Hy-tek Meet Manager Recorder/Scorer October, 2004

Hy-tek Meet ManagerRecorder/Scorer

October, 2004

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 minutesReview (answers)

Recorder/Scorer

Referee

Starter

Chief Timer

AssistantChief Timer

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Timers

Timers

Timers

Timers

Timers

Timers

StrokesAndTurns

MarshallingArea

Chief FinishJudge

Recorder/Scorer

Referee

Starter

Chief Timer


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Timers

Timers

Timers

Timers

Timers

Timers

StrokesAndTurns

MarshallingArea

Chief FinishJudge

Recorder/Scorer

Clerk ofCourse

Recorder/ Scorer

Referee


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Timers

Timers

Timers

Timers

Timers

Timers

StrokesAndTurns

Clerk ofCourse

MarshallingArea

Chief FinishJudge

Recorder/Scorer

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

Referee


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Timers

Timers

Timers

Timers

Timers

Timers

StrokesAndTurns

Clerk ofCourse

MarshallingArea

Chief FinishJudge

Recorder/Scorer

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.

Meet Manager – Hy-TekBefore – The Meet Set-up Receiving Entries

During – Running the Meet Managing the Reports

After – Export files Meet Summary

Before the Meet

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

Before the Meet

Start with the Meet basics, Correct Name Dates of the meet Course Type and Distance Class of Meet (Age Group,

Masters, SWAD) Number of Lanes in the

pool

Set-up – Meet Set-upMaster File Management

Identify seeding style (circle, timed finals)

Set-up – Seeding Preferences

Before the MeetMaster File Management

Scoring system to be used (as defined by Meet Management)

Set-up – Scoring Preferences


Report Preferences Page Titles Formatting

Set-up – Report Preferences


Based on Meet PackageEither

Import Events• File• Import• Events from MM

Add New Event

Before the MeetEvents 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

Before the MeetEvents Events – Add Events


Define Sessions

Before the MeetEvents Events – Sessions – Add Session

Define SessionsTimes used in reports

Interval used by referee

Before the MeetEvents Events – Sessions

Define SessionsDouble-click to add

Move All


Define Records

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

Define Records

Before the MeetEvents Events – Records


Define Time Standards

Before the MeetEvents 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

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’

Before the MeetReceiving 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 entryClosing Entries

Physically stop making entries or changes Seed the Meet (once!)

Before the MeetReports Sessions (Timed report for Referee) Heat Sheets (For programs) Entry Fees Athlete Entry (Basic 2 column report)

During the MeetPre-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)

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.

A Process

Chief FinishJudge

Recorder/Scorer

Collect and calculate correct finish times.

Cards arrive from deck1.

When complete all cards sent for entry.2.

Entry into system.3.

Create system report and send with cards for signature and approval.

4.

Cards, signed sheet returned and stored.5.

Results reports sent for posting.6.

During the Meet

During the Meet

Getting Acquainted with the RUN menu

Getting Acquainted with the RUN menu

During the Meet

Ensure the correct event is highlighted

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

During the Meet

Choose the correct Heat

During the Meet

Either:

• Choose Get Time (not shown) if using electronics

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)

During the Meet

Indicate:

No Show (NS)

Did Not Finish (DNF)

Disqualified (Checkbox)

Exhibition (Checkbox)

During the Meet

Automatically:

Heat placing and

Final placing will appear.

During the Meet

When finished:

Choose Score Event for a report if

scoring is being implemented.

During the Meet

When finished:

Scoring is presented if

Final or Timed Final

During the Meet

OR

Choose List for a report if not

scoring the Meet.

During the Meet

Review Results.

Print and give to Chief Finish for signature.

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.

During the Meet

Alternates

Finals

Consols

If a preliminary, then indicate on the report finals, consolations and alternates.

During the Meet

Exhibition swim:

Not ranked with time indicated

During the Meet

Disqualifications:

Not ranked and no time indicated

During the Meet

No Shows:

No time available so not placed.

During the Meet

Did Not Finish:

No time available so not placed.

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)

During the Meet

Failed Swims:

Min. Entry Time

Swimmer Entry Time

Failed Swim

During the Meet

Failed Swims

… or …

During the Meet

If required scoring should be included.

During the Meet

Judge’s Decisions.

During the Meet

Judge’s Decision

• Break ties

• Make overall decision

• Heat Placing

• Results Points

During the Meet

Splits

During the Meet

Splits:

• Optional (MM Discretion)

• Cumulative times only

During the Meet

Adjustments

During the Meet

Adjustment:

• Current heat layout

• Drag and drop

During the Meet

Adjustment:

• Deck entry

• Highlight team name

• Show Athlete

During the Meet

Adjustment:

• Drag and Drop Name into desired heat and lane

During the Meet

Adjustment:

• Drag and Drop Team

• Automatically increments to next relay Team ( i.e. ‘B’)

During the Meet

Relays

During the Meet

Team Names:

• Must be in correct order

• Must be a registered swimmer

• Drag and drop

• Double-click to delete

During the Meet

Awards

During the Meet

Awards:

• Prints labels for ribbons

• Label menu for selection

• Ensure print set-up

During the MeetConclusion 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 Ensure all issues have been dealt with

After the MeetResults Management

Export Results files for Team Manager

Creates a .cl2 file


Export Results files for Team Manager

Creates a .cl2 file Define either

All Team


Send files to … www.swimnews.com

(if TAG eligible) www.swimdirect.ca

After the Meet

Results Management Many different combinations

By Session By Team By Athlete Detailed Summary

You’ll want … Summary Totals By Athlete

After the Meet

Results Management Meet Summary For Meet

Management To Swim BC Gold Bonus

Recorder/Scorer - Questionnaire

15 minutes.

Role of Recorder Scorer Location Responsibilities Meet Entries Scoring

Meet Manager Before – The Set-up During – Running the Meet After – Reports and Reporting

Questions before we begin?


1. The Recorder/Scorer has the authority/responsibility to:

a. Overrule the Chief Finish Judge’s report if appropriate;b. Refer all contentious decisions to the Chief Finish Judge or

Referee for resolution;c. List disqualified swimmers on the result sheet;d. Resolve, one their own, contentious decisions about scoring;e. Compile a list of results from the preliminary heats for display

as soon as possible;f. Include split times in results whenever possible for events of

1500m and 800m as well as relays;g. Compare final results with current records and prepare

record application forms;h. Publish deck-entered swims as Exhibition Swims.


2. In a 10 & under Girls Freestyle event, the results have been published correctly if they read:

a) 1. Sally Smith 9 LSC 1:20.212. Donna Jones 8 STARS 1:20.633. Mary Brown 10 ESC 1:21.594. Sue Whyte 7 NSC 1:22.025. Dawn McFee 9 HTSC 1:22.596. Betty Carson 10 EKSC 1:22.59

b) 1. Sally Smith 9 LSC 1:20.212. Donna Jones 8 STARS 1:20.633. Mary Brown 10 ESC 1:21.594. Sue Whyte 7 NSC 1:22.025. Dawn McFee 9 HTSC 1:22.595. Betty Carson 10 EKSC 1:22.59

Recorder/Scorer - Questionnaire3. In an 11 & 12 Boys 100m Backstroke event, the results have been

published correctly if they read:

a. 1. Brad Bain 12 SCAR 1:38.622. Todd Tucker 11 LYAC 1:40.013. Dean Greys 12 ROD 1:40.30 DQ4. Marc Tuller 11 SAMAK 1:40.335. Joel Carson 11 POM 1:42.416. Ken Kerr 11 MANTA 1:43.02

b. 1. Brad Bain 12 SCAR 1:38.622. Todd Tucker 11 LYAC 1:40.01 Dean Greys 12 ROD 1:40.30 DQ4. Marc Tuller 11 SAMAK 1:40.335. Joel Carson 11 POM 1:42.416. Ken Kerr 11 MANTA 1:43.02

c. 1. Brad Bain 12 SCAR 1:38.622. Todd Tucker 11 LYAC 1:40.01 3. Marc Tuller 11 SAMAK 1:40.334. Joel Carson 11 POM 1:42.415. Ken Kerr 11 MANTA 1:43.026. Dean Greys 12 ROD DQ

d. None of the above is correct.

a. 1. Sue Toth 13 UCSC 1:20.212. Wendy Hunter 14 NYAC 1:20.633. Denise Pepin 13 CAMO 1:21.594. Heather Carr 14 WAC 1:22.10 JD5. Deb Doran 13 LUSC 1:22.10 JD6. Jenn Jones 14 DCSC 1:23.42

b. 1. Sue Toth 13 UCSC 1:20.212. Wendy Hunter 14 NYAC 1:20.633. Denise Pepin 13 CAMO 1:21.594. Heather Carr 14 WAC 1:22.104. Deb Doran 13 LUSC 1:22.105. Jenn Jones 14 DCSC 1:23.42

c. 1. Sue Toth 13 UCSC 1:20.212. Wendy Hunter 14 NYAC 1:20.63 3. Denise Pepin 13 CAMO 1:21.594. Heather Carr 14 WAC 1:22.10 TIE4. Deb Doran 13 LUSC 1:22.10 TIE 5. Jenn Jones 14 DCSC 1:23.42

Recorder/Scorer - Questionnaire4. In an 13 & 14 Girls 100m Breaststroke event, the results have

been published correctly if they read:


5a. The following relay results are published correctly, if they read:

a. 1. COBRA 1:02.27 2:01.83 3:03.84 4:04.022. ETOB 1:01.65 2:03.42 3:05.19 4:07.72

b. 1. COBRA 1:02.27 2:01.83 3:03.84 4:04.02 MAC 1:00.54 2:02.61 4:09.35 DQ

c. 1. COBRA 1:02.27 2:01.83 3:03.84 4:04.02 NYAC DQ

d. 1. COBRA 1:02.27 4:04.022. MAC 1:00.54 DQ


5b. When setting up the scores for a meet, the Scorer should:

a. Get the method of scoring from the Rule Book ONLY;b. Get the method of scoring from the Meet Invitation

and Rule book;c. Create an original system for scoring points;d. Award points to swimmers who are disqualified;e. Award points to swimmers who fail to equal or better

the qualifying times;f. Award team points to Unattached swimmers;g. Award NO points to Exhibition swimmers;h. When two swimmers are tied, award them each one-

half the total available points;i. Include on the score sheet a column for unawarded

points;j. Use only the default Hy-Tek scores.


6. For an official time to be acceptable as a “Record Time” in the SNC record application:

a. The times on at least TWO of the digital manual watches must be identical;

b. The time must have been measured by three timers (if manual time only);

c. The time must have been the fastest in the event and the winner placed first;

d. The time cannot have been achieved in a Time Trial.


7. Which of the following circumstances can lead to an official ‘Record Time’?:

a. A time achieved by a swimmer during the first leg of a relay;

b. A properly recorded split-time at the 400m point by a swimmer whose finish time fails to meet the qualifying time in the 1500 Freestyle;

c. A properly recorded split-time at the 50m point by a swimmer who also sets a record time in the 100m Freestyle;

d. A properly recorded time by the lead-off swimmer on a relay team which is disqualified for a subsequent infraction .


8. What is the significance of DE-QUALIFYING times for a meet?

a. They are used, along with QUALIFYING times, to limit both the fastest and slowest entry times for the meet;

b. They are used to disqualify swimmers who go too fast and exceed the DE-QUALIFYING time;

c. They are used to award points, as only swimmers who exceed the DE-QUALIFYING times can earn points for the team.


9. Qualifying times and/or dequalifying times may be set in order to tailor events for specific levels of swimmers.

a. A dequalifying time restricts entry to the meet;

b. A time achieved which is faster than the dequalifying entry time does not count;

c. Entries showing the dequalifying times are accepted.

Recorder/Scorer - Questionnaire10. If a swimmer’s official time is slower than the qualifying time for the event, it is

termed a ‘failed swim’. How are ‘failed swims’ indicated on the official results?

a. Swimmers with ‘failed swims’ are ‘red-circled’;b. Swimmers with ‘failed swims’ are omitted from the

official results;c. ‘FS’ is marked beside each swimmer’s time;d. A line is drawn on the results list that separates

‘failed swims’ from the rest for each event where this occurs.

e. A separate Failed Swim – Exceptions report is posted for coaches to provide resolution.


11. The results of Exhibition swims should be recorded:

a. In a separate category (event) at the end of all the results for the meet;

b. At the end of the results for each event and marked ‘X’;

c. On the time card only (i.e. should not be included in official results).


12. Which of the following groups should be sent copies of the Official Results?

a. All clubs in the host province;b. All clubs in the host region;c. All clubs participating at the meet;d. The Chairman, National Officials Committee;e. The website swimdirect.caf. The Chairman, Canadian Swim Coaches

Association;g. The office of the host club’s Provincial section;h. The Provincial Sections of out-of-province

swimmers;


13. Re-seeding the meet is only done?

a. When circumstances dictate or warrant;b. When documents or information resulting from

previous seeding can be managed;c. Just before the meet starts;d. Whenever and how often you like.

Thank you.

Approved by the BC Swimming Officials’ Association

Documents

Hy-tek Meet Manager Recorder/Scorer October, 2004