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April, 2007

CLUB OFFICIALS' CHAIRPERSON CLINIC. April, 2007. INTRODUCTION. TABLE OF CONTENTS A INTRODUCTION B A PERSON WHO C JOB DESCRIPTION AND DUTIES D HOW TO STAFF A MEET. A INTRODUCTION.

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April, 2007

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  1. CLUB OFFICIALS' CHAIRPERSON CLINIC April, 2007

  2. INTRODUCTION

  3. TABLE OF CONTENTS • A INTRODUCTION • B A PERSON WHO • C JOB DESCRIPTION AND DUTIES • D HOW TO STAFF A MEET

  4. A INTRODUCTION OSOA recommends that each club appoint an Officials’ Chairperson. This person should play a major role in both developing and advancing officials within the club. He or she should organize clinics for club parents and other interested parties.

  5. A INTRODUCTION cont. The COC has the responsibility to communicate, to their club officials, the availability of club, regional, provincial, and national clinics and seminars as well as relevant publications concerning rules. The COC should pass on to the ROR the names of officials who have reached Level II and those who are actively working to move “Up the Ladder”

  6. A INTRODUCTION cont. We expect our ever improving swimmers to perform to their maximum potential. We in turn have an obligation to provide them with an adequate number of trained officials so that swim meets can be run efficiently and “with class”.

  7. A INTRODUCTION cont. To recognize the important role which the COC has in implementing this philosophy OSOA recommends that he/she not be saddled with any other time consuming responsibilities.

  8. B • A PERSON WHO…

  9. B A Person Who….. is interested in the education and progression of people in matters of officiating;

  10. B A Person Who….. is capable of conducting and/or organizing Officials’ Clinics;

  11. B A Person Who….. is willing to travel, when required, for self-enrichment and to fulfil club obligations.

  12. B A Person Who….. It is preferred that the COC be a Level IV or V official but this is not always possible. If the COC has not yet reached Level IV status, then they are not to conduct clinics without a Level IV or V being in attendance to help and guide. (Level III’s may present the Level I clinic without the aid of a higher Level Official).

  13. C JOB DESCRIPTION AND DUTIES

  14. C JOB DESCRIPTION AND DUTIES 1. Club officials information 2. List of Officials 3. Clinics 4. Officials Clinic Certification Form 5. Obtaining Officials for a Swim Meet

  15. C Job Description and Duties of club Officials’ Chairperson (COC)1. Club Officials Information At the beginning of each swim season, the COC shall obtain the following Club Officials’ Information

  16. C Job Description and Duties of club Officials’ Chairperson (COC)1. Club Officials Information • Copies of recent officials’ bulletins. • PowerPoint clinics and questionnaires (exams) for each officiating position. (It is important that old clinics and exams not be used as rule changes are not reflected therein);

  17. C Job Description and Duties of club Officials’ Chairperson (COC)1. Club Officials Information cont. • An answer sheet for each officiating position’s questionnaire;

  18. C Job Description and Duties of club Officials’ Chairperson (COC)1. Club Officials Package cont. • Download a supply of Officials’ Certification Forms. • Obtain an appropriate number of pins and cards for Levels I and II. • In some regions, the Regional Director obtains a supply of pins for distribution to local clubs.

  19. C Job Description and Duties of club Officials’ Chairperson (COC)1. Club Officials Information cont. • Download “A Step by Step Guide Up the Official’s Ladder”. • Blank PTR forms- these can also be duplicated from the copy in Up the Ladder.

  20. C Job Description and Duties of club Officials’ Chairperson (COC)2. List of Officials • Obtain the current list of active officials within the club with their status identified (i.e. Level I, II, etc). • The COC should pass on to the ROR the names of officials who have reached Level II and those who are actively working to move “Up the Ladder.” • It is recommended that a separate list of former members be kept as many would help but are simply “not called”.

  21. C Job Description and Duties of club Officials’ Chairperson (COC)2. List of Officials • Prepare a list of possible candidates for Level I clinics from the names of new recruits or parent volunteers not currently involved in officiating.

  22. C Job Description and Duties of club Officials’ Chairperson (COC)3. CLINICS • Arrange a series of clinics to cover Level I and all positions in Levels II and III. • Arrange for a level I clinic for all new parents. (It is recommended that attendance at the Level I clinic and certification at Level I be mandatory). • Contact clinic presenters to teach the various positions and make necessary bookings (rooms, equipment etc.).

  23. C Job Description and Duties of club Officials’ Chairperson (COC)3. CLINICS • Download PowerPoint clinics from swim Ontario (Officials web page). • Obtain projector from region. • Arrange availability of computer. • Print hand-outs. • Print questionnaires.

  24. C Job Description and Duties of club Officials’ Chairperson (COC)3. CLINICS • When Officials are teaching a clinic for the first time, arrange to have the Regional Officials Representative or his/her designate to assist the presenter.

  25. C Job Description and Duties of club Officials’ Chairperson (COC)3. CLINICS cont. • Communicate: Notices in club newsletters, website, e-mail and phone are a good means of alerting volunteers to upcoming clinics, but it is imperative that personal contact be made to ensure a successful clinic presentation. This is a people sport - don’t be afraid to deal directly with the people involved!

  26. C Job Description and Duties of club Officials’ Chairperson (COC)3. CLINICS cont. • Maintain contact with the Regional Officials’ Representatives. They’re there to help. • It is not necessary for the COC to attend every clinic; however, it is essential that the presenter be supplied with all the necessary materials.

  27. C Job Description and Duties of club Officials’ Chairperson (COC)4. OFFICIALS CLINIC CERTIFICATION FORMS • When the Officials Clinic Certification Form is completed, send a copy to the Regional Officials’ Representative. A copy should be maintained in the club files.

  28. C Job Description and Duties of club Officials’ Chairperson (COC)5. OBTAINING OFFICIALS FOR A SWIM MEET cont. The COC is usually responsible for obtaining officials for a swim meet as required by the meet manager.

  29. C Job Description and Duties of club Officials’ Chairperson (COC)5. OBTAINING OFFICIALS FOR A SWIM MEET cont. • When preparing a roster of officials for time trials or meets, the COC should ascertain which officials need evaluating for certification at given positions and which need to have PTR’s completed for the next level. It is not always possible to accommodate everyone’s wishes.

  30. C Job Description and Duties of club Officials’ Chairperson (COC)5. OBTAINING OFFICIALS FOR A SWIM MEET cont. • It is important to provide as many opportunities for evaluations as possible. Remind candidates that certification at any position is only possible if the meet/session referee and/or the evaluator(s) (attending Senior and Master officials) are aware of the potential certification before the session begins.

  31. C Job Description and Duties of club Officials’ Chairperson (COC)5. OBTAINING OFFICIALS FOR A SWIM MEET cont. • Submit all level change notifications to the Regional Officials’ Rep as they occur. • It is the COC’s duty to ensure that the appropriate Level I and II pin presentations are made. NB: the Level III Pin must be presented by the Regional Officials’ Representatives.

  32. D How to Staff a Meet • 1. Preparation • 2. During • 3. After

  33. D How to Staff a Meet 1. Preparation • Create a list of officiating positions to be filled at each session. • Include in the meet package, a request for out-of town people who are willing to work, their qualifications, and what sessions they would like to work.

  34. D How to Staff a Meet 1. Preparation cont. • Plan and deliver Officials’ Clinics if needed, finalize the details well in advance of the meet. • Create a list of the local members who would like to be evaluated, listing the positions, and make the necessary arrangements with the Regional Officials’ Representatives to have qualified evaluators on hand.

  35. D How to Staff a Meet 1. Preparation cont. • Contact the Regional Official Representatives and request a list of the out-of-town officials to be evaluated, specifying what position is to be evaluated and during which session they are available. • At least three weeks prior to the meet contact the local officials, inform them of the upcoming meet, and ask them what sessions they wish to work.

  36. D How to Staff a Meet 1. Preparation cont. • If you require additional officials contact other clubs with reciprocity agreements; • Consult lists from previous local meets;

  37. D How to Staff a Meet 1. Preparation cont. • Ask former swim parents and other interested people; • Contact local high schools. Students are required to complete volunteer hours.

  38. D How to Staff a Meet Preparation cont. • Contact the Regional Officials’ representatives to report adequate staffing or request additional help. Assign Officials for each session. • Be sure to have spares to relieve Officials.

  39. D How to Staff a Meet 1. Preparation cont. • Two weeks before the meet, notify officials of the sessions and positions they will be working. • It is good practice to contact the local officials again two or three days before the meet to confirm previous arrangements.

  40. D How to Staff a Meet 2. During cont. • During Meets the Club Officials Chairperson or designate must be available to handle any unforeseen officiating problems.

  41. D How to Staff a Meet 2. During cont. • Post lists of officials for each session of the meet. • Check in officials as they arrive.

  42. D How to Staff a Meet 2. During cont. • Identify potential officials amongst the spectators. • Arrange for relief when breaks are required. • Thank all who officiated at the meet, especially out-of town people.

  43. D How to Staff a Meet3. After • If there are any new level II officials, send a photocopy of their officials’ card to the ROR.

  44. D How to Staff a Meet 3. After • Retain a list of all the officials who worked, and in what positions, for future reference.

  45. Thank you. Approved by the Ontario Swimming Officials’ Association Board

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