Championship Guide

YMCA East Group South Championship Guide Revised 2004 YMCA Eastern Group South Championship Guide - 2004 revision Page 1 of 1 Chapter Introduction 1 2 Contents 3 4 5 Local Association Procedures Suggested Local Committee Structure (chart) Job Descriptions of Each Committee Budget and Finance Equipment, Facilities and Arrangements Publicity, Programs and Evaluation Entry, Registrations, Eligibility and Seeding Officials - Timers; Stroke & Turn Judges; Finish Judges; Starter Housing and Transportation Food and Hospitality Role of the Eastern Group YMCA Competitive Committee Concerns of the Host Association Warm - up Guidelines Entry Blanks Announcing Scoring Seeding Assignment of Lanes Duties of Scorers Supervision of Swimmers - Misconduct Statement Awards Presentation of Awards Swimming Records Final Report Concerns for Association holding Area or District Championships Regulations Pertaining to Swimming Records Example Judges Cards Timetable Request for Championships Duties and Responsibilities of Host Entry Form Recap of Entry Swim Meet Officials Endorsements Recommended Procedures for Timing Exhibits to Help Conduct Championship Event Suggested Timers' Card Judges Cards Team Scoring sheet for Championship Meet Qualifiers for Area (PA Championship) Application form for Records Report of Event Sample District Commemorative T-Shirt Order YMCA Swim Officials and Meet Organization Release and Hold Harmless Agreement (waiver) YMCA Eastern Group South Championship Guide - 2004 revision Page 2 of 2 Introduction Growth in YMCA Eastern Group South aquatics is demanding a greater need for excellence and intelligent planning for District and Area Competition. It is this realization that has prompted a product such as this manual. Its goal is to guide and assist local Associations as they plan, promote and conduct Competitive Championship Programs. The rules and regulations developed by the Eastern Group South Competitive Swim Committee must be followed in their entirety. However, a number of conflicting interpretations have developed in the past years which have convinced the committee that a championship guide is needed to supplement the rules. Through the use of this guide, many problems faced by hosts will be solved easily and efficiently. YMCA's who have been hesitant to host Championships should find the opportunity and experience rewarding. It is not the design of this manual neither to restrict imagination and creativity nor to thwart future growth. The Committee feels that through the use of this text, local Associations will be able to conduct better Championships and thus add in future growth and planning in Eastern Group South competitive swimming and diving. Eastern Group South Competitive Committee Glenda Pae – Eastern Group South Representative for Competitive Swimming and Diving, V.P of Group Representatives Carole Bell – Competitive Coordinator - New Jersey Jim Hutcheson – Competitive Coordinator - Maryland, Virginia, Delaware Ronn Jenkins – Competitive Coordinator - Diving Tom Warrick – Competitive Coordinator - Eastern Pennsylvania, Puerto Rico Laural Highland – Competitive Coordinator - Western Pennsylvania Steps in applying for the privilege of Conducting a District or Area YMCA Swimming and Diving Championship in the Eastern Group South The conduct of a District or Area Eastern Group South sports championship must be on a high level. This requires careful long-range planning and first-rate administration. While a District or Area Swimming and Diving Championship is under the auspices of the Eastern group South YMCA Competitive Committee, it must of necessity be actually conducted by local people of the Host Association. YMCA Eastern Group South Championship Guide - 2004 revision Page 3 of 3 Local Association Procedures The following procedures are outlined to indicate the steps that should be taken by a local Association in petitioning for the privilege of conducting a District or Area YMCA Swimming and Diving Championship: 1. Make certain that there is good local interest in competitive swimming and diving and strong committee organization willing and able to carry the event forward. 2. There should be sufficient local facilities available for the conduct of the event, including housing of the contestants and visitors; locker, dressing, bathing and toilet facilities as required. 3. It is necessary for the local YMCA committee to discuss with and secure the support of: • The Program Committee • The Board of Directors of the Committee of Management in respect to extending an invitation for the Championship. Official actions should be taken and recorded by the proper responsible YMCA groups. 4. Qualified staff for officiating an event of this size is very important. It is necessary to have the following minimum officials. The officials should be YMCA certified officials. • meet managers (& assistants) • referee • starter • clerk of course • lane timers (3 each lane) unless automatic timing devises used • head timer • lane place judge (2 each lane) or 2 only for modified ballot • take off judge (1 each lane) • stroke and turn judges (4) • scorer with 2 or 3 assistants • diving referee, not more than 5 judges (2 officials serve as computer of diving) • runner • scoreboard operator • announcer • meet physician 5. Steps 1, 2 and 3 must be completed before filing "Application to conduct YMCA Swimming and Diving Championships in Eastern Group South". These applications may be obtained from the Competitive Commissioner's Office. Chapter 1 YMCA Eastern Group South Championship Guide - 2004 revision Page 4 of 4 6. Applications should be filed prior to the Coordinators' spring meeting in May. The application shall be acted upon by the Competitive Representative in consideration of the recommendation of the Competitive Coordinators. 7. The District Swimming Meet shall be held annually in February or March as determined by the Divisional Committee. Boys' and Girls' Area Meets shall be held the 4th weekend in March whenever possible. Conflicts with Easter and College Board Examinations should be taken into consideration and these dates avoided. To conduct District or Area Swimming and Diving Championships National YMCA Competitive Committee National YMCA Program Consultants / Eastern Group South YMCA Eastern Group South Competitive Representative YMCA Eastern Group South Competitive Committee YMCA Eastern Group South Competitive Coordinator Local YMCA Board of Directors Local YMCA Program Committee Local YMCA Meet Committee Meet Manager Suggested Local Committee Structure Sub-Committees for Conducting Swimming Championships Budget and Finance Equipment-Facilities and Arrangements Publicity-Programs and Evaluation Entry-Registration Eligibility and Seeding Officials Housing and Transportation Food and Hospitality Entertainment Awards YMCA Eastern Group South Championship Guide - 2004 revision Page 5 of 5 Chapter 2 Job Descriptions of Each Committee Budget and Finance 1. Examine possible sources of income (entry fees established by the Eastern Group South Competitive Committee as outlined in the "Revised Supplement to the Manual on Principles and Rules Governing Physical Activities in the YMCA's of the Eastern Group South." Other Possible Income Sources: i. spectator fee ii. program sales iii. program advertising iv. T-shirt sales v. refreshment sales vi. meet result sales 2. Establish realistic budgets and plan controls 3. Supervise handling of receipts and expenditures 4. Authorize payment of bills 5. Compile a detailed financial accounting statement to be included in final report to be forwarded to the Competitive Coordinator (in duplicate) 6. Other duties pertaining to budget and finance Equipment, Facilities and Arrangements 1. Arrange for scratch meeting area 2. Arrange for handling of participants and spectators 3. Determine number of spectators that can be accommodated and plan for their comfort and convenience 4. See that condition of water and temperature in natatorium is controlled... (water 78-81', air approximately 85') 5. Assure that the water depth is in accordance with National YMCA Guidelines 6. Provide sufficient lighting above and below water 7. Check on starting blocks - steadiness, height above water, numbering Publicity, Programs and Evaluation 1. Prepare the printed program with the order of events in proper sequence and all heats in proper order, a list of existing records, place to record results 2. See that an announcer is available throughout the entire championship 3. Establish contact with newspapers, radio and television to ensure adequate and accurate press coverage of the Championships 4. Plan for and carry out continuous appraisal of the championships before, during YMCA Eastern Group South Championship Guide - 2004 revision Page 6 of 6 and after the event 5. Other duties as found necessary Entry, Registration, Eligibility and Seeding 1. Use entry forms adopted by the Eastern Group South Competitive Committee (see attached) Color code sheets as indicated on top of form 2. Entry forms to be distributed to each Association that is eligible four weeks prior to the Championships (mailing list available from Coordinators) 3. Emphasize importance of Association on eligibility and amateur status of each competitor 4. Receive entries and check all details: entries and events, fees, eligibility (returned by certified mail) 5. Make seeding and place in heats according to order listed in NCAA guide 6. Use of computer is recommended for the purpose of seeding, scoring and final results 7. Host Association is responsible for providing coaches deck passes to teams based on information and certification information provided by the Competitive Representative Officials 1. All officials should be certified YMCA officials 2. Check on officials needed; recruit and train as to their duties 3. Provide proper identification for officials 4. Insure availability of proper sheets, cards, judges and timers cards, clip boards, starter's guns, shells, whistles, etc. 5. Be sure officials are present on time and properly instructed as to responsibilities 6. All officials should be dressed in the same type uniform, preferably short sleeved white shirt and long white pants (white duck) 7. When records are set, make sure cards and proper forms are completed 8. Be on time 9. Be firm, fair and accurate in making decisions 10. Perform only tasks assigned to you and be alert at all times 11. Do not coach or fraternize with contestants 12. Do not converse with other officials before making your decisions or criticize the capacities of others 13. Be courteous to swimmers, coaches and other officials 14. Do not leave your area until released 15. If in doubt, the swimmer gets the break YMCA Eastern Group South Championship Guide - 2004 revision Page 7 of 7 Timers 1. Responsible for obtaining the correct time for swimmer in a designated lane 2. Use first joint of index finger to press on the stem 3. Start watch when you see the flash from the gun 4. Stop watch when the contestant finishes race in the prescribed manner after the designated distance 5. Do not swing the arm when starting or stopping a watch 6. Stand directly over the finish line when race is about to be completed 7. Expect to get wet and do not try to jump out of the way when timing the finish 8. Time only the swimmer you are assigned to 9. ***Do not clear watch until instructed to*** 10. Be alert for underwater finishes or false starts by a swimmer who splashes or lifts head before touching 11. Don't stop watch accidentally 12. Record time even if a disqualification takes place 13. Do not leave assigned post until relieved Scorer 1. Record place and time of each contestant on a master copy 2. Award point to each team, by age group, as they are earned 3. Keep a up-to-date score of each team for each age group throughout the finals 4. Total the results at the end of the meet to be checked and signed by the referee Stroke and Turn Judges 1. Observe and judge swimmers only in your assigned area of responsibility 2. To indicate rule infractions, raise your hand overhead with open palm immediately following the infraction 3. Make out a disqualification card immediately after the race and turn it in to the referee. Indicate the number and name of the event, the heat number and the lane number. 4. Swimmers will be given the benefit of the doubt 5. Only officials and lap counters within 4 feet of pool edge in turn area Finish Judges 1. Watch the end of the pool and be sure that the contestant touches 2. Your first impression is usually best. Record it immediately on the card 3. Do not confer with or signal other judges regarding your decision YMCA Eastern Group South Championship Guide - 2004 revision Page 8 of 8 Starter 1. Forward Start a. When starter says, "Step Up" all swimmers step onto the starting platform near the back and stand with both feet the same distance behind the front edge of the platform b. When starter says "Take Your Mark" all swimmers immediately assume their normal starting positions and must be motionless 2. Backstroke Start a. When starter says, "Place Your Feet" all swimmers place both feet on the wall so that both feet, including toes, are completely under water b. When starter says "Take Your Mark" all swimmers immediately assume their normal starting positions and do not remove feet or hands from wall or starting grips 3. Swimmers who unnecessarily delay after the preliminary command or signal shall be charged with a false start. Dual confirmation is required by at least 2 of the following: starter, referee or recall starter 4. Recall shots for false starts will be fired before swimmers hit the water 5. Don't develop a specific rhythm for starting races Housing and Transportation 1. Alert Chamber of Commerce, service clubs and local organizations as to the dates far in advance 2. Notify hotels - motels about event far in advance 3. Prepare a sheet of explanation about the housing plan and the method of making requests for reservation (Special price, where) 4. Airplane, bus, train, etc... schedules - Provide list to nearby restaurants Provide map of city or directions to swimming facility 5. Other duties as found necessary YMCA Eastern Group South Championship Guide - 2004 revision Page 9 of 9 Chapter 3 Role of the Eastern Group South Competitive Committee The Eastern Group South YMCA Competitive Committee shall: 1. Establish all the swimming and diving rules by which the event is conducted for Championship programs - this information to be at each YMCA by the first of October 2. Receive all bids for the swimming championships 3. Approve dates and sites of the events 4. Receive and rule on all written protests 5. Establish all eligibility requirements 6. Clarify and assist in enforcing eligibility requirements 7. Assign a member of the Committee to each championship, his/her responsibility shall be the interpretation of "Principals and Rules Governing Competitive Swimming and Diving in Eastern Group South" YMCA Eastern Group South Championship Guide - 2004 revision Page 10 of 10 Chapter 4 Concerns for the Host Associations Warm - up Guidelines for Multi-teams and Championship Meets: • • • The meet director should assign a minimum of twenty minutes to participating teams for general warm-up and should determine when sprint warm-ups should be held Sprint warm-ups at least 15 minutes Diving should be permitted only from the starting block end during one-way sprints. (This is the only time during the entire warm-up period that head-first entries should be allowed.) There should be a maximum of 15 swimmers per lane in 25 yard or 25 meter pools. During the general warm-up period, there should be circle swimming only. No diving is allowed. Relay take-offs should not be permitted during general warm-up. Adjacent warm-up facilities must be supervised by a certified coach or life guard (YMCA or ARC) with current first aid and CPR (adult, child and infant) certifications. No diving should be permitted in adjacent pools (e.g., diving wells, L-shaped pools or separate pools). Age groups should be assigned to certain lanes at specific times. (Don't mix younger with older age groups) All aspects of the warm-up period should be under the authority of the meet director or his or her designee. This person must be a certified Level II YMCA swimming official. A swimmer or coach may be removed from meet participation for interfering with the CONTROL/SUPERVISE are keywords for safe warm-ups. Marshals shall be actively supervising the warm-up to ensure that proper procedures are followed. Swimmers shall not be permitted to enter the water until Marshals are in Coaches shall maintain as much contact with their swimmers as possible - verbal and visual - throughout the warm-up period. Coaches are reminded that the responsibility for supervision of their swimmers is the same at the meet as when on deck at practice. • • • • • • • • • • • YMCA Eastern Group South Championship Guide - 2004 revision Page 11 of 11 Entry Blanks The attached samples of entry blanks (see example and Heat Timers and Judges Cards) are recommended for use at Swimming Championships. It is of utmost importance that all necessary forms be prepared well in advance (see time table) and that entry blanks have adequate space after each name and event for insertion of qualifying times. These entry blanks should be used for both boys' and girls' championship meets. When materials are distributed, duplicate copies of each entry blank should be included so that the local association will have a copy. All entry blanks should be properly completed before the championship committee accepts them. Acceptance of incomplete and inaccurate entry blanks will lead only to unnecessary problems related to the conduct of the meet. All entry blanks must meet the requirements as set by the Championship Committee including entry deadline. Late entries should not be accepted. Announcing The announcer should be an individual well versed in competitive swimming and diving. This person should be able to understand and interpret disqualifications, events, new and current records and other information which will help swimmers and spectators maintain a high interest level and become more informed on the proceedings of the day. An alternate announcer should be provided to be used in relief as needed. The announcer should have an official copy of the program, entries with scratches noted so that he can announce the necessary information to the audience and keep the spectators interested and well informed. It is advisable for a system to be devised by which the announcer can announce the results of each heat. If this is impossible, a system must be devised to inform all concerned who the qualifiers for the next level (i.e. Area Regional) meet are, their qualifying time and their team. Scoring All persons used as scorers for championship meets should have prior experience in scoring meets and use of computers. Seeding Participants are seeded in the regional meets by virtue of the times listed on the official entry form. These official times are to be equal to or better than the qualifying time for the particular event. The official entry time should have been established under meet conditions or by official watches recorded by three YMCA certified timers. The names of all swimmers entered in each event will be arranged according to the times submitted on entry blanks. Swimmers will be arranged from slowest to fastest with the fastest swimmers in the final heat. In the case of identical submitted times, swimmers will be seeded according to the alphabetical order of their last names. YMCA Eastern Group South Championship Guide - 2004 revision Page 12 of 12 Participants will be seeded in the Area meet according to the times achieved in the District Championship. Contestants whose listed times are identical shall be seeded by alphabetical order of their names. Contestants shall qualify for Areas on the basis of official times and the nine fastest District contestants per event shall qualify for the Area. Six fastest relays shall also qualify. Exception: in no case shall a contestant with a faster official time displace another who has finished ahead of him within a heat according to the ballot system. If this situation results in disputed qualifications all contestants having times tied with or within the disputed times shall swim a swim-off. These eliminations may be held at any time set by the referee, but not more than 45 minutes after the last heat of any event in which any one of these contestants is competing in the session. Use of computers recommended for scoring, seeding and producing the results. The contestant shall be assigned to lanes in the descending order of submitted or achieved times according to the following pattern for a six lane pool: lanes are numbered 3, 4, 2, 5, 1, 6. The times to be considered are those submitted on the official entry cards officially recorded in the contest. Contestants with identical times shall be assigned to lanes by draw. There shall be no trading of lanes. Supervision of Swimmers Warning: Misconduct Statement "That any misconduct on the behalf of their participants in an Eastern Group South sponsored event shall forfeit the right of that Association to be represented in the sport the following year." A staging area for all contestants should be well planned in advance of the day for the meet. The mechanics of the staging area should be well planned and understood by those responsible for this area. Coaches should be allowed access to their swimmers. The plan of traffic, communication and mechanics for the swimmer should include: 1. 2. 3. 4. 5. 6. 7. Separate area for arranging swimmer by heats for each event Procedure for transfer of swimmers to swimming pool Public address system Place for swimmer to report after his event is over Dressing and resting area for each of them Adult supervision for each team by visiting associations Bulletin board to be used for announcements and specifically related to results and qualifiers YMCA Eastern Group South Championship Guide - 2004 revision Page 13 of 13 Awards The Host Association shall provide trophies and plaques. Ribbons, medals, banners and T-shirts will be provided by a supplier named by the committee. The cost of these shall be the responsibility of the Host Association. Presentation of Awards To the swimmer this is of great importance; to many spectators it is of little importance except for their own children or local swimmers. If possible, plan an awards ceremony which can be witnessed by as many of the swimmers, coaches and spectators as possible. We should try to dress up this ceremony while keeping in mind the time factor which is of concern to parents. Swimming Records The attached records are current. Revision of these records will be completed following each championship by the Meet Manager. New records can only be established at District or Area Championships at which time there must be an adequate number of officials as previously outlined. Final approval of new area records rests with the Recorded Coordinator. These records should appear in the meet program. Final Report The Host Association for Championships is responsible for completing three reports obtained from Coordinator's Office to be filed within ten days of the event with (1) one for local records; (2) one for the Competitive Coordinator; (3) one for the Cluster Coordinator. This report should include: 1. Financial statement 2. Results of the meet 3. Evaluation 4. List of new records to be submitted for approval 5. One copy of all materials used 6. Forms can be obtained from Competitive Representative Final Concern for Association Holding Area Championship To help simplify the Area Meet Host's job in compiling the program, may we suggest the District Host send the entries for the meet for all who qualify along with name, qualifying time and age (see following form) Do not forget the alternates. A complete copy of the official meet results is required. YMCA Eastern Group South Championship Guide - 2004 revision Page 14 of 14 Chapter 5 Regulations Pertaining to Eastern Group South Swimming Records 1. Records may be established in dual, league, district, area or USA meets - Where electronic timing is used. • • • Dual meets to mean competition between two (or more) separate YMCAs League means a YMCA League Championship meet District meet to mean the West, East, North or South YMCA District Championship meets. 2. Area meet to mean North-South and East-West Area 3. Records may also be established in a closed YMCA Age Group meet. 4. All applications for records are the responsibility of the Host Association, regardless of type of meet. 5. All applications must be on the required application form. This form must be filled out completely with all personal signatures required on the form. Any incomplete application received will be returned to that Host Association to be completed before action will be taken by the Records Coordinator. 6. Should an application for a District record also establish a record, a "double" record will be established from the one application. 7. Should an application for an Area record also tentatively establish a new YMCA National Age Group Record, the Records Coordinator will apply to the National YMCA Age Group Record Coordinator for that record on behalf of the competitor and the applying Host Association. 8. All swimmers must meet all eligibility standards for YMCA competition. See "Rules Governing YMCA Competitive Sports" and the current "Swimming Supplement". 9. Please pay attention to this problem. Your cooperation is requested. The "oldest" age group recognized for Area and Regional records is 15 - 18 or still in High School. The "oldest" age group recognized for National records is 15 - 18 inclusive. 10. All records must be established in a 25 yard pool. 11. All records will be established to the nearest hundredth of a second. 12. Applications and inquiries should be directed to the Eastern Group South Records Coordinator. 13. On records set by manual watch, times will be read off according to NCAA. YMCA Eastern Group South Championship Guide - 2004 revision Page 15 of 15