Clerk of Course RE 2015/11

Course Outline Introduction Clerk of Course Before the meet During session warm ups After the session Exam

Clerk of course SW The clerk of course shall assemble swimmers prior to each event. SW The clerk of course shall report to the referee any violation noted in regard to advertising (GR 6) and if a swimmer is not present when called.

Clerk of course 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;

Clerk of course CSW 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 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;

Clerk of course CSW 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 Required aptitudes: –Attentive, courteous, exact, efficient, structured, patient Clerk of course is the most susceptible official to address coaches questions and must be well informed.

Before the meet Reading the meet package and the technical bulletin While reading, note your questions for the referee so you think about asking them at the briefing Be on deck at least 15 minutes before the start of the first warm-up Ensure that you have all the required documentation and material for your duties

Before the meet Meeting with the referees: –Type of meet and seeding rules –Permission to merge heats / events –Procedures for relays –Procedures for 1 lap races –Procedures for distance events –Revised programs production –Official times / time trials opportunities –Deck entries (exhibition) –Marshalling –Scratch deadlines –Positive check in

Before the meet Material that is usually provided (varying from places to places): –Sound system with microphone and/or white board for messages –Clerk of course box: pens and pencils, eraser, ruler, highlighters, elastics, scotch tape, stapler and staples, blank time cards, small and big paper clips, scratch and official time request forms. –Clerk of course documentation: meet package, technical bulletin, heat sheets, entries confirmation (event per swimmers), psych sheets (swimmers per events), fees report, any received but not treated after programs production (scratches and additions), relay swimmer forms.

Before the meet Documentation Meet package: Published meet information and explanation of specific rules for the meet. This is available on Swimming Canada website: Technical Bulletin: Complement of information including last minute information, warm-ups, etc. Confirmation of entries: List of the entered events per swimmer and list of relays for a club

Before the meet Documentation – Heat Sheets (or programs):

Before the meet Documentation – Time cards:

Before the meet Documentation – Lane Sheets:

Before the meet Documentation Scratch form: we may also use the confirmation of entries for preliminaries and time finals.

Before the meet Documentation – Timelines (may be useful to tape one on your table)

Before the meet Documentation – Entries Statistics per club

Before the meet Documentation – Relay Swimmer Form:

Before the meet Documentation Fees Report:

During warm up Task List: Hand the coaches packages Receive and validate the entry fees Manage the scratches, deck entries and relays Update your “master” program Check the time cards and lane sheets Produce up to date programs for officials Hand updated programs, time cards and lane sheets on time for the start of the session Meet with the marshalls, supervise their work

During warm up Scratches: Receive the scratches (absent swimmers) from coaches On a “master” program, register the scratches (strike through the name of the swimmer) Do not remove the timecard or strike through the timer sheets, it creates confusion and potential problems Ensure that scratches are made on time, else apply fines or penalties if any

During warm up Deck entries Receive the information from coaches On the “ master” program, enter the swimmer in an empty heat/lane. Let the coach know if the lane assignment. In Splash, add the swimmer (or ask the recorder to do so) with the status “Exhibition”. Add the swimmer to the appropriate lane sheet or add a time card in the appropriate order for the added swimmer. Update the posted programs and those of referees, CFJ and recorder scorer.

During warm up Relays Ensure that Relay Swimmer Forms are available to coaches (in their packages usually) Receive the completed forms Control that all sheets have been returned (scratched relays: coaches can return the appropriate form being striked through and/or annoted “scratch”) Hand the forms to the recorder scorer for them to be duely entered in Meet Manager

During warm up Relays SW The members of a relay team and their order of competing must be nominated before the race. Any relay team member may compete in a race only once. The composition of a relay team may be changed between the heats and finals of an event, provided that it is made up from the list of swimmers properly entered by a Member for that event. Failure to swim in the order listed will result in disqualification. Substitutions may be made only in the case of a documented medical emergency.

During warm up Relays CSW Unattached swimmers shall not participate in relay events. A swimmer shall compete as a member of only one relay team per event. The members of a relay team and their order of competing must be listed before the last scratch deadline.

During warm up Relays CSW The offending swimmer(s) of a relay team disqualified in heats shall not be used as a member(s) of a relay team in the final of the same event.

During warm up Relays CSWAG In age-group relays, one (1) or two (2) swimmers may be from a younger age group. In such cases, the swimmer(s) may swim in both their own age-group relay as well as in one or more older age-group relays.

During warm up Positive Check-In: Tape a list of all swimmers entered in the concerned events on your table Have highlighters available to coaches and swimmers Coaches and swimmers confirm their presences on the sheet When the period is over, validate the absence of any swimmers not having duely confirmed their presence Evaluate if merging heats is worth-wise or seed the event if it hasn’t been seeded at all

During the meet Preliminaries – Time Finals Complete the relays management Complete the management of “positive check in” events Prepare official time requests documentation and follow ups Answer to coaches questions or refer them to meet management for more complex questions Supervise the marshall area (if applicable) Remain available

During the meet Time finals – SW3 First heat Last heat Lanes 1er2e3e4e5e6e8e7e 9e 12e 11e 10e With 12 entries in a 8 lane pool: The first heat is the slow heat (minimum 3 swimmers) The last heat is the fast heat Known as HORIZONTAL SEEDING

During the meet Preliminaries – SW LANE 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 Si on a 24 inscriptions et plus Last 3 heats are seeded vertically Known as cercle seeding All the previous heats are seeded as for time finals (see previous slide) Second to last heat Third to last heat

During the meet Managing finals during preliminaries sessions: Help with swim-off management Announce the scratch deadlines Receive scratches for finals Advise the alternates (as much as possible) Hand scratches to the recorder scorer for program production Stay in your area until the end of the scratch deadline

During the meet Managing finals: Ensure that all swimmers have confirmed their presence Manage the relay name change requests Manage the call room (if applicable) Manage the swimmers march-on (if applicable) Monitoring swimmers’ presence behind the blocks (allowing fast reaction in case of substitution)

During the meet Managing finals: Substitution of finalists: –A final only: The replacement will swim in the lane of the missing swimmer –A and B finals, absent in B final: idem –A and B finals, absent in A final: The faster qualifier of B final moves in the lane of the absent swimmer in A final. The next alternate will swim in the B final in the lane of the fastest qualifier that we just moved to A final.

During the meet Managing finals: It is have access to full results in case many swimmers are absent Modify the timers’ sheet Let the announcer know, then the referee, the chief finish judges and recorder scorers For meets with penalties, sometimes the swimmer is removed from all events of the session as penalty – need to scan the program for any additional swims.

After the meet Leave detailed notes for clerks of subsequent sessions Ensure that all cash / cheques are given to the meet manager (not to be left unattended) Hand all documents (in proper order) to the meet manager Clean the work area

Conclusion... –Any question?? Let’s do the exam!

1. The Clerk of Course has the authority/responsibility to: 39 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;

continued 1. The Clerk of Course has the authority/responsibility to (continued): 40 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 SWAD athlete who may need extra time for the start.

2. In meets other than National Championships and National Team Selection Trials, the following rules apply unless otherwise specified in the meet rules: (CSW 3.6) 41 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.

3. What is the deadline for finalizing Official Relay Team forms/cards? 42 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. d.As specified in the Meet Information

4. Once a Relay team has "checked in" with the Clerk of Course: 43 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 Timer; c.changes may be made until the Referee blows his first whistle; d.no changes may be made.

5. When a club has more than one relay team advance through a Preliminary heat into a Final (A) Consolation (B) Final: 44 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.

6. In Time Finals and Preliminary heats, swimmers without entry times shall: 45 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.

7. In a pre-seeded meet in which only two swimmers remain in a heat after scratches, the Clerk of Course shall: 46 a.do nothing except inform the Referee; b.reseed the entire event; c.reseed the affected heat.

8. In AGE GROUP relay events, the number of swimmers from lower age groups that may be members of the team is: 47 a.none; b.one; c.two; d.three;

9. Swimmers with no Club affiliation are said to be "UNATTACHED"; they are: 48 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.

10. If swimmers deck-enter an event, their time cards should be marked: 49 a.unattached; b.Exhibition (hors concours); c.de - qualified; d.disqualified.

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 ABCDE

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 FABCDE GHIJKL MNOPQR

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

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; STU LANE F A B C D E G H I J K L M N O P Q R VWX

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 FABCDEG HIJ

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

12. The minimum number of swimmers that should be assigned to swim in a heat in a six lane pool is: 56 a.two; b.three; c.no minimum limit; d.four.

Thank you! 57