2016 swimming and diving - fhsaa.org · meet management • once all entries are in the database...

2016Swimming and Diving

Kellie Doucette, Administrator

Florida High School Athletic Association

Really important items…

• THERE IS NO LONGER A PENALTY FOR JEWELRY.

• Please download the district database from the website, please do not create your own. This will significantly delay score reporting!

• Please forward the district database as soon as the race is over, otherwise the host school is subject to a fine per policy 4.1.5

• The NFHS has established new guidelines for potential timing equipment malfunctions. Please see the Timing Guide located in the


More really important items…• Do not change the abbreviation for the schools, use the one

that is already in the database.

• When inputting athletes for the District meet, use the athletes full legal name from the C2C report. For example, Ali Smith is incorrect, however Allison E. Smith is correct.

• Exhibition swims are NOT allowed at the district, region or state meet.


C2C State Entry List (SEL)• The SEL is entered by the school AD into C2C. This is our database management

system that will enable us to know if a student-athlete is eligible and provide full legal names.

• We were able to change the format of the SEL so it will just be an alphabetical list of swimmers, divers and alternates.

• It is the host responsibility, as outlined in the host packet, to make sure that the swimmers on the district entry list are eligible per the SEL.

• If you come across an athlete that is NOT on the SEL but they appear in the database please get the coach and together call me immediately, the athlete is not eligible until they are added. Some ADs can add them immediately, others will have to wait until the next day.

• In lieu of punishing the athlete, please allow the swimmer to swim, after you call me, and as long as the are properly entered on the district entry list.

• If you don’t have a full name, look at the SEL as all athletes should be there under one of the tabs; swimming, diving or alternates.


HyTek• All HyTek operators and Meet Referees should be given a copy

of the school’s C2C State Entry List (SEL) from the host school.

• The host school AD should have them for you.

• The C2C SEL is the official roster from the state that verifies student athletes are eligible to participate.

• If there is a student on the district entry list that is not one the SLE, they are no eligible to compete. If this situation arises please call me immediately.


Meet Management• Once all entries are in the database for the District meet, HyTek Exception

Reports by team and individual must be run to identify any over entries. Should any over entries by found, the coach of the school affected must be notified and requested to remedy the situation as soon as possible.

• Within 48 hours of the entry deadline, the Meet Director (typically the host school head coach or the person putting the entries into HyTek) must send a HyTek Meet Manager entry confirmation email to each team’s head coach listing all swimmers and divers entered in the meet and their seed times.

• No points (NP) should be listed for divers.

• Any over-entries from the Exception Report MUST be resolved no less than 72 hours before the start of the meet.

• Within 72 hours of the start of the meet, a psych sheet must be produced and distributed to all head coaches in the district.


Meet Management

• Please bring your NFHS Rule Book if you have one. Coaches only received electronic downloads so they may not have them on deck.

• Please check to see if the meet is USA Swimming sanctioned for observation as you will need a separate copy of the meet results.

• Below is a link to the FHSAA Policies and Procedures Manual if you would like to download it before the meet:– http://www.fhsaa.org/sites/default/files/attachments/2010/09/16/node-

182/1617_swimming_manual.pdf


http://www.fhsaa.org/sites/default/files/attachments/2010/09/16/node-182/1617_swimming_manual.pdf

No Shows/Scratches• In a district or region meet, no shows (NS) are considered

‘Failure to Compete’

• The competitor will not be eligible in any further events at the current meet or at the Regional or State meet as an individual or as a relay member.

• Competitor should be marked as a ‘No Show’ in all individual events in which the swimmer/diver was entered for which they do not show. DO NOT scratch any athlete from the database.

• Meet Referee should keep track of the names/schools of each of the No Show-swimmers, cross reference with the scoring operator and send that information to the FHSAA.


No Shows/Scratches• When Diving is held after the Swim Competition, any

Diver who is entered in the Swimming, but No Shows the event is ineligible to compete in the Diving portion on all subsequent levels.

• It is important that any athlete no-show information from diving competitions be communicated to the Meet Referee for the swimming competition, and vice versa.


No Show/Diving• Per NFHS rule 5.1.3 (pg 45):

– In championship meets, by state association adoption, the diving event may be the first event…

– This will not change the order in HyTek, it will still be events 9 and 10 in HyTek.

• If the District and Regional Diving competition is held before the Swimming competition, and a Diver No-Shows any swimming events in which s/he was entered, the athlete is ineligible for further competition in the state series.


Medical Scratches• A Medical Scratch is issued by the Meet Referee when a competitor is not

healthy enough to compete in that meet.

• A Medical Scratch must not be issued for a single event.

• Please forward any medical documentation from Districts or Regionals to the FHSAA.

• If an athlete was medically scratched in Districts, the FHSAA office will decide if they are permitted to participate in Regionals.


Tape/Braces• Tape, including KT or Kinesio tape is ONLY allowed in high school

swimming with a note from the prescribing doctor or certified trainer.

• Kinesio/KT tape is not allowed in USA Swimming. If the meet is USA Swimming Observed, the swimmer must be disqualified in the results sent to Florida/Florida Gold Coast/Southeastern Swimming.

• The swimmer should NOT be disqualified in the results sent to the FHSAA.

• Divers are allowed to use tape for support.

• Athletes with joint braces must have written documentation from the FHSAA to be presented to the referee upon request.

• Neoprene sleeves are prohibited, Velcro joint braces will be permitted with written documentation.


Exhibition Swimmers/Uniforms• Exhibition swimmers and divers are not allowed

during District or Regional meets.

• Suits and caps may only have one manufacturer logo on each item and the logo may not exceed 2 ¼ inches square with no dimension longer than 2 ¼”.

• A FINA mark or barcode is not considered a logo.

• Two-piece suits for girls are not permitted during warm-up periods or for competition.


Legal Swimwear

The suits shown above are legal provided the manufacturer’s logos are no more than 2 ¼ square inches. Logos are measures out of the box, not once the swimmer is wearing the swimsuit.


ILLEGAL Swimwear

The swimsuits shown above are illegal due to the multiple logos and the tie-back.


Swim CapsLegal

• A swim cap, as shown below with one manufacturer’s logo is legal provided the manufacturer’s logo is no more than 2 ¼ square inches:

ILLEGAL

• A swim cap like to one shown below with a manufacturer’s logo on each side is illegal:


Relay Cards• Relay cards are completed using the full legal last name and first name of

the swimmer.

• The names are listed from left to right on the two-column HyTek Meet Manager relay card, following the “1, 2, 3, 4, 5, etc.”

• As many as eight names can be listed but only the first four names (under 1, 2, 3, and 4) will be charged with the swim.

• Coaches/swimmers may make changes on the card up to the point the long whistle is blown for the heat in which that relay is competing.

• Because Districts and Regionals are timed final meets, a coach only needs to write down four names, but can add a 5th name to the relay card prior to the long whistle for the heat in which that relay is competing.


Relay cards

• The top relay card would be kicked back to the coach because it has no last names.

• The third relay card would be kicked back because it is hard to see which order in which the swimmers are swimming.

• The second and fourth cards are examples of good relay cards.

• The full names of the athletes and the correct order in which they swim must be clear on the relay card.


Meet Committee

• The meet committee for districts has already been decided, the host AD or meet director will need to provide the Meet Referee a copy of their district meeting report.

• For regionals, the meet committee will need to be decided on before the meet and announced at the coach’s meeting.

• Please be sure there is an alternate meet committee member, if the concern involves one of the original members, that coach must recuse themselves and an alternate must step in.


Meet Committee

• The Meet Referee should select a Meet Committee of five coaches from five different teams competing at the Regional meet.

• That selection and notification should be completed prior to the start of the meet.

• It is strongly suggested the five coaches are well versed in NFHS and FHSAA rules.

• The meet committee may not set aside a rule, nor may it rule on judgment calls made by officials.


Breaks/Reports

• There is one break built into the District database, the 15-minute mandatory break after the 50 Freestyle.

• The Region meet databases include the mandatory break after the 50 Freestyle events, a 10 minute break after the 200 Freestyle Relay and a 5 minute break before the 400 Freestyle Relays.

• Exception Reports must be run after the 400 Freestyle relays to confirm any over-entries by individuals in the meet.


HyTek

There should be NO scratches in the database!• Any athlete who was entered and does not show for their

event should be shown as a NS, even if they are officially excused.

• Please DO NOT change the school abbreviation or the school name that is set up in the database that is downloaded from the FHSAA website.

• None of the information regarding the schools that is already entered in the database is to be changed.


HyTek Post Meet Checklist• Going through the following checklist, and making sure the

following steps are taken prior to sending your HyTek back up to FHSAA, at the end of the meet, would greatly impact the time it takes to post results and selections for the next stage of the series:1. Verify there are no Scratches. Scratches are NOT allowed. They

should be NO SHOW (NS) NO athlete is to be scratched from the database.

2. If any of the No Shows are for medical reasons, that information will need to be in the body of the email that has the backup attached, and documentation provided to FHSAA to support the medical reason.


HyTek Post Meet Checklist3. Check that all the DQ's have a code, and that it is NOT the No Show Penalty Event.

ALL No Shows are to be noted as NS (NOT a No Show Penalty DQ)

4. All DQ’S must have a code to signify what type of infraction or an explanation in the body of the email. If there is no DQ code that applies to the infraction (for example for an illegal suit), please indicate that in the email with the back up, and put just DQ for the Finals Time. There are some infractions for which there isn’t a DQ code. Please select “other” in the DQ code box.

5. Run two (2) types of Exception Reports! The first one will be for “Exceed Maximum Entries per Athlete” (this should be set at maximum entries to 4, maximum individual events to 2, maximum relay events to 3). Then run a SECOND Exception Report for “Exceed Maximum Entries per Team per Event” (this should be set at 4 for the maximum entries per team per event). If there are any, figure out why, immediately notify the meet referee end either fix the error or alert FHSAA in the body of the email with the backup file.


HyTek Checklist6. Ensure there are Relay Names for every heat of every relay. If names are missing, locate the relay card and add the athlete names from the card.

7. Back up the database, and email it as an attachment to FHSAA. When prompted by the program to add a comment to be included with the backup type: “Final backup __A District ___”. “For example Final backup 2A District 8

• These 7 steps should take the HyTek Operator approximately 5 minutes at the end of the meet and will greatly impact the speed in which results can be posted/published for the athletes.



If a swimmer is a No Show

use NS…DO NOT scratch the

athlete from the database.


Do NOT use the

DQ code ‘No Show

Penalty Event.

FHSAA Odds and Ends• If it’s noticed that a female swimmer is warming up

in a two-piece swimsuit, she is out of compliance with the uniform rule and must change before she can continue to warm up. Please bring it to the attention of the coach for resolution.

• There is no longer a penalty if a competitor is wearing jewelry.

• Under no circumstances should a referee measure a logo while an athlete is wearing their suit!


Kellie Doucette

352-372-9551, Ext. 450

[email protected]


mailto:[email protected]

2016 swimming and diving - fhsaa.org · meet management • once all entries are in the database...

Documents