Clerk of Course & Marshal

1. Clerk of Course & Marshal June, 2006

2. Today • Role of Clerk of Course • Location • Responsibilities • Scratches • Relays • Meet Routine • Marshal • Role • Routine • Seeding • Questionnaire – 15 minutes • Review (answers)

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

4. Clerk of Course Chief Finish Judge Recorder/Scorer Clerk of Course Marshalling Area Referee Marshall 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 Marshall Assistant Chief Timer { Timers • Located on Deck • Assisted by Marshals • Purpose is to, • Run/manage an effective Meet • Efficient dispersal of cards • Reasonable marshalling of swimmers • Sets the tone for the Meet { Timers Strokes And Turns { Timers { Timers { Timers { Timers

6. Clerk of Course Chief Finish Judge Recorder/Scorer Marshalling Area Referee Marshall Assistant Chief Timer { Timers • Intent of Seeding? To ensure that no swimmer is more than half a pool away from the fastest swimmer in the heat. { Timers Strokes And Turns { Timers { Timers { Timers { Timers

7. Clerk of Course • Responsibilities • Assign swimmers to lane positions • Appoint assistants • If pre-seeded ensure correct positions • Inform swimmers of heat and lane • Scratch swimmers who fail to marshal when called • Combine heats (if instructed by the Referee) • Police the working deck • Report swimmers to the referee for undisciplined acts • Receive the official relay teams from team officials

8. Clerk of Course • Responsibilities (continued) • Advise Referee when swimmers assembled • Check swimmers into marshalling area • Control swimmers from check-in until turned over to the Referee • Inform the Referee of the number of heats and swimmers in each heat • Inform the Referee of any SWAD who may need extra time

9. Clerk of Course • Responsibilities (continued) • Ensure Finalists (A) are present before turning over Consolation (B) finalists to the Referee • Reseed (if necessary) from Consolation(B) when Finalist does not appear • Scratches – CSW 3.6.1, 3.6.2, 3.6.3, 3.6.4, SNC 3.1, 3.2, 3.3, 3.4 • CSW 3.6.1: Once entered in an event in non-designated meets, a swimmer who is not an alternate for that event may only withdraw or “scratch” from that event without penalty according to rules set down by the PS or written in the meet information package

10. Clerk of Course • Responsibilities (continued) • CSW 3.6.2 HEATS: The scratch deadline without penalty shall normally be thirty (30) minutes after the previous night’s finals or the night before day 1 of the meet for scratches for the whole meet, if so determined by the meet management. Scratch Deadlines shall be clearly stated in the Meet Information Package FINALS: The Scratch deadline without penalty shall normally be thirty (30) minutes after the conclusion of preliminary heats of the session immediately preceding the finals that day. Scratch deadlines and penalties intended (if any) shall be clearly stated in the Meet Information Package

11. Responsibilities (continued) • TIME-FINAL EVENTS: For individual events of relays that are Timed Finals, the Scratch Deadlines shall be listed in the Meet Information package • CSW 3.6.3: Failure by a swimmer to scratch in accordance with this rule (CSW 3.6), constitutes a late scratch, and shall result in the offending swimmer being scratched from all remaining events, including relays, scheduled for that day. • CSW 3.6.4: Name change’ deadlines for relays should be stated in the meet information and announced at the Coaches TECHNICAL meeting • CSW 3.6.5: Late or deck entries may be allowed at the discretion of the Meet Manager and shall be classified as exhibition swims.

12. Scratches, Substitutions & Penalties • SNC 3.1: Scratches without penalties may be made by depositing the scratch card of the swimmer or team for that event in the scratch box no later than the scratch deadline set for that day’s events. • SNC 3.2: Preliminaries (Scratch Deadlines for Individual Events and Relays) • For individual events and relays having heats and finals, the scratch deadline for preliminaries shall be stated in the meet information package. Subsequent scratches or “no-shows” throughout the meet simply create empty lanes, as there shall be no further re-seeding for preliminary heats. • Relay “name changes” shall be accepted each day up to 30 minutes before the start of relays

13. Responsibilities (continued) • SNC 3.3 Finals • The ”initial” Scratch Deadline shall be 30 minutes following the end of heats each day. • The ”Last” Scratch Deadline without penalty for both A & B finals shall be 30 minutes prior to the start of the Finals session that day. However. there shall be no re-seeding to include scratches made after the ”Initial” Scratch Deadline as stated in SNC 3.3 (a); • SNC 3.3 (b) shall only apply providing: • The Referee, the coach and/or alternate for the event scheduled has been notified of the impending scratch by the coach of the swimmer who scratched; • The alternate has reported to the Clerk of the Course and is prepared to swim the event; (the Alternate shall be placed in the lane of the scratched swimmer as re-seeding shall not take place);

14. Responsibilities (continued) • SNC 3.3 Finals • Time Final Events: Unless the deadline is stated otherwise in the Meet Information, the “Last” Scratch Deadline without penalty for Time Final events shall be 15 minutes prior to the start of the Preliminary session on the day the event is scheduled to begin. Psych Sheets will be seeded after this deadline (for relays following a 1500m event, the Last scratch deadline shall be at the beginning of the 1500m event) Penalties for late scratches will apply as stated in SNC 3.4 • Note: For Time Final events, the top 8 swimmers in Individual events or top 8 Relay teams seeded to swim in the fastest heat in finals, (which may be scheduled to swim on another day), are still bound by the “Last” Scratch Deadline as stated in SNC 3.3 (d)

15. Penalties • SNC 3.4 Penalties (for Finals only at SNC Designated Meets) Penalties for Scratches made after the “Last” Scratch Deadline shall be: • A $20 Fee assessment penalty. This penalty shall apply to all step-downs, no-shows, and unexcused incomplete swims for Finals only. (Such unexcused incomplete swims shall be so determined by the Referee). • The offending swimmer shall, be automatically scratched from all remaining events, including relays scheduled that day: • All swimmers in the offending club assessed this penalty shall not be allowed to swim any other finals that day until the fee is paid. Note: In fairness to alternate swimmers, and as a courtesy to all other swimmers, coaches, officials, and meet management, it is expected that scratches will be submitted to the meet manager, clerk of course, or designate, prior to the Initial scratch deadline.

16. Clerk of Course • Relays • Finalized relay cards must be received at the time of ‘checking in’ with the Clerk of Course • Once ‘checked in’ no changes may be made • When more than one relay team advances to either Final(A) or Consolation(B) swimmers may be replaced by other eligible swimmers (provided the replacement was not the cause of a DQ in the same event)

17. Clerk of Course • Pre-Meet • Available 1 hour prior to start • Time spent to, • Become familiar with pool deck • Check on scratch rules (SNC 3.1 – 3.4.) as well as the meet package • Establish rigidity of marshalling • Brief Marshals • Receive scratch list from coaches • Remove scratched swimmers entry cards • Indicate on Clerk’s master heat sheet scratched swimmers

18. Clerk of Course • Pre-Meet • You will need, • The meet invitation which provides the rules for the meet • Copy of the heat sheet (may or may not be pre-seeded) • Extra blank scratch sheets • Extra blank entry cards • Pencils, coloured pens/pencils and erasers • Relay seeding slips if in use

19. Clerk of Course • Pre-Meet • Deck seeded Meets start seeding each event, • Check the number of cards against the entries on the master heat sheet • Seed the event according to whether it is a, • Final or timed final • Preliminary/semi-final • Dual/tri-meet • Cardless meets • Any change from program involves correction of name on lane sheet • Notify office and referee

20. Here’s an Idea .. Create a duplicate(2) card for these ‘no turns’ events. • Give one card to the swimmers • Ensures lane assignment • Just leave next to blocks (or have Marshal collect) • Give one card to the Timers Clerk of Course • Pre-Meet • For sprint events (25m Short Course or 50m in Long Course) which do not start at the ‘finish-end’, after seeding arrange the event by lane and hold cards for distribution to timekeepers (as opposed to swimmers).

21. Clerk of Course • During the Meet • Announce and/or post the events being marshalled. Technically the Clerk of Course is NOT required to post events being seeded. However, the posting of event numbers does facilitate marshalling.

22. Clerk of Course • During the Meet • Announce and/or post the events being marshalled. • Lay an event out (seed). • Mark the heat and lane numbers on cards • Check that it is correct • Hand out to swimmers • Inform Referee and Starter of the number of heats and swimmers. Consult the Referee regarding combining heats. • Cards of ‘no-shows’ are kept in a separate pile. • Relay cards returned (previously sent out by Meet Management)

23. Clerk of Course • Conclusion of Meet • Turn balance of materials over to Meet Manager/Assistant Meet Manager • If the session has involved preliminaries for finals, • Remain for 30 minutes • Receive all scratches for finals • Bring to attention of Meet Manager

24. Marshal • Assistant to the Clerk of Course • Report at least 1 hour before start to handle scratches, deck entries and coaches scratch meeting • Assist in “pulling scratches” from events in deck seeded meets • Ensure scratches get to the office to be taken out of the computer • Update your heat sheet

25. Marshal • Assistant to the Clerk of Course • Post numbers of events being marshaled • In pre-seeded meet explain process • In deck-seeded meet call out names of swimmers • Determine if missing swimmers are scratches • Distribute lane cards to Timekeepers when starts are at turning end of pool • Assist in seeding if required

26. Marshal • Assistant to the Clerk of Course • Full control of the pool deck • Directing swimmers to blocks • Keeping coaches out of the marshalling area (use discretion) • When authorized by the Clerk of Course shall, • Scratch non-reporting swimmers • Report undisciplinary swimmers (foul language, loud abrasive attitude, willful damage to pool) • Assist in maintaining quiet and stillness on deck prior to starts • When authorized shall report to referee

27. CSW 2.4.2.1: • Shall be responsible for “checking in” swimmers at the marshaling area prior to each event; • Shall have control of the swimmers from the time they are “checked in” until they are turned over to the referee; • Shall have full charge of the working deck insofar as control of the swimmers is concerned. He/she shall report undisciplinary acts to the referee and shall make an infraction report to the referee of any swimmer who engages in an undisciplinary act while under his/her control • Shall have the authority, if instructed by the referee, to scratch swimmers who fail to report to the marshaling area when their heat or event is called for marshaling; • Shall seed swimmers in deck-seeded meets, inform swimmers of their heat and the lane assignments, and distribute time cards; • In pre-seeded meets, he/she may be given the authority by the referee to combine heats and move swimmers from one heat to another

28. Marshal • Assistant to the Clerk of Course • Clean up the area you are working in • Hand in all scratch cards, alternate cards and extra cards to Meet Manager

29. Seeding • Process • Preference is given to the faster swimmers and the middle lanes of a pool • Order of heats is at the direction of the Meet Manager (Fastest-to-Slowest, Slowest-to-Fastest) • Swimmers without entry times in Time Finals and Preliminary heats shall be ranked by draw and seeded last • The smallest heat should be three swimmers • With only two swimmers in a heat following scratches no changes are required except informing the Referee • Swimmers with no Club affiliation (UNATTACHED) are not permitted to participate in relays • Deck entry cards are coded as EXHIBITION • A maximum of two(2) members of an Age Group relay team may come from lower age groups

30. LANE 8 7 6 5 4 3 2 1 Seeding Board Timed Finals 9th 11th 12th 10th 2nd Last Last Heat 8th 6th 4th 2nd Fastest 3rd 5th 7th • Assume we have 12 Entries • 1st heat is the slowest • Last heat is the fastest • Known as HORIZONTALLY SEEDED

31. LANE 8 7 6 5 4 3 2 1 Seeding Board Preliminaries 3rd Last 24th 18th 12th 6th 3rd 9th 15th 21st 2nd Last 23rd 17th 11th 5th 2nd 8th 14th 20th Last Heat 22nd 16th 10th 4th Fastest 7th 13th 19th • Assume we have 24+ Entries • Fastest 3 heats are always VERTICAL SEEDED • Sometimes known as CIRCLE SEEDING • All remaining heats are seeded as for Timed Finals

32. Clerk of Course - Questionnaire • Role of Clerk of Course • Location • Responsibilities • Scratches • Relays • Meet Routine • Marshal • Role • Routine • Seeding 15 minutes. Questions before we begin?

33. Clerk of Course - Questionnaire 1. The Clerk of Course has the authority/responsibility to: • Assign swimmers to lane positions; • Check swimmers for correct positions in lanes if pre-seeded; • Inform swimmers of their heat and lane; • Supervise and control swimmers on the working deck; • Report undisciplined acts to the referee; • Disqualify swimmers for undisciplined acts; • Call officials to attention for the start; • Advise the Referee when swimmers are assembled; • Check swimmers into the marshalling area; • Control swimmers from check-in until turned over to the Referee;

34. Clerk of Course - Questionnaire 1. The Clerk of Course has the authority/responsibility to (continued): • Ensure the return of a swimmer who leaves the marshalling area; • Scratch swimmers who fail to Marshal when called, if instructed by the referee; • Appoint assistants; • Combine heats (when so instructed by the Referee); • Move swimmers from one heat to another in pre-seeded meets without consultation; • When there are Consolation (B) Finals, turn the swimmers over to the Referee only when both Finalists (A Final) and Consolation Finalists (B Final) are on hand; • Reseed, when moving a Consolation Finalist up to Finals, when deemed appropriate; • Receive the official relay team form from team officials; • Inform the Referee of the number of heats and swimmers in each heat; • Inform the Referee of any SWAD athlete who may need extra time for the start.

35. Clerk of Course - Questionnaire 2. In meets other than National Championships and National Team Selection Trials, the following rules apply unless otherwise specified in the meet rules: (CSW 3.6) • A "late scratch" from Preliminary Heats warrants disqualification; • A scratch may be made without penalty at any time from Preliminary heats; • Scratches from Finals resulting from Preliminary Heats may be made without penalty if reported to the Clerk of Course within 30 minutes of the end of the Preliminary session; • Scratches from Finals resulting from Preliminary Heats without reporting to the Clerk of Course shall be barred from all remaining events, including relays, for the day; • Scratches from Time Finals may be made without penalty if made within the time limit set by the Meet Manager.

36. Clerk of Course - Questionnaire 3. What is the deadline for finalizing Official Relay Team forms/cards? • two events prior to the relay events; • fifteen minutes ahead of the estimated starting time of the relay event; • at the time of "checking in" with the Clerk of Course.

37. Clerk of Course - Questionnaire 4. Once a Relay team has "checked in" with the Clerk of Course: • last minute changes may be made until the race is started; • last minute changes may be made if reported to the Head Lane Timer; • changes may be made until the Referee blows his first whistle; • no changes may be made.

38. Clerk of Course - Questionnaire 5. When a club has more than one relay team advance through a Preliminary heat into a Final (A) Consolation (B) Final: • swimmers may NOT be interchanged from one team to another; • swimmers may be replaced ONLY by others who did not participate in the same event in the Preliminaries; • swimmers may be replaced by other eligible swimmers, provided they were not the cause of a Relay team disqualification in the same event in the Preliminaries.

39. Clerk of Course - Questionnaire 6. In Time Finals and Preliminary heats, swimmers without entry times shall: • not be allowed to swim; • be ranked by draw and seeded last; • be randomly seeded in with the other swimmers; • be seeded last in alphabetical order of last name.

40. Clerk of Course - Questionnaire 7. In a pre-seeded meet in which only two swimmers remain in a heat after scratches, the Clerk of Course shall: • do nothing except inform the Referee; • reseed the entire event; • reseed the affected heat.

41. Clerk of Course - Questionnaire 8. In AGE GROUP relay events, the number of swimmers from lower age groups that may be members of the team is: • none; • one; • two; • three;

42. Clerk of Course - Questionnaire 9. Swimmers with no Club affiliation are said to be "UNATTACHED"; they are: • permitted to swim with the club of their choice in Relay events; • not permitted to participate in relay events; • permitted to form a relay team composed of Unattached swimmers ONLY.

43. Clerk of Course - Questionnaire 10. If swimmers deck-enter an event, their time cards should be marked: • unattached; • exhibition; • de - qualified; • disqualified.

44. LANE 6 5 4 3 2 1 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A. B. C. D. E. F...... • seed 5 swimmers in a heat, in a 6 lane pool; D B A C E

45. LANE 6 5 4 3 2 1 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A. B. C. D. E...... • seed 18 swimmers in Time Finals, in a 6 lane pool; R P N M O Q L J H G I K F D B A C E

46. LANE 6 5 4 3 2 1 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A. B. C. D. E...... • seed 15 swimmers in Preliminary heats, in a 6 lane pool L F C I O K E B H N J D A G M

47. Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A. B. C. D. E...... • seed 24 swimmers in Preliminary heats, in a 6 lane pool; LANE 6 5 4 3 2 1 X V T S U W R L F C I O Q K E B H N P J D A G M

48. LANE 8 7 6 5 4 3 2 1 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A. B. C. D. E...... • seed 10 swimmers in Time Finals, in a 8 lane pool; I H J F D B A C E G

49. LANE 8 7 6 5 4 3 2 1 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A. B. C. D. E...... • seed 10 swimmers in Preliminary heats, in a 8 lane pool. H D B F J G C A E I

50. Clerk of Course - Questionnaire 12. The minimum number of swimmers that should be assigned to swim in a heat in a six lane pool is: • two; • three; • no minimum limit; • four.