COM/Clerk-of-Course Duties
Before Season and Weekly
Before Season Begins
1. In Team Management Software set up Mock Meet, Dual Meets, Mid Season Invitationals,
Divisionals, and Championship Meets.
2. Setting this up in STUS
a. Open your team site XXXXXXX.swim-team.us
b. Log in to Site and make sure you have appropriate rights.
c.
d. Click on Calendar
e. Click on the Add and choose Swim Meet
f. On this Screen Please Fill in Appropriate information for your Meet
Event: 2015 WNDR Mock Meet (Please make unique for your team)
(ie: 2015 WNDR vs GLF)
Location: You can set this location and when parents click on it on the calendar it will take them to a
map program and give them directions.
Opposing Team: All Teams in NWAL are listed in the drop down
Template: Mock Meet 2 (All swimmers have NT)
Mock Meet (Displays past times)
Standard Dual Meet: Does not allow NT
Invitationals: All will be loaded for each Invitational. Team will not have to load the templates
Deadline: If you allow parents to assign swimmers to meet events this is when it will no longer allow
them to change events.
Parent Lock: Does not allow Parents to assign events for their swimmers.
g. Then Click Save at the Bottom
h. Repeat Above for your entire Swim Season.
3. Upload your Roster to STUS if you are not using STUS for Registration. This link on NWAL.ORG
will walk you through how to upload a roster into STUS. (This is required by all NWAL Teams)
Template for Upload:
http://nwal.swim-league.us/team/Document.asp?docid=49635&type=xls
Roster Upload Instructions:
http://nwal.swim-league.us/team/Document.asp?docid=30857&type=pdf
Sunday –Tuesday
1.
2.
3.
4.
5.
Open MEET Manager.
Click Ok. Check for Updates before beginning.
Click File Open/New.
Browse to your Yard or Meter Template
Before the first meet you will have to go to NWAL.org to download the template for a 6 lane YD
pool. Save that template. Each week that we are home or at a 6 lane YD pool then you will use
it.
2. This will look like you are opening MEET Manager again. It Meet Set Up it will ask you for
information about where the meet is located. Fill in Meet Name, Facility Name, City, State,
Zip, Country, the date, the age-up date. Everything else should stay defaulted.
3. Please Repeat for all of your meets and save them in appropriate folders to make your life
easier.
4. Import team records and pool records. Import time standards from NWAL for Ponderosa,
Summer Thunder, Summer Heat, and either All-Stars or Trinity or Red, White, and Blue.
**It’s helpful to keep a list of swimmers who are not going to swim that Saturday.
Meet Manager Computer Training Guide:
http://nwal.swim-league.us/team/Document.asp?docid=32205&type=pdf
Meter Pool Template:
http://nwal.swim-league.us/team/Document.asp?docid=49657&type=zip
Yard Pool Template:
http://nwal.swim-league.us/team/Document.asp?docid=49656&type=zip
Exporting to Meet Manager: (Video)
http://nwal.swim-league.us/training_videos/MeetEntires_03_19_2015.mp4
Meet Manager DQ Codes:
http://nwal.swim-league.us/team/Document.asp?docid=35129&type=txt
Monday-Wednesday
1. Enter the swimmers’ into Individual events. (STUS)
a. In STUS Log into your Team Site. XXXXX.swim-team.us
b. Click on Action then Site Console
c. Click on Console Tab
d. 3rd area down go to Meet Administration and click on Meet Management
e.
f. Select a Meet that you want to work on from the pull down
g. Now you have a choice you can enter swimmers into events by Swimmer or Event:
By Swimmer you have to pull down each swimmer and do them 1 by 1.
By Event you can pull down all 6 and Unders and by clicking on add all swimmers to this
event blue link it will add them all to an event per gender and Age.
Green Plus means you can add individually.
Red X means remove them from the event. Sometimes it is easier to add them all and
then select the 1 or 2 swimmers not swimming that week.
2. Adding Relays
a. Click on Relay Entry
b. Then Click on the pull down to work on a relay
c. Once you have chosen a relay you have 2 choices:
Manually add entries to the relay or Auto
Add Entry will allow you to select which swimmers you want in that relay manually.
Auto will grab the 4 fastest.
d.
e. Once you have added your 4 swimmers you can change order by using the arrows and
the X will allow you to remove that swimmer and choose another.
f.
If you want to add a B and C Relay click on
3. Reports
A. Click on Meet Entry Reports:
a. Meet Entry Details is the report you will save and email the PDF to the team you are
swimming against. (This is the Official Meet Entries for Both teams if Computers go
down)
b. Meet Entry Summary is what we use for Check in the morning and you can filer it by
Male/Female or Age and print it out.
c. Meet Eligibility Report will play a crucial role in seeing which Swimmers have Qualified
for Invitationals
Thursday
1. Export your Entries for your meet out of STUS and get it ready to email to opposing Teams COC
or Exchange Person.
Video on how to export my entries:
http://www.swim-team.us/team/docs/33898.swf
2. Get your Entries PDF and your Export ready to send.
3. Coordinate with the other Teams Exchange person on a time on Thursday on when they will be
ready to exchange.
4. Exchange- The exchange usually happens around 6:00 on Thursdays, but can occur later or
earlier. The team reps should have exchanged the computer people’s emails so that both of you
can discuss a time. I also included my phone number in the email. If it gets to Wednesday and
you haven’t heard from our team rep or their computer person, please contact our team rep.
a. Once you and the opposing team’s computer person are on the phone together, attach the
meet entries into an email. I liked to have my email with the attachment all ready before the
phone call, so all I had to do was hit Send.
b. You will both hit Send at the same time.
c. When you receive their email import their meet entries into MEET Manager. Hopefully you
will get 0 exceptions. If you do then you can hang up. The other team usually likes to hear
how many swimmers are swimming especially if we are away so they can plan ahead for
food.
d. If there are exceptions let them know and they will have to fix it and resend the file.
PLEASE REMEMBER THAT ALL ENTRIES ARE FINAL AT THIS POINT. THIS MEANS ALL
CHANGES GOING FORWARD NEED TO BE DONE WITH COC AND MEET REFEREE.
5. In MEET manager, under Reports print a Psych Sheet. The coaches like to have these ahead of
time. This report is what is used for the Heat Sheet. At the bottom of the page click on Include
Records and Include Time Standards.
a. If we are the away team then you are done.
b. If we are home then you also must organize the heat sheet and get it printed. The
fundraiser person will give you the sponsor’s logos to insert in the heat sheet. I
always like to put our top sponsor toward the beginning.
c. Design a quick cover for the heat sheet and you are Ready to go to the print shop.
Friday
1. Take the heat sheet to a Print shop.
2. The team reps will decide on the number of heat sheets that should be printed.
3. Keep the receipt so you can be reimbursed.
Saturday
1. Arrive early to give the check-in people the entry lists. I give them a highlighter and a
Sharpie.
2. Wait until 7:50 to start scratching kids from meet (Note this is not removing them from the
meet you are just checking the box that says Scratch). If Coach knows they are running late
or something Don’t Scratch. (After Warm ups have ended)
3. As soon as both teams have made scratches AND have made any relay changes for the first
relays (medleys) then start printing Meet Programs.
a. The following people receive a meet program
i. COC and Ready Bench (Most Importantly First) (Could be 3 or 4 copies)
ii. Referee
iii. Starter
iv. OOF
v. One for each coach
vi. Team Reps
vii. DJ
b. You don’t have to print the whole meet at this time. (Print the first 4 Events to get
the meet started)(You can print the first half of the meet only to speed up printing)
(As the met starts you can print the rest)
c. If you have not printed 1-4 and the COC does not have them by 8:15 your meet
most likely will not start on time.
4. Print Lane/Timer Sheets- At the bottom of the screen you will see Format. You want to print
2 events per page.
a. Runners will take these out to the scribes.
b. I try to print out events 1-4 to get them started right away. Then 5-18. Then do all
the freestyle events. I usually stop there for awhile.
5. When Lane/Timer sheets come back they should be cut in half along the dotted line. Then
someone should highlight the middle time to help you when you enter it into the computer.
6. Keep track on what events you have made COC Brain Saver.
http://nwal.swim-league.us/team/Document.asp?docid=49944&type=pdf
7. After you enter an event’s times, print a results page. Staple the lane/timer half sheets to
the back of the results page. Someone should check these for any typos.
8. Printing Award labels- Under the Labels tab, choose Award labels.
a. Pick which team you are printing.
b. Choose the events you are printing.
c. Choose Standard Time award (it should say 1-6 for individual events and 1-3 for
relays)
d. Print.
e. Follow the same instructions but change the team name.
f. Some teams do Personal best ribbons. To print those you just change Standard Time
award to Personal best.
End of the Meet
1.
2.
3.
4.
5.
6.
7.
Make sure to back up throughout the meet.
When every time has been entered print the Results so the referee can sign off on the meet.
The coach likes a Meet Summary, so print one out.
The other team will insert a flash drive to get a backup of the meet.
Export results from MEET Manager so you can import them into TEAM Manager.
In TEAM manager update any records that were broken.
If you are the Home team then NWAL will want you to post the results on their website. You
have to post a backup of the whole meet and the meet results.
8. Send meet results to the web manager to post on our webpage.
9. Print Top Times Spreadsheet for the Coach. Make a boys printout and a girls printout.