USA Swimming 101

Presented to Lake Erie Club Registrars

September 2012By

Pam Cook (Lake Erie LSC Registrar)

What Is USA Swimming?• Individual Members:

300,000 Athletes 28,000 Non-Athletes

13,000 coaches 10,000 officials

• 2,900 Clubs• 59 Local Swimming Committees (LSCs)• 42 National Committees• House of Delegates (570 Voting Members)• Board of Directors (27 Voting Members)

Mission Statement USA Swimming is the National Governing Body

for the sport of swimming. We administer competitive swimming in accordance with the Olympic & Amateur Sports Act. We provide programs and services for our members, supporters, affiliates and the interested public. We value these members of the swimming community, and the staff and volunteers who serve them. We are committed to excellence and the improvement of our sport.

Core Objectives

USA Swimming’s mission is to grow and strengthen the sport of swimming. Specifically, we seek to:– Build the Base

– Promote The Sport – Achieve Sustained Competitive Success

National TeamClub DevelopmentBusiness Operations/Member ServicesBusiness DevelopmentFinancial Affairs

USA Swimming National Officein Colorado Springs

How Do Members Join?

• Club Registrar

• LSC Registration/Membership Chair

• USA Swimming national database (SWIMS)

Club Registrar Responsibilities

• Club Registration

• Club Meet Entries

• Provide Communication with the Parents

Big Picture

Meet Reconciliation

Club and LSC Registration Procedures

• Why?– Provides registration information to club registrars– Provides expectations and guidelines for the club

registrar– Provides new fees/procedures to the club

registrars– Provides a basic timeline for registration

organization

Getting Ready for 2012• If you don’t already have Team Manager 5.0, go to

http://www.hy-tekltd.com • If you have Team Manager 5.0, update your current version to

the latest one. To update your current version:

– Connect to Internet– Open Team Manager– Click on Check for Updates and follow instructions

• Registration for 2012 begins 9/1/011– Active/Hy-tek will recognize that system date, set your batch number back to 0 if you click YES to the query.

Shows Desktop.lnk

Suggested Timeline

• September -– Add new swimmers to your TM database and export registration

• Oct-Nov– Renew old swimmers in the database and export registration file– New, renewals and changes can all be on one export file

• March – After high school season, enter as new or renew high school swimmers and export

registration file

• May – Add as new and renew in TM database any swimmers that have not been previously

registered – can be seasonal or year-round

Registrations InstructionsLE website under FORMS

FORMS

Membership Types

• Athlete (done through Team Manager)– Year Round– Seasonal– Outreach

• Non-Athlete (not done through Team Manager)– Coach– Official– Other

Athlete Membership

• Year Round ($53)– Registration is good from day processed until

December 31– Registrations for new year (2012) can be taken

starting September 1 and are good for 15 months (Ex. Sept. 1, 2009 – December 31, 2012)

• Seasonal – 150 day membership ($30)• Outreach – $5 for athletes that meet the LSC

criteria for outreach membership

Team Manager Registration Basics

• Setting up your new database• Entering your team• Printing forms for existing swimmers• Entering new athletes• Re-registering swimmers• Creating and sending registration file to LSC

registrar• Printing copy of Team Manager batch reports

Team Manager Registration Demo

Meet Entry Files on LE website

Team Manager Meet Entry Basics

• Importing a meet event file • Viewing the meet• Creating a meet entry file• Exporting the meet entry file• Entering athlete results from a meet

– Manually– Electronically

Team ManagerMeet Entry Demo

Meet Reconciliation

• A check either before or after a meet or both comparing a swimmer’s record in SWIMS to a meet entry record.

Meet Reconciliation What is it? A reconciliation that compares the swimmer entered into

a meet to the SWIMS database and identifies the following errors in an exception report: Swimmer not currently registered Swimmer ID in meet entry file does not match swimmer ID in SWIMS Swimmer club code in meet entry file does not match swimmer club

code in SWIMS Who does it? LE LSC registrar Why do it? To ensure that a swimmer is registered, is affiliated legally

with a swim club and ensure that the swimmer’s times in the meet match the correct swimmer

*ID format (16 characters): mmddyy<first 3 letters of firstname><middle initial><first 4 letters of last name>Example: 081990JOHNLHARR (for John L Harrison born on 8/19/90)

Club Responsibility in Meet Reconciliation

• Exception report for club exceptions sent to a club representative

• Club representative must resolve any unregistered swimmers ASAP

• Club representative makes sure that an UN club swimmer does not swim on relay

• Club representative checks that ID in club database is correct

120 Day Rule

• When a swimmer changes clubs (either inside or outside the LSC) 120 days must elapse from when the swimmer last competed for his/her old club and when he/she competes affiliated with their new club.– Example. If a swimmer competed July 4, 2009 for Club A

and then changes to Club B, the swimmer cannot compete affiliated with Club B until November 2, 2009

Transfer Procedure

• A paper or electronic document that specifies when the swimmer last competed for their old club.

• While swimmer is in unattached status (during the 120 days), they:– CAN Practice with their new club– CAN go to meets with their new club– CANNOT swim relays for their new club– CANNOT have points count for their new club

Who Sends Transfers?

• Club can collect transfers from parents and send/email them to the LSC registrar

• Parents can send/email transfer form

LE has NO fee for a transfer

Foreign Athletes Foreign Federation Member Joining USA Swimming USA Swimming Athlete Joining a Foreign Federation Foreign Travel by USA Swimming Members Inviting Foreign Athletes/Teams Foreign Athletes Who Train with USA Swimming Clubs United States Citizens Residing Outside of the United States• USA Swimming has an “open border” policy with Puerto Rico, Canada, Bermuda

and the US Virgin Islands. Travel documents are not necessary for their athletes or clubs traveling to the U.S. and are not necessary for USA Swimming athletes traveling to these countries.

Check with your LSC Registrar when foreign athlete questions arise

Financial Issues

• Payment with registration forms• Fines for:

– Unregistered swimmers– Times exceptions

Club Membership

• Club renewal – – Annual – before Nov. 30 - $100 – Fill out both forms on LE website – FORMS– Be sure and put a check mark in the box that the club has complied

with Pre-Employment Screening requirements

• New Club• Where to get club information

– Go to USA Swimming – http://www.usaswimming.org– Click on Members and Resources tab

Club Pre-Employment Screening(effective 8/31/2011)

• Purpose: Clubs are responsible for the hiring and supervising of their coaches and staff. (Article 502.6.8)

• Requirement: Member clubs are required to conduct the following pre-employment screens on their new employees who are required to be USA Swimming non-athlete members:

– Past employment reference checks or verifications (minimum of 3 most recent)– Education verification (highest held)– State Motor Vehicle Report Examination

• Additional Recommended Procedures: To be determined by 9/30/11.• Resource Providers for the required verifications: (club may use others)

– Acxiom (Cleveland, OH)– BackgroundChecks.com (Dallas, TX)– Frasco Profiles (Burbank, CA)

Non-Athlete MembershipWho: Official, Coach, Parent (Cost - $56)Requirements: • All types must have:

– Background Check • Level 1- Other (Cost $19) • Level 2- Officials, Coaches (Cost $39)

– Athlete Protection test (all) (Cost: $0)• Coaches –

– Current CPR– Current First Aid– Current Safety Training for Swim Coaches– Coach Education test for coaches renewing for second year

Safety Training for Swim Coach Certification

STFSC Certification (Two Ways)1. Can take complete class at American Red

Cross2. Can do it in two parts and both parts must be

presented Pool part – Lifeguarding certificate Test part – can be taken online at USA

Swimming

Where to go for tests/information?http://www.usaswimming.org

Members and Resources

Athlete Protection and Background Check

Why do clubs join?• So that athletes can enter USA

Swimming sanctioned competitions• To take advantage of USA

Swimming programs & services• For insurance purposes

Types of Insurance Coverage

• Liability Insurance• Excess Accident Medical

Coverage

Liability Insurance – Who is covered?

• USA Swimming, Inc.• Local Swimming Committees• Member Clubs• Any member of USA Swimming• Any volunteer acting on behalf of and with the

approval of USA Swimming

What Liability Insurance coversProvides coverage for claims alleging bodily injury, property damage and personal injury occuring during an insured activity.Insured activities include USA Swimming sanctioned or approved meets, covered competitions, practices, try-outs, and approved social and fundraising activities.

What Liability Insurance doesn’t cover• Diving from other than regulation starting

platforms or poolside• Automobile liability• Workers’ Compensation• Directors & Officers (D&O) liability (wrongful

acts/decisions not resulting in bodily injury or property damage)

• Crime (dishonesty)• Employment/Employer related activities

Excess Accident Medical CoverageThis program is excess to a member’s primary insurance. If the member has primary insurance, the Swimming policy pays 100% of what the member’s policy won’t pay.If the member does not have personal primary insurance, then the Swimming policy kicks in with a $100 deductible.There is a $25,000 maximum per occurrence for medical or dental.

Optional Insurance for Clubs

• Workers’ Compensation• Hired, Non-owned Auto• Directors and Officers Liability• Employment Practices Liability• Property Insurance (for owned, not leased,

property)

For additional information or questions about the USA Swimming insurance program, contact Carol Burch at 719.866.4578 or cburch@usaswimming.org

For insurance certificates or to file a Report of Occurrence Form, contact Mary Illich at 719.866.4578 or millich@usaswimming.org

Club Portal

• Club has access and with admin password runs reports.

• Where to get admin password: pamswim@aol.com• Where to get instructions: LE website under FORMS

Club Portal Area

Best Practices

• What do you do that really works?• How do you communicate with your parents?• Other

Comments or questions?