© 2011 Ontario Swimming Officials Association 1 September 2011.

© 2011 Ontario Swimming Officials’ Association 1

September 2011


Thanks for Becoming an Club Officials’ Chairperson (COC)

Officiating in Ontario


Today’s Topics

• The role

• General Responsibilities

• Club Official’s Development Plan

• New on-line officials registration administration

• Hosting Clinics

• OSOA On-line clinic process

• Staffing a Swim Meet

• Up the Ladder

• Questions


The COC Role:The COC Role: The COC Role:The COC Role:

• Is an integral part of every club and OSOA• Plays a major role in the development of club

parents and interested volunteers• Mentors the “Up the Ladder Process” • Has accurate documentation process• Assigns the on-line clinic “keys” as required• Monitor the club development plan• Ensures “new” on-line officials registration is up-to-

date• Organizes club clinics and assists in the

communication process of Regional clinics• Plays a major role in the staffing of swimming

competitions hosted by their club.

© 2011 Ontario Swimming Officials’ Association

WWW.OSOA.CA

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COC Responsibilities• Regular contact with Regional Officials’

Representatives (ROR)• Officials’ roster club listing – current• Capable of conducting & organizing

clinics as required• Complete Officials’ Certification Form• Provide/present “Up-the-ladder” level pins• Obtains Officials’ to host meets


At the beginning of each swim season

COC shall:• Request from Swim Ontario a supply of officials’ record

cards and an appropriate number of pins for Levels I & II;

• Download / print from the officials area of the Swim Ontario website: Officials Clinic Certification Forms, Powerpoint clinics, questionnaires, answer sheets, Up the Ladder booklets and blank PTRs (may be downloaded / printed on an “as required” basis);

• Update the current list of active club officials, with their status identified (i.e. Level I, II, etc.).

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At the beginning of each swim season

COC shall:• Prepare a list of possible candidates for Level I clinics

from the names of new recruits or parent volunteers not currently involved in officiating.

• Arrange a series of clinics to cover Level I and all positions in Levels II and III.

• Contact clinic presenters to teach the various positions and make the necessary bookings (rooms, equipment, etc).

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During the Season• Maintain good contact with the Regional Officials’ Representatives.

They are there to help.

• It is not necessary for the COC to attend every clinic; but it is essential that the presenter be supplied with all the necessary materials.

• When the Officials Certification Form has been completed, send a copy to the Regional Officials’ Representative. A second copy should be maintained in the club files

• The COC is usually responsible for obtaining officials for a swim meet as required by the Meet Manager, in accordance with CSW 1.2.1.

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During the Season• When preparing a roster of officials for a meet, the COC should ascertain which

officials need deck evaluation at given positions, and which officials need to have PTR’s completed for their next level. It is not always possible to accommodate everyone’s wishes, but it is important to provide as many opportunities for evaluations as possible. It is imperative to remind candidates that deck evaluation at any position is only possible if the evaluator(s) (attending Senior and Master officials) are aware of the potential certification before the session begins.

• Submit all level change notifications to the Regional Officials’ Representatives as they occur.

• It is the COC’s duty to ensure that the appropriate pin presentations are made.

• The Level III pin may not be presented without the Regional Officials’ Representatives’ approval.

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Home

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OSOA News

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Education Folders

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WWW.OSOA.CA

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Officials’ Development Plan

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CLUB OFFICIALS DEVELOPMENT PLAN

• The Plan:The Plan: Encourages clubs to promote their officials progression up the officiating “ladder”.

• Purpose is to: Enhancing a club’s ability to host and/or assist at meets.

• With the End In Mind being:Better officiating means better and more efficient meets.


Plan Clarification

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1. The requirement does not apply to developmental and regional meets.

2. Regional Officials Representatives (ROR) maintain a list of club affiliated and alumni officials (Levels II to V) for their region. Regional Sanction Officers will be given a list of clubs meeting the sanction requirement at the beginning of each swim season (i.e., September). A club’s hosting eligibility, once assessed, stands for the season.

3. Any club not meeting the sanction requirement, and wishing to host a meet, must submit an officials’ development plan to the regional officials’ chair for approval. Clubs can meet their requirements at any time during the year.


Clarifications, continued

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4. Clubs may opt to combine resources when co-hosting a meet. If a club is not eligible for a sanction on their own, it must contact their ROR to confirm combined eligibility. The ROR will notify the regional sanctioning officer.

5. The family count only includes active “competitive” families.

6. Clubs with less than 20 families are exempt, but are encouraged to participate and promote the training of officials moving up the ladder.

7. Level IV and V officials may be parents of active swimmers OR alumni. Alumni must declare with a single club for the year, and must agree to work at meets hosted by the declared club.


Further Plan Clarification

• The family count only includes active "competitive" families.

• Requirement does not apply to development or regional meets.

• Level IV / V official may be parents of active swimmers, or “Alumni”; “

• Alumni” must declare with a single club for the year, and must agree to work meets hosted by the declared club.


Club Sanctioning requirements

• Club affiliated and alumni officials (Levels II-V) updated list available and current

• Regional Officials Representatives (ROR) maintains a list provided annually

• Regional Sanction Officer is given a list of clubs meeting the sanction requirement (September of each swimming season)


Hosting “ability”

Any club not meeting the sanction requirement, and wishing to host a meet must:

a. Submit an officials’ development plan to the regional officials’ chairs for approval. Clubs can achieve their requirements at any time during the year.

b. Clubs may opt to combine resources when co-hosting a meet. If ineligible to host on their own, clubs must contact their ROR to confirm “combined” eligibility; ROR will notify Sanction Officer


Education Folders

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Certification

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Education Folders

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Clinics for Download

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Clinics for Download

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Powerpoint Presentation

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Handout from PowerPoint

Then, under Handouts, Slides per page, select 3

In Print mode, under Print What, select Handouts

Then under Color/grayscale, choose Grayscale.


Now the Test

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Close each clinic by providing/signing each participants’ certification card and retain the sign-in

sheet and input in data base.

Level I

Level II

Level III

Level IV

Level V


Education Folders

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About Online Clinics

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Education Folders

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Evaluation Guidelines

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Education Folders

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Evaluators listing

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New Clubs Official Registration

• All Level 1, 2, 3, 4, 5 Officials– Officials are required to register– Annual profile update– COC Identify who is working on next Level– COC and/or ROR to be assisting in this

process


Officials Registration Website


New Swim Officials’ Registration

• Designed to allow Swim Officials to record and track their Officiating progress electronically


The Features:

• Ability to find & register clinics• Ability to track & record deck evaluations• Ability to track your moving “Up the Ladder”• Integrate user names & passwords between

two sites • Completed online clinic information in one

place


Benefits of the Website

• Designed to aid all levels for Officiating– For the Individual– For the Club– For the Region– For the Province

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COC RESPONSIBILITIES:Important responsibilities to administer your

Club Officials using the Swim Officials Registration website.

1.Validating new Accounts

2.Adding your Club Hosted Clinics

3.Verifying hosted clinic attendance

4.Verifying Deck Evaluations

5.Verifying Past Clinics

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Now let’s get registered!

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Where is the “Help Guide”

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Logging In

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Profile Set up

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Forgot my password

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Forgot my User Name

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Registration Settings

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About User Settings

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Changing your Password

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Basic User (when logged in)

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Viewing Clinics

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Pull down Menu

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What about Past Clinics?

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Entering a Deck Evaluation

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Deck Evaluations

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Managing Clinics

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Clinic Verification

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Clinic Attendees

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Completed Clinics

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Clinic information for download

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Verified Check Box

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Historical Clinic attendance

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Past Clinic Verfication

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Deck Evaluation view

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Verifying Deck Evaluations

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Viewing Officials List

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Officials’ list page

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Officials’ Profile

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New User Account Verification

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Approving/Disapproving new accounts

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New Account Approval

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Manage Courses

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Managing Courses

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Manage Club info

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Creating a New Account

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“Help” folder

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“About” folder

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Ontario Swim Officials Association Home

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TechSupport

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Where do I find the Online Clinics?

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Accessing the clinics


Learning Centre Login

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Obtain Enrollment Keys

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Clinic Keys• Each clinic has a different key• no more than 3 keys at a time• Completion results provided• Record keeping established• Sign off Certification cards• Presentation of pins


Staffing a Meet

• Preparation• During• After• Record keeping


Referee

StarterChief Timer

AssistantChief Timer

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Timers

Timers

Timers

Timers

Timers

TimersFalse

Start

Rope

Backstroke

Flags

Backstroke

Flags

TurnJudges

Clerk ofCourse

MarshallingArea

Chief FinishJudge

Approximately 30 -50 officials needed on deck to run a meet, 6 &/or 8 lanes single ended meet

per session

Recorder/Scorer

Staffing a Meet

Marshall


Referee

StarterChief Timer

AssistantChief Timer

{{{{{{

Timers

Timers

Timers

Timers

Timers

TimersFalse

Start

Rope

Backstroke

Flags

Backstroke

Flags

TurnJudges

Clerk ofCourse

MarshallingArea

Chief FinishJudge Recorder/Scorer

• Runners• Food

Preparation• Marshals• Safety

Marshals• Meet ManagerStaffing a Meet

Marshall


Organizing Officials

• If necessary, ask for help in your meet package and have the clubs send their list of names / phone numbers / and qualifications along with their entries

• Divide responsibility between senior officials and local Officials Chairperson to arrange for officials

• In any event, have the majority of the positions filled before the start of the meet.

• Confirm status of officials’ assignments to regional sanction office 10 DAYS prior to meet

• Publish schedule and assignments as soon as it is finalized


Organizing Officials• Arrange 2 - 3 spare Timekeepers on call in case of

sickness or no-shows.

• Organize the Officials Room with required supplies for that session

• Designate a person to greet and sign-in the officials as they arrive, direct them to the heat sheets and equipment needed for their position and answer any questions.– All officials working a session must be recorded

• Have all positions posted in the Officials' Room. – If there are openings for other sessions, officials can sign-up

where they see the empty positions.


Forms folder

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Forms Landing Page

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Forms Landing Page

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Forms Landing Page

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Forms Landing Page

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COC needs to be familiar with how “Up-The-Ladder” works!

Level I

Level II

Level III

Level IV

Level V


Level I• Attendance and successful

completion of this clinic

• 2 satisfactory deck evaluations

Level I


Level II• Certified Level I

• Completion of clinics and 2 deck evaluations in any 2 positions except Referee, one of which must be Strokes and Turns

Clerk of CourseChief TimerChief Finish JudgeChief Judge ElectronicsRecorder ScorerStroke & Turn Judgeand Head Lane Timer (2 signatures)StarterMeet Manager Level II


Level III• Certified Level II

• Completion of all clinics and 2 deck evaluations in any 3 remaining positions

• Referee can not be used until level lll has been attained

• Conduct a Level I clinic

Level III


Up the Ladder

Level I

Level II

Level III

Level IV

Level V

Levels IV and Vrequire …• additional clinics • intensive evaluation• National Meet experienceand much more.


Questionnaire

• Here are questions you must answer prior to the completion of this clinic.

• Please take all of the time you require to complete the questionnaire

• Remember! There may be one or more correct answers for each question.


1. The role of COC is:

a. Is capable of conducting & organizing officials’ clinics; b. Have interests in educating and the progression of people; c. Knows where to obtain the tools and materials to do the job; d. Has the keys to the on-line clinics and issues them

accordingly; e. operate the automatic placing and timing system; f. Can staff a home meet with some assistance; g. Has access to the database of officials for the club; h. Able to provide ROR an officials’ list of club officials & levels;


2. Some of the responsibilities of the Club Official’s Chairperson are to:

a. Clubs Development plan is in place and compliant; b. Ensure that the parents are able to officiate at home and

away meets ; c. Has knowledge and can assist in the up-the-ladder process; d. ensure that the meet is staffed properly; e. Prepare and distribute the meet invitation; f. Has the pins and certification cards available; g. Is well connected with Regional Officials Representative; h. Can present clinics at home club;


3. The on-line registration is for which level:

a. Level 1; b. Level 2; c. Level 3; d. Level 4; e. Level 5; f. FINA only;


4. Which Clinics can I comple on-line?

a. Level 1 Timekeeper & Safety Marshall; b. Level 2 Strokes & Turns; c. Level 2 Chief Timekeeper; d. Level 2 Chief Judge Electronics;e. Level 2 Chief Finishing Judge f. Referee and Starter; g. Level 2 Clerk of Course; h. Level 2 Recorder Scorer; i. Level 2 Meet Management;


5. What is the mark to be obtained for a successful completion of the online clinics?

a. 60%b. No mark; c. 90%; d. 50%; e. 75%; g. 80%; h. 100%;


Approved by the Ontario Swimming Officials’ Association Board

Thank you.

© 2011 Ontario Swimming Officials Association 1 September 2011.

Documents

Transcript of © 2011 Ontario Swimming Officials Association 1 September 2011.