How to enter the results of a meet
This document describes what TSA Reps need to do after each meet and how to do it. All TSA Reps should be aware of
the following obligations:
First, the home team’s TSA Rep is always responsible for entering meet results. The visiting team’s Rep can also do it if
necessary (and might want to modify the results, if, say, one of his or her club’s Team Records got broken during the
meet and was missed by the home Rep), but everything can and should be done by the home Rep.
Second, you (the home team Rep) should enter the meet score as soon as possible after the meet. I recommend that
you do this as soon as you get home after the meet, since it takes only about one minute to enter this single item. This
action is especially important on the final week of the season because the officers need to know all meet results as soon
as possible in order to determine which team names should go on the division champion trophies.
Finally, the rest of the meet results (Double Winners, Triple Winners, Pool Records and Team Records) must be
entered by no later than 24 hours after the end of the meet. Even this part usually takes no more than 5-15 minutes
(depending on the number of the aforementioned items that have to be entered), but you have a few more hours of
leeway on this one.
Now, on to the “How” part…
As a TSA Rep, you should be leaving every home meet with the following items:
1) A copy of the score sheets (signed by both Reps)
2) A copy of your team’s roster
3) A copy of the other team’s roster
4) A copy of your club’s Pool Records
5) A copy of your club’s Team Records
6) A copy of the other club’s Team Records (if they track their records
When you are ready to enter the meet results, log in to your account on www.tsanc.org. (If you’ve forgotten your
password, email the TSA Secretary, who will reset it for you.)
Once logged in, you will see a new and different screen from the usual public home page:
Click the “Results” link, which will bring up the main Results Entry screen:
Next, select the meet for which you are entering results, and then press the “Done” button. In my example, I am using
my team’s final meet of the 2011 season:
Now you’ll return to the list of steps, showing that the first one is now complete:
Enter the meet score and press the “Done” button when complete. (This is the step that I urge everyone to do right after
the meet, even if they leave the remaining tasks to the next day). Also make sure to enter the appropriate Meet Status.
The usual case is “Completed Full Meet”, but enter “Completed Shortened Meet” if your meet got truncated due to
weather (see the rulebook for rules on postponement, etc.). You will almost never have to change the Meet Location
from “Meet held at Home Team’s Pool”, but this would apply if the home team had an emergency pool closure and the
meet had to be moved to the visiting team’s pool.
Once again, we return to the summary page, where you can move on to Step 3:
Now you will enter the Double Winners, if any. Note that there can be at most two double winners per meet (a 6&U boy
and a 6&U girl), because this recognition applies only to the 6&U age group, whose swimmers are eligible to swim in
only two main events. You will need the score sheet to check if any 6&U swimmers won two main events. If there are
any, you can enter them in one of two ways, depending on whether one or both teams have uploaded their roster to the
TSA web site. Test this by using the “Swimmer” pull-down menu on the left side of the screen. If you can find the name
of the desired swimmer, select it there. Otherwise, you must use the manual entry section on the right of the screen.
Type in the swimmer’s name in “Lastname, Firstname” format, then select his or her team, age group and sex from the
“Club”, “Age” and “Gender” pull-downs, respectively. The printed roster sheets will be helpful if you’re having trouble
reading the names on the handwritten score sheets. Even if the writing seems clear, check the roster sheet anyway, as
misspellings are common in meet paperwork
Regardless of which way you entered the swimmer’s identity information above, you must enter the events which that
swimmer won and the winning time (as recorded on the score sheet) in the “Event 1” and “Event 2” sections. When
everything is finished, click the “Add” button. Information about the new double winner should then appear in the
“Entered Information” section at the bottom of the screen. You can use the “Change” and “Delete” button to modify
data as necessary. If you have a second double winner (i.e., a 6&U girl), enter her information using the same procedure
as you did for the 6&U boy.
When you’re all finished entering Double Winners (or if you had none to enter), press the “Done” button to move on.
Back to the step-by-step once again, and onto Step 4…
The Triple Winners page is very similar to the Double Winners page, except that it applies to all the other age groups,
and swimmers must win all three of their possible main events in order to qualify. As before, the “Done” button moves
you on to the next step.
We’re almost there! Select Step 5.
The Records entry page is pretty long, so I’m stretching it out over three screenshots below.
For this step, you will need to consult both the score sheets and the various records. Things to keep in mind:
1) The only official times for TSA purposes are the ones captured by the First Place Judge and recorded as the
winning time on the score sheet. Nothing else (lane timers, etc.) counts for record-keeping purposes. If the First
Place Judge didn’t get a time, or the first finisher ended up getting disqualified (meaning that another finisher
moves up to win first place), there will be no official winning time for that event, just an “NT” (no time) on the
score sheet.
2) A Team Record is the fastest time ever recorded for a given event by a member of that particular team,
regardless of where the event was swum.
3) A Pool Record is the is the fastest time ever recorded for a given event at a certain pool, regardless of which
team the swimmer belongs to.
4) Thus, there are three different kinds of records that could be set at a meet:
a. Pool Records (for the team whose facility physically hosted the meet, which is almost always the official
home team)
b. Team Records (for the home team)
c. Team Records (for the visiting team).
5) If a given swimmer broke both a Pool Record and a Team Record on the same swim, enter each one separately.
6) Because swimmers can tie in races, it is possible to have more than one swimmer set the same Team Record
and/or Pool Record in a given event. As above, enter each one separately. This is pretty rare though. (It’s
theoretically possible for a single race to result in as many as twelve (!) separate records. It would take a 6-way
tie, with the three home swimmers jointly setting a new Team Record for the home team, the three visiting
swimmers jointly setting a new Team Record for their team, and all six swimmers jointly establishing a new Pool
Record.)
7) TSA has a handful of pools that are 25 meters long instead of 25 yards. If you are a “yards” team and have an
away meet at a “meters” pool, you will probably not have any Team Records for meters. Don’t sweat it.
8) The TSA website will actually maintain your Team and Pool Records for you automatically, based on records
entered for meet results. If you need to add records that should have been entered from an old meet from a
previous year, you can do this by clicking the “year” link and selecting an older season before logging in to the
TSA web site. If you have records from before the website started in 2001, or records set during competitions
other than dual meets (e.g., TSA Championship Meet, Cary City Invitational Meet, North Raleigh Championship
Meet, etc.)you can enter them manually under the “club” link once you are logged in.
The interface for entering records data is pretty similar to the ones for entering Double and Triple Winners. One new
wrinkle here is that the Records section of the results also applies to relay events, something the previous sections did
not have to cover. For relay events, you will either have to select four swimmers from the pull-downs on the left or
manually enter their names on the right. If you must manually type the names, use this format for relays:
“Lastname1, F1; Lastname2, F2; Lastname3, F3; Lastname4, F4” (where “Fx” means the first initial of a
swimmer’s first name)
As usual, press the “Done” button to indicate you are finished with this section.
You are now all finished entering the meet results as well. Note that you can log back in later and add or change
anything that needs to be corrected (e.g., a new record that you may have missed).