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CLUB OFFICIALS' CHAIRPERSON CLINIC. 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

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September 2011

CLUB OFFICIALS'

CHAIRPERSON

CLINIC

September 2011


Thanks for becoming an club officials chairperson coc

Thanks for Becoming an Club Officials’ Chairperson (COC)

Officiating in Ontario


September 2011

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

3


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.

4


Www osoa ca

WWW.OSOA.CA


Coc responsibilities

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

7


At the beginning of each swim season

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.).


At the beginning of each swim season1

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).


During the season

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.


During the season1

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.


September 2011

Home


Osoa news

OSOA News


Education folders

Education Folders


Www osoa ca1

WWW.OSOA.CA


Officials development plan

Officials’ Development Plan


Club officials development plan

CLUB OFFICIALS DEVELOPMENT 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

Plan Clarification

The requirement does not apply to developmental and regional meets.

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.

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

Clarifications, continued

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

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 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

Hosting “ability”

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

  • 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 folders1

Education Folders


Certification

Certification


Education folders2

Education Folders


Clinics for download

Clinics for Download


Clinics for download1

Clinics for Download


Powerpoint presentation

Powerpoint Presentation


September 2011

Handout from PowerPoint

In Print mode, under Print What, select Handouts

Then, under Handouts, Slides per page, select 3

Then under Color/grayscale, choose Grayscale.


Now the test

Now the Test


September 2011

Level V

Level IV

Level III

Level II

Level I

Close each clinic by providing/signing each participants’ certification card and retain the sign-in sheet and input in data base.


Education folders3

Education Folders


About online clinics

About Online Clinics


Education folders4

Education Folders


Evaluation guidelines

Evaluation Guidelines


Education folders5

Education Folders


Evaluators listing

Evaluators listing


New clubs official registration

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

Officials Registration Website


New swim officials registration

New Swim Officials’ Registration

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


The features

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

Benefits of the Website

  • Designed to aid all levels for Officiating

    • For the Individual

    • For the Club

    • For the Region

    • For the Province


Coc responsibilities1

COC RESPONSIBILITIES:

Important responsibilities to administer your Club Officials using the Swim Officials Registration website.

  • Validating new Accounts

  • Adding your Club Hosted Clinics

  • Verifying hosted clinic attendance

  • Verifying Deck Evaluations

  • Verifying Past Clinics


Now let s get registered

Now let’s get registered!


Where is the help guide

Where is the “Help Guide”


Logging in

Logging In


Profile set up

Profile Set up


Forgot my password

Forgot my password


Forgot my user name

Forgot my User Name


Registration settings

Registration Settings


About user settings

About User Settings


Changing your password

Changing your Password


Basic user when logged in

Basic User (when logged in)


Viewing clinics

Viewing Clinics


Pull down menu

Pull down Menu


What about past clinics

What about Past Clinics?


Entering a deck evaluation

Entering a Deck Evaluation


Deck evaluations

Deck Evaluations


Managing clinics

Managing Clinics


Clinic verification

Clinic Verification


Clinic attendees

Clinic Attendees


Completed clinics

Completed Clinics


Clinic information for download

Clinic information for download


Verified check box

Verified Check Box


Historical clinic attendance

Historical Clinic attendance


Past clinic verfication

Past Clinic Verfication


Deck evaluation view

Deck Evaluation view


Verifying deck evaluations

Verifying Deck Evaluations


Viewing officials list

Viewing Officials List


Officials list page

Officials’ list page


Officials profile

Officials’ Profile


New user account verification

New User Account Verification


Approving disapproving new accounts

Approving/Disapproving new accounts


New account approval

New Account Approval


Manage courses

Manage Courses


Managing courses

Managing Courses


Manage club info

Manage Club info


Creating a new account

Creating a New Account


Help folder

“Help” folder


About folder

“About” folder


Ontario swim officials association home

Ontario Swim Officials Association Home


Techsupport

TechSupport


Where do i find the online clinics

Where do I find the Online Clinics?


Accessing the clinics

Accessing the clinics


Learning centre login

Learning Centre Login


Obtain enrollment keys

Obtain Enrollment Keys


Clinic keys

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

Staffing a Meet

  • Preparation

  • During

  • After

  • Record keeping


Staffing a meet1

Staffing a Meet

Chief Finish

Judge

Recorder/Scorer

Marshalling

Area

Referee

Marshall

Assistant

Chief Timer

{

Timers

False

Start

Rope

{

Timers

Turn

Judges

{

Timers

{

Timers

Backstroke

Flags

Backstroke

Flags

{

Timers

{

Timers

Clerk of

Course

Chief Timer

Starter

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


September 2011

Chief Finish

Judge

Recorder/Scorer

Marshalling

Area

Referee

Marshall

Assistant

Chief Timer

{

Timers

False

Start

Rope

{

Timers

Turn

Judges

{

Timers

{

Timers

Backstroke

Flags

Backstroke

Flags

{

Timers

{

Timers

  • Runners

  • Food Preparation

  • Marshals

  • Safety Marshals

  • Meet Manager

Clerk of

Course

Chief Timer

Starter

Staffing a Meet


Organizing officials

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

98


Organizing officials1

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

Forms folder


Forms landing page

Forms Landing Page


Forms landing page1

Forms Landing Page


Forms landing page2

Forms Landing Page


Forms landing page3

Forms Landing Page


Coc needs to be familiar with how up the ladder works

Level V

Level IV

Level III

Level II

Level I

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


Level i

Level I

Level I

  • Attendance and successful completion of this clinic

  • 2 satisfactory deck evaluations


Level ii

Level II

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 iii

Level III

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


Up the ladder

Up the Ladder

Level V

Level IV

  • Levels IV and V

  • require …

  • additional clinics

  • intensive evaluation

  • National Meet experience

  • and much more.

Level III

Level II

Level I


Questionnaire

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

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

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

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

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

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%;


September 2011

Thank you.

Approved by the Ontario Swimming Officials’ Association Board


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