CLERK of COURSE MANUAL
Steps:
Pre-season in EasyTeam
- Backup
- Update software (also update EasyMeet)
- Update Roster
- Update champ/reserve times
- Send roster to roster chair
- Backup
Meet checklist
- Exchange checklist on Sunday latest
Premeet in Easy Team
- Create meet – Saturday/Sunday
- Add events to meet
- Print out coaches entry forms
- Print out Top Times report for coaches
- (coaches decide who swims what – clerk checks) – Must be done Wednesday
latest
- Send updated roster to roster chair by Monday night
- Enter Athletes from coach’s entry forms into meet - Wednesday
o Individual events
o Relays
o Seed times – either as swam or “created” values
- Check entries
- Fix errors and check again
- Prepare for exchange with other team
o Create export file
o Capture number of swimmers and individual events and relays
o Create entry grid file
- Send files and numbers to other clerk - Thursday
- Close EasyTeam
- Review entry grid from other team
o Are all swimmers on their roster?
o No one swimming more events than allowed?
o Anything look wrong?
Premeet in EasyMeet
- Create meet in EasyMeet – start from league provided Yard Baseline or Meter
Baseline file – Thursday or Friday
- Import home team first – verify numbers match
- Import visiting team second – verify numbers match
- Print Athlete entry labels (swimmer stickers)
- Print Swimmer ID number sheet for each team
- Seed the meet events 1-80, do not collapse
- Print pre-meet heat sheet events 1-80 for reference (before any changes are made)
- Optional – print meet timeline – provide to referee – predicts what time meet will
finish with no changes
- Clerk events 1-8 (IMs) only (seed and collapse, review for combines and lane
changes)
- Print paperwork for 1-8 in preparation for the meet (heat sheets, timer sheets)
- Backup the meet
During the meet
- Arrive early, set up computer, printer, printer paper and all gear
- Home team provides Athlete code number sheet to visiting team
- Scratches are due at 7:30
- Review scratches for any swimmers in events 1-8 – hand mark changes – get
paperwork for events 1-8 out to get ready to start the meet
- Enter scratches (Exhibition swimmers will get handled after the first relays are
ready)
- Get coaches markups for changes to first relays – TOP PRIORITY – this should be
in progress by 7:35
- Fix relays – events 9-20 – consider fixing the 6&under and 8&under first and get
those out before fixing the rest – Ready area may appreciate it.
- Seed, collapse and combine relays – 9-20
- Print paperwork (heat sheets, timer sheets), mark combines and send them out
- Seed, collapse and combine events 21-70
- Any exhibition swimmers? - add them on the “Enter Results” screen – not “Entries”
- Fix relays – events 71-80
- Seed, collapse and combine relays – 71-80
- Print paperwork (heat sheets, timer sheets), mark combines and send them out
- Backup
- Enter times, print and check they are entered correctly, post results
- Print ribbons periodically
- Backup periodically
- Once all times are entered:
- Backup
- Score the meet, and print the final scores for signature
- Backup the meet for both the home and visiting clerk
After the meet
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From Easymeet, create the export file to move the data into EasyTeam
In Easyteam, import the results from the meet
Create reports and statistics for coaches, web pages, etc using both EasyTeam and
EasyMeet
Prepare for the next meet
Supplies
- Paper – minimum 2 packages per meet
- Stickers (for ribbons and cards) (assume EVERY swimmer will get 5 ribbons and
swim 5 times)
- Red pens for clerks only
- Pencils and pens for others
- Stapler and staples
- Tape
- Pencil sharpener
- Extension cord
Setting up Easy Team Manager II for the Season
Backup the Team from the Previous Year
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Open Easy Team Manager II
Select “File – Backup Current Team”
Select File Location to Save Backup –
Enter name for backup – suggest HTWxxxx (where xxxx is year of previous season, HT
equals Home Team)
5) Click “Backup”
6) Click “OK” at popup message
Upgrading Easy Team Software
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Open Easy Team Manager II
Make sure computer is connected to internet
Select “File – Upgrade Easy Team Manager”
Follow directions from website to download and upgrade the software
Restart Software if required.
Update Team for New Swim Season
1) Open Easy Team Manager II
2) Select “File – Edit Team Setup”
3) Update “Report Headline 2” with current year
4) Update “Season Best times since” with 05/01/current year
5) Update “Athlete Ages since” with 05/01/current year
6) Make sure “Age Group Team” is selected
7) Make sure “Use Boys/Girls” is selected
8) Choose Default Printer
9) Change “Print Preview Size” to 100% (personal preference for legibility on laptop)
10) Select “Done”
11) Make Sure there are at least 3 meet types: Intersquad, Dual, and Champ
12) If not you will need to add them:
a) Type name of missing type in “Meet Type” box
b) Click “Add”
13) Click “Done”
14) Our Team does not utilize practice groups, so skip next screen by selecting “Done”
15) Make sure the following age groups are included: 6&under, 8&under, 9-10, 11-12, 13-14,
15-18, and Open
16) If there are extra age groups, delete them:
a) Click on the age group to be removed
b) Click on “Delete”
17) If age groups are missing, they need to be added:
a) Select the missing age group from the pull down menu
b) Click on “Add”
18) When all age groups are in the list, Click “Done”
Update Current Roster
There are many ways to do this. This is one method that works for me. Unless a swimmer is 19
(too old to continue swimming), they are not completely removed from the team. Swimmers that
are not on the current roster are made inactive. Sometimes swimmers leave the team and then
come back. If they are made inactive, it is simple to reactivate them.
Make All Swimmers Inactive
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Open Easy Team Manager II
Select “Enter/Edit Athletes”
Select “Mark All Inactive”
A message box will pop up asking if you are sure you want to do this. Select “yes”.
A message box will ask if you are absolutely sure. Select “yes”
If no swimmers appear after this step, make sure the box marked “Show Inactive Athletes
Too” is checked.
Delete Swimmers Older than 18
1) Make sure “Show inactive athletes too” box is checked (click to check if not)
2) Click “Sort by Birthdate” – this will sort children by age bringing all the older kids to the top
3) Permanently delete all swimmers over the age of 18:
a) Point mouse to swimmer name and click once – highlighting swimmer
b) Click “Delete”
c) When asked “are you sure?” – click “yes”
d) When asked “are you absolutely sure?” – click “yes”
Reactivate Swimmers on Current Roster
1) Click “Sort by Last Name”
2) Make sure “Show inactive athletes too” box is checked (click to check if not)
3) For each athlete that is in Easy Team and is on the Current Roster:
a) Double Click on swimmer’s name
b) Click on “Inactive” box to remove check mark
c) Update Address and Phone number if necessary
d) Verify gender and birthdate
e) Click Exit
4) Continue with this until all current swimmers are reactivated
Add New Swimmers not Currently in Easy Team
1) For Swimmers that have siblings already on the team:
a) Find sibling in list of athletes and double click on child’s name
b) Click on “Duplicate”
c) Click “Yes” to “Duplicate this Entry” and Click “OK”
d) You are now editing the duplicate Entry
e) Change Child’s first name, birthdate, and gender
f) Click “Exit”
2) For swimmers that do not have siblings already on the team:
a) Click “Add New”
b) Enter the following information on each swimmer:
i) First Name
ii) Last Name
iii) Nickname (optional)
iv) Birthdate
v) Gender
vi) Email
vii) Mother’s name
viii) Father’s name
ix) Phone
x) Street
xi) City
xii) State
xiii) Zip
c) Click “Exit”
3) Continue until all new swimmers have been added.
4) Make sure number of Active Swimmers (upper right hand corner) is equal to the number of
swimmers on the roster
Print spreadsheet to compare
Update Champ & Reserve Times
The official CCSL champ and reserve times need to be entered into Easy Team Manager before
the first meet. These times can be found in the current CCSL Handbook (must be the newest
version issued for the upcoming season) or on the CCSL website (www.ccslswim.org). Make
sure you have this list in hand before you begin this next step.
Since we convert any times in meter pools to yards for final records, we only need to enter the
champ and reserve times for yard pools.
Champ Yards
1) Select “File – Cut-Off Times”
2) Select “Short Course Yards” in “Course” Box
Select “Male”
Select first age group (6&under)
Under “Active Time List”, select “Champ Yards”
For first event (25 Free), click mouse in empty space to move cursor
Type in champ time for this event (use 8&under champ times for both 6&under and
8&under). Enter time as numbers only, NO PUNCTUATION, and hit enter.
8) Repeat steps 6 & 7 until all champ times are entered for this age group
9) Repeat steps 4 through 8 for the remaining age groups
10) The champ time for the 200 Free should be entered in the “OPEN” age group
11) Select “Female” and repeat process for Female Champ times
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Reserve Yards
1) Repeat process above to enter Reserve Times
2) Change “Active Time List” to “Reserve Yards”
Finalize Entries
1) Hit “Exit”
2) Enter 2 digit codes abbreviations for each list (team dependent on how this is entered)
3) Hit “OK”
Backup the Team after New Year Setup
7) Open Easy Team Manager II
8) Select “File – Backup Current Team”
9) Select File Location to Save Backup
10) Enter name for backup – suggest HTWxxxx (where xxxx is year of upcoming season, HT
equals Home Team)
11) Click “Backup”
12) Click “OK” at popup message
Prepare Roster to send to League
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Print Reports – Roster
Sort by Last Name
All Age Groups
Print/Preview
Export Report
MS Excel (Data Only) / Disk File
Column Width based on “Details”, all other boxes unchecked
Enter File name and Save
Preparing for a Meet
Exchange Meet Checklist with Opposing Team
1) It is the responsibility of the host team to fill out a meet checklist and send it to the opposing
teams Clerk of Course
2) Obtain the current meet checklist from the Clerk’s page on the CCSL website
(www.ccslswim.org).
3) Either fill this form out manually and mail to the opposing clerk, or enter the information on
the sheet into the computer and email the information.
4) Clerk contact information can be found in the current CCSL Handbook, also found on the
CCSL website. In the handbook, there is one page for each team with all the contact
information.
5) The meet checklist should be received by the opposing team no later than one week prior to
the meet.
6) If the other team is hosting and you have not received a checklist by the Monday prior,
contact the opposing clerk to find out the key information you will need, including:
a) Pool type (yard or meter)
b) Number of lanes
c) Any limits on heats for individuals or relays
d) Details on entry exchange
e) Clerks contact information
Create Meet in Easy Team
Setting up Yard Pool Meet
1) Select “Enter/Edit Meets”
2) Click on “Add New”
3) Type in Meet Name – Make sure to use the year in the Title to Avoid Confusion from
Previous Years.
4) Select “Short Course Yards”
5) Enter the date of the meet in “Start Date”
6) “End date” will update to be the same date, edit this if necessary
7) For first meet of the year, “Times Since” should be set to 05/01/previous year. For
subsequent meets this should be set to 05/01/current year. For the final meet of the season
and the Champ Series, this should be set to a date that is after any intrasquad or mini meet as
these meets do not count for Champ & Reserve
8) “Athlete Age Date” should be set to 05/01/current year
9) Select “Meet Type” – use Intrasquad, Dual, or Champ as appropriate
10) “Meet Description” should be set to Invitational
11) “Maximum Events per Athlete” set to 5
12) Click on “Add”
13) Click on “Exit” if you are done adding meets
14) Click on “Exit” to exit Meet Setup
Setting up Meter Pool Meet
For meets that will be swum in a meter pool, use the steps above to create two versions of the
meet. One will use “Short Course Yards” and should have the word Yards in the Name. The
second will use “Short course Meters” and will have the same name with the word Meters in
place of Yards.
Add Events to Meet
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Select “Meet Entries”
Select Current Meet from Pull Down Menu (use yards version if this meet is in a meter pool)
Select “Create Event List”
Click “OK” to Warning
In “Load from Previous Meet” box, Select most recently completed meet in pull down menu
Click “Load Events”
Click “Exit” if meet events are complete and correct
Edit Meet Events
This should only need to be done if the league has had a rule change that changes the event list.
Delete Events
1) Highlight event to be deleted by clicking it
2) Click on “Delete”
3) Confirm this is the correct event to delete in dialogue box and Click “OK”
Add Events
1) Highlight event below new event to be added. To enter a new event 9, highlight current
event 9
2) Click “Insert” and Click “Yes” on Warning Box
3) Select the following items:
a) Gender
b) Event “Type” (individual or relay)
c) Age Group
d) Distance
e) Stroke
4) Click “Add/Change”
Modify Events
1) Highlight event to be modified by clicking on it.
2) Make Change to any of the following
a) Gender
b) Event “Type” (individual or relay)
c) Age Group
d) Distance
e) Stroke
3) Click “Add/Change”
Print Out Coach’s Entry Form for Meet
This should be done no later than Sunday evening to allow coach adequate time to complete
entries (some teams don’t use sequences – just select all swimmers and no sequence and create
one file with all entry grids)
1) Select “Meet Entries”
2) Make Sure current meet is highlighted in drop down menu. Select Yard version for coach’s
entry form for a Meter pool meet.
3) Select “Coach’s Entry Form”
4) Click “OK” on the Reminder
Print out Entry Form for 6&unders
1) Select “Active Sequence” to be “6&U Female”
2) Check “Female 6&Under” in “Print Which Groups”
3) In “Printing Criteria” select the following:
a) Show Cut/Records
i) Check Champ Yards
ii) Check Reserve Yards
iii) Click Done
b) Show Times
c) Show Nick Name
d) Both (individuals and relays)
4) Click “Print Preview”
5) To Print hard copy:
a) Click on Printer Icon
b) Make sure correct printer is selected and printer is hooked up to computer
c) Make sure paper size is correct
d) Select Portrait orientation
e) Click “OK”
f) Select “Number of Copies”
g) Click “OK”
h) Click “Close”
6) To Create PDF file for emailing
a) Click Envelope icon – “Export Report”
b) Under “Format” select “Acrobat Format (PDF)”
c) Destination – “Disk File”
d) Click “OK”
e) Page Range – “All”
f) Click “OK”
g) Select File Location and File Name to be saved to
h) Click “Save”
7) Repeat steps 1-6 for 6&U Male Sequence and Male 6&Under group
Print out Entry Form for 8&unders through 13-14
1) Select “Active Sequence” to be “DO NOT USE SEQUENCE”
2) In “Print Which Groups” select:
a) Female 8&under
b) Male 8&under
c) Female 9-10
d) Male 9-10
e) Female 11-12
f) Male 11-12
g) Female 13-14
h) Male 13-14
3) Be sure to deselect Female 6&under and Male 6&under
4) Follow steps 3 through 7 under 6&unders above to finalize print out
Print out Entry Form for 15-18
1) Select “Active Sequence” to be “1518F”
2) In “Print Which Groups” select “Select All Groups” and “Select No Groups” to deselect all
groups
3) Now select “Female 15-18”
4) Follow steps 3 through 7 under 6&unders above to finalize print out
5) Repeat steps 3&4 for “Male 15-18” and “1518M”
Print out top times report for coach:
1) From Print Reports, Select Top Times
2) Both Male and Female, Individuals events, Time since beginning of season
(05/01/current yr), list by event, Select all age groups except OPEN, Top how many – all.
3) Use Cut Times to show champ & reserves. At the pop up window, be sure to select
Champ Yards and Reserve Yards/
4) Print
Edit or Create New Sequence
The program defaults to printing all events for each age group and gender on an individual page.
Special sequences have been created to show some 8&under events on the 6&under pages and to
show the 200 Free (Open Event) on the 15-18 page. If you do not need additional customization,
skip this step and move on to printing forms. To create additional sequences or modify current
sequences do the following:
To Create a Sequence:
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Make Sure “DO NOT USE SEQUENCE” is highlighted in drop down menu
Click “Enter/Edit Sequence”
Click “OK” on reminder box
Type in Name of new sequence
Click “Add”
Enter first event to be printed in box next to “ORDER” number 1
Enter remaining events to be printed next to “ORDER” number 2, etc. until complete.
Click “Exit” when Complete
To Edit a Sequence:
Click “Enter/Edit Sequence”
Click “OK” on reminder box
Highlight sequence to be edited in drop down menu (“Active Sequence”)
To change the name of the sequence, type in new name and click “Rename Sequence”
Click “Yes”
To Delete events in sequence, highlight event by clicking on it and select “Delete Row”
To Add event in sequence, highlight event below where you want to add sequence and select
“Insert Row”
8) Type New Event number in blank space
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To Delete a Sequence:
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click “Enter/Edit Sequence”
Click “OK” on reminder box
Highlight sequence to be deleted in drop down menu (“Active Sequence”)
Click “Delete Sequence”
Click “Yes” on Warning Box
To print the weekly coaches top times report:
1) From Print reports, select Top Times
2) Time Since should be 05/01/current year, except for the first meet of the year (set to
05/01/previous year).
3) Gender- both, Athletes age as of 05/01/current year, age groups – select all, list by event,
short course yards, include cut times.
4) Print/preview and print to printer or save to PDF for later printing.
Directions for Coach’s Filling out Entry Form
These are the directions you need to provide to the coach if they are unfamiliar with how we use
the software to set up meets. The coach needs to complete entries and return to Clerk of Course
by Tuesday evening or Wednesday morning at the latest.
Entry Rules
1) Swimmers 14 & under can swim in a maximum of 5 total events and a maximum of 3 total
individual events (Dividion 3&4, Division 1&2 have 4 total events)
2) Swimmers 15 & up can swim in a maximum of 5 total events and a maximum of 4 total
individual events
3) Swimmers can swim in individual events for older age swimmers (if needed to fill all events)
if there are at least 2 entries in the equivalent current age group event.
4) Swimmers can swim in relay events for older age swimmers if there are at least 2 relay teams
in the current age group event, or there are not enough swimmers available to fill 2 relays
events.
Selecting Individual Events
1) The program will place swimmers in heats by their best time. Therefore the fastest
swimmers that are entered will be placed in the scoring heat.
2) If the coach wants a swimmer in the scoring heat that does not have a time, or does not have
the fastest time, they need to mark that on the entries sheet. Therefore, depending upon the
number of lanes in the pool, the coach should mark the 2, 3, or 4 swimmers they wish to have
in the scoring heat.
Selecting Relay Events
1) For the Medley Relay, the coach needs to indicate which swimmers will be in the A, B, or C
relay and also which swimmer will swim each stroke. For example, in the A relay, a
swimmer swimming back stroke would be entered as “A-Bk”.
2) For the Freestyle Relay, the coach only needs to indicate which swimmers will be in the A,
B, or C relays.
3) Unless noted otherwise on the meet checklist, there are no limits to the number of relay
teams that can be entered for each event.
4) There will usually be an odd number of children, so not all swimmers will be able to swim all
of the relays. If at all possible, try to make sure that each swimmer gets to swim at least one
relay.
Entering Athletes from Coach’s Entry Form
Entries need to be completed to exchange with other team by Thursday evening at 4pm (per
league rules) unless an alternate agreement was reached with opposing team through the meet
checklist.
Check Entries
Manually check the coach’s entry form prior to entering the events in EasyTeam. Contact the
coach for any clarifications or questions. The Clerk of Course will need to discuss with the
coach at the beginning of the season regarding their preferences. Some coaches want to be
consulted about any change you make to the entries, other coach’s prefer the Clerk make any last
minute changes as necessary.
1) Make sure no swimmer is entered in more than the maximum number of events, per entry
rules above.
2) Check to see if all swimmers 8&above are at least in one relay. If possible make adjustments
to correct this. For example if swimmer A is only in 3 events (no relays), look for another
swimmer (Swimmer B) that is in 5 events and is in the lowest Freestyle relay. Remove them
from the Freestyle Relay and place Swimmer A in their place
3) Check that swimmers will seed into scoring heat properly:
a) Look at the times of all swimmers entered in the first event.
b) Do the swimmers marked by the coach for the scoring heat all have times?
c) Do the swimmers marked by the coach for the scoring heat have the fastest times of all
those entered?
d) If the answer to b) and c) are both yes, then you are done checking and you can move on
to the next section. If not, continue…
e) If a marked swimmer has no time, make up a time that would make him one of the fastest
swimmers entered and write this on the entry sheet and highlight with a marker.
f) If a swimmer has a time, but it is not one of the fastest, make up a time that would make
him/her one of the fastest swimmers entered and write this on the entry sheet and
highlight with a marker.
Example:
The following swimmers are to be entered in a particular event and their seed times are
shown in the column “Time”. Bill, John, and Zach are indicated as being in the scoring heat
by the coaches. Bill has no time, so we will make up a new time of :30.00 for him. Zach has
a time that is higher than several of the other swimmers, so we will make up a new time of
:30.05 for him. John already has the fastest times, so no changes are necessary to his time.
Swimmer Name
Bob
Tom
Bill
John
Evan
Ryan
Eric
Dustin
Collin
Zach
Time
:30.21
:33.25
NT
:29.66
:42.65
NT
NT
:32.63
:45.55
:38.35
Scoring?
New Time
Yes
Yes
:30.00
Yes
:30.05
Enter Individual Events in the Meet
1) Open Easy Team Manager II
2) Select “Meet Entries”
3) Make sure current meet is selected from pull down menu. For meets in meter pools, use the
Meter Pool version of the meet to enter the athletes.
4) Select “Enter Athletes”
5) Click “OK” for the Reminders
6) For each age group and each gender:
a) Select “Age Group” from pull down menu
b) Select “Athlete’s Gender”
c) Make sure “Enter RELAY Events” is not checked
d) Highlight first swimmer in list that will be attending the meet by pointing and clicking
the mouse
e) Point to the empty box by each event that that child will swim and click the mouse. The
word “YES” will appear. Click all individual events for this swimmer.
f) Alternate entry method: When the cursor is in the box by the event, you can hit the
“Enter” key on the keyboard. The up and down arrow keys move the cursor to other
events.
g) You can select the next swimmer either by pointing and clicking with the mouse, or by
using the “PageDn” key on the computer keyboard.
h) Continue until you have entered all the individual events for this age group and gender.
7) Repeat this for all age groups. When you select 8&Under, the 6&under swimmers will also
appear on this page. You can just skip over them as you enter the 8&unders.
Enter Relay Events in the Meet
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Select Age Group and Gender
Click “Enter RELAY Events”
Select first relay event to enter from drop down menu
Double Click on blank space next to “A” relay until a “YES” appears
Select the Relay names from first swimmer to last swimmer. Order of events for medley
relay is Back – Breast – Fly – Free. Double click on name to enter in relay. If you make a
mistake, double click on the name you need to remove in the “Relay Names” box to remove
a swimmer.
6) Continue with Steps 4 & 5 for the additional relay teams in this event (B, C, D, etc.)
7) Select next relay for this age group in drop down box and enter all teams for that event.
8) Continue until all relays are selected for all age groups and genders
Check Entries
1) Click “Print Entries Grid” and follow the procedures under “Print out Coach’s Entry Grid” to
print the entries grid.
2) Compare this grid against the marked up coach’s entry grid.
3) Go back to entries and correct mistakes
4) Reprint, or look at grid on the computer to verify mistakes have all been corrected.
Prepare for Exchange with Other Team
After you have entered all athletes and confirmed the entries are correct you are ready to create
the files for the entry exchange with the other team.
Export Entries into SD3 File
1) From “Meet Entries” Screen
2) Click on “Export Entries”
3) Enter the following information on the Export Entries Screen:
a) Organization = 1 USS
b) Contact Person = HTClerk of Course
c) Contact Phone = COC Phone Number
d) Meet Name
e) Meet City, State, and Zip
f) LSC = GU
g) Team Initials – cannot be changed on this screen
h) Team Name – cannot be changed on this screen
i) Head Coach –
j) Check “Use Athlete Nickname”
k) Click “Export Entry”
4) Select File Name using following convention: HTXXYY, where XX is 2 or 3 letter
abbreviation for opposing team and YY is current year. For example if we are swimming
against Dickinson in 2006, the filename would be HTDK06
5) Select Folder to Store File – Currently all Entries and Result files are stored in C:\Program
Files\EasyMMII.
6) Click “Save File”
7) Write down information regarding number of athletes, number of entries, and number of
relays. You will include this in your exchange with the other team.
8) Click “OK”
9) Click “Exit”
Print Entries Grid to PDF File
1) From the Meet Entries screen, Select Print Entries Grid. (If you existed from entering above,
go back into Meet Entires).
2) Select All Age Groups
3) Update the Header information at the bottom to reflect the proper meet name (two teams and
date)
4) Select Print/Preview.
4) VERIFY - make sure the data that was actually entered and shows up on the entry grids is
what was on the coaches sheet.
5) Go back and make corrections as needed - recreate the export entries file and the entries grid
sheet - VERIFY until you are sure it is right.
6) Once the entries are coorrect, from the preview of the entries grid, select the save icon
(envelope) to save the entries grid as a PDF to a disk file.
7) Page Range - All
8) Select the proper file location - Add to the file name - your team initials and the meet date.
Select Save.
9) Close the Entries Grid preview
10) Exit each window back to the Easy Team main page.
11) Backup your Team file.
Email Entries to Other Team
You will email the following files to the opposing Clerk on Thursday before the meet: Include
the counts (total number swimmers, total events, relays).
1) HTXXYY.SD3
2) HTXXYY.ZIP
3) Entry grid PDF file
You should receive same information from other team
Review Entries Grid from Other Team
The following information should be checked after receiving entries from other team:
1) All swimmers must be on official team roster received from Roster Contact for the current
week
2) No swimmer can be entered in more than 5 events (4 events in Division 1&2 for 14 and
under)
Meet Preparation (Friday night) – Home and Away Meets
Set up meet in Easy Meet Manager II
1) Open Easy Meet Manager II
2) Click “Single User/No Network”, Click “OK”
3) The computer will automatically bring up the last meet it was working on. Click “OK” to
close this window.
4) Each meet should begin from the Base Line Meets set up by the CCSL Clerk of Course.
These meets can be found on the CCSL website on the Clerks page. These meets include all
champ and reserve times, and most importantly, all records. There is one meet for yard pools
and one meet for meter pools. These are updated weekly when records are broken
throughout the season. Always make sure you have downloaded the most recent version.
5) Click “File – Restore a Saved Meet”
6) Choose the Directory in which you have saved the baseline meet, and select the correct
baseline meet based on yards or meters.
7) Once the meet is highlighted, Select “Restore”
8) Click “Restore as New Meet” to highlight it and then click “Restore”
9) Click “OK”
10) Edit Meet Setup
a) Change Meet Name
b) Enter Meet Start Date
c) Enter Meet End Date
d) Select Pool Length (either 25 yards or 25 meters)
e) Click Enter Athletes by Time
f) Meet Type is “Age Group Meet”
g) # of events per swimmers = 5
h) # of lanes set to correct number for upcoming meet pool
i) Select Primary Printer and Label Printer (same printer for our team)
j) Click “OK”
Import Entries from both teams into Easy Meet Manager
Note - by convention - the home team is always imported first - this impacts the swimmer ID
number used for scratches and changes.
Select “File – Import SDIF Meet Entries/Results/ENTRIES PROGRAM DATA”
Select File location where you have stored the home team Entries
Select “Import SDIF (SD3) Meet Entries
Click on File to import
Click “Import”
Make sure number of athletes, number of entries, and number of relays matches the numbers
you recorded during the exporting process and click “OK”
7) Click “OK”
8) Follow Steps 1-7 to import entries from visiting team. When importing the other team you
can either import the SD3 file using the steps above. Sometimes this does not work. If this
occurs you can follow steps 1-4 and then follow the steps from here on to open the ZIP file.
9) After highlighting the file name, click on “Unzip”
10) Select a file location for the unzipped file
11) Click “OK”, this creates an SD3 file with the same name as the zipped file.
12) If a file with this name already exists, you will need to click “OK” to overwrite this file
13) Click “OK”
14) Highlight the new unzipped SD3 file
15) Click “Import”
16) Click “Exit” when both teams are imported
1)
2)
3)
4)
5)
6)
Print Athlete Entry Labels
These are the labels we will hand out to the swimmers the next morning. We print these whether
this is a home or an away meet. On home meets, the other team can request that we print their
labels as well. Since most teams prefer to print out their own labels, don’t print out labels for the
other team until the morning of the meet, if requested.
1) Open Easy Meet Manager II
2) Select “Entries”
3) Click “Print/Preview”
4) Click “Athlete Entry Labels NO H/L
5) Click “OK”
6) Click “Sort by Age”
7) Under “Restrictions”, “Print FROM Event” – 1, “Print TO Event” – 80
8) Select “Print One Team”
9) Select Your Team from pull down menu
10) Click to Include “Relay Events for Individuals”
11) Click “Print/Preview”
12) Make sure printer is connected to computer, turned on, and has label paper in it.
13) Click Printer Icon
14) Click “OK”
15) Click “OK”
16) Click “Close” to end print/preview
17) Once labels are printed, use entry grid and handmark the stroke each swimmer is going to
swim in the Medley Relay (events 11-20) on each sticker
Meet Preparation (Friday night) – Home Meets
The following activities are required only when we are hosting the meet.
1) Print the Swimmer ID number sheet for both teams
2) Follow directions below on Seed the Meet to seed events 1 through 80.
3) Follow directions below on Printing Heat Sheets to print one copy of the heat sheet from
events 1 through 80. This copy should be set aside and is the official pre meet heat sheet.
This is the only record of meet entries and can be used, if all else fails, to run the meet
manually if the computer fails
4) Follow directions below on Clerking the Meet to clerk events 1-8
5) Follow directions below on Printing out timer sheets for events 1-8
Swimmer ID number sheet
1) From Easy Meet Manager, Select Entries from the menu bar. Click OK on the pop-up
window.
2) From this entry sheet, select Print Entry Information
3) Select Name +Codes only, Select Sort by Name, Under Team Name select the home team,
and the hit Print/Preview.
4) Print
5) Repeat for the visiting team - you will give them this form first thing Saturday morning.
Seed the Meet
1) Open Easy Meet Manager II
2) Select “Seed”
3) Select “Seed two teams odd/even”
4) When asked “Do you wish to collapse unfilled heats automatically?” answer NO
5) Click “OK”
6) Start seeding with event 1 and end with event 80
7) Put the home team in the Odd Lanes
8) Seed “by Time”
9) Click on “Seed the Meet”
10) Click “OK”
Print out Heat Sheet
1) Select “Heat Sheets”
2) Click on “Heat Sheets”
3) Include the Following items:
a) Seed Times
b) Individual Relay Names
c) Records
d) Cut Times
e) Empty Lanes
4) Use “Team Initials”
5) Do Not Use Sequence
6) Select “Three Columns”
7) Order of Events – “Even and Odd”
8) Start with Event 1
9) End with Event 80
10) Select “Print Preview”
11) Click on Printer Icon
12) When asked for number of copies, only select 1 at a time when printing heat sheets. The
printer will not collate the copies and they are difficult to sort at pool side
13) Need 16 total copies of heat sheets for the following:
a) Home clerk
b) Visiting Clerk
c) Starter
d) Ref
e) Ready Area – 5
f) Judges – 4
g) Head Coaches – 2
h) Extra - 1
Print Meet Timeline
1)
2)
3)
4)
5)
Open Easy Meet Manager II
Select “Heat Sheets”
Select “Meet Duration”, check that start with EV # 1 and End with EV # 80
Select “Print/Preview”
Print a hard copy – 1 for the meet referee and one for your own reference.
Clerking the Meet
In Clerking the meet you need to check multiple things. First since we have a 8 lane pool, you
need to make sure that only 8 swimmers are in the first heat. The next step is to look for possible
events to combine, moving swimmers into alternate lanes if required. Third is to make sure any
requests of special needs swimmers are taken care of.
Normal clerking order:
Friday night - clerk events 1-8 (IM), Seed the events 1-8 only, collapse them. Print the heat
sheets for 1-8. Print the timer sheets for events 1-8. On Saturday morning, once scratches are
available, check if any scratches are in the IM's. Hand scratch any changes in events 1-8 marking up the timer sheets and heat sheets - then send these out to get the meet ready.
Once scratches are entered, and events 1-8 are out - you need to fix the first relays BEFORE the
meet starts. Once the relays are ready, print out the timer sheets for events 9-20, 6 per page, and
heat sheets for events 9-20.
Clerk events 21-70 - seed them, collapse them, then do any combines needed. Print the timer
sheets, 5 per page. Print out the heat sheets - events 21-40, then 41-70.
Fix the end relays, print the timer sheets, 5 events per page, pint the heat sheets 71-80.
Back up the meet.
Scratches
Scratches are due 30 minutes before the meet starts, since most meets start at 8:00, they are due
at 7:30. Any swimmers that have not checked in are considered as no-shows and should be
scratched from the meet. Each clerk should provide the list of any swimmers that are to be
scratched. One easy way to know which swimmers have not checked in is to collect the
swimmer stickers that have not been given to swimmers - each team does this differently.
1) On the Swimmer ID number sheet, circle the names/numbers of any swimmers that are
scratched.
2) Open the Entries page from the menu bar, select OK to move to the entry page.
3) Enter the swimmer number in the Locate Athlete - Enter Code Number, and press
Search/Repeat
4) Verify the swimmer is the one to be scratched
5) Press Delete this Athlete - If they are in a relay, a warning window will pop up. Confirm the
deletion.
6) Repeat steps 3-5 until all scratched swimmers have been removed from the meet.
Adding late entries to the meet:
Once the meet has been seeded, if a swimmer shows up, they can be entered as exhibition only.
This is normally done after the first relays are fixed and printed. Once the meet is seeded, if you
try to enter a new swimmer in the "Entries" page, it will mess up the seeding - (it has for me) So
I enter new swimmers in the Enter Results page. Also, per the rules, you cannot add a new heat
to accommodate exhibition swimmers. Any relays that an Exhibition swimmer fills in on must be
marked as an Exhibition relay (the times count towards champs and records, but not for points).
1) Open Enter Results from the menu bar. Click OK to move through the pop-up windows.
2) Under Event, select the first event that the added swimmer will be added to
3) Click on an empty lane where you want the swimmer to go - they cannot be in Heat 1 unless
there is only 1 heat.
4) Click Insert2 (Not In Meet Yet)
5) In the pop-up window, enter the first and last name, select the proper team, and enter their age.
Select Ok.
6) Click the block under EX for exhibition by their name.
7) If they are in another event, move to it using Event.
8) Click on an empty lane where you want the swimmer to go
9) Click Insert1 (In Meet Already)
10) In the pop-up window, select the proper team, and their name should be in the list.
11) Click the block under EX for exhibition by their name.
12) Repeat for any other exhibition swimmers.
Ensuring only 8 swimmers in the scoring heat
1) Seed the events you want to clerk. On this final seeding, you can collapse the unfilled heats
2) Select “Enter Results”
3) Look at the first event and see if there are more than 4 swimmers for each team in the first
heat.
4) If not, go on to the next event.
5) If not, you will need to move swimmers down. Always start from the last full heat. Select
the slowest swimmer in this heat and move them into an open space in the heat below. To
move a swimmer, point to the swimmer, click with the mouse and drag them into an empty
lane. When moving swimmers always try to keep the fastest swimmers towards the center of
the pool. Continue moving swimmers down from heat to heat until you have moved the
extra swimmer from the scoring heat.
6) If all heats are full, you will need to create a new heat for the extra swimmer. To do this,
click on the “New Heat” button.
7) If there are more than 2 heats, move 3 swimmers into the new heat so a single swimmer will
not have to swim alone.
8) Continue with this until you have gone through all events that you are clerking
Combining Events
You can now look for events that can be combined. In combining events, the stroke and the
distance must be the same. If possible combine heats within an event. The next option is to
combine a boys and girls heat of the same event.
1) Print one copy of heat sheet for events you are clerking. It is easiest to see combines on the
heat sheet.
2) Mark events that can be combined with red pen. Circle the heat numbers for the two events
to be combined and join the circles with a line.
3) Now you need to check and make sure that two swimmers in the two (or three combined
events) are not swimming in the same lanes.
4) Move swimmers into lanes such that there are no duplications. Point, click and drag
swimmers to move them. When moving swimmers always make sure the fastest swimmers
in each heat are towards the middle of the pool and the slower swimmers are to the outside.
Move Swimmers in non combined heats to Center
If there are any empty lanes in the middle of any heats, move swimmers to the center, making
sure not to mess up any previous combines.
Printing out Lane Sheets for timers (assumes running a cardless meet)
1) Open Easy Meet Manager II
2) Select “Lane Sheets” and all lanes
3) Click “Three watches”
4) Include the following items:
a) Seed Times
b) Individual Relay Names
c) Age
d) Gender
5) Do not use sequence
6) Number of events per page – after the IM (1-8) and first relays, use 5 events per page, but
check to see that that fits most pages.
7) Enter event numbers
8) Print/Preview and Print
Printing out Labels for Cards (only for card meets)
9) Open Easy Meet Manager II
10) Select “Heat Sheets”
11) Click “Labels for Cards”
12) Include the following items:
a) Seed Times
b) Individual Relay Names
c) Age
d) Gender
13) Do NOT include empty lanes
14) Do not use sequence
15) Enter event numbers
16) Print/Preview
Fixing Relays
When there is a missing swimmer on a relay, the coaches must decide how to fill the gaps,
whether it is moving someone from a B relay up to the A, adding a person not in a relay, or
swimming up a younger swimmer. Remember, a swimmer can only swim on one medley
relay and one free relay. There are multiple ways to fix relays – this is one. To change a
person from one relay team to another, you have to remove them first to enter them in
another.
1) Open the Enter Results screen from the menu bar. Click OK on the pop-up windows
until the Enter Results page is displayed.
2) Go the event with the first relay team to be fixed – use Event and the drop down menu, or
use the Prev Event and Next Event buttons.
3) Double click on the first relay team to fix. The relay team will show on the right side of
the pop-up box. The available swimmers will show in the list to the left.
4) To add an available swimmer, click on their name in the left and drag it into the list on
the right.
5) To remove a swimmer, double click on their name on the right list.
6) To find a younger swimmer to add (swim-up), above the list of available swimmers, click
the Show All box. Select from the available list.
7) Exit from modifying that relay team.
8) Repeat for all other relay teams to be fixed.
9) Once all relays for this series (medley or freestyle) are fixed, Exit the Enter Results page.
Entering times
1)
2)
3)
4)
5)
In Easy Meet - select Enter Results from top menu
Click “OK” and “OK” to get past pop ups.
Select the proper event
Verify the swimmer names on the cards match the list on screen.
Type the results in - 1:08.55 is entered as 10855,, and press enter to go to the next line.
Enter S for scratch, D for DQ (disqualified).
6) Pull DQ slips from the time cards as they are being entered and separate them by team.
7) Print Results after each event is completed so that it can be verified.
8) The results for an event are not actually saved until you go to the next event or change
screens.
9) Results as printed should be verified against the original timer sheets, one representative
from each team. Once the results are confirmed, the page can be posted – mark the
posting time – all protests are due within 30 minutes of posting or it is considered
official.
10) Stop periodically entering times, score the meet, and print ribbons. Suggested stopping
points – Event 40, event 70 and event 80.
Printing ribbon labels
1.
2.
3.
4.
5.
6.
7.
8.
9.
From the Score pages, select “Print/Setup Award Labels”
Set Start and End events (keep track of what has been printed on a scratch sheet).
Be sure places for individuals and places for Relays is 8
Include “Labels for EXH” and “Labels for DQ”
Choose “Labels for each HEAT”
Under “One Team”, select the first team.
Print
Repeat for second team under “One Team”
Keep track of what labels have been printed out for ribbons!
Scoring / printing scores
1)
2)
3)
4)
5)
6)
In Easy Meet - select Score from top menu
Score type – Combined, Male and Female should be checked.
Score Team
No Age Groups
Restricted scoring – 2 individuals per team, 2 relays per team.
Score first heat only
7) Sequence is CCSL
8) The hit the SCORE/PRINT/PREVIEW button.
9) For scoring in the middle of the meets, print one copy for each coach, at the end of the
meet – print three copies, one for home team, one for visiting team, and one to send in for
records.
10) The three final score sheets must be signed by the head referee, and the home clerk. The
visiting clerk is optional.
Backup meet
Periodically during the meet and at the end, you should be creating a meet backup.
1) From the main menu, either select the “Backup Active Meet” button or select File /
Backup Current Meet.
2) Select the proper location for the backup
3) Provide a meaningful name (TeamAvsTeamB2012)
4) Select Save
5) At the end of the meet, create a backup for the both clerks on their provided USB drives.
Print meet results for clerk (Optional – no longer a required function)
1) in EasyMeet, Select Meet result from top menu
2) Select Complete Meet Results , individual Relay Names, Show Results by Heat, DQ’s,
Scratches,
3) Select print/preview – if it looks right, print and save as needed.
Export results to take to Easy Team
1) In EasyMeet, Select File / Export / Export SD3 Meet Results. Select Ok at the pop-up
window.
2) Check the default data is correct.
3) Select Export Data. Selecting Export One Team is optional.
4) Select the proper location for the export
5) Provide a meaningful name (TeamAvsTeamB2012)
6) Select Save
7) Select Exit to return to the main menu.
Import results into EasyTEam
1)
2)
3)
4)
5)
In Easy Team, start by running a backup of current state.
Select File / Import from the top menu.
In the window that opens, navigate to where you stored the meet file.
Click once on the proper file.
Choose the meet to import the results into.
6) If the meet is a meter pool, turn on the Convert Times, and the conversion from Meters to
Yards is 0.9144 (the conversion is found in the CCSL handbook belos the table for
Champ and Reserve Times).
7) Double click on the SD3 file to import. Import only Your Team. If any swimmers were
added, or their names are different, they will be flagged. Correct as necessary.
Exporting numbers to use for weekly results tracking
1)
2)
3)
4)
in EasyTEam, select Print Reports.
Select Best Times / Meet Results
Complete Results by Athlete
Sort by gender/age/Name (if you sort by Name, it adds too many champ and reserve
times!)
5) Times Since (the day before the meet).
6) Gender- both
7) Individual Events
8) Which meet – select meet of interest
9) Last name first, include DQ.s, Include cuts (select Champ Yards and Reserve Yards at
the pop up box)
10) Ages – all except 6&un and Open (the 6&Un show up with 8&un)
11) Print/Preview
12) From the preview: export to MSExcel (data only). For file location, put it under the
meet / Results directory. Consider changing the name to reflect the meet.
Copy file to season results file:
1) Copy the data file just carried, to the directory with the progress file.
2) Open the current meets results file.
3) Open the progress file
Meet results for meet analysis spreadsheet
1) in EasyMeet, run Meet Results.
2) Complete meet result, print in scoring order, turn off individual relay names, keep records
and cut times, show DQ, SCR and Exhibition, Team initials,
3) Print how many per event – 4
4) Print/preview
5) Export to MS Excel (data only) to meet results location.
Champ Series Entries
Setting Up Meet Entry Forms
Already Done
Importing Last Chance Meet Results
1) Obtain times from swimmers who swim at Last Chance Meet and wish to enter the
Champ Series
2) Open Easy Team Manager II
3) Select “Enter/Edit Athlete Times”
4) Select “Enter by Athlete”
5) Meet Chosen – Select the Last Chance Meet 2008
6) Click on Swimmers Name to Highlight
7) Find the event or events and enter the time in the “TIME” column using no punctuation
8) Repeat for all swimmers with times to import
Entering Entries into Meets
Select “Meet Entries”
Choose Novice Meet (previous year) from pull down menu
Select Enter Athletes
From list of entries, find swimmers name and select events they wish to enter the same
way you enter events for regular meets
5) Repeat for all swimmers until entries for meet are complete
6) Click “Print Entries Grid” in top right corner of enter athletes page
7) Click all age groups from 8 and under through 13-14 (male and female)
8) Click “Do Not Use Sequence”
9) Click “Show Cut/Records” (click Champ Yards and Reserve Yards in pop up)
10) Click “Show Times”
11) Click “Show Nick Names”
12) Click “Both (individuals or relays)
13) Click “Print Preview”
14) Review Entries on Screen and make sure they match the entries list provided by Reeneea.
15) Print a hard copy if entries are correct
16) If corrections are needed, exit print screen go back to enter athletes and repeat process.
17) If there are any 15-18 year old female swimmers (only in Champ Meet), repeat steps 6
through 15 with the female 15-18 box checked (only) and under Sequence select 1518F.
Repeat with 15-18 males and sequence 1518M if needed.
18) From Enter Athletes Page, Select Export Entries.
19) Select the following
1)
2)
3)
4)
a. Organization – 1 USS
b. Contact Person – clerks information
c. LSC – GU
d. Team Initials –
e. Team Name –
f. Head Coach g. Meet Name – default
h. Meet City –
i. Click “Use Athlete Nick Name”
20) Click “Export Entry”
21) Put in file name (NOVHT08, RESHT08, CHAMPHT08) and select location to save file.
You will need to take a portable copy of these three files to the entries exchange so you
will want to copy these to a portable drive also.
22) Repeat steps for Reserve Meet 2008 (change year as appropriate)
23) Repeat steps for Champ Meet 2008 (change year as appropriate)
Print Out Top Times Report
1) From main page select “Print Reports”
2) Select “Top Time
3) Select the Following items
a. Both (gender)
b. Individuals
c. Times Since 05/20/current year (This leaves out the Intrasquad Meet)
d. Athlete Age Since 05/01/current year
e. Top times for meet type ALL
f. Which Meet – ALL
g. Use Age Date for Ages
h. Short Course Yards
i. Format – List by Event
j. Order of Event – Default Order
k. No Splits
l. All Ages except “OPEN”
m. Top How Many (ALL)
n. Use Nick Name
o. Cut Times (Champ Yards, Reserve Yards)
p. Neither (grade/age)
4) Click “Print/Preview”
You will need to bring the Entries Grid for each meet, the SD3 files for each meet, the Top
Times Report and a blank check from the team to pay for entries.
TRiMeet
If three teams need to swim together, you are running a tri-meet. The software will run the
meet, but not all of the clerking are exactly what you would want.
All three teams will prepare for their meet just like a typical dual meet, up to the exchange
Thursday night.
Importing Tri-Meet.
Import all teams into the meet as with any other meet. Import the home team first, followed by
the two visiting teams. Printing racer stickers is the same.
Seed the meet the first time:
Seed the Meet
1)
2)
3)
4)
5)
6)
7)
8)
9)
Open Easy Meet Manager II
Select “Seed”
Select “Normal Seeding”
When asked “Do you wish to collapse unfilled heats automatically?” answer NO
Click “OK”
Start seeding with event 1 and end with event 80
Seed “by Time”
Click on “Seed the Meet”
Click “OK”
This has now seeded everyone proper events regardless of team. To properly run the meet, the
first heat must be separated out, Team A in lanes 2&5, Team B in 3&6, Team C in 4&7.
Lanes 1 and 8 will be empty for the scoring heat.
Adjust the lane assignments:
1) Select "Enter Results"
2) Looking at event the first event, if there are multiple heats, make sure there are at least two
open lanes in the last heat. If there are open lanes, move the simmers in the last heat out to
make space in lanes 4 & 5. Move the two swimmers from the previous heat in lanes 1 and 8
to lanes 4 & 5. Repeat until you reach heat 1 and there are only 6 swimmers in heat 1. All
the swimmers should now be seeded in the event based strictly on time.
3) Look at heat 1, verify you have no more than two swimmers from each team in heat 1. If
there is more than two from Team A, and less than two from Team B, take the slowest
swimmer from the Team A in heat 1 and trade them with the fastest swimmer in a later heat
from Team B.
4) Arrange Heat 1 Team A lanes 2 & 5, Team B lane 3 & 6, Team C lanes 4 & 7.
5) Verify that each heat after that is still arranged by time.
Note: once this step is completed for an event - DO NOT RE-SEED - this will destroy all the
arranging you just completed.
Adjust the scoring for a tri-meet
1) Select "Score"
2) Select “Set Point Values"
3) Change the default values shown (for a typical two team meet) to a tri-meet scoring.
(Values from CCSL rule handbook)
Place
Individual
Relay
1
7
14
2
5
10
3
4
8
4
3
6
5
2
4
6
1
2
4) Click "OK" and "OK" at the information window that pops up.
5) Click “EXIT”
This has now set the values for the events for porpoer scoring of a tri-meet. eded everyone
proper events regardless of team. To properly run the meet, the first heat must be separated
out, Team A in lanes 2&5, Team B in 3&6, Team C in 4&7. Lanes 1 and 8 will be empty for
the scoring heat. Where a typical dual meet has a maximum possible total points of 814, a
tri-meet can have up to 2068 points.