Meet Approval Process for Clubs
REQUESTS FOR PRE-APPROVAL (updated July 2023)
With the introduction of the new SNSW Meet Levy in August 2023, there is an UPDATED Meet Approval Process and ALL Club Meets must be approved by the Area Convenor both BEFORE and AFTER the Meet within 3 days after the completion of your meet. Please do NOT send your requests directly to SNSW. Doing so may delay the approval of your Meet as SNSW will have to redirect your request to me.
For Club meets to be designated as a qualifying meet for Swimming New South Wales and Swimming Australia events, the following minimum standards must be met:
- The competition must be conducted under the Rules of SNSW;
- Pool length dimensions must be 25 metres or 50 metres;
- SAL Accredited Referee and Starter appointed to the meet must fulfill these roles at the meet;
All requests for Meet Approvals must be sent to firstname.lastname@example.org accompanied by a copy of the meet program and a Request for Approval (RFA) PDF form, which can be downloaded here (editable PDF for your convenience).
When requesting Meet Approval, ensure your meet does not clash with a SNSW meet, SMNE meet, or another Inter-Club meet run by a Club within the MNE Area which targets the same age group and ability of swimmers.
If two Clubs within the MNE Area nominate for approval of an Inter-Club meet to be held on the same competition date which clashes with another Inter-Club Meet the approval will be given to the Club who applied for that date first, unless both Clubs applying come to a mutual agreement to hold their meets on the same date at different locations.
REQUESTS FOR RESULTS APPROVAL
Results Upload to Swim Central (Within 3 days after the meet)
Results uploaded to Swim Central MUST be checked for Mismatched data or Split errors. On the Events Dash in Swim Central, click Results button then select Import Summary for a list of mismatched data & errors (see screenshot below). Fix the mismatches then re-upload your results again BEFORE sending to me for approval.
If your swimmers are not registered swimmers with SNSW then you will be unable to fix the unmatched data.
If they ARE registered and showing as mismatched then either their Date of Birth is incorrect or their name is spelt incorrectly. Correct errors then re-upload your results again BEFORE sending me the new database backup.
If they have a duplicate ID, email email@example.com and ask them to merge the identities. You may need to re-upload the results and send me the new backup.
Requests for Results Approval
All requests for approval of results must be sent within 3 days of the conclusion of your meet to firstname.lastname@example.org accompanied with the following information:
- Date of meet
- Exact name of Meet as it appears in Swim Central
- Name of Accredited Referee
- Name of Accredited Starter
- Meet Backup
- Results File (this is the same file you use to upload results to Swim Central)
- PDF of Exceptions Report (untick Birth date and Registration ID, Tick Individual event NS, SCR, DQ & DFS statistics by Event)
- PDF of Team Report (Reports –> Team –> Total Team Size –> Team Rosters Tick Athlete/Entry Count)
Please remember that you have 3 days (or 72 hours) from the completion of your Meet to have the results approved by SMNE. It’s extremely important that your results are sent through as early as possible to ensure we have time to check the files as well as the credentials of the technical officials. Results received after 3 days will not be approved.
Manual timing: must have 3 stopwatch times recorded for an official times meet (not approved for National meets)
Semi-automatic timing: must have 2 times recorded for an official times meet
Automatic timing: must have 1 time recorded for an official times meet. Back up timing is recommended