© Copyright 2013-2017 Ontario Swimming Officials’ Association February 2015 © Copyright 2013 - 2017 Ontario Swimming Officials’ Association Club Officials’

© Copyright 2013-2017Ontario Swimming Officials’ Association

February 2015

© Copyright 2013 - 2017 Ontario Swimming Officials’ Association

Club Officials’ Chairperson Clinic


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Thanks for Becoming a Club Official Chairperson (COC)

Officials’ Development Plan

Officiating in Ontario


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Today

The RoleGeneral ResponsibilitiesOfficial’s Development PlanOSOA WebsiteOSOA Registration SystemOSOA On-line clinicsStaffing a Swim MeetUp the LadderQuestions


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The COC Role

Is an integral part of every club and OSOA;Plays a major role in the development of club parents and interested volunteers;Mentors the “Up the Ladder Process”;Has an accurate documentation process;Assigns the on-line clinic “keys” as required;Monitors the club development plan;Ensures on-line officials registration is up-to-date;Organizes club classroom clinics and assists in the communication process of Regional clinics;Plays a major role in the staffing of swimming competitions hosted by their club.


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www.osoa.ca -> Club Officials Chairs

http://www.osoa.ca/


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COC Responsibilities

Regular contact with Regional Officials’ Representatives (ROR’s)Maintains current Officials’ roster listing for clubCapable of conducting and/or organizing classroom clinics for their club documenting with a Clinic Certification Form Not all officials are registered on the OSOA website

Provides/ updates the Official’s Certification CardProvides/ presents “Up-the-ladder” level pinsAssists Meet Referee and Minor Official Co-Ordinator with information for Officials’ to host meets


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At the beginning of each season,

The COC shall:Order from Swim Ontario a supply of officials’ certification cards and an appropriate number of pins for Levels I & II; Merchandise order form under FORMS on OSOA

Download/ print from the OSOA website as required: Officials’ Clinic Certification Forms, Powerpoint clinics, questionnaires, and answer sheets, Up the Ladder Certification document and blank PTRs and evaluation forms

Maintain the current list of active club officials, following the yearly inactive status email.


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At the beginning of each season, cont…

The COC shall:

Prepare a list of possible candidates for Level I clinics from the names of new recruits or parent volunteers not currently involved in officiating.

Arrange a series of clinics to cover Level I and all positions in Levels II and III.

Contact clinic presenters to teach the various positions and make the necessary bookings (rooms, equipment, etc).


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During the Season

Maintain good contact with the Regional Officials’ Representatives. It is not necessary for the COC to attend every clinic; but it is essential that the presenter be supplied with all the necessary materials.When the Clinic Certification Form has been completed, send a copy to the Regional Officials’ Representative. A second copy should be maintained in the club filesThe COC usually assists in obtaining officials for a swim meet as required by the Meet Manager, in accordance with CSW 1.2.1.


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During the Season

When preparing a roster of officials for a meet, the COC should ascertain which officials need deck evaluation at given positions, and which officials need to have PTR’s completed for their next level. It is not always possible to accommodate everyone’s wishes, but it is important to provide as many opportunities for evaluations as possible. It is imperative to remind candidates that deck evaluation at any position is only possible if the evaluator(s) (attending Senior and Master officials) are aware of the potential certification before the session begins.

Submit all level change notifications to the Regional Officials’ Representatives as they occur.

It is the COC’s duty to ensure that the appropriate pin presentations are made.

The Level III pin may not be presented without the Regional Officials’ Representatives’ approval.


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Up the Ladder (UTL)

Level I

Level II

Level III

Level IV

Level V

Close each clinic by providing/ signing each participants’ Official’s Certification Card and retain the Clinic Certification Form.


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Officials Development Plan (ODP) on www.osoa.ca

The Plan: to encourage clubs to promote their officials progression up the officiating “ladder”.

The Purpose: to enhance a club’s ability to host and/ or assist at meets.

With the End In Mind: to have better officiating means better and more efficient meets.


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ODP cont…


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ODP cont…


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ODP Clarification

The following are the questions most frequently asked: The family count only includes active "competitive"

families. Requirement does not apply to development or regional

meets. Term “development” referred to non-competitive meets

“Alumni LIV/ LVs” must declare with a single club for the year, and must agree to work meets hosted by the declared club.


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Club Sanction Requirements

An example of yearly club requirements to

provide the information for

compliancy each season


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Hosting Ability

Any club not meeting the sanction requirement, and wishing to host a meet must: Submit an officials’ development PLAN to the regional officials’ chairs for approval. Achieve requirements within the upcoming season

Clubs can achieve their requirements at any time during the year.Clubs may opt to combine resources when co-hosting a meet. If ineligible to host on their own, clubs must contact their ROR to confirm “combined” eligibility; ROR will notify Sanction Officer


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Quick look around the www.osoa.ca website

Menu Bar

http://www.osoa.ca/


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OSOA Menu Bar

Discussed already

Let’s touch on the menu items across the taskbar


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OSOA Home


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OSOA News

Rule ChangesRule InterpretationsWebsite changesInterest stories


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OSOA EducationOfficials’ Development Plan

Found under both Education and COC sectionsCertification for LI -> LV “Up The Ladder”

Full Document available for download Each Level detailed out for requirements

Classroom PowerPoint Clinics for download Open or Save to your hard drive Tests for each clinic Handouts if available

On-line Clinics… brief description Actual clinics found under Home on menu bar

Evaluation Guidelines Along with the Deck Certification On-Line clinic assists Officials in

requirements for asking for a sign-off evaluationEvaluators Listing for each region


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Forms

ReferenceEvaluationTravelMiscellaneous


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On-Line Resources

Governing Bodies

Rules of swimming

Para-swimming

Meet Manger Resourses

Etc…


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About Us


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Registering On-Line

Designed to allow swim officials to record and track their officiating progress electronicallyOfficial Certification Card is still required as proof.

Help


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Help

How to register as an officialPrevious clinicsRegistering for a clinicAdding deck evaluations


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Officials’ Registration Database

All Level 1, 2, 3, 4, 5 Officials Officials are required to register Annual profile update, by making all

officials inactive on a yearly basis COC - Identify who is working on next Level COC and/or ROR to be assisting in this

process


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The Features

Ability to find & register for clinicsAbility to track & record deck evaluationsAbility to track your moving “Up the Ladder”Integrate user names & passwords between two sites – on-line clinics and registration system Completed on-line clinic information in one place


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Benefits of the WebsiteDesigned to aid all levels for Officiating For the Individual

Personal tracking system

For the Club COC’s - Keeps track of club officials to comply with

sanctioning requirements

For the Region ROR’s are able to track the events and officials within their

region

For the Province OSOA is able to track events and total officials within the

province


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COC ResponsibilitiesImportant responsibilities to administer your

Club Officials using the Swim Officials Registration website.Validating new AccountsAdding your Club Hosted Classroom ClinicsVerifying hosted clinic attendance Assisting with new registrations

Verifying Deck Evaluations Copy of your official’s certification card (OCC) is

requiredVerifying Past Clinics Only clinics prior to July 2011 from OCC


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Log-In Screen

New Member

Log in with your username and password

Forgot your info??


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Register a New Account

Fill in the separate sectionsYou will need a unique passwordYou will need a personal security question


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Forgot My Password/ Username


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Updating Your Settings

Settings – your personal information.

Update: Your club affiliation, telephone numbers, active status, and change your password on this

page.


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Official’s Main Account Page

Official’s Information

Evaluations – verified and not verified

Level achieved

As of August 2011 all classroom clinics have been added. Only classroom clinics prior to this timeframe can be added as Historical.


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Official - Clinics


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Registering for a Clinic


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Add a Past Clinic

Remember any clinic after Sep 2011 needs to be entered by the COC or ROR.


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Add a Past Instructor/ Evaluator

Remember any instructor or evaluation position after Jan 2012 is entered at the time of the classroom clinic.


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Official - Evaluations

It is handy to ask the evaluator his/her name so you can fill in the information.


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Officials Attending Meets


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Official – Meet History

A worked session on your account is automatically added when you sign up on the OSOA websiteMeets not listed on the OSOA website, you will need to manually add in your worked sessions


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COC/ ROR Administration


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Classroom Clinic

Create the Clinic

Add Attendees

Run the Clinic

Verify the Attendees

Print off the Clinic

Mark Clinic Completed

If the evaluator for the clinic is not from your club, contact the ROR’sto insert the evaluator’s name into the Clinic information.


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Classroom Clinic cont…

All clinics that are being presented for a sign-off require a Level V evaluator

Who can present a clinic??? Level III

Present a Level I Timekeeper clinic Level IV

Present all clinics except Starter and Referee Level V

Present and evaluate all clinics


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Classroom Clinics cont…

Clinic Certification Forms (CCF) are still required at Clinics COC knows who attended (maintains for club) ROR knows who attended (maintains for region)

By comparing the CCF and OSOA print-off, we know which officials aren’t registered COC can help those officials to register ROR’s have listing of officials that have taken the Clinics and

are not registered for OSOA database.


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Clinic Certification Form (CFF)

Why still use the old forms??? Everyone that takes

the clinic has their data updated in their club and regional records

Not all officials have an OSOA account

Copy -> ROR’s Why…

to update the WOSOA records


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Club Official Listing on OSOA

Listing of Officials for your club

Sort Listing ABC Level Date Log-in Etc… Download

List Matrix

Details for each official

Level achievements

Close to a move “Up the Ladder”

Verifications needed


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On-Line Clinics

On-line clinic listing Clinic taken/ date; official info

Level 1 Timer clinic requires a Red Pin


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Deck Evaluations - VerifiedOfficials can add in their deck evaluations as they are completed at a meet they attended

Date Meet attended (not on the OCC see SNC meet listing) Officials initials (officials need to get the name of the

evaluator especially if out of region) COC/ ROR can verify once they have the a copy

of the Officials Certification Card (OCC)

Edit Box


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Past Clinics - Verified

As of September 2011, all Regional clinics have been added to the OSOA database Official attended a clinic but didn’t have an account at that

time… BUT now has an account Go back to the original clinic, add the official, mark attended

THEN mark clinic as completed to add clinic to officials account (all other attendees info is just overwritten)

Only Past Clinics prior to this timeframe can be added here as a “Historical” Clinic


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New Accounts - Approved

As each new account is opened for your club, you will see their information Username; Last name; First name; email address; telephone

number

Approval is done by the COC for their club allowing them access to the OSOA registration system Before approval please confirm they do not already have an

account Accounts can be active or inactive Why is this important???

On-line clinics cannot be transferred from account to account


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OSOA On-Line Clinics Process

OSOA website choices: Home on Menu Bar On the Home page bottom left Officials Account

Clinics -> On-line clinics


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On-Line Clinics

Log in to the on-line clinics using same username and password as your officials registration accountOfficial chooses the clinic they wish to take COC to give out keys as requested

Official takes clinic, completes test Achieved 80% and higher to pass Automatically added to officials account within 24

hours Automatically added to the Clinics Completed List

Level I – Timekeeper Clinic COC needs to hand out Official Certification Card

(listing clinic taken signed by COC) + Red Pin


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Staffing a Swim Meet

Preparation

During

After

Record keeping


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Referee

StarterChief Timer

AssistantChief Timer

{{{{{{

Timers

Timers

Timers

Timers

Timers

TimersFalse

Start

Rope

Backstroke

Flags

Backstroke

Flags

TurnJudges

Clerk ofCourse

MarshallingArea

Chief FinishJudge

Approximately 30 - 50 officials needed on deck to run a meet, 6 and/or 8 lanes single

ended meet per session

Recorder/Scorer

Staffing a Swim Meet

Marshall


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Referee

StarterChief Timer

AssistantChief Timer

{{{{{{

Timers

Timers

Timers

Timers

Timers

TimersFalse

Start

Rope

Backstroke

Flags

Backstroke

Flags

TurnJudges

Clerk ofCourse

MarshallingArea

Chief FinishJudge Recorder/Scorer

• Runners• Food

Preparation• Marshals• Safety

Marshals• Meet ManagerStaffing a Swim Meet

Marshall


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Organizing Officials

Minor Official Co-ordinator and/ or Meet Referee are usually assigned to staff the Officials for your swim meet. COC can assist with official information

Their duties: If necessary, ask for help in your meet package and

have the clubs send their list of names / phone numbers / and qualifications along with their entries

Divide responsibility between senior officials and local Officials Chairperson to arrange for officials

In any event, have the majority of the positions filled before the start of the meet.

Confirm status of officials’ assignments to the ROR’s 10 DAYS prior to meet

Publish schedule and assignments as soon as it is finalized


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Minor Official Co-OrdinatorArrange 2 - 3 spare Timekeepers on call in case of sickness or no-shows.

Organize the Officials Room with required supplies for that session

Designate a person to greet and sign-in the officials as they arrive, direct them to the heat sheets and equipment needed for their position and answer any questions. All officials working a session must be recorded

Have all positions posted in the Officials' Room. If there are openings for other sessions, officials can sign-up where

they see the empty positions.


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COC needs to be familiar with how “Up-The-Ladder” works!

Level I

Level II

Level III

Level IV

Level V


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Level IAttendance and successful completion of Level I Timekeepers clinic

To be certified as a Level I 2 satisfactory deck evaluations are

required


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Level II

Level II

Certified Level I

Completion of clinics and 2 deck evaluations in any 2 further positions - Stroke & Turns plus one other (except not Referee)

Clerk of Course Chief Timer Chief Finish Judge/ Chief Judge

Electronics (2 CFJ or 1 CFJ + 1 CJE) Recorder/ scorer (Clinic only no sign-

offs) Starter Meet Manager

Copy of Front of OCC to ROR


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Level III

Level III

Certified Level II

Completion of all clinics and 2 deck evaluations in any 3 further positions

(Referee LIII position and one other will still be incomplete)

Referee clinic taken within 2 yearsConduct a clinic under the supervision of a Level V

Copy of Front and Back of OCC to ROR


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Up the Ladder

Levels IV and Vrequire …• additional clinics • intensive evaluation• National Meet experienceand much more.

Level I

Level II

Level III

Level IV

Level V


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COC Questionnaire

10 minutes

Questions before we begin?


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1. The role of COC:

a. Is capable of conducting & organizing officials’ clinics b. Have interests in educating and the progression of

people c. Knows where to obtain the tools and materials to do

the job d. Has the keys to the on-line clinics and issues them

accordingly e. operate the automatic placing and timing system f. Can staff a home meet with some assistance g. Has access to the database of officials for the club h. Able to provide ROR an officials’ list of club officials &

levels


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2. Some of the responsibilities of the Club Official’s Chairperson are to:

a. Clubs Development plan is in place and compliant b. Ensure that the parents are able to officiate at home

and away meets c. Has knowledge and can assist in the up-the-ladder

process d. ensure that the meet is staffed properly e. Prepare and distribute the meet invitation f. Has the pins and certification cards available g. Is well connected with Regional Officials

Representative h. Can present and/ or organize clinics at home club


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3. The on-line registration is for which level:

a. Level 1

b. Level 2

c. Level 3

d. Level 4

e. Level 5

f. FINA only


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4. Which Clinics can I complete on-line?

a. Level 1 Timekeeper & Safety Marshal b. Level 2 Strokes & Turns c. Level 2 Chief Timekeeper d. Level 2 Chief Judge Electronicse. Level 2 Chief Finish Judge f. Referee and Starter g. Level 2 Clerk of Course h. Level 2 Recorder Scorer i. Level 2 Meet Management


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5. What is the mark to be obtained for a successful completion of the online clinics?

a. 60%

b. No mark

c. 90%

d. 50%

e. 75%

g. 80%

h. 100%


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Thank you

Approved by the Ontario Swimming Officials’ Association Board

Documents

© Copyright 2013-2017 Ontario Swimming Officials’ Association February 2015 © Copyright 2013 - 2017 Ontario Swimming Officials’ Association Club Officials’