Items Needed:

1. Go to the Missouri Valley Swim Web site to update division times in computer. http://www.missourivalleyswimming.com/downloads/downloads.htm
   Download into the area where you will later import from and run scan.
2. Current WKSC policies to review for changes that affect the computer, scoring, order of events, fees, etc. (from the WKSC web site http://wksc.tripod.com)
3. WKSC championship times to update the times in the computer.
4. Names and addresses of individuals whom final results must be sent to.
5. Last year’s results from the previous swim meet to update pool records set last year.
6. 3 by 5 Index Cards – at least 1000 (laser is fastest but use whatever fits your printer.)
7. Paper (several reams will be needed)
8. A spare ink cartridge for printer(s)
9. Software updates for meet manager.
10. Two 3 ½ formatted disks to run backups during the meet.
11. Extension cords; fans; if using two printers, the switch box for the printers, printer cables (one for each printer to box and one from box to computer, usually has identical connectors on both ends.)
12. Pencils, markers, colored pen, tape, scissors, stapler, rubber bands, Tylenol
13. Divided boxes for deck cards
14. Labels for envelopes for awards
15. Notebook (or file box) with dividers to organize paper
    Suggested dividers – Meet Rules; Time Standards for DIV I and II plus WKSC Combined meet times; WKSC Policies; Meet Roster with ID numbers; Team Entry Reports; Psych Sheet; Team Roster; Session Report; WKSC Contacts

 

The entries were due Monday (or what ever day you chose and placed on the meet invitation). They may have come by email followed with a mailed disk and hard copy. Run a virus check on the disks/the email attachments. If the disk is blank or damaged, call the damaged disk team and get them to resend it immediately.

Over the next several days complete all items in this section. The sooner, the better!! If a problem comes up, you have more time to resolve it!

• Make a backup of your current software program by going into meet manager, click on file – then backup to A: drive onto a floppy. This is helpful if you do something to damage the data and need to start over.
• Load any software upgrades.
• Delete prior year’s meet from the database. To do this, from the opening page of Meet Manager, click on file, then purge, then click remove data selectively, on the open box click on Complete purge – start new database
• Update the time standards for WKSC Combined Meet, Division I and Division II. To so this, Go to events, then Click on the Time standard button, then click on import, click on the file you downloaded form the MVS website earlier.
• Update any pool records that need updated from last year. Input the record setters name, the time achieved, team and year into the computer in Events, then Records.
• Go to meet set up and put in the date of the meet. Click on each item under the meet setup tag to insure you have everything ready to go.
• Update the report header. This is what prints out on the heat sheets and all other reports. Change the date on the header in Printer set up –report header.
• Use 2^nd floppy disk and make another backup disk before you start loading the team entries. Sometimes the floppy can corrupt the data and then you have to start over. It is a good idea to backup again after you enter each team, switching from one backup disk to the other, so that if something happens you can restore you more recent backup and not lose so much time.
• Load team data into the program by using clicking the file then import then entries. Remember to backup using alternate disks.
• After loading the data for each team, print an exceptions report. Click on reports, then exceptions. This will tell you any entries on the disk that were not loaded into meet manager. Some common errors are the 400/500 free style. An error may also result because an entry number was wrong. Relay teams may get kicked out if the swimmers for the free relay if the team did not provide them. You will need to call the team and get the names of the really swimmers. The medley relay, by WKSC rules, can be presented the morning of the meet or when the clerk of the course calls for them. But relays without team members named have to be entered by hand.
• Fix the exception report entries.
• Repeat these steps for each team. It may be necessary to call the team if the exception report kicks out something that you cannot figure how to resolve.
• During the week up until the close off date on your meet invitation, teams can call, fax, email additional entries, scratches or changes to you. When you receive new entries make sure you get the swimmers Missouri Valley number, the swimmers age and their time for the event along with the event number. On the main page of Meet Manager, click on athlete, find the swimmer you are changing and make your changes there.

• After entering all the final data, run the exception report once again to see if anyone is entered in more than 5 events, placed in the wrong age group.
• Run a roster of ALL swimmers in alphabetical order and email it to Tim Hays, the Missouri Valley Liaison. This is to check the listing to make sure all swimmers have paid their Missouri Valley insurance. In addition, you will need to check the listing to make sure all swimmers have a Missouri Valley number Print one of these reports for your records..
• All changes should have been received and should be entered into the computer.
• Seed the meet. From main page, click on Seed, then choose ALL (or you can do Session followed by Session 2) Hit the "Select All" button, followed by the "Start Seeding" Button.
• Print the heat sheet. On the computer it is called a Psych Sheet. Go to reports, click on Psych Sheet. The usual setting are:
  Team – All teams
  Day – Run this in Session 1
  Click the "Select All" button
  Columns-Double
  Athlete ID – none
  Records; Time Standards; some chose the "Line for Results" , Entry times
  Sort Order is Fast to Slow
  Click the "create report" button. Check what comes up on your screen and Print. REPEAT THIS STEP FOR SESSION 2
• The reports you now should run are:
  Meet Roster – unless you did it earlier
  Team Entry Reports (for each team)– this is helpful to have in case a coach or someone says that the swimmer is in the wrong events or needs to know what events they are in. This allows you to find the information quickly without having to go into the computer if the computer is something else. You can even let THEM look up the info if you are swamped at the moment.
  Team Rosters by team to give to the awards committee. They sometimes use this list to check off who has placed in individual events so that they can then provide all other swimmers with a participation plate.
• Run deck cards. To do this,
  1. Click on Labels from the Main Menu Bar and then Entry Cards/Labels.
  2. On the left portion of this screen you have the standard Report options and filters including Rounds, Gender, Age Range and Team.
  3. At the bottom of this panel you may customize your Cards or Labels depending on whether you have a Laser/Ink Jet or Dot Matrix printer. All of the Laser/Ink Jet label selections are the 1 inch Avery labels on an 81/2 x 11 inch page except for the A4 size. The A4 size labels are formatted differently for the UK and Australia - the user can pick either format.
  4. Pick the Entry Card/Label Format that you want for your meet:; do not chose Heat/lane Number as you will need two people to write those in after you deck seed as stated by WKSC policy (some squads chose not to follow the WKSC rule for various reasons but it really doesn’t take too much time to write those in by the people near the bull pen – but if you chose to go ahead and put in the heat and lane the world will not come to an end **lol**)
  5. Chose rank Order SLOW TO FAST.
  6. Sort these labels/cards by Event Number.
  7. Also print 10 "blank" individual entry cards AND 10 "blank" relay cards for hand entry at the meet.. Note that all formats of the Entry Cards/Labels show the Relay Swimmers if they have been declared for the Relay.
• Separate the cards, using rubber band OR paper clips OR a card divided box and place them in order by event. to place them in a divided box .

 

Morning Session:

• Call for scratches when you are ready. Scratches are to be in writing and no later than 8:30. Go the Athlete page and to the swimmers events and click the SCR behind their event or the "scratch all" button.
• Mark the awards committee roster if the swimmer was scratched from all events.
• Go to file, then purge, then "Reset Event Results and Seeding". Seed the meet same as you did earlier.
• Run the following reports:
  Sessions Report to determine length of the session. Use 40-second time intervals between heats. Give a copy to the starter.
  Run 3 Heat Sheets (NOT PSYCH SHEET) run these with 1 event per page. One goes to the starter, 1 for the announcer, and 1 for the person to write the lane and heat on the cards, which then BOTH cards and heat sheet is given to the bull pen.
• Give awards committee their rosters. Get these back for afternoon scratches.
• You should use a couple of people in your area to review the completed time cards as the runners bring them in and someone to type the times into the computer. There are two ways to put in data as the cards start coming in.
  For 3 watch times with 2 place judges -
  Person 1: Review the cards and make sure the place judges match and DQ cards come up with the events. Put cards in heat and lane order. Follow the USS rule book for times. They are briefly, circle the middle time OR if 2 times are alike it is that time OR if there are only two time, take the AVERAGE of the two.
  Person 2: Post the time on the computer. After the last heat has been entered score the event and print results.
  For a time touch pad system, use the times as indicated, watch for "backup times" and sometimes the touch pad operator will write to use the card time, just follow the above procedure.
• Give the Result Sheet to a reviewer to make sure the input was correct. Print two more copies.
• Post one copy of the results; give one copy to the awards committee; and one copy to the announcer.

(Note – At this point, some squads print adhesive labels for the awards committee and these are printed at the same time as results. You will need to set up for labels, identify a printer, and switch printers between the paper for results AND the labels)

• After each ten events, run a team score report to give to the announcer to let everyone know the team scores. This is also a good time to back up your data.
• After the morning session is over, run the individual results for events 1 – 30. Make these with multicolumn as they will need to be mailed out. OR you can wait and do these after the meet is over. You will need 4 copies.

 

AFTERNOON SESSION

This is run the same as the morning session.

• At the end of the meet, Give each team a disk with meet results. Click on File from the Main Menu Bar and then Export. Then pick Results for TM, OVC, or Top 16 (CL2). WIN-MM will display the Export Results screen for you to Customize and/or filter the Results as follows: include only results from a particular squad.
• The head referee must sign the final copy of the meet results with a print out of the team scores.
• Mail a copy of results including disk when applicable to those required in WKSC policies.
  (1) HARD COPY TO WKSC PRESIDENT
  (2) HARD COPY AND DISK TO MISSOURI LIAISON WHO THEN IN TURNS SENDS THESE TO MVS’S SCOTT
  (3) HARD COPY TO HEAD REFEREE FOR WKSC
  Keep a copy for YOUR records.

 

PACK UP - KICK BACK - RELAX!!!