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© 2011 Ontario Swimming Officials Association 1 September 2011.

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Presentation on theme: "© 2011 Ontario Swimming Officials Association 1 September 2011."— Presentation transcript:

1 © 2011 Ontario Swimming Officials Association 1 September 2011

2 © 2011 Ontario Swimming Officials Association 2 Thanks for Becoming an Club Officials Chairperson (COC) Officiating in Ontario

3 © 2011 Ontario Swimming Officials Association 33 Todays Topics The role General Responsibilities Club Officials Development Plan New on-line officials registration administration Hosting Clinics OSOA On-line clinic process Staffing a Swim Meet Up the Ladder Questions

4 © 2011 Ontario Swimming Officials Association 44 The COC Role: The COC Role: Is an integral part of every club and OSOA Plays a major role in the development of club parents and interested volunteers Mentors the Up the Ladder Process Has accurate documentation process Assigns the on-line clinic keys as required Monitor the club development plan Ensures new on-line officials registration is up-to- date Organizes club clinics and assists in the communication process of Regional clinics Plays a major role in the staffing of swimming competitions hosted by their club.

5 © 2011 Ontario Swimming Officials Association WWW.OSOA.CA 5

6 © 2011 Ontario Swimming Officials Association 6

7 77 COC Responsibilities Regular contact with Regional Officials Representatives (ROR) Officials roster club listing – current Capable of conducting & organizing clinics as required Complete Officials Certification Form Provide/present Up-the-ladder level pins Obtains Officials to host meets

8 © 2011 Ontario Swimming Officials Association At the beginning of each swim season COC shall: Request from Swim Ontario a supply of officials record cards and an appropriate number of pins for Levels I & II; Download / print from the officials area of the Swim Ontario website: Officials Clinic Certification Forms, Powerpoint clinics, questionnaires, answer sheets, Up the Ladder booklets and blank PTRs (may be downloaded / printed on an as required basis); Update the current list of active club officials, with their status identified (i.e. Level I, II, etc.). 8

9 © 2011 Ontario Swimming Officials Association At the beginning of each swim season COC shall: Prepare a list of possible candidates for Level I clinics from the names of new recruits or parent volunteers not currently involved in officiating. Arrange a series of clinics to cover Level I and all positions in Levels II and III. Contact clinic presenters to teach the various positions and make the necessary bookings (rooms, equipment, etc). 9

10 © 2011 Ontario Swimming Officials Association During the Season Maintain good contact with the Regional Officials Representatives. They are there to help. It is not necessary for the COC to attend every clinic; but it is essential that the presenter be supplied with all the necessary materials. When the Officials Certification Form has been completed, send a copy to the Regional Officials Representative. A second copy should be maintained in the club files The COC is usually responsible for obtaining officials for a swim meet as required by the Meet Manager, in accordance with CSW 1.2.1. 10

11 © 2011 Ontario Swimming Officials Association During the Season When preparing a roster of officials for a meet, the COC should ascertain which officials need deck evaluation at given positions, and which officials need to have PTRs completed for their next level. It is not always possible to accommodate everyones wishes, but it is important to provide as many opportunities for evaluations as possible. It is imperative to remind candidates that deck evaluation at any position is only possible if the evaluator(s) (attending Senior and Master officials) are aware of the potential certification before the session begins. Submit all level change notifications to the Regional Officials Representatives as they occur. It is the COCs duty to ensure that the appropriate pin presentations are made. The Level III pin may not be presented without the Regional Officials Representatives approval. 11

12 © 2011 Ontario Swimming Officials Association 12

13 © 2011 Ontario Swimming Officials Association 13

14 © 2011 Ontario Swimming Officials Association 14

15 © 2011 Ontario Swimming Officials Association Home 15

16 © 2011 Ontario Swimming Officials Association OSOA News 16

17 © 2011 Ontario Swimming Officials Association Education Folders 17

18 © 2011 Ontario Swimming Officials Association WWW.OSOA.CA 18

19 © 2011 Ontario Swimming Officials Association Officials Development Plan 19

20 © 2011 Ontario Swimming Officials Association 20 CLUB OFFICIALS DEVELOPMENT PLAN The Plan:The Plan: Encourages clubs to promote their officials progression up the officiating ladder. Purpose is to: Enhancing a clubs ability to host and/or assist at meets. With the End In Mind being: Better officiating means better and more efficient meets.

21 © 2011 Ontario Swimming Officials Association 21

22 © 2011 Ontario Swimming Officials Association Plan Clarification 22 1.The requirement does not apply to developmental and regional meets. 2.Regional Officials Representatives (ROR) maintain a list of club affiliated and alumni officials (Levels II to V) for their region. Regional Sanction Officers will be given a list of clubs meeting the sanction requirement at the beginning of each swim season (i.e., September). A clubs hosting eligibility, once assessed, stands for the season. 3.Any club not meeting the sanction requirement, and wishing to host a meet, must submit an officials development plan to the regional officials chair for approval. Clubs can meet their requirements at any time during the year.

23 © 2011 Ontario Swimming Officials Association Clarifications, continued 23 4. Clubs may opt to combine resources when co-hosting a meet. If a club is not eligible for a sanction on their own, it must contact their ROR to confirm combined eligibility. The ROR will notify the regional sanctioning officer. 5. The family count only includes active competitive families. 6. Clubs with less than 20 families are exempt, but are encouraged to participate and promote the training of officials moving up the ladder. 7. Level IV and V officials may be parents of active swimmers OR alumni. Alumni must declare with a single club for the year, and must agree to work at meets hosted by the declared club.

24 © 2011 Ontario Swimming Officials Association 24 Further Plan Clarification The family count only includes active "competitive" families. Requirement does not apply to development or regional meets. Level IV / V official may be parents of active swimmers, or Alumni; Alumni must declare with a single club for the year, and must agree to work meets hosted by the declared club.

25 © 2011 Ontario Swimming Officials Association 25 Club Sanctioning requirements Club affiliated and alumni officials (Levels II- V) updated list available and current Regional Officials Representatives (ROR) maintains a list provided annually Regional Sanction Officer is given a list of clubs meeting the sanction requirement (September of each swimming season)

26 © 2011 Ontario Swimming Officials Association 26 Hosting ability Any club not meeting the sanction requirement, and wishing to host a meet must: a.Submit an officials development plan to the regional officials chairs for approval. Clubs can achieve their requirements at any time during the year. b. Clubs may opt to combine resources when co- hosting a meet. If ineligible to host on their own, clubs must contact their ROR to confirm combined eligibility; ROR will notify Sanction Officer

27 © 2011 Ontario Swimming Officials Association Education Folders 27

28 © 2011 Ontario Swimming Officials Association Certification 28

29 © 2011 Ontario Swimming Officials Association Education Folders 29

30 © 2011 Ontario Swimming Officials Association Clinics for Download 30

31 © 2011 Ontario Swimming Officials Association Clinics for Download 31

32 © 2011 Ontario Swimming Officials Association Powerpoint Presentation 32

33 © 2011 Ontario Swimming Officials Association 33 Handout from PowerPoint Then, under Handouts, Slides per page, select 3 In Print mode, under Print What, select Handouts Then under Color/graysc ale, choose Grayscale.

34 © 2011 Ontario Swimming Officials Association Now the Test 34

35 © 2011 Ontario Swimming Officials Association 35 Close each clinic by providing/signing each participants certification card and retain the sign-in sheet and input in data base. Level I Level II Level III Level IV Level V

36 © 2011 Ontario Swimming Officials Association Education Folders 36

37 © 2011 Ontario Swimming Officials Association About Online Clinics 37

38 © 2011 Ontario Swimming Officials Association Education Folders 38

39 © 2011 Ontario Swimming Officials Association Evaluation Guidelines 39

40 © 2011 Ontario Swimming Officials Association Education Folders 40

41 © 2011 Ontario Swimming Officials Association Evaluators listing 41

42 © 2011 Ontario Swimming Officials Association 42 New Clubs Official Registration All Level 1, 2, 3, 4, 5 Officials –Officials are required to register –Annual profile update –COC Identify who is working on next Level –COC and/or ROR to be assisting in this process

43 © 2011 Ontario Swimming Officials Association 43 Officials Registration Website

44 © 2011 Ontario Swimming Officials Association 44 New Swim Officials Registration Designed to allow Swim Officials to record and track their Officiating progress electronically

45 © 2011 Ontario Swimming Officials Association 45 The Features: Ability to find & register clinics Ability to track & record deck evaluations Ability to track your moving Up the Ladder Integrate user names & passwords between two sites Completed online clinic information in one place

46 © 2011 Ontario Swimming Officials Association Benefits of the Website Designed to aid all levels for Officiating –For the Individual –For the Club –For the Region –For the Province 46

47 © 2011 Ontario Swimming Officials Association COC RESPONSIBILITIES: Important responsibilities to administer your Club Officials using the Swim Officials Registration website. 1.Validating new Accounts 2.Adding your Club Hosted Clinics 3.Verifying hosted clinic attendance 4.Verifying Deck Evaluations 5.Verifying Past Clinics 47

48 © 2011 Ontario Swimming Officials Association Now lets get registered! 48

49 © 2011 Ontario Swimming Officials Association Where is the Help Guide 49

50 © 2011 Ontario Swimming Officials Association Logging In 50

51 © 2011 Ontario Swimming Officials Association Profile Set up 51

52 © 2011 Ontario Swimming Officials Association Forgot my password 52

53 © 2011 Ontario Swimming Officials Association Forgot my User Name 53

54 © 2011 Ontario Swimming Officials Association Registration Settings 54

55 © 2011 Ontario Swimming Officials Association About User Settings 55

56 © 2011 Ontario Swimming Officials Association Changing your Password 56

57 © 2011 Ontario Swimming Officials Association Basic User (when logged in) 57

58 © 2011 Ontario Swimming Officials Association Viewing Clinics 58

59 © 2011 Ontario Swimming Officials Association Pull down Menu 59

60 © 2011 Ontario Swimming Officials Association What about Past Clinics? 60

61 © 2011 Ontario Swimming Officials Association Entering a Deck Evaluation 61

62 © 2011 Ontario Swimming Officials Association Deck Evaluations 62

63 © 2011 Ontario Swimming Officials Association Managing Clinics 63

64 © 2011 Ontario Swimming Officials Association Clinic Verification 64

65 © 2011 Ontario Swimming Officials Association Clinic Attendees 65

66 © 2011 Ontario Swimming Officials Association Completed Clinics 66

67 © 2011 Ontario Swimming Officials Association Clinic information for download 67

68 © 2011 Ontario Swimming Officials Association Verified Check Box 68

69 © 2011 Ontario Swimming Officials Association Historical Clinic attendance 69

70 © 2011 Ontario Swimming Officials Association Past Clinic Verfication 70

71 © 2011 Ontario Swimming Officials Association Deck Evaluation view 71

72 © 2011 Ontario Swimming Officials Association Verifying Deck Evaluations 72

73 © 2011 Ontario Swimming Officials Association Viewing Officials List 73

74 © 2011 Ontario Swimming Officials Association Officials list page 74

75 © 2011 Ontario Swimming Officials Association Officials Profile 75

76 © 2011 Ontario Swimming Officials Association New User Account Verification 76

77 © 2011 Ontario Swimming Officials Association Approving/Disapproving new accounts 77

78 © 2011 Ontario Swimming Officials Association New Account Approval 78

79 © 2011 Ontario Swimming Officials Association 79

80 © 2011 Ontario Swimming Officials Association Manage Courses 80

81 © 2011 Ontario Swimming Officials Association Managing Courses 81

82 © 2011 Ontario Swimming Officials Association Manage Club info 82

83 © 2011 Ontario Swimming Officials Association Creating a New Account 83

84 © 2011 Ontario Swimming Officials Association Help folder 84

85 © 2011 Ontario Swimming Officials Association 85

86 © 2011 Ontario Swimming Officials Association About folder 86

87 © 2011 Ontario Swimming Officials Association 87

88 © 2011 Ontario Swimming Officials Association Ontario Swim Officials Association Home 88

89 © 2011 Ontario Swimming Officials Association TechSupport 89

90 © 2011 Ontario Swimming Officials Association Where do I find the Online Clinics? 90

91 © 2011 Ontario Swimming Officials Association 91 Accessing the clinics

92 © 2011 Ontario Swimming Officials Association Learning Centre Login 92

93 © 2011 Ontario Swimming Officials Association Obtain Enrollment Keys 93

94 © 2011 Ontario Swimming Officials Association 94 Clinic Keys Each clinic has a different key no more than 3 keys at a time Completion results provided Record keeping established Sign off Certification cards Presentation of pins

95 © 2011 Ontario Swimming Officials Association 95 Staffing a Meet Preparation During After Record keeping

96 © 2011 Ontario Swimming Officials Association 96 Referee Starter Chief Timer Assistant Chief Timer { { { { { { Timers False Start Rope Backstroke Flags Backstroke Flags Turn Judges Clerk of Course Marshalling Area Chief Finish Judge Approximately 30 -50 officials needed on deck to run a meet, 6 &/or 8 lanes single ended meet per session Recorder/Scorer Staffing a Meet Marshall

97 © 2011 Ontario Swimming Officials Association 97 Referee Starter Chief Timer Assistant Chief Timer { { { { { { Timers False Start Rope Backstroke Flags Backstroke Flags Turn Judges Clerk of Course Marshalling Area Chief Finish Judge Recorder/Scorer Runners Food Preparation Marshals Safety Marshals Meet Manager Staffing a Meet Marshall

98 © 2011 Ontario Swimming Officials Association 98 Organizing Officials If necessary, ask for help in your meet package and have the clubs send their list of names / phone numbers / and qualifications along with their entries Divide responsibility between senior officials and local Officials Chairperson to arrange for officials In any event, have the majority of the positions filled before the start of the meet. Confirm status of officials assignments to regional sanction office 10 DAYS prior to meet Publish schedule and assignments as soon as it is finalized

99 © 2011 Ontario Swimming Officials Association 99 Organizing Officials Arrange 2 - 3 spare Timekeepers on call in case of sickness or no-shows. Organize the Officials Room with required supplies for that session Designate a person to greet and sign-in the officials as they arrive, direct them to the heat sheets and equipment needed for their position and answer any questions. –All officials working a session must be recorded Have all positions posted in the Officials' Room. –If there are openings for other sessions, officials can sign-up where they see the empty positions.

100 © 2011 Ontario Swimming Officials Association Forms folder 100

101 © 2011 Ontario Swimming Officials Association Forms Landing Page 101

102 © 2011 Ontario Swimming Officials Association Forms Landing Page 102

103 © 2011 Ontario Swimming Officials Association Forms Landing Page 103

104 © 2011 Ontario Swimming Officials Association Forms Landing Page 104

105 © 2011 Ontario Swimming Officials Association 105 COC needs to be familiar with how Up-The-Ladder works! Level I Level II Level III Level IV Level V

106 © 2011 Ontario Swimming Officials Association 106 Level I Attendance and successful completion of this clinic 2 satisfactory deck evaluations Level I

107 © 2011 Ontario Swimming Officials Association 107 Level II Certified Level I Completion of clinics and 2 deck evaluations in any 2 positions except Referee, one of which must be Strokes and Turns Clerk of Course Chief Timer Chief Finish Judge Chief Judge Electronics Recorder Scorer Stroke & Turn Judge and Head Lane Timer (2 signatures) Starter Meet Manager Level II

108 © 2011 Ontario Swimming Officials Association 108 Level III Certified Level II Completion of all clinics and 2 deck evaluations in any 3 remaining positions Referee can not be used until level lll has been attained Conduct a Level I clinic Level III

109 © 2011 Ontario Swimming Officials Association 109 Up the Ladder Level I Level II Level III Level IV Level V Levels IV and V require … additional clinics intensive evaluation National Meet experience and much more.

110 © 2011 Ontario Swimming Officials Association 110 Questionnaire Here are questions you must answer prior to the completion of this clinic. Please take all of the time you require to complete the questionnaire Remember! There may be one or more correct answers for each question.

111 © 2011 Ontario Swimming Officials Association 111 1. The role of COC is: a. Is capable of conducting & organizing officials clinics; b. Have interests in educating and the progression of people; c. Knows where to obtain the tools and materials to do the job; d. Has the keys to the on-line clinics and issues them accordingly; e. operate the automatic placing and timing system; f. Can staff a home meet with some assistance; g. Has access to the database of officials for the club; h. Able to provide ROR an officials list of club officials & levels;

112 © 2011 Ontario Swimming Officials Association 112 2. Some of the responsibilities of the Club Officials Chairperson are to: a. Clubs Development plan is in place and compliant; b. Ensure that the parents are able to officiate at home and away meets ; c. Has knowledge and can assist in the up-the-ladder process; d. ensure that the meet is staffed properly; e. Prepare and distribute the meet invitation; f. Has the pins and certification cards available; g. Is well connected with Regional Officials Representative; h. Can present clinics at home club;

113 © 2011 Ontario Swimming Officials Association 113 3. The on-line registration is for which level: a. Level 1; b. Level 2; c. Level 3; d. Level 4; e. Level 5; f. FINA only;

114 © 2011 Ontario Swimming Officials Association 114 4. Which Clinics can I comple on-line? a. Level 1 Timekeeper & Safety Marshall; b. Level 2 Strokes & Turns; c. Level 2 Chief Timekeeper; d. Level 2 Chief Judge Electronics; e. Level 2 Chief Finishing Judge f. Referee and Starter; g. Level 2 Clerk of Course; h. Level 2 Recorder Scorer; i. Level 2 Meet Management;

115 © 2011 Ontario Swimming Officials Association 115 5. What is the mark to be obtained for a successful completion of the online clinics? a. 60% b. No mark; c. 90%; d. 50%; e. 75%; g. 80%; h. 100%;

116 © 2011 Ontario Swimming Officials Association 116 Approved by the Ontario Swimming Officials Association Board Thank you.


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