Club Administration Resources

Registering a Club

Club Information Changes

Any changes to a club’s physical address, head coach information, registration contact information, or the House of Delegates contact information must be reported. Please contact [email protected] with changes.

Club Portal - Access and print your club athlete roster, and verify athlete registrations. Access Your Club Portal and Reports.

Middle Atlantic swimming Team Travel Policy Signature Page

USA Swimming has introduced a few changes that impact athletes, individuals, clubs and the LSC’s greatly this year.  Please take the time to familiarize yourself with the changes and the procedures to follow to make the 2021 swimming year one of our best ever!

  • In early 2019, Online Membership Validation was introduced.  This is a new way of sending Registration Files for processing.  Through your team management system, you send your registration file to a holding tank—you will be able to see and fix errors for the athletes prior to our office seeing the file.  This will help to streamline registration file processing.
  • Once a registrar uploads a file for processing, the MA office will receive notification it is available for processing.  As you know, we do not process files without payment.  We will let you know the file has been received and will expect the Payment Form in return indicating your method of payment.  We expect each club using a vendor offering the online membership validation to use this system.
  • For more on Online Membership Validation go here

We will accept credit or bank transfer for all transactions with no fees.  This will need to be indicated on the Payment Form in order for us to process a file.  Invoices for credit card payments will be sent upon final file processing and payment must be made within 30 days or there will be a late fee attached.

In May of 2019, USA Swimming introduced the Minor Athlete Abuse Protection Policy, MAAPP.  This policy addresses 5 specific areas for athlete protections: one on one interactions, locker rooms, travel (both local and team), social media and electronic communications, and massage/athletic training practices.  USA Swimming has mandated all USA Clubs be in compliance with the policies by June 23, 2019.  Compliance includes the following:

  1. All club policies (travel, code of conduct, locker room, etc) adhere to the recommendations put forth by USA Swimming Safe Sport.
  2. Clubs maintain a record of signature of acknowledgement from their members that they have read the MAAPPs policies and club policies.
  3. All athletes 18 yrs. old and older complete the Athlete Protection Training on the USA Swimming Safe Sport site, or risk suspension of their USA Swimming membership.
  4. FAQ’s for the Adult Athlete requirement.

As with any new changes, it may start out a little rocky, and there may be some glitches along the way, so please be patient.  Remember: Athlete’s safety is our number one priority!

Here is everything you need for the registration process.  Please replace ALL forms from 2020 with the 2021 with these forms.  You may experience delays with registration if the proper forms and procedures are not followed.


The Registration Payment Form should be used each time you mail a check for registration to our office. Note the early registration discount dates for both athlete membership and Club renewal.  Payment and the athlete file or Payment and the Club form (Head Coach must be up to date on ALL certifications to process Club renewal) must be received prior to the date listed to receive the discount.

This form helps to clarify what the check is to be used for.  If you are a club that has a central office (such as a YMCA office) PLEASE include our Payment Form with your request for payment so the office can send us both the form and check.

Checks received without this form may be delayed in processing.

Email registration questions to [email protected].

**2021 Club Membership Form— This form is NOT included in the attachments above.  This form has been filled out for you using the information in the SWIMS database your club has provided.  It will be mailed to your Club Contact in mid-August.  Please check with that person if it is NOT you to be sure it is received. This form MUST be returned to our office with payment for us to renew your club for 2021. The head coach must be up to date on all certifications in order for the club to renew for 2021.  If there are changes to the information listed on the form, please make those neatly and we will change the information for you in the SWIMS database.

You can reach us at:  [email protected]

Incident Reports

Any time there is an accident or injury during activities such as Sanctioned or Approved swim meets, swimming practices, contracted Swim-a-Thons or approved social events, a Report of Occurrence must be submitted by a coach, official or someone affiliated with the club/facility. This form is submitted online, and sent to USA Swimming and its insurance company.  Make sure to send a copy of this emailed report to the Operational Risk Chair for Middle Atlantic Swimming.

Report of Occurrence Form.

Insurance Certificates for Your Club

As a USA Swimming member club, you have the benefit of General Liability insurance coverage at no charge to the club. The terms and limitations are reviewed annually with each policy period renewal. Currently, the policy limits are $1M per occurrence/$2M general aggregate. Beginning with each new membership year, USA Swimming mails each club an insurance certificate as proof of their insurance coverage.

Facilities used by USA Swimming clubs may also request to be named on the certificate. This is called an “Additional Insured Endorsement.” Obtaining an Additional Insurance Endorsement is done online through the CertificatesNow website. USA Swimming headquarters does not request this certificate for the club, and the certificate is not automatically renewed annually.

Insurance FAQ