Approved by the BCSSA Rules & Regulations Committee]

BCSSA Hytek Procedures

BC Summer Swimming AssociationOfficials Certification Program

Role of Recorder Scorer◦ Responsibilities◦ Meet Entries◦ Scoring

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

Questionnaire – 15 minutes Review (answers)

Today

Before –◦ The Meet Set-up◦ Receiving Entries

During –◦ Running the Meet◦ Managing the Reports

After –◦ Export files◦ Meet Summary

Meet Manager – Hy-Tek

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

Before the MeetSet-up – Meet Set-upMaster File Management

Identify seeding style (circle, timed finals)

Before the MeetSet-up – Seeding Preferences

Master File Management

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

Before the MeetSet-up – Scoring PreferencesMaster File Management

Report Preferences◦ Page Titles◦ Formatting

Before the Meet

Set-up – Report Preferences

Master File Management

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

Before the MeetEvents Events

Define Sessions

Before the MeetEvents Events – Sessions – Add Session

Define SessionsTimes used in reportsInterval used by referee

Before the MeetEvents Events – Sessions

Define SessionsDouble-click to addMove All

Before the MeetEvents Events

Define Records

Define Records

Before the MeetEvents Events – Records

Before the MeetEvents Events

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’

Receiving 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 entry Closing Entries

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

Before the Meet

Reports◦ Sessions (Timed report for Referee)◦ Heat Sheets (For programs)◦ Entry Fees◦ Athlete Entry (Basic 2 column report)

Before the Meet

Pre-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

During the Meet

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.

During the Meet

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

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 MeetExhibition 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

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

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

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 Ensure all issues have been dealt with

During the Meet

Results Management

After the Meet Export Results

files for Team Manager

Creates a .cl2 file

Results Management

After the Meet Export Results

files for Team Manager

Creates a .cl2 file Define either

All Team

Results Management

After the Meet

Send files to … www.office@bcsummerswimming.com

Results Management

After the Meet

Many different combinations By Session By Team By Athlete Detailed Summary

You’ll want … Summary Totals By Athlete

Results Management

After the Meet

Meet Summary For Meet

Management To BCSSA

If you have any questions please ask the course conductor.

Please ensure to have the conductor update your Yellow Official’s Certification card.

Thank-You for Attending

Approved by the BCSSA Rules & Regulations Committee