WELCOME to Central California Swimming!

Registration Introduction

Membership in USA Swimming and Central California Swimming falls into three basic categories: Athletes, Non-Athletes and Clubs. Starting in September of 2004, CCS requires clubs to register athletes electronically. However, electronic registration is not an option for non-athlete or club registrations. Also, CCS waives the requirement for electronic registration for unattached athletes as they have no club affiliation and the burden of purchasing the software to do electronic registrations would be unreasonable for an individual.

As part of the athlete electronic registration process, CCS now requires clubs to collect the registration fees from their club members, and remit a club check to CCS for any electronic registration submitted, once the club has been billed by CCS (more details are available under Billings & Payments). CCS will accept personal checks from individuals for non-athlete registrations and unattached athlete registrations. CCS will bill club for non-athlete registrations for which the club is assuming responsibility (i.e. for coaches and club board members).

The procedures outlined here describe how to enter athlete information into Hy-tek's Team Manager, how to create the necessary files to send to the CCS Registration Coordinator, and the procedures that will be used for billing clubs. In addition, technical recommendations and hints are made to simplify the club's operations.

Team Manager Overview

Team Manager (TM) is a licensed software product available through Hy-tek Ltd. The vast majority of clubs in CCS have licensed TM from Hy-tek, so CCS has developed its instructions around that piece of software. Clubs are free to select and use other software products that can perform the necessary functions required for electronic athlete registrations.

CCS and USA Swimming use an internet based software package called SWIMs which was custom built for USA Swimming for maintaining all membership registrations and athlete competitive results. From a registration point of view, there are several pieces of information that are required to process a member's registration. The following minimum information is required to register a swimmer: swimmer's first and last names; swimmer's date of birth, the swimmer's gender and swimmer's mailing address (every family gets a copy of SPLASH magazine and the address is required so the magazine can be mailed to the athlete's home). As a note about athlete's name, many times an athlete has a nickname or goes by his or her middle name. USA Swimming and CCS prefer that when registering swimmers, clubs use each swimmer's true legal name in the first, middle and last name fields. To accommodate a swimmer's preference for a name other than his or her legal name, a preferred name field is provided. Please use it to register a swimmer's name preference.

At the beginning of a new registration year, the club will have to perform certain steps to clear the prior year's registration information and prepare the database for the new registration year. Data for each athlete will be entered in a series of screens associated with maintaining athletes within TM. Once in a while, the athlete's information (like the family moved) or an athlete transfers from one club to another. This information can be communicated through TM as well as normal new and renewal registrations. Periodically the club will prepare a batch of registrations. This process involves creating an export file and an electronic report which are both saved to disk on the club's computer and then emailed to the CCS Registration Coordinator. Periodically, technical problems arise, and the CCS Registration Coordinator may request the club to regenerate a batch registration file or reprint the report. TM has provisions for these requests.

Currently, Hy-tek is supporting two versions of TM, TM II and TM 4.0. In most cases, the two versions of the software operate in the same manner; however, there are a few minor differences. The instructions that are provided in this section are set up for TM 4.0. Any identified differences between the two versions are parenthetically noted within in the instructions.

Register a New Athlete

  1. From the TM Main screen, select Athletes on the menu bar.

  2. On the menu bar of the Athletes screen, select Add.

  3. On the Athlete Information screen, in the Athlete Information section, enter the athletes legal Last Name, First Name, Middle name (in TMII, there is only a middle Initial), Preferred Name (if different from Frist Name), swimmer's Birthdate, and select the swimmers gender either Male or Female. Note that the program will calculate the swimmer's age. When doing so, it may appear that the program "made a mistake" when calculating the swimmer's age. A swimmer's age is based on a System Age-up Date which is set in System Preferences. Generally, just ignore the swimmer's age; however, if you want the age to calculate correctly, look up Age Up in the Help system of TM.

  4. Click the Build ID button to generate the swimmer's new USA Swimming ID. The system may ask you to confirm the ID, just click OK if it does.

  5. In the Member Of section, select the club in Team 1.

  6. In the Primary Mailing Information section, enter the swimmer's Mailing Address, City, State and Postal Code.

  7. At this point click the Registration button.

  8. On the Athlete Registration screen, leave the Registration Date as is, check off the Dual Citzenship box, FINA Federation, Disability and Ethnicity information provided on the athlete registration form. Note that the only way to enter the US Citizen information off the form is to actually select the country code in the Citizen Of box. Unfortunately, the form does not ask the nationality of the swimmer. This information is only important if the swimmer is qualified for national meets of USA Swimming (there are eligibility rules for scoring at that level for "foreign" athletes). If this is the case, you need to determine the swimmer's nationality. For all other situations, just ignore the field.

  9. In the Seasonal box, select the appropriate code. "N" means "N"ot seasonal or year round. "1" means the swimmer is registering for the CCS high school preparatory season which means their membership runs from November 1 thru March 29 or 30 (leap year dependent) of the following year. "2" means the swimmer is registering for the CCS summer season which runs from April 4 thru August 31. (Note that the "3" option is not currently being offered by CCS and is not displayed in TMII.)

  10. In the Status box, select New, then click OK.

  11. Back on the Athlete Information screen, click OK. (When you click OK, the Athlete Information screen clears but remains open. Add another new athlete, or click Cancel to close the screen).

Re-register an Existing Athlete

  1. From the TM Main screen, select Athletes on the menu bar.

  2. Scroll down and highlight the athlete to be renewed. For larger clubs, it might save time to click one of the alphabetic buttons to move the screen closer to the athlete's last name.

  3. On the menu bar of the Athletes screen, select Edit, or just double click on the athlete's highlighted line.

  4. On the Athlete Information screen, in the Athlete Information section, verify the athletes legal Last Name, First Name, Middle name (in TMII, there is only a middle Initial), Preferred Name (if different from Frist Name), swimmer's Birthdate, and the swimmers gender (either Male or Female) and make any changes necessary. Note that the program will calculate the swimmer's age. When doing so, it may appear that the program "made a mistake" when calculating the swimmer's age. A swimmer's age is based on a System Age-up Date which is set in System Preferences. Generally, just ignore the swimmer's age; however, if you want the age to calculate correctly, look up Age Up in the Help system of TM.

  5. In the Primary Mailing Information section, confirm the swimmer's Mailing Address, City, State and Postal Code, and make any changes as necessary.

  6. At this point click the Registration button.

  7. On the Athlete Registration screen, the Registration Date will show date of last registration. So change the Registration Date to today, and then check off the Dual Citzenship box, FINA Federation, Disability and Ethnicity information provided on the athlete registration form. Note that the only way to enter the US Citizen information off the form is to actually select the country code in the Citizen Of box. Unfortunately, the form does not ask the nationality of the swimmer. This information is only important if the swimmer is qualified for national meets of USA Swimming (there are eligibility for scoring at that level for "foreign" athletes). If this is the case, you need to determine the swimmer's nationality. For all other situations, just ignore the field.

  8. In the Seasonal box, select the appropriate code. "N" means "N"ot seasonal or year round. "1" means the swimmer is registering for the CCS high school preparatory season which means their membership runs from November 1 thru March 29 or 30 (leap year dependent) of the following year. "2" means the swimmer is registering for the CCS summer season which runs from April 4 thru August 31. (Note that the "3" option is not currently being offered by CCS and is not displayed in TMII.)

  9. In the Status box, select Renew, then click OK.

  10. Back on the Athlete Information screen, click OK. (When you click OK, the Athlete Information screen clears but remains open. Click Cancel to close the screen).

Register a Transfer Athlete

  1. From the TM Main screen, select Athletes on the menu bar.

  2. On the menu bar of the Athletes screen, select Add (if this swimmer is new to your club) or highlight the swimmer and select Edit (if this is a swimmer, in the database, who is returning to the club).

  3. On the Athlete Information screen, in the Athlete Information section, enter the athletes legal Last Name, First Name, Middle name (in TMII, there is only a middle Initial), Preferred Name (if different from Frist Name), swimmer's Birthdate, and select the swimmers gender either Male or Female. Note that the program will calculate the swimmer's age. When doing so, it may appear that the program "made a mistake" when calculating the swimmer's age. A swimmer's age is based on a System Age-up Date which is set in System Preferences. Generally, just ignore the swimmer's age; however, if you want the age to calculate correctly, look up Age Up in the Help system of TM.

  4. Click the Build ID button to generate the swimmer's new USA Swimming ID. The system may ask you to confirm the ID, just click OK if it does.

  5. In the Member Of section, select the club in Team 1.

  6. In the Primary Mailing Information section, enter the swimmer's Mailing Address, City, State and Postal Code.

  7. At this point click the Registration button.

  8. On the Athlete Registration screen, leave the Registration Date as is, check off the Dual Citzenship box, FINA Federation, Disability and Ethnicity information provided on the athlete registration form. Note that the only way to enter the US Citizen information off the form is to actually select the country code in the Citizen Of box. Unfortunately, the form does not ask the nationality of the swimmer. This information is only important if the swimmer is qualified for national meets of USA Swimming (there are eligibility for scoring at that level for "foreign" athletes). If this is the case, you need to determine the swimmer's nationality. For all other situations, just ignore the field.

  9. In the Seasonal box, select the appropriate code. "N" means "N"ot seasonal or year round. "1" means the swimmer is registering for the CCS high school preparatory season which means their membership runs from November 1 thru March 29 or 30 (leap year dependent) of the following year. "2" means the swimmer is registering for the CCS summer season which runs from April 4 thru August 31. (Note that the "3" option is not currently being offered by CCS and is not displayed in TMII.) You are not actually registering the swimmer so this field should be used to record how the swimmer is currently registered (obtain a copy of the swimmer's current membership card and look at the expiration date to determine which category to select).

  10. In the Status box, select Change, then click OK.

  11. Back on the Athlete Information screen, click OK. (When you click OK, the Athlete Information screen clears but remains open, click Cancel to close the screen).

Change Athlete Registration Information

  1. From the TM Main screen, select Athletes on the menu bar.

  2. Scroll down and highlight the athlete to be renewed. For larger clubs, it might save time to click one of the alphabetic buttons to move the screen closer to the athlete's last name.

  3. On the menu bar of the Athletes screen, select Edit, or just double click on the athlete's highlighted line.

  4. On the Athlete Information screen, in the Athlete Information section, make any changes as needed to the athletes legal Last Name, First Name, Middle name (in TMII, there is only a middle Initial), Preferred Name (if different from Frist Name), swimmer's Birthdate, and the swimmers gender (either Male or Female). Note that the program will calculate the swimmer's age. When doing so, it may appear that the program "made a mistake" when calculating the swimmer's age. A swimmer's age is based on a System Age-up Date which is set in System Preferences. Generally, just ignore the swimmer's age; however, if you want the age to calculate correctly, look up Age Up in the Help system of TM.

  5. In the Primary Mailing Information section, make any changes as needed to the swimmer's Mailing Address, City, State and Postal Code.

  6. At this point click the Registration button.

  7. On the Athlete Registration screen, make any changes as needed.

  8. In the Seasonal box, make no changes, as you are not actually registering the athlete.

  9. In the Status box, select Change, then click OK.

  10. Back on the Athlete Information screen, click OK. (When you click OK, the Athlete Information screen clears but remains open. Click Cancel to close the screen).

Report and Export Registrations

Recommendation:

Every year in September, a new registration year begins. CCS recommends that at that time, each club registration coordinator create a new folder in which to place your registration export files and reports. With the new registration year, TM will start the batch numbering back at #1. However, when saving the export files, TM does not use the actual batch number as part of the file name, but rather it increments the last batch number of files in the folder. So in order to keep the numbers in the export file names and the actual batch numbers synchronized, you need to start the new registration year with an empty folder. For example, if in the prior year you sent 10 registration batches to CCS and used the same folder as the last year without emptying it, then when TM saves the first batch of the new registration year, it will save it as RegBatch11, instead of RegBatch01.

Note that the procedures below specify creating the registration file first and the report second (while many have been trained to do the reverse). The reason for changing this procedure is that when you do the registration file first and the report second, TM displays your club's batch number on the report so if the CCS Registration Coordinator needs to request a regeneration of the registration file, he can specify which of the club's batches is needed.

Procedures:

  1. First, export the registration file. On the main menubar, go to File, Export, Registration.

  2. In the Export Registration dialogue box, do the following:

    1. Select the folder into which you are going to save the export file in the Export to Directory window.

    2. In the Registration Options, check off Include New Registrations, Include Renewals, Include changes.

    3. If your club is the only team in the database, you should not have to check off any of the Athlete Export Filters selections.

    4. Click OK and TM will build the export file.

    5. Once it's done, it will display a pop-up window with the name of the export file. Make a note of the file name so you know what file to email the CCS Registration Coordinator. Before you Click OK in the pop-up window, notice the Last Batch Exported number. Now click OK. Now TM will increment the Last Batch Exported number. Make a note of that number.

    6. The Export Registartion dialogue box remains open, so click Cancel to close it.

  3. Next create the registration report. On the main menubar, go to Reports, Administrative, Registrations.

  4. In the Registration Report dialogue box, do the following:

    1. In the Report Options, uncheck Include Deletes, Include "X" Status Swimmers. Then in the Batch# box, enter the batch number you recorded in step 2, e above.

    2. Again, you should not have to do anything in the Report Filters area.

    3. Click Create Report. The program will then create the report and display it on the screen.

    4. Above the report you will see a button with an open envelope and a downward red arrow in it. Click that button to save the report. (You may get an message about email, but ignore it by clicking OK.)

    5. You will now get a dialogue box entitled Export. In the Format window, select Word for Windows Document and select Disk File in the Destination window. Click OK.

    6. A new dialogue box will be opened called Choose Export File.

    7. In the Save In window, select the folder into which you are going to save the report.

    8. In the file name, the file name will be TMAthRegistration.doc. CCS recommends changing the name as follows:

      1. Replace the TM in the file name with your club code.

      2. Appending the batch number after TMAthRegistration and before the .doc.

      3. Example: Central California Test Club (CCTC) is sending its 3rd batch of the registration year. The file name would be changed from TMAthRegistration.doc to CCTCAthRegistration03.doc

    9. Click Save.

    10. The generated report remains on the screen, so close it , and then click Cancel to close the Registration Report dialogue box.

  5. At this point, go to your email system and create an email to the CCS Registration Coordinator and attach both the export file created in step 2 and the report created in step

Recreate Export File and/or Registration Report

Occasionally, technical problems arise which will cause the CCS Registration Coordinator to request that the club registration coordinator to regenerate the export file or regenerate the registration report.

Procedures:

  1. Re-export the registration file. On the main menubar, go to File, Export, Registration. Then in the Export Registration dialogue box, do the following:

    1. Select the folder into which you are going to save the export file in the Export to Directory window.

    2. In the Registration Options, check off Include New Registrations, Include Renewals, Include changes. Then in the Batch# box, enter the batch number of the batch to be recreated.

    3. You should leave all of the Athlete Export Filters selections blank because the batch number will select only those records in the original batch and additional filters may affect the batch being recreated.

    4. Click OK and TM will build the export file.

    5. Once it's done, it will display a pop-up window with the name of the export file. Make a note of the file name so you know what file to email the CCS Registration Coordinator.

    6. The Export Registartion dialogue box remains open, so click Cancel to close it.

  2. Recreate the registration report. On the main menubar, go to Reports, Administrative, Registrations. Then in the Registration Report dialogue box, do the following:

    1. In the Report Options, uncheck Include Deletes, Include "X" Status Swimmers. Then in the Batch# box, enter the batch number for which you are recreating the report.

    2. Again, you don't do anything in the Report Filters area.

    3. Click Create Report. The program will then create the report and display it on the screen.

    4. Above the report you will see a button with an open envelope and a downward red arrow in it. Click that button to save the report. (You may get an message about email, but ignore it by clicking OK.)

    5. You will now get a dialogue box entitled Export. In the Format window, select Word for Windows Document and select Disk File in the Destination window. Click OK.

    6. A new dialogue box will be opened called Choose Export File.

    7. In the Save In window, select the folder into which you are going to save the report.

    8. In the file name, the file name will be TMAthRegistration.doc. CCS recommends changing the name as follows:

      1. Replace the TM in the file name with your club code.

      2. Appending the batch number after TMAthRegistration and before the .doc.

      3. Example: Central California Test Club (CCTC) is sending its 3rd batch of the registration year. The file name would be changed from TMAthRegistration.doc to CCTCAthRegistration03.doc

    9. Click Save.

    10. The generated report remains on the screen, so close it , and then click Cancel to close the Registration Report dialogue box.

  3. At this point, go to your email system and create an email to the CCS Registration Coordinator and attach the export file created in step 1 and/or the report created in step 2.

New Registration Year Procedures

September 1 of each year represents the beginning of a new registration year. Each club must prepare their TM database for the new registration year by clearing all the status codes on all the athletes so that TM will know which athletes to process once the club starts processing the new registrations.

CCS also recommends that the clubs follow the recommendations outlined in the Export and Report Registrations.

Procedures:

  1. On the main menubar, select Teams.

  2. On the team screen, highlight the appropriate team, then on the menubar select Maintenance, Registration Status.

  3. In the Team Update dialogue box, in Registration Status Update:

    1. Set the From Status to New, the To Status to Blank, and click OK.

    2. Set the From Status to Renew, the To Status to Blank, and click OK.

    3. Set the From Status to Change, the To Status to Blank, and click OK.

    4. Set the From Status to Delete, the To Status to Blank, and click OK.

    5. Set the From Status to X-No Reg, the To Status to Blank, and click OK.

    6. Note that using the From Status of All and the To Status of Blank does not appear to clear all of the status, so you have to do them one by one.

  4. Click Cancel to close the Team Update dialogue box.

  5. Close the Team screen

CCS Processing Cycle

CCS processes the registration batches sent by clubs, regularly throughout the month. Athletes will be registered, regardless of when the batch is processed, based on the date of the email that included the batch to the CCS Registration Coordinator. Generally on the 15th and the last day of the month, the CCS Registration Coordinator will process membership cards and mail them to the club registration coordinators.

The question arises frequently of how often should club registration coordinators send in registrations. There is no special formula to answer the question. CCS does not object to batches including a single swimmer. CCS would recommend that at a minimum, clubs send batches in a week prior to going to a meet to assure that all swimmers are registered prior to competing in a meet. This recommendation is based on the fact that meet entry cutoffs are generally the week before the meet, so if an athlete is entering the meet, they are already a member of the club and known to the club a week prior to the meet.

Billing & Payment

When the CCS Registration Coordinator processes the clubs registration batch, an invoice of the actually processed registrations will be generated. That invoice usually will match the batch report that was sent with the registrations, but occasionally it will differ. Experience has shown that when athletes move from one club to another, they don't always accurately report (or they just don't know) their registration status. So the new club reports them as a new athlete, but in reality, he or she is simply a transfer. The invoice will be accompanied with a list of the members being registered, both athletes and non-athletes that the club is paying for.

Those invoices will be mailed the day they are generated. CCS would prefer to send these invoices to the club Treasurer. The reason is that the club has 21days from the date of the invoice to remit payment. By sending the invoice to the club Treasurer, the club does not have to worry about the invoice getting stalled on someone else's desk. If clubs do not remit payment in the required 21 days, a penalty will be levied against the club.

Unattached Athlete Registrations

Form/Document for Procedure:
Membership Application - Athlete

Unattached swimmers can register manually. The Application for Membership - Athlete form is available in a PDF format in the Forms Catalogue on the Dry Side section of this website. An unattached swimmer should print that form, fill it out and send it with the appropriate fees to:

Jim Patterson
CCS Registration Coordinator
2037 W Bullard Ave, Box 149
Fresno, CA 93711-1200

Checks should be made payable to Central California Swimming.

Non-Athlete Registrations

Form/Document for Procedure:
Membership Application - Non-Athlete

Non-Athletes may register in one of two manners, manually or online through the CCS website.

Manual Non-Athlete Registration

Non-athletes register manually. The Application for Membership - Non-Athlete form is available in a PDF format in the Forms Catalogue on the Dry Side section of this website. Individuals wishing to become non-athlete members should print that form, fill it out and send it with the appropriate fees to:

Jim Patterson
CCS Registration Coordinator
2037 W Bullard Ave, Box 149
Fresno, CA 93711-1200

Checks should be made payable to Central California Swimming.

Clubs wishing to pay for certain non-athlete memberships (such as for coaches, board members and/or officials) prepare the non-athlete registration form and have the club coordinator forward them in batches to the above address. The coordinator should indicate that the club is assuming financial responsibility for the membership fees, which will authorize the CCS Registration Coordinator to bill the club for the registrations. Such non-athlete registrations are subject to the same 21 day payment terms to which athlete registions are subject.

Online Non-Athlete Registraion