Hy-tek Meet Manager Recorder/Scorer

1. Hy-tek Meet ManagerRecorder/Scorer October, 2004

2. Today • Role of Recorder Scorer • Location • Responsibilities • Meet Entries • Scoring • Meet Manager • Before – The Set-up • During – Running the Meet • After – Reports and Reporting • Questionnaire – 15 minutes • Review (answers)

3. Chief Finish Judge Recorder/Scorer Recorder/Scorer Marshalling Area Referee Assistant Chief Timer { Timers { Timers Strokes And Turns { Timers { Timers { Timers { Timers Starter Chief Timer

4. Clerk of Course Chief Finish Judge Recorder/Scorer Recorder/ Scorer Marshalling Area Referee Assistant Chief Timer { Timers { Timers Strokes And Turns { Timers { Timers { Timers { Timers Starter Chief Timer

5. Clerk of Course Chief Finish Judge Recorder/Scorer Marshalling Area Referee Assistant Chief Timer { Timers • Located near the Deck • Input from either cards or electronics • Purpose is to, • Record results accurately • Manage information gathered during the meet • Present information to all in a correct format • Store results in an agreed upon method { Timers Strokes And Turns { Timers { Timers { Timers { Timers

6. Clerk of Course Chief Finish Judge Recorder/Scorer Marshalling Area Referee Assistant Chief Timer { Timers • Intent? To create a focal point for all information gathered during the meet. This includes No Shows, DQ’s, Exhibition swims, missed swims and of course the swimmer’s time. { Timers Strokes And Turns { Timers { Timers { Timers { Timers

7. Meet Manager – Hy-Tek • Before – • The Meet Set-up • Receiving Entries • During – • Running the Meet • Managing the Reports • After – • Export files • Meet Summary

8. Before the Meet Not a true Recorder/Scorer role. • Host club needs to identify resource • File consistency and record management • Technology outpaced historical roles

9. Before the Meet Master File Management Set-up – Meet Set-up • Start with the Meet basics, • Correct Name • Dates of the meet • Course Type and Distance • Class of Meet (Age Group, Masters, SWAD) • Numberof Lanes in the pool

10. Before the Meet Master File Management Set-up – Seeding Preferences • Identify seeding style (circle, timed finals)

11. Before the Meet Master File Management Set-up – Scoring Preferences • Scoring system to be used (as defined by Meet Management)

12. Before the Meet Master File Management • Report Preferences • Page Titles • Formatting Set-up – Report Preferences

13. Before the Meet Events Events • Based on Meet Package • Either • Import Events • File • Import • Events from MM • Add New Event

14. Before the Meet Events Events – Add Events • Each event requires, • Event Number(auto increments) • Individual or Relay • Gender(alternates gender if set) • Age Group(may be pre-defined or custom) • Distance • Stroke • Entry Fee

15. Before the Meet Events Events • Define Sessions

16. Before the Meet Events Events – Sessions – Add Session • Define Sessions • Times used in reports • Interval used by referee

17. Before the Meet Events Events – Sessions • Define Sessions • Double-click to add • Move All

18. Before the Meet Events Events • Define Records

19. Please Note: What’s a Record? • For an official time to be acceptable as a “Record Time” in SNC record applications the time MUST have been measured by three timers (if manual time method is used). • A time achieved on the first leg of a relay, even if the team is subsequently disqualified. • A properly recorded split time, provided the final time stays within the meet’s qualifying standards

20. Before the Meet Events Events – Records • Define Records

21. Before the Meet Events Events • Define Time Standards

22. Before the Meet Events Events – Time Standards • Define Time Standards • Set by Meet Management • Based on the entered events • Import a standard • Enter/edit existing qualifying times • One time means the time is equal to or faster • Two times means the time must fall between the two times

23. Before the Meet • At End of Meet Set-up • Export a Meet Manager events file for all clubs coming to the meet. • Export .. “Events for TM” • Example - MM020802.HYV • Do not Zip • File is encrypted • Attach to e-mail ‘as is’

24. Before the Meet • Receiving Entries • Email arrives with attachment • Example clubname-Entries001.zip • Import entries • Done • Verification • Only a precautionary step • Entry accuracy is the responsibility of the submitting club • Ensure team name appears • Consider number of swimmers • Quick check of times (obvious errors) • Email/Fax back confirmation of entry • Closing Entries • Physically stop making entries or changes • Seed the Meet (once!)

25. Before the Meet • Reports • Sessions (Timed report for Referee) • Heat Sheets (For programs) • Entry Fees • Athlete Entry (Basic 2 column report)

26. During the Meet • Pre-Meet • Available 1 hour prior to start • Time spent to, • Ensure computer and hardware connected • Identify Chief Finish and runners • Establish routine for approval • Ensure stapler, paperclips, elastics are plentiful • Receive scratch list from coaches, Clerk of Course • Remove (indicate SCR) scratched swimmers from heats without reseeding • Enter any deck alterations entries/substitutions • Show deck entries as (generally) exhibition (EX)

27. During the Meet • Running the Meet • Types of entry will include, • Typing times from cards • Accepting input from electronic systems • Introduce yourself to the Chief Finish Judge • Define process for approval (both agree) • Define relay team management. • When to collect cards • Include swimmer names There may be different methods of process due to physical constraints, timing systems used and more. The end result, accurately recorded times … should be the same.

28. 1. Cards arrive from deck 2. When complete all cards sent for entry. 3. Entry into system. 4. Create system report and send with cards for signature and approval. 5. Cards, signed sheet returned and stored. 6. Results reports sent for posting. During the Meet A Process Collect and calculate correct finish times. Chief Finish Judge Recorder/Scorer

29. During the Meet Getting Acquainted with the RUN menu

30. During the Meet Ensure the correct event is highlighted

31. During the Meet • Status is either, • Unseeded • Go back and Seed • Seeded • Now ready for entries • Done • Entries completed • Scored • You have finished this event

32. During the Meet Choose the correct Heat

33. During the Meet • Either: • Choose Get Time (not shown) if using electronics

34. During the Meet • Either: • Choose Get Time (not shown) if using electronics • Enter time awarded by Chief Finish Judge (no need to enter colons or comma)

35. During the Meet Indicate: No Show (NS) Did Not Finish (DNF) Disqualified (Checkbox) Exhibition (Checkbox)

36. During the Meet Automatically: Heat placing and Final placing will appear.

37. During the Meet When finished: Choose Score Event for a report if scoring is being implemented.

38. During the Meet When finished: Scoring is presented if Final or Timed Final

39. During the Meet OR Choose List for a report if not scoring the Meet.

40. During the Meet Review Results. Print and give to Chief Finish for signature.

41. During the Meet • Retain copy with Signature • Bundle with cards (or tape) • Store to one side • Score event again if required • Print copies for posting on the wall While waiting for approval to proceed you can move on to next event.

42. During the Meet If a preliminary, then indicate on the report finals, consolations and alternates. Finals Consols Alternates

43. During the Meet Exhibition swim: Not ranked with time indicated

44. During the Meet Disqualifications: Not ranked and no time indicated

45. During the Meet No Shows: No time available so not placed.

46. During the Meet Did Not Finish: No time available so not placed.

47. During the Meet • Failed Swims: • Choose from the Exceptions Menu • Many different choices • Enforcement at the discretion of Meet Management • TM Report with proof (can be part of submission)

48. During the Meet Failed Swims: Min. Entry Time Swimmer Entry Time Failed Swim

49. During the Meet … or … Failed Swims

50. During the Meet If required scoring should be included.