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MANUAL FOR MEET ENTRY PROCESSING

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SETUP OF SWIMMING COMPETITIONS USING HY-TEK'S MEET MANAGER SOFTWARE


This Manual represents the BSF's effort to establish consistency and conformity among clubs in the computerized set-up of BSF-sanctioned swim meets when using Hy-Tek's Meet Manager Software (ver. 8.1). Clubs are encouraged to set-up their meets based on the following guidelines. This document is not comprehensive, in that it does not cover each and every facet of the software. There are a number of variables from meet to meet, such as the length of the course, the number and types of events offered, timed finals vs. pentathlon vs. heats/finals, etc., which are best left to the individual Entry Processor. What follows is the BSF's standardized answers to the most commonly used screens and fields when setting-up a swim meet.

Each of the software menu items encountered at the first level on the Main Menu Screen are denoted below by numbers in brackets [e.g.: (1)] followed by the name of the menu item in bold type. Each of the software menu items encountered at the second level after entering a Main Menu item is denoted below by a capital letter [e.g.: A] followed by the name of the secondary screen item in bold type. Underneath it will be numbers in brackets and the names of the more important individual fields found in the secondary screen item, with typical answers or information that you should insert in the mentioned fields for your club's meet.

Please follow these answers as closely as possible:

(1) SET UP MEET MENU:

Before commencing the setup of a swim meet, a subdirectory will need to be created on the computer, preferably based on the Host Club's Club ID Code, the month and year of the meet up to a maximum of 8 letters/numbers (e.g.,: "C:\MEETS\DSC1098" denotes a subdirectory containing the Dolphin Swim Club meet held in October 1998).

MEET SETUP SCREEN:-

(1) REPORT PREFERENCES

"Print Athletes names in UPPER or lowercase." Answer "L-lowercase";

(2) MEET SETUP

"ID Format:" Answer "6-Other";

"Date Format:" Answer "1-MMDDYY";

"Name of Meet:" Answer "Type in Club Name, Meet Sponsor's Name or Club ID Code and Meet Date in DDMMYY format";

"Venue:" Answer "Type in Pool Name or Location";

"Start Date:" Answer "MMDDYY format for first day of meet";

"End Date:" Answer "MMDDYY format for last day of meet or start date for 1-day meets";

"Age Computation Date:" Answer "12/31/98" for meets swum in 1999; "12/31/99" for meets swum in 2000, etc;

"Interval Between Heats" Answer "45 (Seconds)" or "55(Seconds)";

"Class:" Answer "1-Age Group" or "4-Senior/Open";

"Course" Answer "1-SC Meters" for club meets at St. Andrew's School, St. Augustine's College, Queen's College or St. John's College pools; "2-LC Meters" for meets at the National Aquatic Centre pool; "3-Yards" for meets at South Beach Pools or College of The Bahamas;

"Type of Meet" Answer "T-Timed Finals" for most club meets; "P-Pentathlon" for pentathlon meets; "1-Prelim/Final" for Nationals;

All other questions, Answer "N".

PRINTER SETUP SCREEN:-

"Enter Headers for Report:" Answer "Lines 1 & 2: Type Name of Club or Sponsor; Date(s) of Meet; Venue; etc.";

"Report Format:" Answer "1-Meet ID";

"Print Time STD/Record Headings?:" Answer "Y" if current records or national team or National Championship qualifying time standards are available; otherwise Answer "N";

"# of Report Copies:" Answer "1"

SCORING SETUP SCREEN:

Clubs are reminded that under BSF Rules, the scoring of individual and relay events is directly related to the number of lanes in the pool. Thus, for individual events:

5-lane pool = 6-4-3-2-1
6-lane pool = 7-5-4-3-2-1
8-lane pool = 9-7-6-5-4-3-2-1

This has nothing to do with awards or prizes.

SESSION SETUP SCREEN:

You will not be immediately able to set-up this screen unless and until you have set-up the Events portion of the software program. Thereafter, you can return to this sub-menu screen and enter your data, including the following:

"Session #:" Answer "1" for one-day, single session meets, or, for first session of multi-session meets (i.e.: any meet with a break between sessions).

"Day of Meet:" Answer "1" for one-day meets or first session of one-day meets; otherwise Answer "2" and so on for second and successive sessions;

"Start Time:" Answer "09:00A" or "01:00P", depending on the time of day for the start of morning and afternoon/evening sessions.

"Max Entries:" Answer "5" for timed final meets and "6" for Nationals;

"Lane Setup" Answer "1-5" or "1-6" or "1-8" depending on the number of pool lanes;

"Session Header:" Answer "Type in any information you deem appropriate; e.g.: Name of Host Club or Sponsor, or date and time of day of session, etc";

"Scheduled Break:" Answer "0"

"Event #:" Answer "Type in actual event numbers as listed in meet programme";

"Prelims/Finals:" Answer "F" to all events for Timed Finals meet (and for Finals for certain events at Nationals);

"Heat/Psych Sheet:" Answer "H" to all;

"Session Order #:" Answer "1" and so on for the first and successive events for each session. So, Events #1 to 32 in Session 1 will be entered in Session Order as #1 to 32; but Events #33 to 50 in Session 2 will be entered in Session Order as #1 to 18 for that session;

The above process is repeated for each session of a meet.

(2) MEET ENTRIES MENU:-

ENTER A TEAM SCREEN:-

"Team Abbrev:" Answer "Type in Club ID Codes: ASC for Abaco Swim Club; BSC for Barracudas; DSC for Dolphins; FAC for Freeport Aquatics; FSC for Flamingos; SBSC for Sea Bees; TPAC for Team Piranha; YMCA for YMCA Wave Runners";

ENTER A SWIMMER SCREEN:-

Ensure that spelling of Last and First Names is typed correctly;

Remember that the "First Name" field is only 10-characters long. You cannot fit the word "CHRISTOPHER" into it, for instance. You will need to abbreviate it to either "CHRIS" or "CHRISTOPHR".

"ID:" Answer "Type individual swimmer's BSF Swimmer Registration Number";

"Birthdate:" Answer "Type in swimmer's birth date in MMDDYY format"; if entered correctly and age-up date is also inserted in Meet Setup, software will automatically calculate and insert "Swimmer's Age". Otherwise, "Swimmer's Age" has to be manually inserted.

"Entry Times:" Answer Type in swimmers entry times without colons or full-stops [e.g.: Type "12345" for "1:23.45"]. Also, if a swimmer is swimming for "time-only", insert an "X" in front of the entry time [e.g.: Type "X12345" or "XNT" for a time-only swimmer with a 1:23.45 entry time or a swimmer with No Time for the event]. That way, the software will know to record the swimmer's pad time but not include him/her in the scoring for that event.

(3) SEED MEET MENU:

SEED MEET SCREEN:-

"Event:" Answer "A" for all; otherwise type specific event number or range of events;

"Prelims or Finals:" Answer "F" for all Timed Finals meets.

(4) REPORTS MENU:-

MEET PROGRAM REPORT SCREEN:-

"Session Set-up/Heat/Psych Sheets:" Answer "H";

"Include a ____ for Time?:" Answer "Y"

"Report Format:" Answer "C-Compressed Double";

"Psych Sheet Options:" Answer "F" if printing Psych Sheets;

"Heat Start Times:" Answer "Y" if you want heat start times to appear in the report; otherwise Answer "N" to that and remaining questions.

MEET ENTRIES REPORT SCREEN:-

"Team Abbrev:" Answer "!-for All Teams";

"Line Spacing between Swimmers?:" Answer "N";

"Separate Page for Each Team?:" Answer "Y"

"Sorted by Swimmer or Order Entered:" Answer "S";

"Relays" Answer "2-Just Relay Names";

"Report Format:" Answer "1-Event Descr. & Time"

(5) SHORTCUTS AND TIPS:-

Page Down Key - Pressing this key in most screens is the same as pressing Ctrl + Enter Keys. Why fumble for two keys when there's one key available to do the same job?

Insert Key - Allows you to add one or more blank spaces at the insertion point.

Delete Key - Allows you to delete one or more characters at the insertion point.

Tip #1 - The Page Up, Home and End Keys do not work.

NumLock Key - Locking this key allows you to quickly and easily make corrections by inserting times and Meet I.D. numbers manually.

Tip #2 - You can simplify some aspects of correcting meet entries by printing out a list of the swimmers under the Meet Rosters sub-menu in the Reports Menu of the Main Menu Screen. Instead of typing each swimmer's name, type in the swimmer's Meet I.D. Number and all of the meet data on that swimmer will appear on-screen.

Tip #3 - Remember that all time-only swimmers and relay teams have to first be entered into the Meet Entries Menu database before they can be deck seeded into a heat. Write down their Meet I.D. Numbers, to simplify deck seeding that the swimmer or team into a specific lane in a specific heat.

 


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