LONE STAR 2017 YMCA TEXAS STATE SWIM CHAMPIONSHIP FRISCO, TEXAS JULY 20-23

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1 LONE STAR 2017 YMCA TEXAS STATE SWIM CHAMPIONSHIP FRISCO, TEXAS JULY Hosted by: Dallas Metropolitan YMCA CONTENTS General Information Page 2 Schedule Page 3 Entry Information Page 4 Eligibility and Official s Information Page 5 Entry Times Page 6 Meet Fees and Payment Page 7 Scoring, Awards and Finals Sessions Page 8 Meet Rules Page 9 Certificate of Insurance Coverage Information Page 10 Schedule of Events Pages Coaches Checklist Page 15 Entry Forms Pages Team Registration Form Page 16 Coaches Registration Form Page 17 Team Roster Page 18 Time Trial Verification Form Page 19 Photographer Information Page 20 1

2 GENERAL INFORMATION MEET MANAGEMENT: Meet Director - Theresa Brown ymcameetentries@gmail.com League Commissioner - Robert Timmer rtimmer@ymcadallas.org LOCATION: Frisco ISD Natatorium, 7411 First Street, Frisco, TX (469) FACILITY: Opens at 7:00am Daily PARKING: Park in designated spaces only ACCOMODATIONS: Hilton Garden Inn Double Queen Reserve by: July 1st 7550 Gaylord Parkway, Frisco, TX Aloft-Frisco $119 Double Queen Reserve by: July 1st 3202 Parkwood Blvd, Frisco, TX VENDORS: D&J Sports will be selling Lone Star Meet T-Shirts, swim apparel and accessories and prelim Heat Sheets. 2

3 SCHEDULE TENTATIVE MEET SCHEDULE: Final Schedule will be published by Wednesday, July 19 th Thursday 12:00pm-2:00pm 1:00pm-2:00pm 2:00pm-2:45pm 3:00pm Mandatory Coaches Check-in Coaches Meeting Session Warm-up Session Begins 11 & Older Friday and Saturday 7:30am-8:15am 8:30am 1:00pm-1:45pm 2:00pm 5:00pm-5:45pm 6:00pm Session Warm-up Session Begins 11 & Older Session Warm-up Session Begins 10 & Under Session Warm-up Finals Sessions Begins Sunday 7:30am-8:15am 8:30am 11:30am-12:15pm 12:30pm 2:30pm 3:00pm-3:45pm 4:00pm Session Warm-up Session Begins 11 & Older Session Warm-up Session Begins 10 & Under Parade of Athletes Session Warm-up Finals Session Begins COACHES RELAYS AND AWARDS CEREMONY IMMEDIATELY FOLLOWING SUNDAY FINALS SESSION 3

4 ENTRY INFORMATION ON TIME ENTRIES AND REGISTRATION: Team Registration, Individual and Relay Entries, Roster, Proof of Insurance and Certifications due on July 13 th. PAYMENT: Credit Card or JE information is available on the financial form. If you choose to pay via check please make arrangements for check drop off with Jennifer Pewit via phone at TEAM MANGER Entry file and ALL REMAINING DOCUMENTS by midnight on July 13 th to: and Note: All entries should be submitted via Team Manager. If you do not have a copy, please download the free version of Hy-Tek Lite found on the Hy-Tek website. USA SWIMMING ATHLETES ENTRIES IN SWIMS This meet is a USA Swimming approved meet. Swimmers who are current 2017 USA Swimming athletes who would like for their times to be entered in the SWIMS database must notify their Coach. These athletes must provide their coach with their USA Swimming ID#. Coaches are responsible for entering their athletes ID# on the Hytek file that they provide with their team s entries. Any Coach needing help with this process should contact Theresa. It is the athlete and coaches responsibility to assure that this information is provided with the team s Hytek file. Once the meet file has been submitted to SWIMS there will be no changes or additions. LATE ENTRIES: Only Individual and Relay entries will be accepted after the initial deadline. Late entries for individual and relays will be accepted until 5:00pm on Monday, July 17 th. All late entries should be sent to both Jennifer and Theresa. RELAY ENTRIES: Relay team entries must be received by the due dates/times listed above. They may be turned in without swimmer names, but must include entry time. Swimmer and alternate names may be added on the day of the meet up until the relay is called to the block. If you do not have a relay entered into the event by the above dates, you cannot add one during the meet. Please enter all possible relays and scratch as necessary. NOTES: Entries received after the deadlines may not be included in the heat sheet. NO ENTRIES WILL BE ACCEPTED AFTER MONDAY, JULY 17th. Your with entries will be acknowledged via where you will also receive an entry list in return. Please review this document carefully as you are responsible for any swimmers/relays that may have been omitted and/or times entered incorrectly. BRING HARD COPY RESULTS OF EACH MEET YOUR TEAM PARTICIPATED IN THAT WILL BE USED AS A TIME QUALIFICATION WITH YOUR ENTRIES. THERE IS A $50 FINE FOR EACH NON-QUALIFYING TIME RESULT THAT CANNOT BE VERIFIED. 4

5 ELIGIBILITY INFORMATION ELIGIBILITY OF TEAMS: Teams must be YMCA swim teams. Teams may have USA Charters as long as the official YMCA name is listed on the USA Certificate of Insurance. Year around teams must have competed in at least 2 YMCA Scheduled League Meets since January 1 st. Summer only teams must have competed in at least 2 YMCA scheduled League Meets since June 1 st. Teams must declare which division they will compete in on the Team Registration Form. Year around teams are those that practice as a team for 5 months or more. Summer teams are those that practice as a team for less than 5 months. Year around teams are only eligible to compete in the year-around division. Summer teams may compete in either division. Teams must be from Texas, New Mexico, Louisiana, Oklahoma and Arkansas. Teams outside of these states may petition for inclusion. ELIGIBILITY OF COACHES: Coaches must be staff or volunteer members of the YMCA that they are representing. Coaches must possess the following certifications. The certifications must be current and copies of the certifications must be submitted with the coach s registration form. o CPR o First Aid o Principles of YMCA Competitive Swimming & Diving Offered on-line through YMCA of the USA via the LCDC o One of the following: YMCA Lifeguarding Red Cross Lifeguarding YMCA Aquatic Safety Assistant Red Cross Coaches Safety Training ELIGIBILITY OF SWIMMERS: Swimmers must be registered members of the YMCA Swim Team that they are representing by July 1 st. o Complete Lone Star Team Roster or attach a similar roster with required information Swimmers must have represented only one YMCA team since June 1 st. Swimmers must have participated in at least 2 YMCA Scheduled League meets with the YMCA team they are representing at the Lone Star Meet since January 1st. o Only one meet per day will count toward eligibility. Swimmers 7 years and older must have proof of meeting the minimum qualifying time for each individual event they have entered. Swimmers age is determined on the date the meet begins. Each swimmer may compete in a total of 10 individual events for the entire meet. Each swimmer may compete in only one relay per day. Swimmers may only compete in their own age group for individual events. No swimming up or down. ELIGIBILITY OF OFFICIALS: To be eligible to officiate during the Lone Star Swim Championship Meet, Swim Officials must be currently certified by YMCA of the USA and must have officiated in a minimum of three full meet sessions at YMCA meets since May 1 st. The determination of whether or not this eligibility requirement has been accomplished shall be at the sole and absolute discretion of the Lone Star Championship Official s Eligibility Committee which shall consist of the following persons: Meet Referee, Meet Director and League Commissioner for the Dallas Metro YMCA Swim Championship If you are interested in officiating, please send an to Bobby Timmer rtimmer@ymcadallas.org. 5

6 ENTRY TIMES QUALIFICATION TIMES: Qualification times are applicable for swimmers 7 years of age and older. The minimum qualifying times for each event are listed in the meet event schedule. Swimmers must have swum at least the qualifying time or faster to enter an event. The time entered must have been swum in a meet and be listed in verifiable results or in a documented time trial form. Entries with no times or times not meeting the qualifying times will NOT be accepted or entered. Money submitted for these times will NOT be refunded. Note: You may submit entry times earned during a USA Swimming or High School meet. GOAL TIMES: Goal times apply to swimmers 6 years of age or younger. These are not qualifying times to enter the meet, but should be considered in your decision to enter a swimmer Swimmers should have participated in the event prior to entering them in this meet so that you do have a bona fide entry time. PROOF OF TIMES: If a swimmer does not achieve the minimum qualifying time for the event they have competed in, the coach will be asked to show proof of the swimmer meeting the qualifying time. Meet Results and Time Trial Verification Forms (attached) may be used to prove the entry time. If proof cannot be shown, the team will be charged a penalty fee of $50 for each infraction. The penalty fee MUST be paid immediately. If that fee is not paid immediately, the swimmer will be disqualified from the remainder of the meet. A Time Trial Verification Form MUST BE SUBMITTED for all entries that cannot be proven by meet results. It MUST BE submitted with the swimmers entries to be considered proof of time. All Dallas Swim Team League meet results should be on file with Jennifer Pewitt to be used as proof of times. 6

7 MEET FEES AND PAYMENT ENTRY FEES: Team Registration 1-9 Swimmers $ Swimmers $ Swimmers $ Swimmers $ Coach Registration $ per coach Individual Entry $ 6.00 per event Individual Late Entry $ per event Swimmer Security Fee $ 5.00 per swimmer Relay Entry Relay Late Entry $ per event $ per event Preliminary Heat Sheets $ 5.00 (for all prelim sessions) Finals Heat Sheets $ 3.00 (per session) PAYMENT: Parents/swimmers should submit their payment to their YMCA. If your YMCA is part of the YMCA of Dallas Association, you will be charged via journal entry account number. If your YMCA is not part of the YMCA of Dallas Association, you may pay with credit card. If paying by check, submit ONE check for your YMCA or YMCA Association. Personal checks from parents will not be accepted for payment of entry fees. Personal checks from YMCA Staff/Coaches will be accepted for payment. 7

8 SCORING Points are earned during timed finals and finals events only. Events swum in the finals sessions are identified on the event schedule with an asterisk. All events not marked with an asterisk are considered timed finals and will be scored as such. Points will be awarded for individual events and relays as follows: o Only one relay team for each YMCA will be eligible to score points. However, there will be no limit on awards regardless of the number of relays teams entered by any YMCA. The points by second and subsequent relay teams of a YMCA swimming more than one relay are awarded to the next eligible relay team from another YMCA. AWARDS Swimmers earning places First through Sixteenth - Medals Relay Swimmers earning places First through Eighth - Medals Individual High Point Awards for First, Second & Third Place - Plaque Boys & Girls - 6 & Under, 7-8, 9-10, 11-12, 13-14, Team Awards First Place Overall - Plaque Summer Division places First through Fifth - Plaque Year-Around Division places First through Fifth - Plaque FINALS SESSIONS Events swum in finals sessions are identified on the event schedule with an asterisk. These events will be swum during preliminaries with the Top 16 event finishers of the preliminary heats returning in the evening to swim in the finals sessions. Swimmers finishing in 17 th and 18 th place are considered alternates and should check in for Finals in the event that a swimmer placing 1 st through 16 th does not arrive to swim their event. Swimmers placing 1 st through 18 th that cannot return to swim their Finals event should scratch the event with the Meet Director within 20 minutes after preliminary results are posted so that alternate swimmers may be notified. Swimmers not meeting the scratch deadline are subject to being disqualified from the event that they did not scratch along with all future scheduled events. The Consolation Heat will consist of finishers placing 9 th through 16 th and swill be swum first. The Championship Heat will consist of finishers placing 1 st through 8 th and will be swum second. Swimmers in the Consolation Heat will finish no higher than 9 th place regardless of their finish time. Preliminary events with eight or fewer swimmers will be swum as timed finals during the Finals session for that event. There are no preliminary relay events. All relays are swum as timed finals. 8

9 MEET RULES Disqualification slips will be submitted for rules infractions. If you disagree with a disqualification that has been called on your swimmer, you may file an appeal using the Protest Form found at the Official s Table. The appeal must be submitted to the Meet Referee no later than thirty minutes after the finish of the last heat of the event in which the Appeal is applicable. The No False Start Rule applies to all age groups. If a swimmer misses or scratches a preliminary event, he/she is not eligible for the event in the Finals Session. If a swimmer fails to appear for a Finals Event in which he/she is qualified without officially scratching with the Meet Director, he/she will be removed from that Finals event and ALL Finals events in which he/she will participate in. If a swimmer fails to appear for a preliminary heat, swim-off or timed final, the swimmer is disqualified from that event. He/she may compete in other events he/she is entered into. Swimmers age 7-21 MUST swim in their own age group for all individual events. Swimmers age 6 or younger may swim in the 6 & Under and 8 & Under events. Swimmers aged 6 and younger will accrue team points in the 8 & Under events but are eligible for high point awards in only those events designated as 6 & Under. There must be at least one swimmer in the specified age group of each relay. The other three swimmers may swim-up. Large Ice Chests and Coolers are not allowed in the spectator area during preliminary sessions. There should be no Ice Chests or Coolers of any size it the stands during Finals Sessions. Only swimmers, coaches, officials and meet volunteers with valid credentials are allowed on the pool deck. Team tents and canopies may be set up outside the natatorium on the lawn. The last 15 minutes of each warm-up session will be designated for dive starts. Odd numbered lanes should dive from the start end of the pool. Even numbered lanes should dive from the turn end bulkhead. Spectators should not hold seats for others in the bleachers. Spectators, coaches and swimmers are refrained from using noise makers throughout the meet. Noise makers may be used only during the parade portion of the events. Swim caps will be strictly monitored and must follow either the YMCA branding guidelines or wear a SOLID color cap without logos. Swimmers who do not have caps which follow these guidelines must turn their caps inside to comply with this rule. YOU MUST HAVE VALID CREDENTIALS TO BE ON DECK OR ENTER HOSPITALITY. 9

10 CERTIFICATE OF INSURANCE COVERAGE REQUIREMENTS All YMCAs participating in the Lone Star Swim Championship MUST obtain and maintain in full force for the duration of the meet, July 20-23, 2017, insurance coverage in the following type(s) and amounts: Commercial General Liability Insurance: including, but not limited to, Premises/Operations, Personal & Advertising Injury, Products/Completed Operations, Independent Contractors and Contractual Liability with minimum combined bodily injury (including death) and property damage limits of $1,000,000 per occurrence. REQUIRED PROVISIONS: The participating YMCAs agree that with respect to the above required insurance, all insurance certificates of insurance will contain and state, in writing, the following required provisions: Name the YMCA of Metropolitan Dallas, its officers, directors, employees and volunteers as additional insureds. State that coverage shall not be cancelled, non-renewed or materially changed except after thirty (30) days written notice by certified mail to: Risk Management Dept., Attention: Jackie Powell, Vice President, 6011 N. Akard Street, Dallas, TX Waive subrogation against the YMCA of Metropolitan Dallas, its officers, directors, employees and volunteers for bodily injury (including death), property damage or any other loss. Provide that the participating YMCAs insurance is primary insurance as respects the YMCA of Metropolitan Dallas. Ensure that all certificates of insurance identify the Lone Star swim meet, July 21-24, The certificates shall be filed no later than July 13, 2017, with your team registration. 10

11 EVENT SCHEDULE - THURSDAY Afternoon Session Warm-up: 2:00pm Session Starts: 3:00pm 1 8: Free 8: : Free 7: : Free 7: : IM 7: : IM 7: : IM 7: Free Relay 14 NOTE: Each YMCA may submit only one relay in Event 13 and 14 ( Free Relay). Relay points will be awarded as applicable. 11

12 EVENT SCHEDULE - FRIDAY Morning Session Warm-up: 7:30am Session Starts: 8:30am * The top 16 individual finishers during preliminaries will swim again during the finals sessions for events with an asterisk. 15 1:39.38 * IM 1: :29.70 * IM 1: :29.70 * IM 1: * Fly * Fly * Fly :02.46 * Back 1: :48.19 * Back 1: :55.71 * Back 1: : Free 3: : Free 3: : Free 3: Afternoon Session Warm-up: 1:00pm Session Starts: 2:00pm 39 2: &U 100 IM 2: :52.10 * IM 2: &U 25 Fly * Fly : &U 50 Back 1: :12.82 * Back 2: : &U 100 Free 2: : Free 3: Finals Session Warm-up: 5:00pm Finals Starts: 6:00pm 41 * IM * IM * IM * IM * Fly * Fly * Fly * Fly * Back * Back * Back * Back 32 12

13 EVENT SCHEDULE - SATURDAY Morning Session Warm-up: 7:30am 13 Session Starts: 8:30am * The top 16 individual finishers during preliminaries will swim again during the finals sessions for events with an asterisk. 55 1:01.68 * Back 1: * Back * Back :44.24 * Free 1: :33.81 * Free 1: :34.96 * Free 1: : Breast 1: : Breast 1: : Breast 1: : Fly 1: : Fly 1: : Fly 1: Afternoon Session Warm-up: 1:00pm Session Starts: 2:00pm &U 25 Back Back * Back : &U 50 Free 1: : Free 1: :37.95 * Free 1: : &U 50 Breast 1: : Breast 2: : &U 50 Fly 1: : Fly 1: &U 100 Med Relay &U 200 Med Relay 102 Finals Session Warm-up: 5:00pm Finals Starts: 6:00pm &U 200 Med Relay &U 200 Med Relay &U 200 Med Relay * Back * Back * Back * Back * Free * Free * Free * Free 66

14 EVENT SCHEDULE - SUNDAY Morning Session Warm-up: 7:30am Session Starts: 8:30am * The top 16 individual finishers during preliminaries will swim again during the finals sessions for events with an asterisk * Breast * Breast * Breast * Free * Free * Free : IM 3: : IM 3: : IM 3: Afternoon Session Warm-up: 11:30am Session Starts: 12:30pm 127 3: IM 3: &U 25 Breast * Breast &U 25 Free Free * Free &U 100 Free Relay &U 200 Free Relay 142 Finals Session Warm-up: 3:00pm Finals Starts: 4:00pm &U 200 Free Relay &U 200 Free Relay &U 200 Free Relay * Breast * Breast * Breast * Breast * Free * Free * Free * Free

15 COACHES CHECKLIST Items to Submit with Entries: Team Registration / Financial Information Form. Coaches Registration & Copies of Certifications. Team Roster. Submit Meet Manager Disk & Printout of Entries Entry Report by name from Team Manager - if you do not have this software, you may download a free copy of Team Manager Lite from Hy-Tek by visiting: A time must be recorded for each event - No Time is not allowed and the event will not be entered. Time Trial Verification Forms for any time that cannot be proved with meet results. These must be turned in with the meet entries. Payment. o One team check (individual checks from parents will not be accepted) o Journal Entry Numbers (for Dallas Metro YMCA Branches only) o YMCA Certificate of Insurance (see page 9 for instructions) Items to Bring to the Coaches Meeting: o Meet Results for proof of times. (Time Trial Verification Forms should have already been submitted with the meet entries) o Copy of your entries. Items to Bring to the Meet o Meet Results for proof of times. o Copy of your entries. Please Make Sure of Following: o Team form is completely filled out with signatures and the amounts are verified. o All individual entries have times. A time must be recorded for each individual event - No Time is not allowed and the event will not be entered. o Payment is included with entries. We will not invoice after the meet. o Copies of current coach s certifications are submitted with the entries. o Make a copy of all entry forms for your records. o Tell your YMCA Aquatic Director or Executive Director the name of the hotel where you are staying. o Team swim cap complies with the YMCA branding guidelines. Note: Lane Assignments for Warm-Up will be posted at the Natatorium. 15

16 TEAM REGISTRATION/FINANCIAL FORM Team Information: YMCA Name: Team Code (3-4 letters): Address: City: State: Zip: YMCA Director: For questions regarding the entries: Primary Entry Contact: Phone: Cell Phone: Check One: Summer Division Year-round Division Year-round teams are those that practice as a team for 5 months or more. Summer teams are those that practice as a team for less than 5 months. Year-round teams are only eligible to compete in the year-round division. Summer teams may compete in either the summer division or the year-round division. Team Fee and Event Fee Information (List totals from entry forms): : Team Fee Amount Count of Individual Swimmers: 1-9 Participants - $ Participants - $ Participants - $ Participants - $324 Team Fee Based on # Participants $ Swimmer Security $5.00 per swimmer $ Count of Individual $6.00 per event $ Count of Relay $20.50 per event $ Count of Coaches $20.00 per coach $ Amount TOTAL FUNDS ENCLOSED FOR MEET $ Payment: YMCA of Dallas J.E. Information: Fund Branch Dept. PCS Acct Outside Dallas YMCAs: Check Number Visa Mastercard Discover AMEX Security Code Check Amount Card Number EXP DATE Name as it appears on the card 16

17 COACH REGISTRATION Coaches Information: DECK PASSES WILL ONLY BE ISSUED FOR COACHES LISTED BELOW WITH CURRENT CERTIFICATIONS YMCA Name: Team Code (3-4 letters): Head Coach Last Name Day Phone First Name Night Phone Asst. Coach Last Name Day Phone Asst. Coach Last Name Day Phone Asst. Coach Last Name Day Phone First Name Night Phone First Name Night Phone First Name Night Phone Coaches must possess the following certifications. The certifications must be current and copies of the Certifications must be submitted with this coach s registration form unless the certifications are on file since June 1, with the Dallas Swim Team League. 1) CPR 2) First Aid 3) Principles of YMCA Competitive Swimming & Diving (offered on-line from YMCA of USA via the LCDC) 4) One of the following: a. YMCA Lifeguarding b. Red Cross Lifeguarding c. YMCA Aquatic Safety Assistant d. Red Cross Coaches Safety Training 17

18 TEAM ROSTER Note: Please complete the document unless you are attaching a printout from Team Manager with the required minimum number of meets each of your swimmers participated in. Last Name First Name Birthday YMCA Meet Since 1/1/17 YMCA Meet Since 7/1/17 List three YMCA Scheduled League meets that this team participated in since January 1, 2017: All swimmers registered for the 2017 Lone Star Championship Swim Meet are paid members of the YMCA Swim Team and registered by July 1, Swim Team Coach Date Executive Director 18 Date

19 TIME TRIAL VERIFICATION FORM Team Name: Time Trial Verification Form: Date of Time Trial: Team Code: Last Name: First Name: MI: Female: Male: Birthdate: Age on July 20, 2017: (Month) (Day) (Year) 1. First Event Stroke Distance FR BR BK FL IM Timer 1 Timer 2 Official Time (Average of Timer 1 & Timer 2) :. :. :. 2. Second Event Stroke Distance FR BR BK FL IM Timer 1 Timer 2 Official Time (Average of Timer 1 & Timer 2) :. :. :. 3. Third Event Stroke Distance FR BR BK FL IM Timer 1 Timer 2 Official Time (Average of Timer 1 & Timer 2) :. :. :. YMCA Coach s Original Signature YMCA Coach s Printed Name Date YMCA Swim Official s Original Signature Official may not be a coach. YMCA Swim Official s Printed Name Date Attach Time Trial Verification Forms with meet entries for any times that cannot be proven with official meet results. SIGNATURES MUST BE IN BLUE INK ONLY ORIGINAL FORMS WILL BE ACCEPTED 19