1 Clerk of Course & Marshal August 2014 © Copyright Ontario Swimming Officials Association

© Copyright Ontario Swimming Officials’ Association 2 Today Role of Clerk of Course Location Responsibilities Scratches Relays Meet Routine Marshal Role Routine Seeding Questionnaire – 15 minutes Review (answers)

© Copyright Ontario Swimming Officials’ Association 3 Clerk of Course Referee Starter Chief Timekeeper Assistant Chief Timekeeper { { { { { { Timers Strokes And Turns Marshalling Area Chief Finish Judge Recorder/Scorer Marshal

© Copyright Ontario Swimming Officials’ Association 4 Clerk of Course Referee Starter Chief Timekeeper Assistant Chief Timekeeper { { { { { { Timers Strokes And Turns Marshalling Area Chief Finish Judge Recorder/Scorer Clerk of Course Marshal

© Copyright Ontario Swimming Officials’ Association 5 Referee Assistant Chief Timekeeper { { { { { { Timers Strokes And Turns Clerk of Course Marshalling Area Chief Finish Judge Recorder/Scorer Located on Deck Assisted by Marshal(s) Purpose is to: Run/ manage an effective meet Efficient dispersal of cards Reasonable marshalling of swimmers Sets the tone for the meet Marshal

© Copyright Ontario Swimming Officials’ Association 6 Referee Assistant Chief Timekeeper { { { { { { Timers Strokes And Turns Clerk of Course Marshalling Area Chief Finish Judge Recorder/Scorer Intent of Seeding? To ensure that no swimmer is more than half a pool away from the fastest swimmer in the heat. Marshal

© Copyright Ontario Swimming Officials’ Association 7 Clerk of Course Responsibilities: Assign swimmers to lane positions Appoint assistants If pre-seeded, ensure correct positions Inform swimmers of heat and lane Scratch swimmers who fail to marshal when called Combine heats (if instructed by the Referee) Police the working deck Report swimmers to the Referee for undisciplined acts Receive the official relay teams from team officials

© Copyright Ontario Swimming Officials’ Association 8 Clerk of Course Responsibilities: Advise Referee when swimmers assembled: Check swimmers into marshalling area Control swimmers from check-in until turned over to the Referee Inform the Referee of the number of heats and swimmers in each heat Inform the Referee of any Para swimmers who may need extra time

© Copyright Ontario Swimming Officials’ Association 9 Clerk of Course Responsibilities: Ensure Finalists (A) are present before turning over Consolation (B) finalists to the Referee Reseed (if necessary) from Consolation (B) when Finalist does not appear CSW Once entered in an event, a swimmer who is not an alternate, may only withdraw or “scratch” from that event without penalty according to rules set down by the Provincial Section or written in the Meet Information package.

© Copyright Ontario Swimming Officials’ Association 10 Clerk of Course Responsibilities: CSW HEATS & FINALS: Scratch Deadlines shall be clearly stated in the Meet Information. TIME-FINAL EVENTS: For individual events or relays that are Timed Finals, the Scratch Deadlines shall be clearly stated in the Meet Information. CSW PENALTIES: Penalties for failure by a swimmer to scratch from Preliminaries, Finals, or Timed Final events shall be clearly stated in the Meet Information.

© Copyright Ontario Swimming Officials’ Association 11 Responsibilities: CSW ‘NAME CHANGE’ DEADLINES: ‘Name Change’ Deadlines for relays should be stated in the Meet Information and announced at the Coaches Technical Meeting. CSW Late or Deck Entries may be allowed at the discretion of the Meet Manager and shall be classified as Exhibition swims. Clerk of Course

© Copyright Ontario Swimming Officials’ Association 12 Scratches, Substitutions, & Penalties: In all cases refer to the Meet Information package At SNC designated meets, refer to the most recent SNC rule book (Appendix A): SNC 3.1 Scratch Deadlines SNC 3.2 Preliminaries SNC 3.3 Finals and Time Final Events SNC 3.4 Penalties Clerk of Course

© Copyright Ontario Swimming Officials’ Association 13 Clerk of Course Relays: Finalized relays must be received at the time of ‘checking in’ with the Clerk of Course Once ‘checked in’ no changes may be made When more than one relay team advances to either Final (A) or Consolation (B), swimmers may be replaced by other eligible swimmers (provided the replacement was not the cause of a DQ in the same event)

© Copyright Ontario Swimming Officials’ Association 14 Clerk of Course Pre-Meet: Available one hour prior to start Time spent to: Become familiar with pool deck Check on scratch rules in the Meet Information package Establish rigidity of marshalling Brief Marshal(s) Receive scratch list from coaches Indicate on Clerk’s master heat sheet scratched swimmers

© Copyright Ontario Swimming Officials’ Association 15 Clerk of Course Pre-Meet: You will need: The meet invitation which provides the rules for the meet Copy of the updated heat sheet Extra blank scratch sheets Pencils, coloured pens/ pencils, and erasers Extra blank relay cards if in use

© Copyright Ontario Swimming Officials’ Association 16 Clerk of Course Pre-Meet: Cardless meets: Each event is seeded according to whether it is a: Final or timed final Preliminary/ semi-final Dual/ tri-meet Once lane sheets are printed, any change involves correction of name on the lane sheet(s) Once heat sheets are printed, any change you must notify office and Referee

© Copyright Ontario Swimming Officials’ Association 17 Clerk of Course Pre-Meet: For sprint events (25m Short Course or 50m Long Course) which do not start at the ‘finish-end’, you will need both lane timer sheets and heat sheets Here’s an Idea... For ‘no turns’ events, use lane timer sheets and heat sheets. - Give the heat sheets to helpers/ S&T at start-end - Ensures lane assignment - Give the lane timer sheets to the Timekeepers - Ensures recording

© Copyright Ontario Swimming Officials’ Association 18 Clerk of Course During the Meet: Tape the heat sheets on the marshalling table and carry a second copy Announce and/ or post the events being marshalled Technically the Clerk of Course is NOT required to post events. However, the posting of event numbers does facilitate marshalling.

© Copyright Ontario Swimming Officials’ Association 19 Clerk of Course During the Meet: Announce and/ or post the events being marshalled Any changes made to these heat sheets: Notify the swimmer/ coach, office Notify the Referee, Starter, appropriate Lane Timekeeper(s), electronics operator Inform Referee and Starter of the number of heats and swimmers. Consult the Referee regarding combining heats. Relay team paperwork ready (previously sent out/ returned to Meet Management)

© Copyright Ontario Swimming Officials’ Association 20 CSW a) Shall be responsible for “checking in” swimmers at the marshaling area prior to each event; b) Shall have control of the swimmers from the time they are “checked in” until they are turned over to the Referee; c) Shall have full charge of the working deck insofar as control of the swimmers is concerned. He/ she shall report undisciplinary acts to the Referee and shall make an infraction report to the Referee of any swimmer who engages in an undisciplinary act while under his/ her control; Clerk of Course

© Copyright Ontario Swimming Officials’ Association 21 CSW d) Shall have the authority, if instructed by the Referee, to scratch swimmers who fail to report to the marshaling area when their heat or event is called for marshaling; e) Shall seed swimmers in deck-seeded meets, inform swimmers of their heat and the lane assignments, and distribute time cards; f) In pre-seeded meets, he/ she may be given the authority by the Referee to combine heats and move swimmers from one heat to another. Clerk of Course

© Copyright Ontario Swimming Officials’ Association 22 Clerk of Course Conclusion of Meet: Turn balance of materials over to Meet Manager/ Assistant Meet Manager If the session has involved preliminaries for finals: Remain for 30 minutes Receive all scratches for finals Bring to attention of Meet Manager

© Copyright Ontario Swimming Officials’ Association 23 Marshal Assistant to the Clerk of Course: Report at least one hour before start to handle scratches, deck entries, and coaches scratch meeting Assist in “receiving scratches” from coaches Ensure scratches get to the office to be taken out of the computer Once heat sheets are updated in office, ask for a new heat sheet

© Copyright Ontario Swimming Officials’ Association 24 Marshal Assistant to the Clerk of Course: Post numbers of events being marshalled In pre-seeded meet, explain process In deck-seeded meet, call out names of swimmers Determine if missing swimmers are scratches Distribute lane timer sheets to Timekeepers when starts are at turning end of pool Assist in seeding if required

© Copyright Ontario Swimming Officials’ Association 25 Marshal Assistant to the Clerk of Course: Full control of the pool deck: Directing swimmers to blocks Keeping coaches out of the marshalling area (use discretion) When authorized by the Clerk of Course shall: Scratch non-reporting swimmers Report undisciplinary swimmers (foul language, loud abrasive attitude, willful damage to pool) Assist in maintaining quiet and stillness on deck prior to starts When authorized shall report to Referee

© Copyright Ontario Swimming Officials’ Association 26 Marshal Assistant to the Clerk of Course: Clean up the area you are working in Hand in all relay scratched cards to recorder/ scorer or desk control Ask Recorder/ Scorer or desk control if clerk of course heat sheets are needed prior to trashing

© Copyright Ontario Swimming Officials’ Association 27 Seeding Process: Preference is given to the faster swimmers and the middle lanes of a pool Order of heats is at the direction of the Meet Manager (Fastest-to-Slowest, Slowest-to-Fastest) Swimmers without entry times in Time Finals and Preliminary heats shall be ranked by draw and seeded last The smallest heat should be three swimmers

© Copyright Ontario Swimming Officials’ Association 28 Seeding Process: With only two swimmers in a heat following scratches no changes are required except informing the Referee Swimmers with no Club affiliation (UNATTACHED) are not permitted to participate in relays Any deck entries are coded as EXHIBITION Any relay that does not meet the meet package requirements is coded as EXHIBITION One or two members of an Age Group relay team may come from lower age groups

© Copyright Ontario Swimming Officials’ Association 29 Seeding Board Timed Finals 2 nd Last Last Heat LANE Fastest2nd3rd4th5th6th8th7th 9th 12th 11th 10th Assume we have 12 Entries: 1 st heat is the slowest Last heat is the fastest Known as HORIZONTALLY SEEDED

© Copyright Ontario Swimming Officials’ Association LANE Seeding Board Preliminaries Last Heat Fastest 2nd 3rd 4th 5th 6th 7th 8th 9th12th 11th 10th 24th 23rd 22nd 21st 20th 19th 18th 17th 16th 15th 14th 13th Assume we have 24+ Entries Fastest 3 heats are always VERTICAL SEEDED Sometimes known as CIRCLE SEEDING All remaining heats are seeded as for Timed Finals 2 nd Last 3 rd Last

© Copyright Ontario Swimming Officials’ Association 31 Clerk of Course - Evolving Invitationals: Use of Clerk of Course + Marshalling depends on the age and experience of athletes Regional and Provincial Championships: Swimmer assignments may just be posted with no clerking, or Clerks may be used for positive check-in for long distance, handing out cards for long distance/ relays if available, and scratches for finals in a prelim/ final event

© Copyright Ontario Swimming Officials’ Association 32 Clerk of Course - Questionnaire Questions before we begin? We will use the questionnaire for the correct answers Remember…there may be one or more correct answers for each question 20 minutes

© Copyright Ontario Swimming Officials’ Association 33 Clerk of Course - Questionnaire 1. The Clerk of Course has the authority/ responsibility to: a.Assign swimmers to lane positions b.Check swimmers for correct positions in lanes if pre-seeded c.Inform swimmers of their heat and lane d.Supervise and control swimmers on the working deck e.Report undisciplined acts to the Referee f.Disqualify swimmers for undisciplined acts g.Call officials to attention for the start h.Advise the Referee when swimmers are assembled i.Check swimmers into the marshalling area j.Control swimmers from check-in until turned over to the Referee

© Copyright Ontario Swimming Officials’ Association 34 Clerk of Course - Questionnaire continued 1. The Clerk of Course has the authority/ responsibility to: (continued) k.Ensure the return of a swimmer who leaves the marshalling area l.Scratch swimmers who fail to marshal when called, if instructed by the Referee m.Appoint assistants n.Combine heats (when so instructed by the Referee) o.Move swimmers from one heat to another in pre-seeded meets without consultation p.When there are Consolation (B) Finals, turn the swimmers over to the Referee only when both Finalists (A Final) and Consolation Finalists (B Final) are on hand q.Reseed, when moving a Consolation Finalist up to Finals, when deemed appropriate r.Receive the official relay team form from team officials s.Inform the Referee of the number of heats and swimmers in each heat t.Inform the Referee of any Para athlete who may need extra time for the start

© Copyright Ontario Swimming Officials’ Association 35 Clerk of Course - Questionnaire 2. In meets other than National Championships and National Team Selection Trials, the following rules apply if specified in the Meet Information package: (CSW 3.6) a.A "late scratch" from Preliminary Heats warrants disqualification b.A scratch may be made without penalty at any time from Preliminary heats c.Scratches from Finals resulting from Preliminary Heats may be made without penalty if reported to the Clerk of Course within 30 minutes of the end of the Preliminary session d.Scratches from Finals resulting from Preliminary Heats without reporting to the Clerk of Course shall be barred from all remaining events, including relays, for the day e.Scratches from Time Finals may be made without penalty if made within the time limit set by the Meet Manager

© Copyright Ontario Swimming Officials’ Association 36 Clerk of Course - Questionnaire 3. What is the deadline for finalizing Official Relay Team forms/ cards? a.Two events prior to the relay events b.Fifteen minutes ahead of the estimated starting time of the relay event c.At the time of "checking in" with the Clerk of Course

© Copyright Ontario Swimming Officials’ Association 37 Clerk of Course - Questionnaire 4. Once a Relay team has "checked in" with the Clerk of Course: a.Last minute changes may be made until the race is started b.Last minute changes may be made if reported to the Head Lane Timekeeper c.Changes may be made until the Referee blows his first whistle d.No changes may be made

© Copyright Ontario Swimming Officials’ Association 38 Clerk of Course - Questionnaire 5. When a club has more than one relay team advance through a Preliminary heat into a Final (A) Consolation (B) Final: a.Swimmers may NOT be interchanged from one team to another b.Swimmers may be replaced ONLY by others who did not participate in the same event in the Preliminaries c.Swimmers may be replaced by other eligible swimmers, provided they were not the cause of a Relay team disqualification in the same event in the Preliminaries

© Copyright Ontario Swimming Officials’ Association 39 Clerk of Course - Questionnaire 6. In Time Finals and Preliminary heats, swimmers without entry times shall: a.Not be allowed to swim b.Be ranked by draw and seeded last c.Be randomly seeded in with the other swimmers d.Be seeded last in alphabetical order of last name

© Copyright Ontario Swimming Officials’ Association 40 Clerk of Course - Questionnaire 7. In a pre-seeded meet in which only two swimmers remain in a heat after scratches, the Clerk of Course shall: a.Do nothing except inform the Referee b.Reseed the entire event c.Reseed the affected heat

© Copyright Ontario Swimming Officials’ Association 41 Clerk of Course - Questionnaire 8. In AGE GROUP relay events, the number of swimmers from lower age groups that may be members of the team is: a.None b.One c.Two d.Three

© Copyright Ontario Swimming Officials’ Association 42 Clerk of Course - Questionnaire 9. Swimmers with no Club affiliation are said to be "UNATTACHED“. They are: a.Permitted to swim with the club of their choice in relay events b.Not permitted to participate in relay events c.Permitted to form a relay team composed of Unattached swimmers ONLY

© Copyright Ontario Swimming Officials’ Association 43 Clerk of Course - Questionnaire 10. If swimmers deck-enter an event, their entry should be marked: a.Unattached b.Exhibition c.De - qualified d.Disqualified

© Copyright Ontario Swimming Officials’ Association 44 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A, B, C, D, E, F a.Seed 5 swimmers in a heat, in a 6 lane pool LANE A B C D E

© Copyright Ontario Swimming Officials’ Association 45 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A, B, C, D, E b.Seed 18 swimmers in Time Finals, in a 6 lane pool LANE F A BC D E G H I J K L M N O P Q R

© Copyright Ontario Swimming Officials’ Association 46 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A, B, C, D, E c.Seed 15 swimmers in Preliminary heats, in a 6 lane pool LANE F A B C D E G H I J K L M N O

© Copyright Ontario Swimming Officials’ Association LANE 47 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A, B, C, D, E d.Seed 24 swimmers in Preliminary heats, in a 6 lane pool S F A B C D E G H I J K L M N O P Q R V W X UT

© Copyright Ontario Swimming Officials’ Association 48 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A, B, C, D, E e.Seed 10 swimmers in Time Finals, in a 8 lane pool LANE F A BCD E G HIJ

© Copyright Ontario Swimming Officials’ Association 49 Clerk of Course - Questionnaire 11. Assume that swimmers are ranked, by time, as A. B. C. D. E f.Seed 10 swimmers in Preliminary heats, in a 8 lane pool LANE F A B C D EG H I J

© Copyright Ontario Swimming Officials’ Association 50 Clerk of Course - Questionnaire 12. The minimum number of swimmers that should be assigned to swim in a heat in a six lane pool is: a.Two b.Three c.No minimum limit d.Four

© Copyright Ontario Swimming Officials’ Association 51 Thank you Approved by Ontario Swimming Officials Association Board