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© Copyright Ontario Swimming Officials’ Association 1 Hy-Tek for Meet Managers February 2009
© Copyright Ontario Swimming Officials’ Association 2 Using Hy-Tek to Run the Meet Today Initial Set-up Events and Sessions Awards Qualifying Times Event File Loading Team Entries Seeding/ Reseeding Troubleshooting Last Minute Items Running a Session Preparing for Finals End of Meet - Results Hy-Tek Help
© Copyright Ontario Swimming Officials’ Association 3 Using Hy-Tek to Run the Meet Load Meet Manager Software on your computer Choose admin and single user mode to create your swim meet file Choose run 1 and multi user mode to run your meet on a networked system Locate your swim meet files in the default “swmeets” subdirectory Name your swim meet with a unique filename Meet Package is your main source of information to set up your swim meet file Sanction – Username/ password for your registrar of your club
© Copyright Ontario Swimming Officials’ Association 4 Initial Set-up Menu Bar: Set-up Meet Set-up Athlete/Relay Preferences Seeding Preferences Report Preferences Entry/Scoring Preferences Scoring Set-up
© Copyright Ontario Swimming Officials’ Association 5 Initial Set-up Dates are important Age up date if different than the beginning of the meet If you do not have touch pads at both ends do not click box S/C or L/C
© Copyright Ontario Swimming Officials’ Association 6 Initial Set-up Athlete/ Relay Preferences Ages, birth dates, auto increment, athlete status Choose other items as required by meet package
© Copyright Ontario Swimming Officials’ Association 7 Initial Set-up Seeding Preferences Basic Standard Lane Dual Meets
© Copyright Ontario Swimming Officials’ Association 8 Initial Set-up Report Preferences Report Formats How you want your results to look Report Headers Header on all heat sheets/ programs Punctuation Upper/lower case is easier to read Printer Set-up
© Copyright Ontario Swimming Officials’ Association 9 Initial Set-up Entry/ Scoring Preferences Scoring/ Awards Limitations on individual/ relay awards Entries/ Entry Limits Limitations on individual/ relay swims See meet package
© Copyright Ontario Swimming Officials’ Association 10 Initial Set-up Scoring Set-up Standard Scoring meet Alternate High point trophies
© Copyright Ontario Swimming Officials’ Association 11 Events & Sessions Meet package has event information Gender/ mixed Swimming event Age group, distance, stroke Prelims/ Finals # lanes, slow to fast/ fast to slow Multi-Age Groupings Scoring event Entry Fee per event Finals
© Copyright Ontario Swimming Officials’ Association 12 Events & Sessions Multi Age Grouping Senior seed events Break event down into age classifications Scoring Awards Results # finals in an age grouping
© Copyright Ontario Swimming Officials’ Association 13 Events & Sessions Sessions Groupings of events Morning, afternoon, evening Intervals between heats Limit # of entries in a session Create your sessions Drag and drop the correct events to the correct sessions If you have prelims and finals, 2 lines appear, make sure the correct line is in the correct session All events are highlighted at left when finished
© Copyright Ontario Swimming Officials’ Association 14 Awards Meet File is set-up Awards (3 months ahead) Design Medals Ribbons Trophies See Meet Package Medal Count Your report will tell you your requirements for ordering of medals/ ribbons Order extras Ties
© Copyright Ontario Swimming Officials’ Association 15 Qualifying Times Set up Tags Qualifying times Dequalifying times Time Standards Manually input Accurate Used for exceptions report Used to enhance results
© Copyright Ontario Swimming Officials’ Association 16 Event File Check your information Events Sessions Ready to create your event file Export entries to TM Save it to your hard drive
© Copyright Ontario Swimming Officials’ Association 17 Event File Username, password You can add your event file to the listing/ sanction for your swim meet Once clubs get their entries ready they will upload their swimmers club file for you to download to your own computer
© Copyright Ontario Swimming Officials’ Association 18 Loading Team Entries Taking one file at a time from download them to a folder on your own computer Import entries into Meet Manager Read the information as you import Confirm that the entries are there Teams Athletes
© Copyright Ontario Swimming Officials’ Association 19 Loading Team Entries Exceptions Report Max Entries Standards Qualifications Miscellaneous Reg Check/ Proof of Time Depending on your meet rules, there may be certain reports you want to run
© Copyright Ontario Swimming Officials’ Association 20 Loading Team Entries Entry lists are used as confirmation to the coaches coaches using site and attach the file saved in html modewww.swimmeet.ca/login.aspx Print out a copy of the and entry list and create a binder with a section for each club attending your meet It is the coaches responsibility to check the entries for errors Swimmer Name
© Copyright Ontario Swimming Officials’ Association 21 Loading Team Entries When a coach makes changes to the club entry file a new version is added to To avoid problems, remove the original team file in MM, then download the new version and import the entries You need to send new list to coach and print out documentation for your binder
© Copyright Ontario Swimming Officials’ Association 22 Seeding and Reseeding In order to use your Session timelines, you need to seed at least once (heat/ lane placement in each event) Prelim/ Final events Seeding of finals depend on results from prelims Rule of Thumb: Seed and reseed as often as you need to UNTIL you print all the heat sheets/ program and take it to the printers Programs for sale need to be as accurate as possible Don’t print your relay cards until after you print your programs/ heat sheets
© Copyright Ontario Swimming Officials’ Association 23 Troubleshooting Session Reports Determine your timelines for each session Aim for a max 4 hour swim session excluding warm-ups Changes Interval times Start times Meet Package rules: 2 per lane Max entries in event Eliminate relays
© Copyright Ontario Swimming Officials’ Association 24 Troubleshooting Review Psych Sheets Times that don’t make sense Too fast, too slow Check with coach
© Copyright Ontario Swimming Officials’ Association 25 Troubleshooting Heat Sheets Slow to fast/ fast to slow to match meet package Empty lanes from manual correction? Reseed if you haven’t printed paperwork to send to printers Check for each and every event in each and every session All events included In correct order
© Copyright Ontario Swimming Officials’ Association 26 Last Minute Items Scratches Athlete screen Run screen Adjust screen
© Copyright Ontario Swimming Officials’ Association 27 Last Minute Items You are ready, your meet has been checked Documents for the printers Heat sheets for officials, Programs for sale Session Reports Meet Referee, Minor Officials person, Canteen, and Pool Staff Psych Sheets website Relay Cards Printed out for longer distance events Entry Fee Summaries fees are owed from moment of printing paperwork for printers Website set-up for Live Results
© Copyright Ontario Swimming Officials’ Association 28 Last Minute Items Entry Fee Summaries 2 copies for each club Include athletes Book (plastic sleeves) Total team summary One insert for each club A few sandwich bags for cash paid Surcharge Fees Choose club
© Copyright Ontario Swimming Officials’ Association 29 Last Minute Items Live Results for the Web - Preferences Pysch Sheets Event comments Entry times Results Event comments Prior round results Entry times Splits Choose preference or none Team Scores Choose preference
© Copyright Ontario Swimming Officials’ Association 30 Last Minute Items Live Results for the Web - Settings Website facilitator sets up a directory /meetresults (no spaces) Set-up your settings Session Passive FTP Colour schemes F11/F12 from Run print button standard events Swim-off’s
© Copyright Ontario Swimming Officials’ Association 31 Last Minute Items Live Results for the Web – Log-in Test connection Upload event schedule Upload default result pages Before meet starts Check box psych sheets Upload heat/ psych sheets
© Copyright Ontario Swimming Officials’ Association 32 Running a Session Scratches for current session Have scratch forms available for coaches to fill in Accept only scratches on your forms to track all changes you make Initial changes and put into binder for scratches Relay cards Have them ready for coaches to pick up at beginning of warm-ups Receipt of club entry fees Give one copy as receipt Put cheque into plastic sleeve
© Copyright Ontario Swimming Officials’ Association 33 Running a Session Incoming relay cards Names in order of swimming Line 1 left, right (1,2) Line 2 left, right (3,4) Swim-ups for younger athletes swimming up with older relay team Athlete Names Clubs Relay Teams Swimmers on relays in order
© Copyright Ontario Swimming Officials’ Association 34 Running a Session Session Reports for Office Staff Print out each session on a separate page Tape up all sessions on wall for event # reference Source documentation Meet manager Timelines Coaches Scratches Office Error correction
© Copyright Ontario Swimming Officials’ Association 35 Running a Session 20 minutes prior to start Lane timer sheets Choose session Session order Continuous for each lane Current heat sheets Session Referee Starter Electronics Clerk of Course 2 copies (tape 1 to table)
© Copyright Ontario Swimming Officials’ Association 36 Running a Session Review results Recorder/ scorer Get times Adjust for CFJ changes List/ score, print results Check for any swim-offs F12 to upload live results to web (if available) Labels for awards
© Copyright Ontario Swimming Officials’ Association 37 Running a Session Swim-off Tie for a specific position for finals namely last place or first alternate 8-9, 9-10 for 1 heat of finals 16-17, for 2 heats Order Copy of results, see coaches Prepare event card, create new event (300 & above) Assign lanes, run event as per FINA rules CFJ decision, JD results, print new results marked revised Judges Decision
© Copyright Ontario Swimming Officials’ Association 38 Running a Session Deck Entering an new athlete Caution when adding a new athlete SNC initially checks for Name spelling Registration number Date of birth Your final results that you upload to the SNC site may get caught on this information and not allow the upload
© Copyright Ontario Swimming Officials’ Association 39 Running a Session Deck entering an event for an athlete (in the meet already) Athlete, club, event, heat/lane assignment (empty lanes only) Athlete screen Run/ adjust screen Meet rules - exhibition No awards, still official time Collect funds for event and give a receipt Paper trail for balancing
© Copyright Ontario Swimming Officials’ Association 40 Running a Session Labels for Medals & Ribbons Meet Package will detail the awards for age classifications Individual Events Medals Ribbons Relays Medals Ribbons
© Copyright Ontario Swimming Officials’ Association 41 Running a Session High Point Trophies Set up alternate scoring in the meet set-up Use Alt Pts Individual Choose gender Choose age Listing of high point achievers Set for maximum number in listing
© Copyright Ontario Swimming Officials’ Association 42 Preparing for Finals Scratch Deadlines 30 minutes following the prelims session for the matching finals session Eliminate swimmers who will not be swimming their position in the finals session Allows alternates to move up immediately Scratches, Seeding, and Printing of documents occurs 30 minutes prior to running the finals session Eliminate swimmers who are ill at the last minute or injured themselves since first scratch deadline Alternates move up without reseeding 2 heats of finals – FINA rules
© Copyright Ontario Swimming Officials’ Association 43 Preparing for Finals Scratching for Finals Have all finals scratch forms Mark/ highlight FINALS upon receipt Keep all final scratches together Mark posted results for athletes By event in the finals session, go to scratchpad and click in the athletes box for scratches on each and every scratch on the forms Double check your scratches Accuracy is important
© Copyright Ontario Swimming Officials’ Association 44 Preparing for Finals Start seeding If you have events in which the top heats of timed finals are being run in the Finals session DO NOT reseed these events
© Copyright Ontario Swimming Officials’ Association 45 Preparing for Finals Prepare your heat sheets with qualifying alternates (double column) Checking for (meet set-up for events if not correct): Event order for all events in Finals A/B Finals or just A Finals age groupings Prepare your program pages with alternates and meet records (single column) Copier availability prearranged (paperwork needs to be ready for finals) Heat sheets for officials Programs for sale with covers
© Copyright Ontario Swimming Officials’ Association 46 Preparing for Finals 30 minutes prior to Finals start Last minute scratches by coaches Listings for coaches of athletes in finals is helpful Meet summary into Word and manually add the alternates Keep a master copy of heat sheets for last minute scratches Coach needs to talk with coach for first alternate and report back to office Make correction on Finals session 15 minutes prior to Finals start Print lane/ timer sheets Print out new heat sheets (5 main positions)
© Copyright Ontario Swimming Officials’ Association 47 End of Meet - Results Within 24 hours Upload your results file to Upload your results to your website If Live Results, check and make sure all results uploaded Within 7 days Check the Post Meet Results link on SNC website Print out copy along with funds to Swim Ontario (penalty $30.00) Send IPC results to Germany Entry Fees - ASAP for treasurer Balance for deck entries or corrections made Notes for cheques not received, credits,…
© Copyright Ontario Swimming Officials’ Association 48 Hy-Tek Help There are help files for all parts of Hy-Tek Type in area of help you need Display may have more than one file, choose one Print out files that you may want to refer to later and add them to your binder with your printed copy of the meet package
© Copyright Ontario Swimming Officials’ Association 49 Thank you. Approved by Ontario Swimming Officials’ Association Board February 2009
© Copyright Ontario Swimming Officials’ Association 1 February 2011 Hy-Tek for Meet Managers.
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