February 2011

1. Hy-Tek for Meet Managers February 2011

2. Using Hy-Tek to Run the Meet • Initial Set-up • Events and Sessions • Awards • Qualifying Times • Event File • Loading Team Entries • Seeding/ Reseeding • Troubleshooting • Last Minute Items • Running a Session • Preparing for Finals • End of Meet - Results • Hy-Tek Help Today

3. Using Hy-Tek to Run the Meet • Load Meet Manager Software MM3 on your computer • Choose admin and single user mode to create your swim meet file • Choose run 1 and multi user mode to run your meet on a networked system • Locate your swim meet files in the default “swmeets3” subdirectory • Name your swim meet with a unique filename • Meet Package is your main source of information to set up your swim meet file • (be aware of documents – LTADS and Swimsuit Policy, also Rule Changes for Scratch Rules, conversions, separate age gender, pre-requisites) • Sanction – registration.swimming.ca/login.aspx • Or Swimming Canada website -> Member Services -> Registration • Username/ password for your registrar of your club

4. Initial Set-up • Menu Bar: Set-up • Meet Set-up • Athlete/Relay Preferences • Seeding Preferences • Report Preferences • Entry/Scoring Preferences • Scoring Set-up • Options

5. Initial Set-up • Dates are important • Age up date if different than the beginning of the meet • If you do not have touch pads at both ends do not click box • S/C or L/C

6. Initial Set-up • Athlete/ Relay Preferences • Ages, birth dates, auto increment, athlete status • Choose other items as required by meet package

7. Initial Set-up • Seeding Preferences • Basic • Conversions Y/N • Standard Lane • Dual Meets • Masters Meets

8. Initial Set-up • Report Preferences • Report Formats • How you want your results to look • Printer Options • Report Headers • Header on all heat sheets/ programs • Punctuation • Upper/lower case is easier to read • Footer Logos

9. Initial Set-up • Entry/ Scoring Preferences • Scoring/ Awards • Limitations on individual/ relay awards • Entries/ Entry Limits • Limitations on individual/ relay swims • Date qualifying times must be achieved by • Review your meet package

10. Initial Set-up • Scoring Set-up • Standard • Scoring meet • Alternate • High point trophies

11. Initial Set-Up • Options • Global changes • Scoring, cost per event… • Change picture • Preferences • Auto backup, auto update check

12. Initial Set-Up • Surcharges (usually Regionals and up) • Can only be added in the Reports -> Team section • When you design a new MM swim file you can view this because there is a team called UNATT • If you purge an old file’s info, make sure you create a team called UNATT to add surcharge

13. Initial Set-Up Recurring Meet • File ->Purge • Last year’s file • Choose what to purge • Teams • Swimmers • Results • Event Comments • Go through initial set-up steps to correct information for this current year

14. Events & Sessions • Meet package has event information • Gender/ mixed • Swimming event • Age group, distance, stroke • Prelims/ Finals • # lanes, slow to fast/ fast to slow • Multi-Age Groupings • New multi-age group extra box • Scoring event • Entry Fee per event • Finals

15. Events & Sessions • Multi Age Grouping • Senior seed events • Break event down into age classifications • Scoring • Awards • Results • # finals in an age grouping • Changes here will override the # of finals on event screen

16. Events & Sessions • Sessions • Groupings of events • Morning, afternoon, evening • Intervals between heats • Limit # of entries in a session • Create your sessions • Drag and drop the correct events to the correct sessions • If you have prelims and finals, 2 lines appear, make sure the correct line is in the correct session • All events are highlighted at left when finished

17. Events & Sessions • Breaks • Between event 5 and 6 • On Event 6 line under Break – type in 10 • Alternating events • Events 1 and 2 alternate • Input 2 for event 1 under alt • Input 1 for event 2 under alt Alternate Break

18. Awards • Meet File is set-up • LTADS rules for 14 & Under • Invitational – rules suspended for single age increment awards • Awards (3 months ahead) • Design • Medals • Ribbons • Trophies • See Meet Package • Medal Count • Your report will tell you your requirements for ordering of medals/ ribbons • Order extras • Ties • Para-swimmers (see Mt Pkg rules)

19. Qualifying Times • Set up Tags • Qualifying times • Dequalifying times • Custom for between qualifying and dequalifying times • Time Standards • Pre-requisites as per LTADS • Removed for Invitationals May 2009 • Manually input • Accurate • Used for exceptions report • Used to enhance results

20. Event File • Check your information • Events • Sessions • Ready to create your event file • Export entries to TM • Save it to your hard drive

21. Event File • registration.swimming.ca/login.aspxor • Swimming Canada -> Member Services -> Registration • Username, password • You can add your event file to the listing/ sanction for your swim meet • Once clubs get their entries ready they will upload their swimmers club file for you to download to your own computer

22. Loading Team Entries • Taking one file at a time from registration.swimming.ca/login.aspx, download them to a folder on your own computer • Import entries into Meet Manager • Read the information as you import • Confirm that the entries are there • Teams • Athletes

23. Loading Team Entries • Exceptions Report • Max Entries • Standards Qualifications • Dequalifying; qualifying • Pre-requisites (if needed) • Miscellaneous • Reg Check/ Proof of Time • Depending on your meet rules, there may be certain reports you want to run

24. Loading Team Entries Swimmer Name • Entry lists are used as confirmation to the coaches • E-mail coaches using registration.swimming.ca/login.aspx site and attach the file saved in html mode • Print out a copy of the e-mail and entry list and create a binder with a section for each club attending your meet • It is the coaches responsibility to check the entries for errors The MM3 default is a pdf file.

25. Loading Team Entries • When a coach makes changes to the club entry file a new version is added to registration.swimming.ca/login.aspx • Now MM3 allows you to delete old entries before you import to avoid problems • Check for errors from 1st entry list and new entry list • # swims has a large change, bonus swims missing • You need to send new list to coach and print out documentation for your binder

26. Seeding and Reseeding • In order to use your Session timelines accurately, you need to seed at least once (heat/ lane placement in each event) • Prelim/ Final events • Seeding of finals depend on results from prelims • Rule of Thumb: • Seed and reseed as often as you need to UNTIL you print all the heat sheets/ program and take it to the printers • Programs for sale need to be as accurate as possible • DON’T RESEED or IMPORT any files after printing Don’t print your relay cards until after you print your programs/ heat sheets

27. Troubleshooting • Session Reports • Determine your timelines for each session • Aim for a max 4 hour swim session excluding warm-ups • MM3 can determine teams in each session • Changes • Interval times • Start times • Meet Package rules: • 2 per lane • Max entries in event • Eliminate relays

28. Troubleshooting • Review Psych Sheets • Times that don’t make sense • Too fast, too slow • Check with coach

29. Troubleshooting • Heat Sheets • Slow to fast/ fast to slow to match meet package • Empty lanes from manual correction? • Reseed if you haven’t printed paperwork to send to printers • Check for each and every event in each and every session • All events included • In correct order

30. Troubleshooting • LTADS - Long Term Athlete Development Strategy • Invitational rules (Mt Mgr’s for Mt Pkg’s) • 12 & Under (must comply with 14 & Under) • All individual and relay events are Time Final • 14 & Under (11,12,13,14) • Single year increments – age classifications/ awards • Temporarily suspended for Invitationals • Pre-requisites – 200IM + 400 or 800 FR OR 400IM + 400 800 or 1500 FR • Removed for Invitationals, May 2009 • Warm-up, start, and finish timelines • Maximum 4 ½ hour sessions excluding warm-ups • Championship meets have further rulings

31. Last Minute Items • Scratches • Athlete screen • Run screen • Adjust screen Once you have printed out your Entry Fee Listing for owings, don’t delete athletes always scratch just their events!

32. Last Minute Items • You are ready, your meet has been checked • Documents for the printers • Heat sheets for officials, Programs for sale • Session Reports • Meet Referee, Minor Officials person, Canteen, and Pool Staff • Psych Sheets • website • Relay Cards • Printed out for longer distance events • Entry Fee Summaries • fees are owed from moment of printing paperwork for printers • Website set-up for Live Results

33. Last Minute Items • Entry Fee Summaries • 2 copies for each club • Include athletes • Book (plastic sleeves) • Total team summary • One insert for each club • A few sandwich bags for cash paid Choose club Surcharge Fees

34. Last Minute Items • Live Results for the Web - Preferences • Pysch Sheets • Event comments • Entry times • Results • Event comments • Prior round results • Entry times • Splits • Choose preference or none • Team Scores • Choose preference

35. Last Minute Items • Live Results for the Web - Settings • Website facilitator sets up a directory /meetresults (no spaces) • Set-up your settings • Session • Passive FTP • Colour schemes • F11/F12 from Run • print button • standard events • Swim-off’s

36. Last Minute Items • Live Results for the Web – Log-in • Test connection • Upload event schedule • Upload default result pages • Before meet starts • Check box psych sheets • Upload heat/ psych sheets

37. Running a Session • Scratches for current session – All scratch rules are stated in your Meet Package • Have scratch forms available for coaches to fill in • Accept only scratches on your forms to track all changes you make • Initial changes and put into binder for scratches • Relay cards • Have them ready for coaches to pick up at beginning of warm-ups • Receipt of club entry fees • Give one copy as receipt • Put cheque into plastic sleeve

38. Running a Session • Incoming relay cards • Names in order of swimming • Line 1 left, right (1,2) • Line 2 left, right (3,4) • Swim-ups for younger athletes swimming up with older relay team • Scratch Rules as per Mt Pkg • If you want relay cards back 30 minutes prior to running relays then you need to have this stated in the Meet Package Relay Teams Athlete Names Clubs Swimmers on relays in order

39. Running a Session • Session Reports for Office Staff • Print out each session on a separate page • Tape up all sessions on wall for event # reference • Source documentation • Meet manager • Timelines • Coaches • Scratches • Office • Error correction

40. Running a Session • 20 minutes prior to start • Lane timer sheets • Choose session • Session order • Continuous for each lane • Current heat sheets • Session Referee • Starter • Electronics • Clerk of Course • 2 copies (tape 1 to table)

41. Running a Session • Review results • Recorder/ scorer • Get times • Adjust for CFJ changes • List/ score, print results • Check for any swim-offs • F12 to upload live results to web (if available) • Labels for awards MM3 R.C. on athlete name and see all the athlete’s info

42. Running a Session • Swim-off • Tie for a specific position for finals namely last place or first alternate • 8-9, 9-10 for 1 heat of finals • 16-17, 17-18 for 2 heats • Order • Copy of results, see coaches • Prepare event card, create new event (300 & above) • Assign lanes, run event as per FINA rules • CFJ decision, JD results, print new results marked revised Judges Decision

43. Running a Session • Deck Entering a new athlete • Caution when adding a new athlete • SNC initially checks for • Name spelling • Registration number • Date of birth • Your final results that you upload to the SNC site may get caught on this information and not allow the upload Ensure Swimmer is properly registered with SNC!!!

44. Running a Session • Deck entering an event for an athlete (in the meet already) • Athlete, club, event, heat/lane assignment (empty lanes only) • Athlete screen • Run/ adjust screen • Meet rules - exhibition • No awards, still official time • Collect funds for event and give a receipt • Paper trail for balancing

45. Running a Session • Labels for Medals & Ribbons • Meet Package will detail the awards for age classifications • Individual Events • Medals • Ribbons • Relays • Medals • Ribbons

46. Running a Session • High Point Trophies • Set up alternate scoring in the meet set-up • Use Alt Pts • Individual • Choose gender • Choose age • Listing of high point achievers • Set for maximum number in listing

47. Preparing for Finals • Scratch Deadlines as per Meet Package • 30 minutes following the prelims session for the matching finals session • Eliminate swimmers who will not be swimming their position in the finals session • Allows alternates to move up immediately • Scratches, Seeding, and Printing of documents occurs • 30 minutes prior to running the finals session • Eliminate swimmers as per Meet Package rules for scratch can be due to illness, injury, or multiple races • Alternates move up without reseeding • 2 heats of finals – FINA rules

48. Preparing for Finals • Scratching for Finals • Have all finals scratch forms • Mark/ highlight FINALS upon receipt • Keep all final scratches together • Mark posted results for athletes • By event in the finals session, go to scratchpad and click in the athletes box for scratches on each and every scratch on the forms • Double check your scratches • Accuracy is important

49. Preparing for Finals • Start seeding • If you have events in which the top heats of timed finals are being run in the Finals session DO NOT reseed these events • Unclick these items before you start seeding

50. Preparing for Finals • Prepare your heat sheets with qualifying alternates (double column) • Checking for (meet set-up for events if not correct): • Event order for all events in Finals • A/B Finals or just A Finals • age groupings according to the LTADS • Prepare your program pages with alternates and meet records (single column) • Copier availability prearranged (paperwork needs to be ready for finals) • Heat sheets for officials • Programs for sale with covers