Club Registrar Workshop

1. Club Registrar Workshop Lake Erie Swimming September 22, 2019

2. Agenda Membership Fees New Coach Certifications Data Validation (Club Queue Registration) Flex Membership Other

3. Announcements • LESI New Clubs • CCST – Colonel Crawford Swim Team – Mike Holtzapfel • RAZR – Rec2connect Razorsharks – Dan Lisy • PWR- Peninsula Wave Riders – Greg Sarbak (eff. 12/22/19) • Finances – Any club balance is due within 30 days • Dual/Tri Meet Sanction Fee – Can be deducted from Registration account

4. Membership FeesApproved LESI HOD 9/22/19 * USA Swimming increases year round athlete and non athlete fees $2 every year

5. CertificationsWhat do you know? (Kahoot Quiz) Go to http://kahoot.it on your cell or laptop Type in pin number and your name

6. Operational Risk Mandatory CertificationsUSA Swimming

7. More Information • MAAPP – www.usaswimming.org/docs/defaultsource/safesportdocuments/maapp/usaswimmingapp.pdf • Concussion Protocol Training – Training mandates vary by state, and coaches should take the training that complies with their state laws. In states where there is no such law, USA Swimming member coaches and officials must take a Concussion Protocol Training through either NFHS or CDC. Certificates of completion must be sent to the LSC registrar for documentation. • www.cdec.gov/headsup/youthsports/training/index.html • www.nfhslearn.com/courses/61151/concussion-in-sports • List of state requirements – www.usaswimming.org/riskmanagement In ALL cases state law requirements for Concussion Protocol Training supersede USA Swimming requirements • USADA Coach Advantage Training (CAT) – www.usaswimming.org/learn(Must be completed annually) • Athlete Protection Training (APT) – www.usaswimming.org/apt (must be done annually) • Required Background Check – www.usaswimming.org/background-checks (must be renewed every 2 years) • STSC/CPR – • Requirements must always be kept current – there is no grace period • Coach Membership is NOT valid, if ANY of the requirements lapse or expire • A coach does NOT have USA Swimming insurance coverage if his/her membership is not valie • www.usaswimming.org/docs/default-source/coaching-resourcesdocuments/coach-membership-requirements/coach-requirements.prf?sfvrsn=118 (Must be completed every 2 years) • Report of Occurrence (ROO) – The Report of Occureence SHALL be submitted by the coach, official or someone affiliated with the club/facility ANY time there is an accident or injury during ANY USA Swimming activities such as Sanctioned or Approved Swim Meets, Swimming Practices, contracted Swim-A-Thoms or approved social events. www.usaswimming.org/news-landing:page/2017/02/07/report-of-occurrence-form

8. Data Validation (Club Queue Registration) • Only applies to clubs using a third party vendor for online club registration • Team Unify • Swim Smart • Active Hytek (plans to be implemented December, 2018) • Clubs not using a third party vendor continue to email me files for registration

9. Club Procedure for RegistrationNew Way(Only for those using 3rd party online vendor – Team Unify or Swim Smart) • Club is ready to do the “new way” and gets a club activation code from their vendor • Club registrar triggers the vendor to transfer the registration file to the club queue in SWIMS. • Club registrar accesses the club queue and “cleans” up any errors (ID, club affiliation/transfers, etc.) in the club queue • Club registrar clicks SUBMIT button which transfers the registration batch to the LSC queue. • LSC registrar uploads the batch to SWIMS.

10. Demo Club Using Team Unify Data Validation Katey Collis - CSI

11. What I Get as LSC Registrar t An email notifying me that there is a file in the File Manager for me to process.

12. What is Flex Membership? • For new swimmers or old swimmers under 19 • Swimmer can compete in only 2 sanctioned meets below the AG championship meet (approved and observed meets do not count for the 2) • Cost: $20 • Flex membership can be upgraded to Premium Year Round and the $20 is pro-rated • Clubs can choose to offer it to their club members or not • Clubs can limit Flex Membership to certain age groups (10 & U, 11-12, etc.) • If a LESI Flex member transfers to another LSC or club in LE and that LSC or LE club does not offer Flex Membership, the Flex member must upgrade to Premium Year Round to swim in the LSC.

13. Flex vs Seasonal Membership Flex Seasonal • Flex membership is not available for those who hold a seasonal membership • Flex members can only compete in 2 meets below the championship level and can be pro-rated to a Premium Year Round membership • Fee: $20 • Upgrade: $45 - 2019 • Seasonal members can participate in any number of meet at the LSC or below level and cannot be pro-rated to a Premium Year Round membership • Fee: $32.50 (2019)

14. Monitoring of flex membership • Pre recon files. All Flex member will be flagged on the pre meet recon. • If the Flex member is entered into their 3rd meet, a warning message will appear on the pre recon and the LSC registrar will notify the club of the Flex member and the meet host. • If pre recons are not done and the Flex member swims in the 3rd meet, their times will be flagged as errors in the Times Holding Tank and not be uploaded to SWIMS. • Once the Flex member upgrades to a Premium/Year Round membership the error flag will be removed from their times and the times will be available for approval into the SWIMS times database. This feature will most likely be available in SWIMS in December. Once a year, usually in October, after the past swim year is over, uncleared/flagged/times with error messages are deleted from the times holding tank.

15. Important Items • Dual and tri meets should have a pre recon done – for monitoring of Flex members • Backup files from any sanctioned meets should be sent in a timely manner for upload to SWIMS. Questions?

16. Other Items • Break out • Contact me anytime if you have questions • pamswim@aol.comn • Cell – 440-476-0071 - either text or call