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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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CLUB OFFICIALS'

CHAIRPERSON

CLINIC

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



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.







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








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.



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.








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



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

































Manage courses
Manage Courses













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


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.







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: Chairperson are to:

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? Chairperson are to:

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%;


Thank you. completion of the online clinics?

Approved by the Ontario Swimming Officials’ Association Board


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