1. Recorder/Scorer Hy-Tek Meet Manager
June 2010
© Copyright Ontario Swimming Officials’ Association

2. Today Role of Recorder/Scorer Introduction to Hy-Tek Meet Manager
06/04/2017
Role of Recorder/Scorer
Introduction to Hy-Tek Meet Manager
Hy-Tek Meet Manager Case Studies
Questionnaire – 15 minutes
Review (answers)
Today

3. The Recorder/Scorer maintains the official record of a session
Results
Times
Recorder
Scorer
Team Scores NS
Other Info DQ
Judge’s
Decision
DNF
Record Times

4. To do this job well, you need to know...
How to use Hy-Tek’s Meet Manager
How to re-seed heats and events
How to record and post results
How to record unusual swims and events
How to score an event
How a record time is set
How to stay organised

5. You will be working near the deck with...
Chief Finish Judge
Chief Judge Electronics OR

6. You should arrive one hour before the start of the session
Get a copy of the meet package and session program
Make sure computer and hardware connected
Ensure paper, stapler, paperclips, elastics are plentiful
Get a scratch list from Clerk of Course
Remove (indicate SCR) scratched swimmers from heats without reseeding
Enter any deck alterations entries/substitutions
Show deck entries as exhibition (EX)

7. Find and introduce yourself to
You should meet with key officials and agree to the routines for the session
Find and introduce yourself to
Referee
Chief Finish Judge
Chief Judge Electronics
Runners
Clerk of Course
Establish routines for
Approving results
Receiving changes

8. Typical process for a carded meet
Chief Finish Judge
Recorder/Scorer
Receives cards
Determines the official times
Enters the results into Meet Manager
Referee
Prints results at end of event
Reviews & signs the results
Gives results to runners for posting
Stores cards & one set of results

9. Typical process for an electronic meet
Chief Judge Electronics
Recorder/Scorer
Review suspect times
Ends race & prints heat results
Imports times using Meet Manager
Adjusts times
Referee
Reviews & signs the results
Prints results at end of event
Gives results to runners for posting
Stores one set of results

10. The electronics operator will print a copy of the results after each race

11. Creating Results Chief Judge Electronics (“CJE”) -or-
Chief Finish Judge (“CFJ”)
Heat, Lane, Time
Heat, Lane, DQ,
[Swimmer]
Referee
Recorder/Scorer
Heat, Lane, Swimmer
Place, Result, Swimmer
Clerk of Course (“Clerk”)

12. Results with times The basic result Tied Judge’s Decision (“JD”)
Swimmer receives a time and unique place for the swim
Tied
Two or more swimmers have the same time in a round and are awarded the same place
Judge’s Decision (“JD”)
Two or more swimmers are tied, but the placing has been arbitrarily adjusted (usually from a swim-off)
Exhibition (“EX”, “X”)
Swimmer receives a time but no place for the swim
Failed Swim
Swimmer’s result is slower than the entry qualifying time
Swim is not eligible for points

13. Results without times Disqualified (“DQ”) Did Not Finish (“DNF”)
Swim was disqualified; no time or place assigned
Did Not Finish (“DNF”)
Swimmer started but did not finish
No Show (“NS”)
Swimmer was assigned a heat and lane, but did not show up for the swim
Meet Package may outline penalties for an NS
Scratch (“SCR”)
Swimmer withdrew from event

14. Events, Rounds, Heats Event (“24 – Men’s 50 Free”)
Contains: Rounds (“Preliminaries” (“Prelims”), “Finals”)
Contains: Heats (“Heat 1”, “Heat 2”, …)
DQs, SCRs, NSs, DNFs prevent swimmers from advancing to future rounds; no impact on previous rounds
Failed swims may also prevent advancing
Scoring occurs in the final round

15. Events, Round, Heats Indicate Advancers For Next Round
Finals
Consols
Alternates

16. Events, Rounds, Heats Swim-off “Nine advancers … eight lanes”
Alert the designated official as soon as possible

17. Events, Rounds, Heats Swim-off
DISTINCT event
Swimmer may scratch, be disqualified, not finish, etc. without impacting event requiring the swim-off
Swimmer receives an “extra” official result
Occur when there is a tie amongst advancers for the last place in a heat
Ex: Tie for 8th place in an ‘A’ final (8 lane pool)
Ex: Tie for second alternate
Ex: Three people tied for 9th place in an ‘A’ final (10 lane pool)

18. Scoring
Whenever the point scores for a meet differ from the accepted national scoring standard (SNC 4) they shall be published with the meet information (CGR )
In the case of a tie, the points for each place involved in the tie shall be added together and divided equally among the competitors or teams involved in the tie. (CGR )
Disqualified swimmers and relay teams shall not be awarded points. (CGR )
A swimmer who fails to meet the qualifying time for an event shall not be awarded points. (CGR )
Exhibition swims shall not be awarded points (CGR )

19. Scoring A tie

20. Scoring Exhibition Swim

21. Scoring Disqualification

22. Scoring No Show

23. Scoring Did Not Finish

24. Records Record Time Must Come From…
A valid electronic result
-or-
A manual time measured by three watches

25. Records
May be set in any sanctioned competition, but not a class two time trial.
May be set during:
Any individual result time or relay result time, provided:
Swim is not disqualified
Any split of an individual race, provided:
Swim is not disqualified (before or after split)
Final time meets the meet qualifiying time
First leg of a relay, provided:
No individual disqualification happens in the first leg
Ex: “Early takeover, swimmer #2” – OK
Ex: “Swimmer #3: Walking in direction of race, 125m” – OK
Ex: “False start” – NO RECORD
Ex: “Swimmer #1: Extended layout, 150m” – NO RECORD

26. If you revise results or scores, re-post results & mark them “Revised”

27. At the end of the session
If there are finals to follow, remain until preliminary results are finalized
Turn over all results and cards to meet management

28. Meet Manager 2.0

29. The Run Menu

30. Current Heat Information
Records
Event Listing
Team Scores
Heat Navigation
Function Buttons
Current Heat Information

31. Use the Event List to navigate between events
Event Number
Round
Status:
“Scored”
“Done”
“Seeded”
“Not Seeded”

32. The heat information
Lane
Swimmer
Team
Final Time DQ

33. There are buttons for the most common functions during a session

34. Session Use to navigate between sessions or filter the Event List

35. Splits Use to enter or edit splits
Added automatically in electronic timing systems
You may be asked to adjust them
In manual meets enter for:
Relays
When a request for an official split on the first leg of a swim is authorized by the Referee

36. Relay Names Drag … and …drop to record order Eligible swimmers
Check to show eligible
swim-ups
Drag …
and
…drop
to record order
Eligible swimmers
Yellow indicates swimmers assigned to other relay teams
Navigate between lanes

37. Adjust Move swimmers between heats or lanes
Drag and drop swimmers to a different lane or heat
Use this menu when Referee or Clerk of Course informs you about changes to heat, event or lane assignments

38. Get Times Imports results from the electronics system
Prompts if the number of results does not match number of seeded swimmers
Times received from console
Athletes expecting a time

39. Generating Results List Score
Lists the results for the event, without scores
Score
Lists the results for the event, with scores

40. Pushing Results to the Web
F11
F12
To publish the current event
Score first for points to be updated
To publish the current heat

41. Awards Causes award labels to be printed for currently selected event
Consult with meet host to determine if award labels need to be printed

42. Typical Work Routine at the End of a Heat
Electronic Timing
Select correct heat
“Get Times”
Inspect the results
Edit the results if necessary in consultation with CJE
Record any DQ, NS, DNF
Advance to next heat
Manual Meet
Select correct heat
Enter official times from cards
Enter splits if required
Record any DQ, NS, DNF
Advance to next heat

43. Typical Work Routine at the End of an Event
Make sure there are results for all heats
Make sure you have the right event selected
If the event is to be scored:
Score (CTRL-S)
If the event is not scored
List (CTRL-L)
Results will be displayed for printing/posting
Print labels for ribbons by pressing Awards button (CTRL-A)
Push results to web (if applicable)

44. Meet Manager 2.0
~Case Studies~

45. Case Study #1
“Get Times”

46. Case Study #1: “Get Times”
Select the desired heat
Click the “Get Times” button

47. Case Study #1: “Get Times”
Times are downloaded from timing console and automatically inserted
Yellow Line: All backup faster than 3 tenths of pad time
Green Line: One backup within 3 tenths of pad time
Blue Line: No Backup, or all backup slower than 3 tenths of pad time
Backup Times

48. Case Study #1: “Get Times”
Consult with CJE/CFJ to ensure times are correct
GOAL: No colourful lines!
Click time to change
Enter new time (no punctuation)
Backup times may also be modified
All Correct!

49. Case Study #2
“Disqualification”

50. Disqualified swims will come to you on a slip or a card
Case Study #2: “Disqualification”
Disqualified swims will come to you on a slip or a card
DQ card MUST be kept with Official Results
May be needed in the event of a protest

51. Case Study #2: “Disqualification”
Verify on the infraction card:
Event, heat, and lane is correct
Athlete and team is accurate
Infraction description is valid
Official has indicated the time at which the swimmer or coach was notified of the infraction
Referee has signed/initialed
Inform the referee of any problem prior to marking the swim as disqualified

52. Case Study #2: “Disqualification”
Disqualify the swim by checking the appropriate “DQ” box (Meet Manager will retain the time in case the disqualification is later overturned; the time will not be displayed on the results)

53. Case Study #3
“Adjustment”

54. Case Study #3: “Adjustment”
Meet Manager allows for manual adjustment of the seeding, usually as a result of:
Swimmer missing a swim / swimming early
Collapsed heat (two heats being swum together because of a large number of scratches or no shows)
Deck entries
These changes are made in the “Adjust” menu (make sure to select correct event first!)

55. Case Study #3: “Adjustment”
“Move 32/2/1 to 32/1/1”
We need to move the swimmer who was in event 32, heat 2, lane 1 to event 32, heat 1, lane 1.
#3 - Save
#2 – Drop swimmer
#1 - Drag swimmer

56. Case Study #3: “Adjustment”
“Scratch 4/3/8, deck enter ‘V. Adamo (ESWIM)’ in that spot”
We need to scratch the swimmer who was in event 4, heat 3, lane 8 and enter ‘V. Adamo’ from ESWIM.
#1 – Double click name
#2 - Confirm

57. Case Study #3: “Adjustment”
“Scratch 4/3/8, deck enter ‘V. Adamo (ESWIM)’ in that spot”
#4 – Drag and drop
#3 – Click “Show Eligible Athletes”

58. Case Study #3: “Adjustment”
“Scratch 4/3/8, deck enter ‘V. Adamo (ESWIM)’ in that spot”
#5 – Click “Save”
#6 – Mark as exhibition (“Exh”) by checking box

59. Recording a Swim-Off in Meet Manager

60. Here is an overview of the steps in recording a swim-off
Create a new event in Meet Manager
Assign swimmers to lanes
Record the results of the swim-off, noting the placing
Return to the main event
Press JD (CTRL-J) to record the Judge’s Decision
Reprint results for posting

61. Create a new event in Meet Manager
Give it a unique number such as 999
Enter event info
Select “Swim-Off Event”

62. Assign swimmers to lanes
Navigate to swim-off event in Event List
Press Adjust button (F8)
Drag and drop swimmers into lanes assigned by Referee

63. After the swim-off, return to the main event to record the judge’s decision
Press JD button or CTRL-J to bring up Judge’s Decision/Tie Breaker screen
Enter the placing by hand

64. Reprint and Post the Results

65. Questionnaire

66. Recorder/Scorer - Questionnaire
1. The Recorder/Scorer has the authority/responsibility to:
Overrule the Chief Finish Judge’s report if appropriate;
Refer all contentious decisions to the Chief Finish Judge or Referee for resolution;
List disqualified swimmers on the result sheet;
Resolve, one their own, contentious decisions about scoring;
Compile a list of results from the preliminary heats for display as soon as possible;
Include split times in results whenever possible for events of 1500m and 800m as well as relays;
Compare final results with current records and prepare record application forms;
Publish deck-entered swims as Exhibition Swims.

67. Recorder/Scorer - Questionnaire
2. In a 10 & under Girls Freestyle event, the results have been published correctly if they read:
1. Sally Smith 9 LSC 1: Donna Jones 8 STARS 1: Mary Brown 10 ESC 1: Sue Whyte 7 NSC 1: Dawn McFee 9 HTSC 1: Betty Carson 10 EKSC 1:22.59
1. Sally Smith 9 LSC 1: Donna Jones 8 STARS 1: Mary Brown 10 ESC 1: Sue Whyte 7 NSC 1: Dawn McFee 9 HTSC 1:22.59 TIE 5. Betty Carson 10 EKSC 1:22.59 TIE

68. Recorder/Scorer - Questionnaire
3. In an 11 & 12 Boys 100m Backstroke event, the results have been published correctly if they read:
1. Brad Bain 12 SCAR 1: Todd Tucker 11 LYAC 1: Dean Greys 12 ROD 1:40.30 DQ 4. Marc Tuller 11 SAMAK 1: Joel Carson 11 POM 1: Ken Kerr 11 MANTA 1:43.02
1. Brad Bain 12 SCAR 1: Todd Tucker 11 LYAC 1: Dean Greys 12 ROD 1:40.30 DQ 3. Marc Tuller 11 SAMAK 1: Joel Carson 11 POM 1: Ken Kerr 11 MANTA 1:43.02
1. Brad Bain 12 SCAR 1: Todd Tucker 11 LYAC 1: Marc Tuller 11 SAMAK 1: Joel Carson 11 POM 1: Ken Kerr 11 MANTA 1: Dean Greys 12 ROD 1:40.30DQ
None of the above is correct.

69. Recorder/Scorer - Questionnaire
4. In an 13 & 14 Girls 100m Breaststroke event, the results have been published correctly if they read:
1. Sue Toth 13 UCSC 1: Wendy Hunter 14 NYAC 1: Denise Pepin 13 CAMO 1: Heather Carr 14 WAC 1:22.10 JD 5. Deb Doran 13 LUSC 1:22.10 JD 6. Jenn Jones 14 DCSC 1:23.42
1. Sue Toth 13 UCSC 1: Wendy Hunter 14 NYAC 1: Denise Pepin 13 CAMO 1: Heather Carr 14 WAC 1: Deb Doran 13 LUSC 1: Jenn Jones 14 DCSC 1:23.42
1. Sue Toth 13 UCSC 1: Wendy Hunter 14 NYAC 1: Denise Pepin 13 CAMO 1: Heather Carr 14 WAC 1:22.10 TIE 4. Deb Doran 13 LUSC 1:22.10 TIE 6. Jenn Jones 14 DCSC 1:23.42

70. Recorder/Scorer - Questionnaire
5a. The following relay results are published correctly, if they read:
1. COBRA 1: : : : ETOB 1: : : :07.72
1. COBRA 1: : : : MAC 1: : :09.35 DQ
1. COBRA 1: : : : NYAC DQ
1. COBRA 1: : MAC 1: DQ

71. Recorder/Scorer - Questionnaire
5b. When setting up the scores for a meet, the Scorer should:
Get the method of scoring from the Rule Book ONLY;
Get the method of scoring from the Meet Invitation and Rule book;
Create an original system for scoring points;
Award points to swimmers who are disqualified;
Award points to swimmers who fail to equal or better the qualifying times;
Award team points to Unattached swimmers;
Award NO points to Exhibition swimmers;
When two swimmers are tied, award them each one-half the total available points;
Include on the score sheet a column for unawarded points;
Use only the default Hy-Tek scores.

72. Recorder/Scorer - Questionnaire
6. For an official time to be acceptable as a “Record Time” in the SNC record application:
The times on at least TWO of the digital manual watches must be identical;
The time must have been measured by three timers (if manual time only);
The time must have been the fastest in the event and the winner placed first;
The time may have been achieved in a Class One Time Trial.

73. Recorder/Scorer - Questionnaire
7. Which of the following circumstances can lead to an official ‘Record Time’?:
A time achieved by a swimmer during the first leg of a relay;
A properly recorded split-time at the 400m point by a swimmer whose finish time fails to meet the qualifying time in the 1500 Freestyle;
A properly recorded split-time at the 50m point by a swimmer who also sets a record time in the 100m Freestyle;
A properly recorded time by the lead-off swimmer on a relay team which is disqualified for a subsequent infraction .

74. Recorder/Scorer - Questionnaire
8. What is the significance of DE-QUALIFYING times for a meet?
They are used, along with QUALIFYING times, to limit both the fastest and slowest entry times for the meet;
They are used to disqualify swimmers who go too fast and exceed the DE-QUALIFYING time;
They are used to award points, as only swimmers who exceed the DE-QUALIFYING times can earn points for their team.

75. Recorder/Scorer - Questionnaire
9. If a swimmer’s official time is slower than the qualifying time for the event, it is termed a ‘failed swim’. How are ‘failed swims’ indicated on the official results?
Swimmers with ‘failed swims’ are ‘red-circled’;
Swimmers with ‘failed swims’ are omitted from the official results;
‘FS’ is marked beside each swimmer’s time;
A line is drawn on the results list that separates ‘failed swims’ from the rest for each event where this occurs.
A separate Failed Swim – Exceptions report is posted for coaches to provide resolution.

76. Recorder/Scorer - Questionnaire
10. The results of Exhibition swims should be recorded:
In a separate category (event) at the end of all the results for the meet;
At the end of the results for each event and marked ‘X’;
On the time card only (i.e. should not be included in official results).

77. Approved by the Ontario Swimming Officials’ Association Board
Thank you
Approved by the Ontario Swimming Officials’ Association Board