BCSSA Hytek Procedures

1. BCSSA Hytek Procedures BC Summer Swimming Association Officials Certification Program Approved by the BCSSA Rules & Regulations Committee ]

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

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

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

5. 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

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

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

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

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

10. 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

11. Before the Meet Events Events • Define Sessions

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

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

14. Before the Meet Events Events • Define Records

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

16. Before the Meet Events Events • Define Time Standards

17. 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

18. 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’

19. 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!)

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

21. 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)

22. 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.

23. 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 Collect and calculate correct finish times. Chief Finish Judge Recorder/Scorer

24. During the Meet Getting Acquainted with the RUN menu

25. During the Meet Ensure the correct event is highlighted

26. 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

27. During the Meet Choose the correct Heat

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

29. 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)

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

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

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

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

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

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

36. 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.

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

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

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

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

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

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

43. During the Meet Judge’s Decisions.

44. During the Meet • Judge’s Decision • Break ties • Make overall decision • Heat Placing • Results Points

45. During the Meet Splits

46. During the Meet Adjustments

47. During the Meet • Adjustment: • Current heat layout • Drag and drop

48. During the Meet • Adjustment: • Deck entry • Highlight team name • Show Athlete

49. During the Meet • Adjustment: • Drag and Drop Name into desired heat and lane

50. During the Meet • Adjustment: • Drag and Drop Team • Automatically increments to next relay Team ( i.e. ‘B’)