USA Swimming Registration Workshop

“The Nuts and Bolts of Registration”

San Diego, California

April 4, 2009

Workshop Agenda

April 9, 2009

9 am – 3 pm

9 – 9:15 Introductions

9:15-9:30 Overall View

9:30-10:30 Procedures/SWIMS

PART I - Getting Ready

o Club Procedures o SWIMS – LSC Admin Setup

PART II - Electronic Registration

o Club and Team Manager o SWIMS – Uploading electronic file to SWIMS

10:30 – 11 PART III - Registration/SWIMS

Adding/Searching o Athlete (including foreign athletes) o Non-Athletes/Coaches o Clubs

Transfer

11-12 PART IV - Financial Procedures and Excel 101

12 – 1 Lunch Break

1-2 PART V - SWIMS – Reports/Exports

2-3 PART VI - SWIMS – Meet Recon

OVERALL VIEW

SWIMS DIAGRAM FLOW

It is important that the swimmer record in the Club Database agree as to name and ID with the SWIMS database. Electronic registration facilitates that the same information flows through all parts of the system.

Results Registrations 

and Recon 

LSC REGISTRATION information on USA SWIMMING website

A private area for LSC registrars to access registration information, forms and workshop materials. Important areas on this area include:

Registration/Membership Manual

Applications and Fees (on right side)

Miscellaneous

Registration Newsletters

To access this area:

Go to USA Swimming website – http://www.usaswimming.org

Click on Sign In in the upper right corner

Enter email address – lsc@usaswimming.org

Enter password – lscmembers

Click on Volunteer tab on top

Select Private LSC from the list on the left side of screen

WEB PRESENCE FOR LSC

PART I – GETTING READY

Home Messages

Club/LSC Procedures (see sample document in Appendix A)

Rationale:

Provides registration information to the club registrar

Provides expectations and guidelines for the club registrar

Provides new fees/procedures to the club registrar

Provides a basic timeline for the club registrar

Setup:

Create new electronic folder for each club to store electronic registration files and other electronic club info.

To create a folder –

o Point mouse at desktop and right-click

o Left click on NEW

o Left click on FOLDER

o Type name of folder

Admin Menu – set up for LSC preferences within SWIMS

LSC SETUP

o General Information o Membership Card Format o Membership Card Controls o LSC Fields o LSC Specific Club Contacts

CHANGE USER INFO

CHANGE USER OPTIONS

o Membership Search o Membership View/Edit o My Links

3 areas –  

LSC SETUP 

CHANGE USER INFO 

CHANGE USER OPTIONS 

PART II - ELECTRONIC REGISTRATION

Provide a detailed document for the club registrar on the software they will be using – i.e. Team Manager (see Appendix B for sample Team Manager instructions)

When a club emails you an electronic file, date the file and download it to the club’s electronic

folder

When the club sends through regular mail, the Team Manager batch report, fees and other required materials, process the electronic file in SWIMS

Click on BROWSE and open the file from the club’s electronic folder Press CONTINUE Press CONTINUE again if no error message

Choose ADMIN – HOLDING TANK ‐ UPLOAD 

Click the blue link “Holding Tank Approval” to see the file contents in the Holding Tank – note if there are any “records that need attention”.

Any record needing attention will show a red X in the left column next to the record

Edit the record with a problem by clicking on EDIT icon. Typical errors include: o Zip code is not entered o Athlete belongs to another club in SWIMS and needs transfer (see below)

EDIT icon 

What to do?

o Option 1 - Click CANCEL and leave record in Holding Tank until you get a transfer form o Option 2 – You have the transfer form. Put in Last Attached date and click SAVE o Option 3 – Click SAVE which will transfer the athlete to the new club without a transfer

form o Option 4 – Fill in Last Attached field with today’s date and click SAVE. This will force the

athlete to UN and allow you to register the athlete, but their status will be UN until a transfer form is presented or 120 days go by.

Assume Option 2 or 3. Now click on: o Select ALL – ALL Pages o Approve Selected – ALL Pages

Best Practice

Load registration file into Holding Tank when all materials received for processing Process the registration file and resolve all records in Holding Tank Load next registration file, etc. *Loading many registration files at the same time can cause confusion when they are not all from

the same club

PART III - SWIMS – Searching/Adding Search Menu

Member o athlete or non-athlete o note the LSC defaults to your LSC o can use wild card symbol – asterisk * - not sure of spelling of last name put in c*, it will

bring up any last name beginning with c. o specify contents in any main field to search on – i.e. birthdate, gender, club code, etc. o narrow searches by indicating club code, registration year o note the search below by gender and club code

o Note the icons to the right when results of Search are displayed: edit, renew, view, card, transfer and sibling add (from left to right)

Member in Holding Tank – allows you to find a member in the Holding Tank Club – allows you to search for a specific club where you may need to edit club information Screen – allows you to search for a background screen completion for a specific non-athlete

member. *Remember to change the LSC to ALL as some coaches may not put the correct LSC code in when they do the background screen.

Test Passed – used to check if a specific member has passed the Coach Education test (this test must be completed by new coaches to renew for their second year of USA Swimming coach membership)

For both Screen and Test Passed, the information should be in the member’s record unless SWIMS could not match it up correctly – see Member Record below.

Selection icons  

(L‐R) Edit Renew View 

Card 

Transfer 

Sibling Add 

Add Menu

Athlete – manually adding an athlete – For Foreign Athletes – see LSC Registration Page on the USA Swimming website

Non-Athlete – manually add a non-athlete Non-Member – checks whether a member you want to add is already in SWIMS Club – manually adds club (see Appendix D for New Club packet) Mass Member Renewal – an alternative to electronic registration

BACKGROUND 

SCREEN COACH 

ED TEST 

Coach Registration In order to be registered as a coach member, the following certifications need to be current:

CPR First Aid Safety Training for Swim Coaches (STFSC) Background Screen (needs to be renewed every two years) Successful passage of Coach Education test for a new coach to renew for second year of USA

Swimming coach membership The coach must also submit a non-athlete application form and the appropriate fees. The most current information for coaches is found on the coach page on the USA Swimming website. This page can be access by:

Go to USA Swimming website – http://www.usaswimming.org

Click on the “Coaches” red tab at the top of the page Note the menu items on the left side and click on them to find more information

Transfers – 120 Rule The 120 Rule requires that a swimmer transferring from one club to another club, not compete for their new club for 120 days from when they last competed for their old club. Example: John Doe competed affiliated with Club A on November 27, 2008. John Doe is now transferring to Club B. John cannot compete affiliated with Club B until April 6 (assuming February has 28 days). SWIMS automatically calculates the 120 days when you input the date of last attachment and SWIMS will assign the new club code on the 121st day. Discussion What is your LSC policy on transfers? Is there a paper form to be filled out? New Club Packet For information on persons who wish to start a new club in your LSC, refer them to the USA Swimming website and/or provide the new club packet to them either electronically (on the LSC website) or in hard copy. To access starting a new club on the USA Swimming website:

Go to USA Swimming website – http://www.usaswimming.org Click on Swim Clubs red tab on top Scroll down to Starting a New Club

PART IV - Financial Procedures and EXCEL 101

Questions

How do you keep track of registration fees?

What software do you use? EXCEL, Quicken, ????

How often do you reconcile registrations/fees? Daily, monthly?

How often to you send cards and balance information to clubs?

How often do you reconcile registrations with SWIMS?

Sample Scenario

EXCEL spreadsheet is used to record registration transactions as they are processed. This provides a quick check register for daily and monthly transactions.

Quicken Home and Business is used as accounts receivable to create invoices based on each transaction. This allows invoices and statements to be created for the clubs.

Cards are sent out weekly with an abbreviated club roster, Quicken invoices and a Quicken statement indicating the balance. (During heavy registration in October and November, cards may be sent out more frequently).

Registration transactions are reconciled monthly by the following procedure:

o EXCEL check register is sorted on club code

o Create the LSC Transaction report from within SWIMS by selecting Reports/Exports – LSC – LSC Transactions

o SWIMS transaction report is run by club code, registration type (see below)

o The total number of athletes, non-athletes and clubs is reconciled between the EXCEL spreadsheet and the LSC transaction report. If they are discrepancies, the EXCEL spreadsheet club entries are matched against the detailed SWIMS transaction report by club to find the problem.

LSC Transaction Report

o The monies are reconciled from the checks and cash received and the EXCEL spreadsheets

o When registration counts and monies have been reconciled, the LSC Registrar sends is the checks for the month, the EXCEL spreadsheet for the month and the LSC Transaction summary page to the LSC Treasurer

o The LSC Treasurer received the invoice from USA Swimming for the month and checks to make sure that what they get from the LSC Registrar matches the billing from USA Swimming

EXCEL 101

Why do I need to know about a spreadsheet program like EXCEL?

To be able to run custom reports which are downloaded in csv format (which basically means in a spreadsheet – “comma separated values”).

To help with financial procedures

Custom Report Downloads

Through Custom reports (Reports/Exports – Custom Member) you can download specific fields of information for specific type members as a csv file which is then able to be manipulated in EXCEL.

Example – You want to create a file of only non-athlete members with their club codes, email and certifications

After clicking on Reports/Exports – Custom Member, you will see the window below as part of a wizard:

Click the Selected button and then click the available field you want to download and then click ADD. Choose all the fields you want on the csv file by individually clicking the field and then ADD. When your field selection is complete, click Continue.

In the next screen you can filter the records by member type, specific non-athlete membership types and registration year. Then click Continue.

Click Generate and Download the file

Click again to Generate and Download the File and specify the name of the file and where to download it. Next you can open the file in EXCEL and manipulate it

Open the file in EXCEL and note below the ### - this indicates field width is too small. To widen the field, position cursor between the column letters and double-click

To sort the file by a specific field, click the column header letter (like A for last name) and click Data – Sort

Make sure Expand the Section button is checked and click Sort

Specify in the Sort By which field to sort on by clicking the down arrow and click OK

Now you have the records sorted by the field you desire

You can copy specific fields by clicking on the Column Letter (like D for emails) and click Edit – Copy and then do Edit – Paste in your email program to create a group

You can do a File – Save As and save the document as a Web Page to post on the LSC website.

To Use EXCEL for a check register create formulas for your template or download the Spreadsheet template from the LSC Registrar area on the USA Swimming website and customize it for your LSC.

PART V - SWIMS Reports/Exports Menu

Report Menu

LSC – used for running specific reports for athletes, non-athletes, clubs, athlete stats, club stats, LSC transactions, household labels and YTD

Certifications Ending – used for checking coaches with expired certs

Card Manager – used for printing cards

Outlook – used to create a csv file (spreadsheet file) that contains specific member information like emails which can be used with an email program

Member Listing Report – used for selecting specific members

Custom Member – used to download specific fields of information into a csv file for spreadsheet manipulation

Club Transfer Report – used to create a list of swimmers currently in the process of a transfer

Export – used to export club rosters or times to 3rd Party Vendor

PART VI - Meet Recon

What is Meet Recon?

A reconciliation that compares the swimmer entered into a meet to the SWIMS database and identifies the following errors in an exception report:

– Swimmer not registered – Swimmer ID in meet entry file does not match swimmer record in SWIMS – Swimmer club code in meet entry file does not match swimmer club code in SWIMS

Why Do Meet Recon?

• Each swimmer in SWIMS has a unique ID which is used for all functions related to that swimmer

• Unique format is: mmddyy<first 3 letters of first name><middle initial><first 4 letters of

lastname> * is used if not enough letters or no middle intial • Example: John M Doe 4/15/85 ID would be: 041585JOHMDOE*

• The swimmer’s ID is established when the swimmer is registered – it is based on birthday and

legal name • If the ID does not match between a meet entry and a SWIMS registration record, the member

may not be found when the result times get uploaded to SWIMS after the meet

Ways to do Meet Recon

Meet Entry file is compared against SWMS one of the following two ways:

1. LSC Registrar receives meet entry file from Meet Host – most LSCs do it this way 2. LSC Registrar sends Registration file (RE1) to Meet Host

1. LSC Registrar received meet entry file from meet host (either as Registration file to check or Backup file from which LSC Registrar extracts the Registration file. In SWIMS,

a. click on Reports/Exports – Meet Recon – Reconcile Meet Registration File

b. Click the Browse button to locate the registration file to be reconciled c. Click Continue d. Click Continue e. Change Output Type to Export to RTF and click on View Report

f. By changing the file type to RTF (Rich Text Format) you can bring up the document in WORD and add notes/directions to the document for the meet entry person. Typical errors include:

i. Swimmer not currently registered ii. Swimmer meet entry and SWIMS have different ID iii. Swimmer meet entry and SWIMS have different club code

You can indicate in a specific color what you want the meet entry to do with the meet file – see below.

When to do Meet Recon?

• Can be done: – Before the meet (Pre-Recon) – After the meet (Post-Recon) – Both

• Recommendation – Pre-Meet or Both – resolve problems before the meet begins

Final Comments on Meet Recon • The ID of a USA Swimming member is important for all functions involving the member • Both electronic registration and reconciliation ensure that SWIMS data is accurate and agrees

with club databases and meet entry files • The challenge for implementing both of these functions is to develop procedures for the clubs,

meet host and LSC registrar that ensure everyone is on the same page – many times these procedures are stated in the sanction document

• Each LSC has to assess their LSC “culture” to find what works best for them • Communication is key

APPENDIX A

SAMPLE REGISTRATION GUIDELINE DOCUMENT

July 14, 2008

Dear Club Registrar,

Registration for 2009 begins September 1, 2008

SPECIAL INTEREST

LESI Swimposium on Saturday, September 13 will have a Club Registrar session from 9-12 am. An afternoon session will be devoted to one-on-one training with new or existing club registrars who would like to meet individually with the LSC registrar, Pam Cook. (see flyer in packet for more information)

Coaches Background Screen Expiration - check expiration date as many expire on 10/31/2008.

STFSC Certification - Lifeguard Certification as of Sept, 1, 2008 will not be good for STFSC – coaches will need to either:

o Take the online STFSC test and do an in-pool session o Take the full STFSC from the American Red Cross

To avoid the hassle, take Lifeguarding before Sept. 1, 2008 and First Aid and STFSC will be good for 3 years until 2011.

Coaches – get update to date information on coach area at the USA Swimming website (www.usaswimming.org) . Click on COACH red tab at top of page.

Enclosed in this mailing are the following items. Make copies of the registration forms and always have a blank one in your files. The registration forms are also available on the LESI website under FORMS.

1. Bank statement and invoices – if you balance is a debit, you must pay the debit amount before you can re-register your club for 2009. Credits will be applied to 2009 unless you indicate you would like a refund.

2. Registration items for 2009: Swimposium Flyer for Club Registrar (yellow) Registration Guidelines (green) Club Application 2009 Athlete and Non-Athlete Forms 2009 Seasonal Forms 2008 Club Rosters for Athletes 2008 Roster for Non-Athletes (which includes coaches' certification information) Registration Statistics for Clubs – these are the not the final stats (but pretty close). Please

share this with your Board and anyone else.

If you have any questions, contact Pam Cook at 440-808-9192 or pamswim@aol.com.

2009 REGISTRATION GUIDELINES

CLUB MEMBERSHIP (customize the fees to reflect your LSC fees) 2009 Club Fee - New club member $125.00

2009 Club Renewal - Received by 11/30/08 $100.00

2009 Club Renewal - Received by 12/31/08 $125.00

2009 Club Renewal - After 12/31/08 $150.00

2009 Seasonal Club Membership - $ 60.00 (5/1/2009-8/31/2009)

Procedures:

Fill out club application form completely and return with check. A 2009 coach non-athlete registration form and at least ONE 2009 athlete registration

form must accompany a club application. The coach form should include updated copies of the coaches’ certification for CPR, First

Aid and Safety Training For Swim Coaches, if applicable. To register a coach for 2009, the coach should not have any certifications that expire in 2008.

The club safety officer and coaches must be a current USA Swimming non-athlete member.

Club packets including new USA rule books and insurance certifications will be either be sent from the National Office in Colorado Springs to the club in January 2009 or can be obtained on the USA Swimming website.

ATHLETE MEMBERSHIP (customize the fees to reflect your LSC fees Year-round (9/1/08-12/31/2009) $47.00

Seasonal (can begin anytime and lasts for 150 days – CODE 3 in TM)) $27.50

Single Meet - Open Water (good only for meet and swimmer is UN) $10.00

General Timeline for Registering Swimmers:

1 Sept - Any new swimmers to your club 2 Oct- Dec. – Renewal swimmers (2008 year-round memberships expire 12/31/08) 3 March – High School swimmers 4 May – New swimmers for the summer

Electronic Registration Using Team Manager (see LE Electronic Team Manager instructions on web)

1. Print out registration forms for each of your old swimmers. These should be handed out at a parent meeting or sent out for parents to make corrections and return with payment.

2. In Team Manager, follow directions on handout for Team Manager 3. Email TM export file to Registration Coordinator as an attachment. 4. Send through regular mail: printout of Team Manager exported file, birth certificates,

transfers and payment 5. The registration batch will that was sent electronically will not be processed until I have

received check and printout of the electronic file.

BIRTH CERTIFICATES/DRIVER’S LICENSES, ETC. – only required if swimmer is brand new to USA Swimming

ATHLETE TRANSFER (120-DAY Rule)

An athlete wishing to affiliate with your club who formerly swam for another USA Swimming club must submit a transfer form (even if the athlete swam for the club years ago).

A 120-day period must be observed from when the swimmer last swam in competition representing their old club and when the swimmer can represent their new club in competition. During the 120-day period, the swimmer may compete as UN (unattached) and cannot swim relays.

If you have a swimmer joining your club who used to swim for another USA club, mark the swimmer as a RENEWAL and send a hard copy of the transfer form with payment and birth certificates through regular mail,. The transfer form is available on the web under FORMS.

NON-ATHLETE MEMBERSHIP (customize the fees to reflect your LSC fees Individual $ 50.00

Family $ 92.50

Life $1005.00

All coaches, officials, club safety officers, Lake Erie Board of Directors and meet directors must have a non-athlete membership.

COACH MEMBERSHIP NEW

Coaches should check their background check expiration date – many LESI coaches must redo the background check this Fall as it expires 10/31/2008. Click on this link to get started: http://www.usaswimming.org/USASWeb/DesktopDefault.aspx?TabId=957&Alias=Rainbow&Lang=en

Lifeguarding certification is no longer good for STFSC. Coaches may update their STFSC in one of the following ways:

o Take the full STFSC course o Take the online STFSC test (see USA Swimming website) and do an in-pool session

The new test for STFSC is now available online. You can find it at www.usaswimming.org:

Click on the “Coaches” tab at the top of the page Click on “Education/Safety Requirements: on the left side of the next screen Click on “Safety Training for Swim Coaches Test” on the left side of the next

screen – you will find the test and additional information about how to complete the STFSC requirement on this page.

Procedures:

All coach registration should be submitted by the club registrar with copies of current CPR, First Aid and Safety Training For Swim Coaches (STFSC) certifications attached to the registration form.

1. Coaches CANNOT be on the pool deck if they are not current USA Swimming coach. The coaches card will display in large print the first certification date to expire. When a certification expires, the coach will lose their coaching status immediately unless proof of an update has been received. A coach who has lost their coaching status may NOT be on the pool deck at a meet and should not be on the pool deck at club practices. When updates to certifications are provided, the coach will be issued a new coach card with the updated certification dates.

2. Coaches CANNOT be registered at meets or provide updated certifications to meet referee. 3. Coaches CANNOT be registered for 2009 if they have certifications expiring in 2008. 4. Coaches that were registered in 2008 for the first time with USA Swimming must complete the

Coach Education Test successfully before they can be renewed for their second year. SWIMS will automatically provide this information to the LSC registrar.

5. Coaches must have completed a background screen that is current before they can be registered as a coach for the current registration year. USA Swimming background screens are good for two years.

APPENDIX B

SAMPLE TEAM MANAGER INSTRUCTIONS FOR CLUB REGISTRAR

Electronic Registration and Electronic Meet Entry

PART I – ELECTRONIC REGISTRATION

GETTING READY FOR 2009 If you have a new club registrar or want additional training, contact Pam Cook and a workshop

will be arranged. If you don’t already have Team Manager 5.0, call Hy-tek (866-456-5111 or 252-633-5111) and

get it. If you have Team Manager 5.0, update your current version to the latest one. To update your

current version: o Connect to Internet o Open Team Manager o Click on Check for Updates and follow instructions

Registration for 2009 begins 9/1/08 – Hy-tek will recognize that system date, set your batch number back to 0.

SUGGESTED PROCESSING TIMELINE September, 2008 Add new swimmers to your TM database and export a registration file Oct-Nov, 2008 Renew old swimmers in the database and export registration files

(new, renewals and changes can be sent all in one batch in Sept or Oct.) March, 2009 After high school season, enter as new or renew high school swimmers in TM database and export registration file May, 2009 Add as new and renew in TM database any swimmers that have not been previously registered. These may be swimmers that are year-round or seasonal. Individual Seasonal Membership – Use Code 3 in Team Manager. Seasonal membership starts the day they are registered by the LSC registrar and continues for 150 days (i.e. begins 10/1/08, ends 2/28/09). LESI no longer has Seasonal 1 membership (TM code 1). Formatting Standards In order to have your data look the same when you receive reports::

Enter last name, first name with normal capitalization, first letter capital, rest lower case – i.e. Pamela P Cook

For new swimmers, use birth certificates to enter legal first and last name with correct birth date

BEGINNING TEAM MANAGER – SETUP, TEAM AND ATHLETES

1. SETTING UP YOUR DATABASE (skip if you already have an existing database) 1. Open Team Manager 2. Click on FILE – NEW 3. Give a File Name for your database – i.e. Walleyes (for Lake Erie Walleyes) 4. In Preferences, click to have only the following with a check mark:

a. Check gender designation b. For Default Team Registration – Choose USS c. For Default Team Type – Choose AGE for Age Group d. For Default Citizenship – choose USA e. For Meet Age-Up Date, click first day of meet f. For System Age-Up Date, click on current date g. Click OK

2. ENTERING YOUR TEAM (skip if you have an existing database) 1. In Team Manager, click on TEAMS, click on ADD 2. In Team Code, enter your team name 3. Complete the information in Mailing Information for the coach – enter as much information as you

have 4. Click on X in second row of top right corner to go back to main menu screen.

3. PRINTING 2008 FORMS FOR OLD SWIMMERS 1. Click on ATHLETE from Main Menu 2. Double-Click on an athlete to bring up Athlete Information window 3. Click on REGISTRATION button 4. Click on Print Form icon 5. You must do this for each athlete

4. ENTERING NEW ATHLETES

1. In Team Manager Main Menu screen, click on ATHLETES, click ADD 2. Enter the following information for each athlete:

a. Last Name, First Name, Middle Initial (enter in lower and upper case as appropriate – i.e. Susan M Doe) Enter this info as it appears on the birth certificate, driver’s license, etc.

b. Enter birth date c. Enter gender d. Click on Team to specify which team e. Click on BUILD ID button – this is necessary to create an USA ID f. Click on REGISTRATION button – this is necessary to create the record in the export file

for electronic registration i. Specify what season: N for year round, 3 for individual seasonal ii. Default year is current registration year iii. Click on OK to close the Athlete Registration window

3. Click OK to close the Athlete Information window 4. Follow steps 2-3 for each athlete that you will enter in your database. 5. When all athletes have been entered, click on X in top right corner of Athlete window to return to

Team Manager Main Menu Screen.

5. RE-REGISTERING SWIMMERS (assumes an existing database)

1. Click on ATHLETES on Main Menu 2. Click on swimmer’s name to re-register which brings up Athlete Information window

a. Check athlete info to be sure it’s still correct b. Click on REGISTRATION button- this is necessary to create the record in the export file

for electronic registration i. Specify what season: N for year round, 3 for individual seasonal (LE no longer

has Seasonal 1) ii. Default year is current registration year iii. Click on OK to close the Athlete Registration window

c. Click OK to close the Athlete Information window 3. Repeat step 2 for each swimmer to re-register. 4. When done, click on X in upper right corner of window to close window.

6. TO CREATE and SEND REGISTRATION FILE TO REGISTRATION COORDINATOR

1. Click on FILE – EXPORT - REGISTRATION 2. On EXPORT REGISTRATIONS screen, click on:

a. Include New Registrations b. Include Renewals c. Include Changes d. Include Deletes e. Click OK

3. The exported registration file will be saved in a directory/folder that you specify and will be numbered according to how many files you have currently exported. (After you export a file, there is nothing to export, until you start renewing, adding or changing your athletes in the database.

a. Suggestion: Somewhere on your hard drive (perhaps My Documents, create a folder called “Exported Registrations” and then save all exported registration files to this folder

4. Create a printed copy of the export file (see below) and make a copy for your records 5. Email the Registration Coordinator the exported file as an attachment 6. Send through regular mail, the following items:

a. Printed copy of exported file b. One check to cover the transactions on the exported file c. Any birth certificates/drives licenses, etc. for new swimmers d. Transfer forms for changed athletes

The exported file will not be processed until the hardcopy and check arrive through regular mail. The exported file sits in a holding tank waiting processing. AFTER YOU EMAIL THE FILE, DROP THE HARD COPY AND CHECK IN THE MAIL THE SAME DAY.

Note: Some clubs prefer to send a large check at beginning of year (which is held like an escrow account) and then include the batch report in the ZIP file with the exported registration file. When the Registration Coordinator receives a zip file that contains both the registration file and batch report and there is a credit balance, the registration file will be processed immediately.

7. TO MAKE A PRINTED COPY OF THE EXPORTED REGISTRATION FILE 1. Click on REPORTS – ADMINISTRATIVE – REGISTRATION 2. Click on: New Registrations, Renewals, Changes, Deletes – it will produce a separate page for

each of these items 3. Enter Batch # of last exported batch – this number appears on screen 4. Click on correct year and click OK 5. Click on printer icon after viewing report on screen. 6. MAKE A COPY OF THE REPORT FOR YOUR RECORDS

PART II – ELECTRONIC MEET ENTRY

1. HOW TO IMPORT A MEET EVENT FILE (This file contains all the events for a meet and sets up the meet in Team Manager when you import the file)

1. Download the meet event file from the website. Remember where you put the file. 2. From Team Manager Main Menu, choose FILE – IMPORT – MEET EVENTS 1. In Import Events window, change Look IN to correct drive and directory and click on file to use. 2. Click OPEN. 3. Click Ok to unzipped files window. 4. Double-click the “hyv” file in the Import Events window, Click OK , Click OK

THE MEET IS NOW ENTERED INTO YOUR TEAM MANAGER DATABASE

2. VIEWING THE MEET 1. From Team Manager Main Menu Screen, click MEETS 2. Double-click the Meet file 3. Check over what the meet defaults are. 4. Click OK.

FOR EACH MEET YOU PLAN TO ATTEND, YOU WILL DOWNLOAD THE APPROPRIATE MEET EVENT FILE

3. CREATING A MEET ENTRY FILE 1. Click on Meets and select the Meet 2. Click on Entries, Choose to enter athletes either by event or by athlete name. 3. Choose your team from Choose For Team on second row from top 4. If you chose Entries by Event, click on each event. The swimmers who are eligible to swim the

event will appear in the lower half of the window with their best time in the event. To enter them in the event, click on the Entrd box.

5. After entering the athletes in the events, click on the X in the second row in the top right corner to return to Meet window.

6. Click on Print. Click on Meet Entry Report. In Meet Entry window, click on Team and choose your team Click on Create Report box on bottom right.

7. Check over your meet entry report making sure all athletes have been entered in the proper event. Make any changes as appropriate.

4. EXPORTING THE MEET ENTRY FILE 1. Click on the X in the second row on the top right corner to go back to the main menu.

2. Click on File – Export – Meet Entries. 3. Choose the Meet (if it does not appear in the Meet window) 4. Click on Export to Drive to choose where you will store the meet entry file. 5. Attach the exported file to an email and email to the meet computer entry person. Mail printed

copy of export file and check to cover meet entry fees to meet host.

5. ENTERING ATHLETE RESULTS FROM A MEET (MANUALLY)

1. From Team Manager Main Menu Screen, click on MEETS, the click on appropriate meet name. 2. From menu, click on RESULTS, it will ask you if you want to copy entry events to results events,

click YES. 3. Enter the Team by clicking on down arrow next to TEAM. 4. The athletes will appear in the top screen and the events will be listed in the lower screen. Click

on an athlete and enter the times in the appropriate event on the lower screen. (When entering minutes (for 500FR) enter as 6:23.12 with the colon after the minutes and the period after the seconds)

6. ENTERING ATHLETE RESULTS FROM A MEET(ELECTRONICALLY) 1. Download the Team Manager results file from the website. 2. From Main Menu, Click on File – Import – Results 3. On the Import Results window, type in your team name (i.e. USC, STRS, GAS, etc.) on ONE

TEAM box. LESI lists unattached swimmers as UUSC, USTRS, etc. so you can input any unattached swimmers by referencing this standard. This will only input your team’s results. If you want to add swimmer’s you don’t have in your database, click on “Add New Teams/Athletes”.

4. After the import has taken place, click CLOSE. 5. Click on Athletes, then click on a specific athlete. 6. Click on Results and it will list the results loaded for that particular swimmer event.

PART III - SWIMS/CLUB Reconciliation Using Team Manager to create a SD3 file

Use Team Manager 3.0F version or above Choose File – Export – Registration Reconciliation Choose TEAM in the Team Manager database that you wish to export Choose the drive and directory of where to put the exported file The exported file will be a zip file with the following name format: TMRegRec_VRTX_LE_001 Email or send this file to the LSC Registrar. The LSC registrar will need to unzip the file and then

use the Meet Recon feature of SWIMS to import the file and produce the exception list which can be sent back to the club to make corrections

Using Team Manager to receive a RE1 file

The club registrar requests the LSC Registrar to send the club an RE1 file from SWIMS Open Team Manager and choose Reports – Administrative – Athletes Click on Registration ID Exception tab Choose which TEAM you want to verify and choose if inactive swimmers are to be included Check any other options that are desired Click CREATE REPORT Click on where the RE1 file is and click OK Exception List will appear on the screen – print or save it Correct any items on the exception list