© copyright 2009- 2012 ontario swimming officials’ association 1 hy-tek for meet managers...

1 © Copyright 2009- 2012 Ontario Swimming Officials’ Association

Hy-Tek for Meet Managers

February 2009

2 © Copyright 2009-2012 Ontario Swimming Officials’ Association

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


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 – www.swimmeet.ca/login.aspx

Username/ password for your registrar of your club


Initial Set-up

Menu Bar: Set-up Meet Set-up Athlete/Relay Preferences Seeding Preferences Report Preferences Entry/Scoring Preferences Scoring Set-up


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


Initial Set-up

Athlete/ Relay Preferences Ages, birth dates, auto

increment, athlete status Choose other items as

required by meet package


Initial Set-up

Seeding Preferences Basic Standard Lane Dual Meets


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


Initial Set-up

Entry/ Scoring Preferences Scoring/ Awards

Limitations on individual/ relay awards

Entries/ Entry Limits Limitations on individual/

relay swims

See meet package


Initial Set-up

Scoring Set-up Standard

Scoring meet Alternate

High point trophies


Events & SessionsMeet 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


Events & Sessions

Multi Age Grouping Senior seed events Break event down into age

classifications Scoring Awards Results

# finals in an age grouping


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


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


Qualifying Times

Set up Tags Qualifying times Dequalifying times Time Standards

Manually input Accurate Used for exceptions report Used to enhance results


Event File

Check your information Events Sessions

Ready to create your event file Export entries to TM

Save it to your hard drive


Event Filewww.swimmeet.ca/login.aspx 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



Taking one file at a time from www.swimmeet.ca/login.aspx, 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


Loading Team EntriesExceptions 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



Entry lists are used as confirmation to the coaches E-mail coaches using www.swimmeet.ca/login.aspx site and

attach the file saved in html mode Print out a copy of the e-mail 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



When a coach makes changes to the club entry file a new version is added to www.swimmeet.ca/login.aspx 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


Seeding and ReseedingIn 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


TroubleshootingSession 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


Troubleshooting

Review Psych Sheets Times that don’t make sense

Too fast, too slow Check with coach


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


Last Minute Items

Scratches Athlete screen Run screen Adjust screen


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


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 paidSurcharge Fees

Choose club


Last Minute ItemsLive 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


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


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


Running a SessionScratches 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


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

AthleteNames

Clubs

RelayTeams

Swimmerson relaysin order


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


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)


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


Running a SessionSwim-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, 17-18 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


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


Running a SessionDeck 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


Running a Session

Labels for Medals & Ribbons Meet Package will detail the

awards for age classifications Individual Events

Medals Ribbons

Relays Medals Ribbons


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



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


Preparing for FinalsScratching 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



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


Preparing for FinalsPrepare 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



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)


End of Meet - ResultsWithin 24 hours Upload your results file to www.swimmeet.ca/login.aspx 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 [email protected]

Entry Fees - ASAP for treasurer Balance for deck entries or corrections made Notes for cheques not received, credits,…


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


Thank you.

Approved by Ontario Swimming Officials’ Association Board

February 2009

© copyright 2009- 2012 ontario swimming officials’ association 1 hy-tek for meet managers...

Documents

awards meet file

package slide

printer setup slide

event finals slide

meet rules

club slide

initial setup events

lc slide