenses
56
(1) Entry Fees will be paid by the LSC
I. Open Water Events
(1) If open water events are not held in conjunction with the pool events, the ND
LSC will promote attendance at the Zone Open Water Meet. The ND LSC will
determine at the spring meeting if they will provide a coach or any direct
support (travel, lodging, apparel, etc. or reimbursement) for the Central Zones
Open Water Championships.
(2) If open water events are held in conjunction with the pool events, the Zone
head coach and Senior Vice-Chair may elect to provide limited attendance
or not to attend. This decision will be made before or during the registration
meeting.
J. Miscellaneous
(1) The head coach & the Senior Vice-Chair will work together within the limits of
the budget to provide team apparel or a package for our Zone Team ND. The
goal will be to provide a similar theme for a 3 year period as to minimize
additional purchases by Team ND families. The ND LSC will provide a Team ND
item paid for by ND LSC each year an athlete attends the Central Zone 14 &
Under Zone Championship. Athletes will also receive two (2) Team ND swim caps
and t-shirts as determined and designed by the head coach and Senior Vice-
Chair as budget allows. Additional items may be available for purchase for
trading purposes.
(2) ND LSC will pay training fees for the Zone Team ND when it is necessary for the
team to train in route to Zone meets.
(3) The Senior Vice-Chair or a representative selected by the Senior Vice-Chair
will attend Zone meets. He/she will represent the ND LSC in all affairs during
the meet and travel with the team to and from the meet. He/she is
additionally responsible for arranging payment of team expenses.
(4) The Senior Vice-Chair or his/her representative’s expenses during the Zone
meets will be paid by the ND LSC.
57
8.3 - NATIONAL LEVEL MEETS
A. National level meets are those meets sanctioned by USA Swimming or FINA in
which an athlete may attend based solely on time standards for events swam.
These meets include; Speedo Sectionals, Futures Championships, Speedo Junior
National Championships, Arena Pro Swim Series (previously Grand Prix Series),
Phillips 66 National Championships, and AT&T Winter National Championships.
B. It is not the intent of the ND LSC to pay all expenses, only a percentage.
Remaining expenses are the responsibility of the athlete, parents and local clubs.
C. Reimbursement Policy
(1) During the spring and fall ND LSC meetings, if funds are available, it will be at
the discretion of the Board to set the ND LSC level of reimbursement for athletes
and coaches.
(2) During the spring ND LSC meeting the reimbursement level will be set for the
long course season. During the fall ND LSC meeting the level of
reimbursement will be set for the short course season.
(3) The levels of reimbursement shall be published in the meeting minutes and
posted to the ND LSC web site.
D. Qualification for Athlete Reimbursement
(1) Athletes are required to swim at least one ND LSC sanctioned meet (not time
trials) during that season to receive funding from ND LSC.
(2) Athletes must be North Dakota USA Swimming registered and have swum
with a ND USA Swimming club a minimum of 30 days.
(3) Unattached swimmers must have been registered with a ND USA Swimming
club prior to becoming an unattached swimmer or must have been a
member of a ND LSC registered club for a minimum of four months during the
last calendar year.
E. Athlete Reimbursement
58
(1) Only travel, motel, and event entry fees directly related to meet attendance
will be considered for reimbursement. Mileage will be reimbursed at 25% of the
standard IRS reimbursement rate.
(2) The reimbursement form and receipts must be turned in electronically to the
Senior Vice-Chair AND Treasurer for approval.
(3) The Senior Vice-Chair will forward the approved form with receipts as they are
received to the ND LSC Treasurer for payment.
(4) All requests for payment are due within 30 days from the last day of the meet
requesting reimbursement for.
NOTE: As of 10-2011, the current maximum payment is set at not to exceed $500
per athlete, per year.
F. Qualification for Coach Reimbursement
(1) "Coach" is defined as staff that trains the athletes during the season and is
contracted by the swim club to coach and must be USA Swimming registered.
(2) Coaches must have at least one North Dakota athlete attending Senior Level
meets to receive reimbursement.
(3) Coaches must be registered with a North Dakota swimming club to receive
reimbursement.
G. Coach Reimbursement
(1) Only travel, motel, and event entry fees directly related to meet attendance
will be considered for reimbursement. Mileage will be reimbursed at 25% of the
standard IRS reimbursement rate.
(2) The reimbursement form and receipts must be turned in electronically to the
Senior Vice-Chair AND Treasurer for approval. Receipts must be attached to
the Reimbursement form for payment.
(3) The Senior Vice-Chair will forward the approved form with receipts the ND
LSC Treasurer for payment.
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(4) All requests for payment are due within 30 days from the last day of the meet
requesting reimbursement for.
NOTE: As of 10-2011, the current maximum payment for coaches is set at not to
exceed $500 per season.
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PART 9 - MISCELLANEOUS INFORMATION
9.1 - ACCIDENTS
A. ALWAYS report any and all accidents – no matter how minor they may seem. Fill
out Report of Occurrence Form on the USA Swimming Website (and linked ND
Swimming Website). Keep copy of form and send copy to ND LSC Safety Chair,
meet referee, and facility management. See USA Swimming Insurance & Risk
Management for additional instructions.
9.2 - NATIONAL CONVENTION
A. ND LSC will budget for 6 persons to attend USA Swimming National Convention.
This money is available to person/persons approved by ND LSC to attend the
National Convention.
9.3 - DIRECTORY INFORMATION
A. Be prompt with submitting information to ND LSC Secretary.
9.4 - OUTSTANDING SERVICE AWARD
A. The Outstanding Service Award was established to recognize volunteers for their
invaluable contribution to USA Swimming. The award, sponsored by the Phillips
Petroleum Company, is presented annually to an honoree named by each LSC.
Selection criteria considers quality, level and years of volunteer service in elected
or appointed positions from among the categories of administrator, official and
coach. Nominations for this award are made at the Spring ND LSC meeting.
[See Appendix]
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B. The following individuals are past honorees from ND LSC:
Jim Miller Ron Rudser – 1986
Jim Smid – 1987 Tom Owens – 1988
Dwayne Wacker – 1989 Lois Fisher – 1990
Pat Tierney – 1992 Kaye Rudser - 1993
Chuck Johnson – 1994 Paul Renick - 1995
Fred Werremeyer – 1996 Cathy Kruse - 1997
Mary Liz Holland – 1998 Greg Schuchard - 1999
Gerry Pfau – 2000 Craig Giese - 2001
Marvin Fiest – 2002 Gerry Pfau – 2003
Julie Lefever-2004 Keith Maetzold - 2005
Jerry Hahn-2006 Bill Siders -2007
Jody Bolinske -2008 Amy Schmidt - 2009
Jim Ballantyne – 2013 Leith Devier – 2014
Wayne Mastel – 2018
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9.5 – TRAVEL EXPENSE REIMBURSEMENTS
A. Expenses incurred to attend ND LSC approved training events such as National
Convention, Officials Workshops etc, will be reimbursed as the expense is
incurred with a completed expense report and receipts (See
ndswimming.org/Forms/Reimbursement Forms). Upon completion of the training
a final expense report must be turned in with proof of attendance and any
additional expenses. There will be a maximum of $40 a day per diem for each
attending member.
B. If expenses are reimbursed and then the training is not completed, all prepaid
expenses must be returned to the ND LSC within 30 days of the event.
C. Members are expected to exercise the same care in incurring expenses that a
prudent person would exercise in traveling on personal business. Excessive
expenses will not be reimbursed.
D. The rate for in-state LSC Mileage reimbursements will be at 50% of the IRS rate.
The rate for out-of-state LSC Mileage reimbursements will be at 100% of the IRS
rate.
E. Board members will receive mileage reimbursement for travel to and from LSC
meetings and required functions upon completion of an Expense
Reimbursement Form.
9.6 – USA SWIMMING SELECT EVENT REIMBURSEMENTS
A. ND LSC will reimburse athletes invited by USA Swimming for “Select” events such
as the Central Zones Select Camp, a maximum amount of $1000.
B. It is not the intent of the ND LSC to pay all expense, only travel to and from the
event. USA Swimming provides accommodations and meals for their invite
events.
C. Qualification for Athlete Reimbursement
(1) Athletes are required to swim at least one ND LSC sanctioned
meet (not time trials) during that season to receive funding from
ND LSC.
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(2) Athletes must be North Dakota USA Swimming registered and
have swum with a ND USA Swimming club a minimum of 30 days.
(3) Unattached swimmers must have been registered with a ND USA
Swimming club prior to becoming an unattached swimmer or
must have been a member of a ND LSC registered club for a
minimum of four months during the last calendar year.
D. The reimbursement form found on ndswimming.org and receipts must be turned
in electronically to the Treasurer for payment.
E. All requests for payment are due within 30 days from the last day of the event
requesting reimbursement for.
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APPENDIX
A.1 - ND LSC TRAVEL POLICY AND CODE OF CONDUCT
Travel Policy
In accordance with the USA Swimming Rulebook, club travel policies must be signed and agreed to by
all athletes, parents, coaches, and other adults traveling with the North Dakota Swimming, Inc (NDSI)
Team. In the event that an athlete violates the travel policy or code of conduct, the Head Coach shall
report violations to the appropriate North Dakota Swimming leadership and to the parent or legal
guardian of any affected athlete. Violations of a severe nature will result in more severe consequences,
including (but not limited to) the swimmers’ immediate return home, barring the swimmer from future
All-Star/Zone Teams, or barring the swimmer from future North Dakota Swimming competitions.
Team managers and chaperones must be members of USA Swimming and have successfully passed a
USA Swimming-administered criminal background check.
Regardless of gender, a coach shall not share a hotel room or other sleeping arrangement with an athlete
(unless the coach is the parent, guardian, sibling, or spouse of that particular athlete).
During team travel, when doing room checks, attending team meetings and/or other activities, two-deep
leadership and open and observable environments should be maintained.
When only one athlete and one coach travel to a competition, the athlete must have his/her parents’ (or
legal guardian’s) written permission in advance to travel alone with the coach.
To ensure the propriety of the athletes and to protect the staff, there will be no male athletes in female
athlete’s rooms and no female athlete in male athlete’s rooms at any times.
Team members and staff traveling with the team will attend all team functions including meetings,
practices, meals, and meet sessions.
Swimmers are expected to remain with the team at all times during the trip.
Curfews shall be established by the team or NDSI staff each day of the trip and no team member may
leave their room after curfew.
Any damage or thievery at the hotel will be the responsibility of the offending swimmer. No loud or
obnoxious behavior will be tolerated in hallways or public areas.
Team members are expected to behave in an exemplary manner at all times. When visiting public places,
swimmers should be polite and courteous to employees and other visitors.
Team or LSC officials shall obtain a signed Liability Release and should carry a signed Medical Consent
or Authorization to Treat Form for each athlete.
The coaching staff and NDSI may establish any other rules as deemed necessary. The directions and
decisions of coaches and chaperones are final.
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Code of Conduct
Team members represent North Dakota Swimming and should keep their behavior in accordance with the
high standards of North Dakota Swimming. Proper respect and sportsmanship should be displayed
towards coaches, officials, administrators, teammates, fellow competitors and the public at all times. Any
illegal or inappropriate behavior will not be tolerated including the possession or use of alcohol, tobacco
products, or illegal drugs.
I recognize my responsibility to abide by these rules and requirements and those established by the NDSI
Coaching Staff. I have read and agree to comply with the aforementioned rules.
Signature ______________________________________________________ Date ____________
Parent/Guardian Signature ________________________________________ Date ____________
Head Coach Signature ___________________________________________ Date ____________
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A.2 - PHILLIPS 66 OUTSTANDING SERVICE AWARD REQUEST
(FORM TO BE COMPLETED AND SUBMIT BY LSC GC ONCE RECIPIENT IS DETERMINED)
Name of Local Swimming Committee:
Name of Honoree:
Date and name of ceremony planned for presentation of award:
Please mail award to the following person:
Name:
Address:
City/State/Zip:
Telephone (home): (work):
E-mail:
Criteria for selection of honoree should include the quality, level and years of service to USA
Swimming in elected or appointed positions.
Description of honoree contribution:
Date:
LSC General Chair
Sponsored by:
Please return form to: USA Swimming
Attn: Gina Mensay, Member Services
1 Olympic Plaza
Colorado Springs, CO 809095770
Fax: (719) 866-4050
OR E-mail: [email protected]
(allow two weeks for delivery)
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ND LSC Phillips 66 Outstanding Service Award Nomination Every year, each USA Swimming LSC has the opportunity to select a recipient for
the ConocoPhillips Outstanding Service Award. The award, sponsored by ConocoPhillips, is presented to a volunteer in each LSC in recognition of their service to swimming.
Each team in the ND LSC may submit one nomination for the annual Phillips Award
given to an outstanding person who has made an invaluable contribution of volunteer service to USA Swimming and North Dakota Swimming. Selection considers quality, level and years of service in elected or appointed positions from
the categories of administrator, official and coach. The nominee should be involved with helping his/her own team while supporting other teams and the mission of
North Dakota Swimming. Please list contributions of the nominees only and not the accomplishments of their
child(ren), unless nominee is a family. Award may be given to an individual, a couple or a family.
All nominations must be submitted via email to the LSC General Chair by October 1. The award recipient will be voted on by the ND LSC Board of Directors at the fall
LSC meeting. In the event that there are no nominations, the BoD may make a selection. Nominees not selected may be re-nominated in subsequent years.
Nominee: _____________________________________________________
Description of nominee contribution: _______________________________
________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
(Feel free to attach additional supporting information if necessary.)
Date: __________________ Nominating Club: ____________________
Club Contact/Email: ________________ _____________________________
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A.3 - ND LSC CONFLICT OF INTEREST POLICY
Those who choose to serve North Dakota Swimming, whether as volunteers or paid
professionals, are held to a high standard of conduct. As guardians of Olympic ideals,
they assume an obligation to subordinate individual interests to the interests of the
Olympic Movement. What may be considered acceptable conduct in some businesses
may be inappropriate in Olympic service.
Those who serve North Dakota Swimming must do so without personal gain in order to
avoid any institutional loss or embarrassment and to behave in such a way that the
organization’s trust and public confidence are enhanced. It is important to avoid any
real conflict of interest.
While no set of guidelines can guarantee acceptable behavior, the principles, that
guide behavior in this area, are disclosure, non-participation in the decision making
process where personal or family gain is a possibility, and a commitment to honor the
confidentiality of organizational information. All conduct is founded on the individual’s
own sense of integrity. Any individual accepting the honor of serving North Dakota
Swimming must accept the burdens of public disclosure and public scrutiny.
In our complex society, the intermix of volunteer work, business interests, governmental
activity, and family relationships often creates potentially conflicting interests. What is
required is disclosure of conflicting interests when they arise, and strict nonparticipation
in any evaluation process relating to the matter in question.
The following guidelines are not a precise road map to acceptable conduct. They are
signposts. Each individual must find his or her own way.
The business of North Dakota Swimming is to be conducted in observance of both the
spirit and letter of applicable federal and state laws.
North Dakota Swimming properties, services, opportunities, authority and influence are
not to be used for private benefit.
All individuals who participate with North Dakota Swimming will disclose the nature and
extent of an actual or potential conflict of interest when it occurs in the evaluation of
an issue and will avoid evaluating or voting on the matter involved. This includes the
award of contracts, the purchase of goods and services, the award of contracts for
professional services, and the allocation of North Dakota Swimming resources for
individual use.
Gifts, cash, travel, hotel accommodations, entertainment, or favors are neither to be
given nor received, except those of nominal value exchanged in the normal course of
business. Gifts and favors of more than one hundred dollars ($100.00) value should not
ordinarily be accepted. If circumstances render it awkward to refuse such a gift, the
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donor should be thanked and told the gift is being accepted on behalf of and will be
delivered to North Dakota Swimming.
Expenses incurred in the furtherance of North Dakota Swimming business are to be
reasonable, necessary and (if twenty-five dollars or more) substantiated.
All are expected to exhibit honesty, loyalty, candor and professional competence in
their relationships with North Dakota Swimming and with each other.
Each individual has the responsibility to maintain the confidentiality of the organization.
This includes both proprietary and sensitive information.
ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING
I acknowledge receipt and understanding of North Dakota Swimming’s Statement of
Principles on Ethical Behavior and Conflict of Interest, and I pledge my full support of
the spirit and the letter of the requirements contained therein.
________________________________________________
Print Name
________________________________________________
Signature
__________________ __________________________________________
Date Committee
Taken from the “Club Leadership Development Notebook” a publication from
BoardSource. For more information about BoardSource write to 1828 L Street NW, Suite
900, Washington, DC 20036-5114. Telephone (202) 452-6262. Fax: (202) 452-6299, email:
[email protected], website: http://www.boardsource.org. Copyright 2000. Used
with permission.
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A.4 - ND LSC DOCUMENT RETENTION POLICY
The following table provides the minimum requirements.
Type of Document Minimum Requirement
Accounts payable ledgers and schedules 7 years
Audit reports Permanently
Bank Reconciliations 2 years
Bank statements 3 years
Checks (for important payments and
purchases) Permanently
Contracts, mortgages, notes and leases
(expired) 7 years
Contracts (still in effect) Permanently
Correspondence (general) 2 years
Correspondence (legal and important matters) Permanently
Correspondence (with customers and vendors) 2 years
Deeds, mortgages, and bills of sale Permanently
Depreciation Schedules Permanently
Duplicate deposit slips 2 years
Employment applications 3 years
Expense Analyses/expense distribution
schedules 7 years
Year End Financial Statements Permanently
Insurance Policies (expired) 3 years
Insurance records, current accident reports,
claims, policies, etc. Permanently
Internal audit reports 3 years
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Inventories of products, materials, and supplies 7 years
Invoices (to customers, from vendors) 7 years
Minute books, bylaws and charter Permanently
Patents and related Papers Permanently
Payroll records and summaries 7 years
Personnel files (terminated employees) 7 years
Retirement and pension records Permanently
Tax returns and worksheets Permanently
Timesheets 7 years
Trademark registrations and copyrights Permanently
Withholding tax statements 7 years
©2004 National Council of Nonprofit Associations. May be duplicated, with attribution,
by charitable organizations.
Taken from the “Club Leadership Development Notebook” a publication from
BoardSource. For more information about BoardSource write to 1828 L Street NW, Suite
900, Washington, DC 20036-5114. Telephone (202) 452-6262. Fax: (202) 452-6299, email:
[email protected], website: http://www.boardsource.org. Copyright 2000. Used
with permission.