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Meet Directors' Reports
  1. Records Chairman's Reports:

    1. The following records reports must be filed with the Records Chairman no later than thirty (30) days after the last day of competition and no later than September 15.

    2. One (1) complete set (hard copy) of meet results. Included in this must be complete USA Swimming registration numbers, the age of each swimmer and the club he/she represents. If results do not include the registration number, then a list of registration numbers of all swimmers must be sent with the meet results. The meet results and registration list may be forwarded in a word processing document (MS Word (.doc) or Rich Text Format (.rtf)).

    3. Electronic meet results on diskette or via email. Meet results must be in an SDIF (.sd3) file which is compliant with the current USA Swimming SDIF file specifications.

  1. Treasurer's Report:

    1. The following reports must be filed with the CCS Treasurer not later than thirty (30) days after the last day of your swim meet.

    2. One (1) completed copy of financial report with a copy of your sanction.

    3. Complete payment of all monies due to CCS for travel fund and/or material or services rendered. (i.e., watches, sale of hand books, etc.)

  1. Registration Chairman's Procedures:

    1. Four (4) to five (5) days prior to the commencement of the meet:

      1. Forward to the Registration Chairman, via email, an electronic file, either of meet entries or of meet registrations, in an SDIF (.sd3) file format for verification of registration.

      2. The Registration Chairman will process the electronic file and return a Rich Text Format (.rtf) file of Registration Exceptions and an MSWord document with instructions on how to handle the registration exceptions.

      3. Make corrections as indicated in the two documents returned in step “b” above.

      4. If there are unregistered swimmers indicated in the Registration Exceptions, instruct your Clerk of Course to collect membership registration and fees prior to checking the identified unregistered swimmer in to compete. Any swimmer who cannot be registered prior to competition, SHALL NOT be allowed to compete.

    2. Within seventy-two (72) hours of the completion of competition:

      1. Forward to the Registration Chairman any registrations and fees collected by the Clerk of Course in accordance with the procedure outlined in step 1.d. above.

      2. Forward to the Registration Chairman, via email, an electronic file of the meet results in an SDIF (.sd3) file format.

  1. CCS Webmaster Information:

    1. The following information must be filed via email with within seventy-two (72) hours of receiving a Sanction:

      1. An electronic copy of the sanctioned Meet Sheet. The text of the Meet Sheet should be in an MS Word format. The event list of the Meet Sheet may be in an MS Excel format.

      2. If the meet is to be processed on Hy-Tek’s Meet Manager, an electronic copy of the “Export Events to Team Manager” file.

    2. The following information must be filed via email within forty-eight (48) hours of the completion of competition:

      1. One (1) complete set of meet results in a flat or raw HTML format. Results should be presented in Publication Order (by gender, by age group, by stroke, by distance). If splits are available, they should be included as cumulative. Relay swimmers should be included if possible.

      2. An electronic file of the meet results in an SDIF (.sd3) file format.

      3. If the meet was processed on Hy-Tek’s Meet Manager, a zipped “backup” of the Meet Manager database.

  1. Additional Reminders

    1. Keep track of your expenditures as you set up the meet, estimates can be used for items billed later than the thirty (30) day limit.

    2. Do not estimate number of entries, these totals must be accurate and match totals on swimmer list.

    3. Rental of horn and Colorado Timing System is $25.00 per day with a $50.00 minimum. Rental of watches $10.00 per day. Rental of starting system $10.00 per day if rented separately.

    4. Payment should be based on the completion of the Club Financial Report.

    5. Make all checks payable to Central California Swimming.

    6. Meet results and list of all deck officials must be mailed or delivered to each participating team within the thirty (30) day limit.

    7. A copy of your "fact sheet" must be reproduced in the meet program.

    8. All sanctioned meets must be conducted by officials certified by Central California Swimming and current members of USA Swimming. Specifically all meet directors, referees, meet marshals, starters, and stroke and turn judges working at your meet must be members of USA Swimming.

    9. Every meet site shall have a proper first aid kit, and inform the Meet Referee and all meet marshals as to its location.

    10. The host club shall have a trained electronic timing system operator if the CCS equipment is used or pay $10.00 per hour to have such a person available.

    11. The host club shall be responsible for repair and/or replacement of damaged, lost or stolen CCS owned equipment, considering normal wear and tear on equipment. Host club may appeal for relief to the House of Delegates for any loss or damage incurred.