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Page Topics
MEET ADMINISTRATION
The Clerk of Course
Check-In
Seeding
Relay Forms
Chief Finish Judges/Electronic Timing Operators
Administrative Desk Personnel
Suggested Administrative Equipment and Supplies
Recording
Scoring
Final Results
The Clerk of Course is responsible for much of the pre-meet paperwork at the
meet, and is the custodian of the scratch box and relay forms (if any). The
Clerk of Course should have a protected, but easily accessible work location on
or next to the pool deck during the meet. The functions described in the
following sections under Check-in, Seeding, and relay forms, are the
responsibility of the Clerk of Course.
For all seeded events, BSF Rules require swimmers to check-in with the Clerk
of Course at a specified minimum time before their event(s). This specified time
varies from 10 minutes before the start of the session, to four heats before the
swimmer's heat. The Clerk of Course should ask swimmers or coaches to initial or
sign all of their check-ins and/or scratches. Coaches should notify scratches at
least a half hour before the start of the session. BSF policy is to scratch any
swimmer failing to report to the Clerk of Course within the specified minimum
time before their event(s).
The Clerk of Course should provide sufficient chairs or benches to assemble
the swimmers for procession to the blocks. The Meet Director should assign an
amiable and accommodating person for this position. When using this procedure,
the Meet Director should provide a means of communication (e.g..: headset radios,
walkie-talkies, etc.) between the Check-In Area and the Referee so that the
Clerk of Course notifies the Referee when the swimmers for each heat have
reported.
For computerized meets, the "Entries Committee" will have already
produced a seeded heat sheet by meet day. The responsibility of the Clerk of
Course at computerized meets is to report scratches and no-shows to the Referee
and administrative desk personnel.
At those meets where they require relay forms, the coach should complete a
form for each relay event (i.e.: event number, swimmer names, age group, sex, and
the order in which they will swim). The coach then returns the form to the
Referee, who notifies the Clerk of Course, the Timers and the administration
desk. The Chief Timer should emphasize to the Timers that they are responsible
for ensuring that the swimmers in their lanes are those listed on the relay form
and that they are swimming in the order listed.
All sanctioned swim meets must use electronic timing equipment. Using this
type of system requires recruiting thoroughly trained and experienced operators
well before the meet. The BSF recommends the recruiting of at least two persons
per season. They must operate the equipment, hook it up properly and
troubleshoot any problems. During the meet, it is the Chief Finish Judge's
responsibility to report any malfunctions or missed touches to the Referee.
The Chief Finish Judge, under the Referee's direction, decides each swimmer's
official time. This must be a knowledgeable, well-trained and experienced person
familiar with both manual and electronic timing systems, finish judging and the
rules regarding official times as contained in the BSF Technical Swimming Rules.
The Chief Finish Judge is responsible for comparing primary and secondary
times (or watch times and finish judging when using a manual system), and to
recognise those circumstances that he or she must bring to the Referee's
attention (e.g..: when a touch pad did not register properly, when a Timer missed
the strobe light and started his or her watch late, or when the heat results
require a timing system adjustment). The Meet Director should station the Chief
Finish Judge in the timing booth, on or near the pool deck. This allows
immediate investigation of unusual situations by consulting with Timers, judges,
and the Referee. Determination of official times can then be completed before
sending the results to the computer and the scoreboard.
The club should recruit administrative desk personnel at the start of each
season, before the meets start. The primary responsibility of the administrative
personnel, which includes Recorders and Scorers, is to provide an accurate
record of the official times, places and points for each swimmer in the meet.
Preferably, there should be at least two Recorders and additional runners or
assistants to receive and record all times and disqualifications for each heat.
The Recorders then compile an order of finish for each event, which they compare
with the automatic timing tapes or time cards for confirmation. If these agree,
the results are then to the awards table, the Announcer and the press attending
the meet.
Suggested Administrative
Equipment and Supplies
Clipboards
Copy Machine and Copy Paper
DQ Slips
Masking tape
Paper clips
Pencil sharpener
Pens, pencils and erasers
Rubber bands
1-Part Plain Computer paper for Timing System results printer
Labels
Scratch forms
Staplers and staples
Computer System
2 or 3 Printers
3-Part Tri-Colour Computer paper, or copy paper, for event results printer
Parallel switch box
BSF Rule Book
Time-only swims form
BSF Officiating Manuals for Timing Equipment and Computer Operators
BSF Meet Announcing Manual
Relay Forms
The basic recording procedure is as follows:
- As the electronic timing equipment feeds each swimmer's official time
directly into the computer, the Chief Recorder should check to ensure that
all times match the printed results from the timing equipment or should note
whether any computer times require adjustment by the Referee.
- After completing all the heats in a given event, print the
computer-generated event results in numerical order from the fastest to
slowest times. DQ Slips and the timing system printouts or tapes for each
heat are stapled at the back of the original or first computer printouts of
the event results. Print the event results in triplicate.
- BSF Rules award places in descending order. In case of a tie, BSF Rules
award the same place to all swimmers involved and they eliminate the next
place.
- The meet software should note each swimmer's final place in the event
results.
- The Referee must resolve any recording or scoring problem or discrepancy.
- The Meet Director should note event records on the appropriate record
application form.
- A notation of "no-shows" should be kept with each event and
heat. In those meets where there is a prescribed penalty for
"no-shows," the Referee should report them to the Computer
Operator to carry out of any scratch rule penalty.
- The Computer Operator should review all event results against the heat
results before he or she files or sends the event results to the Awards Desk
and the Announcer. The Meet Director must arrange for a runner to post each
event's results at a central or high traffic area in the facility.
The meet software must generate team and high point scores. The number of
lanes determines points for each place in each event used during the meet. The
BSF's scoring systems follow:
Five lanes -
Individual events: 6-4-3-2-1 points
Relay events: 12-8-6-4-2
Six lanes -
Individual events: 7-5-4-3-2-1
Relay events: 14-10-8-6-4-2
Eight lanes -
Individual events: 9-7-6-5-4-3-2-1
Relay events: 18-14-12-10-8-6-4-2
Published meet results are an accurate and complete record of the official
times achieved by all swimmers at the meet. The final results should include
both the preliminary and final times of all swimmers competing in each event. If
the host club holds time trials, they should also include those results in the
final results.
They should note any record-breaking times for each event. They should
display split times in the final results, where available. The printed results
must record all disqualifications signed by the Referee at the end of each event
with "DQ" noted instead of a time.
Publishing the final results soon after the meet finishes is essential. BSF
Rules require that the BSF receive a copy of the final results within 7 days
after the competition. The Meet Director should send copies of the final results
to all teams participating in the meet, the press and any others who request
them.
BSF Rules also require that the BSF Meet Rep submit a Surcharges Report after
the meet. The computer software can generate this type of report.
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