Arkansas Swimming Handbook

Transcription

1 Arkansas Swimming Handbook 2006

2 TABLE OF CONTENTS PART II: ARKANSAS SWIMMING, INC. RULES AND REGULATIONS 1 SECTION 1: 1 A. GENERAL 1 B. GOOD STANDING 1 C. CHANGES 1 D. ARKANSAS SWIMMING, INC. COMMITTEE MINUTES REQUIREMENTS 1 E. ASI HOUSE OF DELEGATES 2 F. USA SWIMMING PRIVACY POLICY FOR LSCs 2 G. MAILING LIST POLICY 3 SECTION 2: ADMINISTRATION OF THE SWIMMING PROGRAM 4 A. BASIC POLICY 4 B. MEET SCHEDULING 5 C. USA SWIMMING/ASI SANCTION, APPROVED MEETS, COVERED, and OBSERVED SWIM COMPETITION REQUIREMENTS 5 D. SANCTION/APPROVALS BASIC POLICIES 6 E. MEET SANCTION/APPROVALS APPLICATION REQUIREMENTS 7 F. MEET EVENT/ENTRY INFORMATION REQUIREMENTS 8 G. TIME TRIALS 9 H. FEES 10 I. POST-MEET REQUIREMENTS 11 SECTION 3: REGISTRATION PROCEDURES 12 A. GENERAL INFORMATION 12 B. ANNUAL ATHLETE REGISTRATIONS 12 C. SEASONAL ATHLETE REGISTRATIONS 13 D. ATHLETE STATUS CHANGE AND/OR TRANSFER OF REGISTRATION 13 E. REGISTRATION WITH MEET ENTRY 14 F. REGISTRATION ON DECK 15 G. CLUB REGISTRATION 15 H. NON-ATHLETE REGISTRATIONS 15 I. COACHES WITH PHYSICAL DISABILITIES 15 J. COMPLIANCE 16 K. OPEN-CLOSED COMPETITION 17 SECTION 4: TIMING EQUIPMENT 18 A. GENERAL 18 B. FEES 18 SECTION 5: ATHLETE TRAVEL FUND 19 A. ELIGIBILITY REQUIREMENTS FOR INDIVIDUAL REIMBURSEMENT 19 B. FUNDING 19 C. DISTRIBUTION 20 D. ATHLETE SWIM MEET REIMBURSEMENT REQUIREMENTS 20 E. CONFLICT WITH GOVERNING BODIES 22 SECTION 6: CENTRAL ZONE INFORMATION 23 A. TEAM ORGANIZATION AND FINANCIAL INFORMATION 23 B. ZONE COORDINATOR 24 i

3 SECTION 7: CLASSES AND TIME STANDARDS 26 A. CLASSES OF COMPETITION 26 B. TIME STANDARDS 26 SECTION 8: PROTESTS 26 SECTION 9: SWIMMING OFFICIATING 27 A. OPERATION AT SWIMMING MEETS 27 B. ORGANIZATION 27 C. OFFICIALS CHAIRMAN 28 D. QUALIFICATION OF OFFICIALS 29 E. LEVELS OF CERTIFICATIONS 30 F. RECIPROCITY WITH OTHER LSCs 30 PART III: CONDUCT OF MEETS 32 SECTION 1: MANAGEMENT AND RESPONSIBILITIES 32 A. MEET DIRECTOR 32 B. MARSHALS 33 C. SAFETY DIRECTOR 33 D. ANNOUNCER 34 E. CLERK OF COURSE 34 F. SCORER/RECORDER 34 G. AWARDS PERSONNEL 34 H. OFFICIALS 34 I. TIMING PERSONNEL 34 J. MISCELLANEOUS 35 SECTION 2: HEAT SHEETS 36 A. SEEDING PROCEDURES 36 B. DISTRIBUTION 36 C. CONTENT 36 D. CONTENT FOR CHAMPIONSHIP MEET 36 SECTION 3: CHAMPIONSHIP MEETS 37 A. GENERAL RULES 37 B. ASI AGE GROUP CHAMPIONSHIPS 38 C. ASI INVITATIONAL SWIM MEET 41 PART IV: RECORDS INFORMATION 43 A. DEADLINES 43 B. INFORMATION NEEDED FOR SUBMISSION 43 C. RECORD REPORTING FORM 43 D. RECORDS 43 PART V: ASI CONVENTION AND SEMINAR TRAVEL POLICY 44 ii

4 APPENDIX A 45 ASI COACH OF THE YEAR 46 ASCA AGE GROUP COACH OF THE YEAR 46 ARKANSAS SWIMMING, INC. AGE GROUP SWIMMERS OF THE YEAR 47 ARKANSAS SWIMMING, INC. MALE AND FEMALE SWIMMERS OF THE YEAR 48 HEIL MILE AWARD 49 CONOCOPHILLIPS VOLUNTEER AWARD 50 ARKANSAS SWIMMING, INC. HALL OF FAME 51 APPENDIX B 52 ASI ATHLETE SWIM MEET REIMBURSEMENT REQUEST FORM 53 ASI APPLICATION FOR SWIMMING RECORD FORM 54 ASI SWIMMER BIOGRAPHICAL FORM 55 ASI SANCTION REQUEST FORM 56 USA SWIMMING/ASI WARM-UP PROCEDURES GUIDELINES 57 ASI SCRATCH RULES 59 ASI AGE GROUP VICE-CHAIRMAN JOB DESCRIPTION 61 ASI SENIOR VICE-CHAIRMAN JOB DESCRIPTION 62 ASI COACH REPRESENTATIVE JOB DESCRIPTION 63 ASI ATHLETE REPRESENTATIVES JOB DESCRIPTION 64 APPENDIX C 65 ASI STANDING COMMITTEES 66 ASI 2006 CONTACTS 67 ASI 2006 COMMITTEES 69 iii

5 PART II: ARKANSAS SWIMMING, INC. RULES AND REGULATIONS SECTION 1 A. GENERAL All rules and regulations are subject to the USA Swimming Code. The following rules and regulations are those locally adopted by ASI House of Delegates (ASIHOD). ASI shall be the sport supervising committee for Aquatic Sports as outlined for the State of Arkansas as long as USA Swimming is the FINA member for the United States. USA Swimming s description of the Arkansas Local Swimming Committee (LSC) is the State of Arkansas and Bowie County, Texas. B. GOOD STANDING Good Standing shall mean or apply to any club or individual who abides by all USA Swimming and/or ASI rules and regulations. Any club or individual who does not comply with USA Swimming and/or ASI rules and regulations shall be considered not in Good Standing. Any notice questioning Good Standing for whatever reason involving any individual will be mailed to that individual by certified mail or registered mail with return receipt requested. Any notice questioning Good Standing for whatever reason involving a club will be mailed to that club President of record by certified mail or registered mail with return receipt requested. The length of time provided for response will be governed by Post Office cancellation mark. NO OTHER Post Mark will be recognized (i.e., postage meter, hand delivery). This provision does not conflict with specific notices otherwise as required by USA Swimming or ASI rules and regulations. This applies to financial, membership, and administrative obligations. C. CHANGES 1. The proposed legislation and other agenda items for the Spring ASIHOD meeting shall be received by the ASI Secretary no later than March 15. The proposed legislation and other agenda items for the Fall ASIHOD meeting shall be received by the ASI Secretary no later than ten (10) days following the Long Course Age Group Championships. All legislation and other agenda items should include a brief written explanation of its intent. 2. Legislation will be allowed when submitted through an ASI club in Good Standing or through an ASI committee. This legislation, whether submitted by the club or committee, must be reviewed and acknowledged by the appropriate committee within ASI prior to being placed on the agenda. 3. Legislation submitted for consideration at the Spring ASI House of Delegates meeting requires approval by ninety percent (90%) of the voting delegates present and eligible to vote. Legislation submitted for consideration at the Fall ASIHOD meeting requires approval by a majority vote of the voting delegates present and eligible to vote. 4. ASI Committees may bring agenda items to the ASI meetings without prior approval. Any legislation that is introduced on the floor of the ASIHOD meeting will require 90% vote for acceptance or approval. 5. The Board of Directors or the ASI House of Delegates may modify legislation in any manner, but the modification must be relevant to the proposed subject matter. D. ARKANSAS SWIMMING, INC. COMMITTEE MINUTES REQUIREMENTS A copy of each ASI Committee s minutes shall be forwarded to the ASI Secretary and a copy sent to the ASI General Chairman within thirty (30) days of said meeting. 1

6 E. ASI HOUSE OF DELEGATES 1. Please refer to USA Swimming Rules and Regulations, Part Six: Bylaws, Rules and Regulations for the Local Swimming Committees Article for the members of the ASIHOD and to Article for the duties and powers of the ASIHOD. Article pertains to the voice and voting rights of members of the House of Delegates and of Individual Members. The paragraphs herein provide basic information; refer to these Articles for full and complete information. The voting members of the ASIHOD shall be identified at roll call. The voting delegate must be a member of USA Swimming and in Good Standing. Each member, who is present at roll call, shall be entitled to one (1) vote on each agenda item. There shall be no proxy vote. Members of the ASIHOD who are eligible to vote include: Individual Members General Chairman Administrative Division Vice-Chairman Age Group Division Vice-Chairman Senior Division Vice-Chairman Secretary/Treasurer Coach Representative Athlete Representatives Standing Committees Chairmen Group Members Club Member Representatives Seasonal Club Member Representatives Each club s voting delegate is its president, unless otherwise designated on the club s annual membership application. If a club wishes to change its voting delegate, then the new voting delegate must be designated in a letter on the club s letterhead which is signed by either the club s president or secretary. In addition, this letter must be presented to the ASI Secretary prior to roll call for the ASIHOD meeting. 2. Arkansas Swimming, Inc. will reimburse a club for reasonable expenses for food served, not to exceed $300, at an ASI House of Delegates meeting. F. USA SWIMMING PRIVACY POLICY FOR LSCs Information concerning members of USA Swimming acquired during the registration process is the property of USA Swimming and its use is within the control of USA Swimming. USA Swimming strictly limits the use of member s personal information to that information necessary for the conduct of the business of USA Swimming and its LSCs. To clarify the issue of publishing information regarding USA Swimming members by USA Swimming and its LSCs, the Board of Directors of USA Swimming has approved the following policy (November 14, 2004): The following information, and only the following information, shall be acceptable for publication in any form, including but not limited to the world wide web, regarding any USA Swimming member without express written authorization from the athlete, if of majority; the athlete s parent/guardian, if a minor; or the non-athlete member: name, age in years, club affiliation, time and place, and any awards or honors. 2

7 USA Swimming membership numbers may be published when done for data transmission only. USA Swimming membership numbers may not under any circumstance be published together with the name of the member or in a series of reports that when taken together will reveal the name and membership number of the member. The foregoing policy shall be effective immediately. All LSCs need to review their publications and website to determine if there is any information published therein which is not permitted pursuant to this policy, such as member s address, telephone number, birth date or USA Swimming ID number. G. MAILING LIST POLICY Any requests for mailing lists will be supplied only by the clubs or USA Swimming whether it is for profit or not for profit reasons. The procedure in place with USA Swimming deals with this issue to take the responsibility off the LSC. There are several requests during the year that are commercial in nature. USA Swimming says these lists are for sale under the proper conditions and resources. The LSC shall be not be placed in a position of making these compromising decisions. 3

8 SECTION 2 ADMINISTRATION OF THE SWIMMING PROGRAM A. BASIC POLICY 1. Swimmers performances will be accepted as valid for records, awards, and meeting qualifying time standards only when achieved in competition or exhibitions sanctioned/approved by USA Swimming. 2. All competition and exhibitions in which ASI registered athletes perform shall be sanctioned/approved unless exempt in accordance with USA Swimming rules. 3. Meeting of time standards for Arkansas Senior and Age Group Championships shall be achieved in sanctioned/approved competition. 4. All coaches must be certified according to the USA Swimming guidelines in CPR, Water Safety and First Aid, and Safety Training for Swim Coaches to be a coach member in Good Standing. 5. A copy of the each attending coach s non-athlete USA Swimming membership card shall accompany a club s meet entries. Attending coaches should be prepared to show proof of their USA Swimming registration and valid certification in CPR, Water Safety and First Aid, and Safety Training, if requested while at a swim meet. 6. The Meet Marshals shall wear identifying attire and enforce warm-up procedures and maintain order in the swimming venue. The Marshals shall have full authority to warn or order to cease and desist, and, with the concurrence of the Referee, to remove, or have removed from the swimming venue anyone behaving in an unsafe manner or using profane or abusive language, or whose actions are disrupting the orderly conduct of the meet. 7. Some basic policies, application requirements, meet information, and the requirements that relate to sanctions/approvals are presented in sections below. A late fee as penalty of double sanction fee is applicable for any sanction/approval requests that are not received by the ASI Sanction Chairman a minimum of six (6) weeks prior to the meet entry date. For additional details, refer to the USA Swimming Code. 8. Any items introduced at the ASI House of Delegates that require an increase in budget will be directly added to the administrative fee based on the approximate cost of the additional budgeted items unless alternate funding has been secured and presented at the time of the request. 9. NOVICE SWIMMER: Any swimmer who has not achieved National B Times. Swim meets for the novice swimmer will be one day, single session meet. 10. UNESCORTED/UNATTACHED ATHLETE PROCEDURE AT SWIM MEETS: All athletes who are properly registered (and in Good Standing ) and meet the rules of eligibility will be allowed to compete in USA Swimming competition. ASI is governed by the following procedures: Unescorted athletes will be allowed to participate. Athlete s club coach contacts another club coach who will be attending meet. Unescorted athlete checks in with Meet Referee upon arrival at meet. Unescorted athlete is assigned to a substitute coach who will supervise the athlete during warm-ups and competition. The burden remains with the athlete who will be attending a sanctioned meet unescorted. It is still the responsibility of (a) the athlete, (b) the club coach, and (c) the host club to clear the necessary procedures to protect each party involved with the integrity of the process. 4

9 The athlete shall be permitted to compete but since the athlete does not satisfy the criteria to be entered in the meet as the club is registered, the athlete will compete as unattached. B. MEET SCHEDULING 1. Meets to be held between September 1 of the current year and August 31 of the following year will be scheduled at the Spring ASIHOD meeting. 2. The ASI Meet Schedule Request Form will be sent to clubs by the ASI Secretary in December. All swim meet bids must be submitted on this form. A club which plans to host a swim meet during the specified time period, including its traditional meet, must submit a written bid in accordance with ASI policy. Dates for championship and non-traditional meets shall be submitted by the deadline so noted on the ASI Meet Schedule Request Form to avoid conflict with ASI, Regional, and National events. The deadline for submission of a request for hosting a swim meet is January 31. The ASI Technical Planning Committee will review the requests. A proposed schedule of swim meets for the coming year will be sent to clubs prior to the Spring ASI House of Delegates meeting, at which time the proposed schedule will be presented for voting and ratification. 3. ASI championship meets will be voted first starting with the ASI Age Group meet each season. 4. Each club that plans to host a sanctioned/approved swim meet must have a certified Referee from the club or pay $75 per day plus expenses to an ASI certified Referee. 5. Any club which hosts or co-hosts a swim meet must provide at least one certified official to work at each session. Failure to do so will result in a fine of $25 for each session at which the host club does not have a certified official working the entire session. Fines will be assessed based on the officials report submitted by the Meet Referee. ASI will notify clubs of their fines after consulting with the Officials Chairman. Clubs will have thirty (30) days to pay fines. Clubs who fail to pay fines will be subject to loss of Good Standing in ASI until the fines have been paid. All fines will be put in the Officials Committee Fund which is used by the Committee for educational and other purposes. 6. Clubs holding traditional meets will be allowed that meet for the forthcoming season. Should there be an exception to this procedure it must be approved by the ASI Technical Planning Committee. 7. An ASI club that wishes to host a swim meet that was not initially approved at the Spring ASIHOD meeting and listed on the meet schedule at the beginning of the fiscal swimming year shall submit a request to the ASI Sanction Chairman at least eight (8) weeks prior to the date of the meet. The Sanction Chairman shall consult with the Technical Planning Committee and shall respond to the request within seven (7) to ten (10) days. 8. Sanctions/Approvals may be denied for date of meet requested if in conflict with other applications. C. USA SWIMMING/ASI SANCTION, APPROVED MEETS, COVERED, and OBSERVED SWIM COMPETITION REQUIREMENTS 1. SANCTION A sanction is a permit issued by an LSC to a USA Swimming group member to conduct an event or meet. According to USA Swimming Rules and Regulations Article 202.3, membership is required for: (a) all athletes, (b) all meet directors, marshals, referees, starters, and stroke and turn judges, and (c) all persons acting in any coaching capacity. Conduct of the sanctioned event must conform in every respect to all technical and administrative rules of United States Swimming. 5

10 Since all participants in a sanctioned event are members of USA Swimming and USA Swimming rules apply, full insurance protection applies. The athletes have accident medical coverage; the athletes, nonathletes, and clubs have general liability coverage. 2. APPROVED MEET An approved meet is a designated meet conducted by organizations other than USA Swimming member clubs and LSCs from which swimmers may use their times as USA Swimming qualifying times. The approved event must conform to all relevant USA Swimming technical and administrative rules and meet standards. Participating USA Swimming athletes, non-athletes, and clubs who are acting of behalf of USA Swimming enjoy USA Swimming insurance benefits. The athletes have accident medical coverage; the athletes, non-athletes, and clubs have general liability coverage. Responsibility for the event coverage lies with the (non-usa Swimming) meet host. 3. COVERED COMPETITION A covered competition is neither sanctioned nor approved. This is simply a device for USA Swimming clubs who want to invite a non-usa Swimming club or non-usa Swimming athletes to a meet to do so while preserving their USA Swimming insurance coverage. If the required forms are properly filed before the event, USA Swimming athletes, non-athletes, and clubs enjoy the benefit of USA Swimming insurance. The athletes have accident medical coverage; the athletes, non-athletes, and clubs have general liability coverage. In advance of the meet, the non-usa Swimming club must complete and submit to the USA Swimming National Headquarters the Certificate of Insurance for the Covered Competition available in the current USA Swimming Insurance Summary. If individual swimmers are invited, they must complete and submit to the USA Swimming National Headquarters the Liability/Medical Release form enclosed in the same publication. (See your USA Swimming Insurance Coverage Summary packet.) 4. OBSERVED SWIMS Observed swims are individual performances observed by assigned USA Swimming Officials for conformance with applicable USA Swimming technical rules in a meet conducted by a non-member of USA Swimming (high school, college, US Masters, etc.) under other than USA Swimming rules. Such swims are designated for the purpose of obtaining a National Time Verification (NTV) while participating in a swim meet that is not under control of USA Swimming rules and regulations. An observed meet (swims): a. Is hosted by an organization that is not a member of USA Swimming. b. Has events that are not swum pursuant to USA Swimming technical rules. c. Must have the swim for which time recognition is requested observed for compliance with USA Swimming technical rules. d. Must allow a minimum of two (2) USA Swimming certified Stoke and Turn observers on the deck, one at each end of the pool. Proper advance notice (minimum of 28 days) must be given to the NTV Chairman. All rules and regulations regarding this type NTV shall be approved through the NTV Chairman. D. SANCTIONS/APPROVALS BASIC POLICIES 1. Please refer to USA Swimming Rules and Regulations Article 202 Sanctions and Approvals for the full and complete statement of all requirements and conditions of sanctions/approvals. The paragraphs herein provide basic policy information. 2. Activities which must be sanctioned/approved include swim meets, time trials, exhibitions, swim-athons, and officials clinics. 6

11 3. Sanctions/approvals are granted to club members in Good Standing as the sponsor of a competition or exhibition meet within the territorial jurisdiction of ASI in accordance with USA Swimming and ASI rules and regulations. 4. Future sanctions/approvals may not be granted to any club failing to fulfill sanction/approval conditions of USA Swimming and ASI. 5. The format, order of events, qualifying times, entry fees, awards, etc. CANNOT BE CHANGED BY THE HOST CLUB ONCE A SANCTION/APPROVAL IS GRANTED. See USA Swimming Rules and Regulations Change of Program and Postponement for additional information. 6. Championship meets MUST BE held according to the guidelines outlined by ASI or USA Swimming Code unless there is special permission granted by the appropriate body. 7. Meet information may be sent out only AFTER sanction is granted. THE SANCTION NUMBER MUST APPEAR ON THE MEET INFORMATION. An ASI club may send out an announcement of an upcoming meet without a sanction number. This announcement cannot include the order of events or qualifying times. In addition, this announcement should say pending sanction approval. This also applies to the posting of meet information on the internet. 8. Sanctions/Approvals will be granted only if meets are restricted to a reasonable number of entrants and/or entries. Sessions involving 12 & Under swimmers that may exceed four (4) hours cannot be processed without approval of the ASI General Chairman. USA Swimming Rules and Regulations F specifies: Except for championship meets, the program in all other age group competition shall be planned to allow the events for 12 & Under swimmers to be completed in four (4) hours or less for a timed finals session or in a total of eight (8) hours or less per day for a preliminaries and finals meet. 9. Time trials have a separate sanction number. For additional information pertaining to a sanction for time trials, refer to the following Section 2, G. Time Trials. 10. A sanction application for an Officials Training Clinic must be submitted to the ASI Sanction Chairman three (3) weeks prior to the clinic, but only after approval has been obtained from the ASI Officials Chairman. The form for the sanction request for a clinic can be obtained from the Officials Chairman. 11. A meet entries reconciliation shall be sent to the ASI Membership/Registration Chairman by the Monday preceding the beginning of a meet. The ASI Membership/Registration Chairman shall respond back to the person submitting this reconciliation by Wednesday of the same week. A post-meet reconciliation electronic file shall be sent to the ASI Membership/Registration Chairman by the Wednesday after the completion of a meet. E. MEET SANCTIONS/APPROVALS APPLICATION REQUIREMENTS 1. A sanction/approval application for a swim meet must be submitted to the ASI Sanction Chairman, and it must be received a minimum of six (6) weeks before the entry deadline, unless waived by ASI General Chairman. Failure to submit the application by the required time will result in a late fee that is double the sanction fee. 2. Meet information must be distributed, or made available on the ASI and/or host club website, at least five (5) weeks prior to the scheduled meet entry deadline or as soon as possible AFTER receipt of sanction(s). THE SANCTION NUMBER MUST APPEAR ON THE MEET INFORMATION. 7

12 3. Applications must be accompanied by the following: a. A complete copy of the proposed meet information, b. Name of ASI certified/qualified Meet Referee, c. Names of Meet Marshals, d. Cost of awards broken down by medals, ribbons, team and individual high point awards, e. Verification in writing that all Club Board of Directors, Coaches, Safety Coordinator, Meet Director(s), and Meet Marshals are non-athlete members of USA Swimming and are in Good Standing, f. $30 sanction/approval fee, and g. $50 deposit. 4. The ASI Sanction Chairman shall notify clubs seven (7) to ten (10) days after receipt of a sanction application that it is in process and is expected to be returned upon a specific date. Also, the Sanction Chairman must notify the host club immediately when any additional information is needed to process the request for a sanction promptly. F. MEET EVENT/ENTRY INFORMATION REQUIREMENTS 1. All events and conduct of the meet must conform to the current USA Swimming Code and ASI Handbook. 2. Must bear the statement: Held under USA Swimming through Arkansas Swimming, Inc. Sanction No.. 3. Must state that all swimmers must be currently registered and must enter their registration number on the entry form. Swimmers who entered as pending or applied for must send their Athlete Registration Application and payment with the team entries or register on deck (if permitted) and be charged deck entry fees. 4. Must state whether athlete registration will be permitted on-deck and under what conditions. 5. Invitational meets should allow deck entries where space permits. This is to allow some flexibility due to possible entry errors. 6. Must state whether or not deck entries will be permitted. 7. Must state Smoking and use of other tobacco products are prohibited on the deck, in bleachers, locker rooms, or other areas designed as swimmer rest areas. 8. Entry fees, including deck entries (if applicable). 9. Nature of awards and scoring. 10. Classification(s) of competition, limit on entrants (if any), and limit on entries. 11. Order of events. 12. Qualifying time standards, if any, must be listed. 13. Proof of time requirement, if any. 8

13 14. Check-In and Scratch Rules as adopted by ASI must be included with meet information for deck seeded meets. Each swimmer has thirty (30) minutes prior to each event to declare entry into the event. If swimmer does not scratch, then swimmer is entered. Please refer to the Appendix for Arkansas Swimming, Inc. Scratch Rules. 15. Time trial information, if applicable. USA Swimming rules limit the number of events, including time trials, in which a swimmer may compete per day. 16. Safety and Warm-up procedures. G. TIME TRIALS 1. Conducted in conjunction with a sanctioned meet a. The time trials shall have a separate sanction number. b. The sanction fee shall be $10. No additional deposit is required. c. Entry fees are a maximum of $5 per individual event and $10 per relay entry. d. There is no swimmer surcharge. e. Meet information must state that time trials shall be conducted and contain the following information: Maximum number of events a swimmer may swim per day (USA Swimming rules limit the number of events, including time trials, in which a swimmer may compete per day.), Whether or not swimmers shall be entered in the meet to be eligible to swim the time trials, and That there shall be no scoring or awards for the time trials. f. The time trials shall be swum in the order listed by the meet schedule as follows: First Day the day s events, followed by the remaining events in the meet. Second and Subsequent Days that day s events, followed by the events of the remaining day(s) of the meet, followed by the events of the previous day(s). 2. Conducted separately from a sanctioned meet a. The time trials require a sanction number. b. The sanction fee shall be $25 and a $50 deposit is required. c. Entry fees are a maximum of $5 per individual event and $10 per relay entry. d. The ASI Sanction Chairman must receive the sanction request and fees, meet information, and schedule of events a minimum of three (3) days prior to the time trials. e. There shall be no scoring or awards. 9

14 H. FEES 1. Meet Entry a. Invitational Meets: Maximum of $2.50 per individual event. The ASI Invitational maximum is $2.25 per individual event with $0.25 per individual event going to the Zone Travel Fund. b. Championship Meets: Maximum of $3.00 per individual event. c. Surcharge All Meets: The maximum swimmer surcharge is $3.00. (An additional surcharge of $10 per swimmer for the host club swim meets to cover University of Arkansas HPER Natatorium or UALR rental and supervision costs.) When custom medals are provided at the ASI Age Group Championships, there is an additional surcharge of $2.50 per individual swimmer. If plaques are provided in place of custom medals, the additional $2.50 surcharge for medals does not apply. d. Relays: Maximum of $5 per entry. ASI Invitational maximum is $5 per entry. e. Deck Entries (where allowed): Maximum of double the individual and relay event fees. (Surcharge applies for swimmers not previously entered.) f. Time trials: Maximum of $5 per individual event and $10 per relay entry. 2. Paid by the host club to ASI (except as Part II, Section 2, G.) a. $30 sanction/approval fee with an application. b. $50 deposit with any sanction/approval application. c. $30 sanction/approval fee with any single team request. d. $0.55 per swimmer entered in competition Administrative fee. e. $0.30 per swimmer entered in competition Equipment fund. f. $0.10 per relay team entered Equipment fund. g. $0.05 per swimmer for each event entered Equipment fund. h. $0.50 per swimmer entered in competition split 50%-50% between Zone Travel Fund and Athlete Travel Fund. i. $0.25 per individual event entered in ASI Invitational will go to the Zone Travel Fund. j. $0.25 per swimmer entered in Developmental Meet competition (one day meet or a meet designated by ASIHOD) will go to the Zone Travel Fund. k. $0.50 per relay entered in Developmental Meet competition (one day meet or a meet designated by ASIHOD) will go to the Zone Travel Fund. l. Time Trials $1.50 per swimmer per individual event; $6.00 per relay team. m. Any money remaining from the special University of Arkansas HPER Natatorium or UALR surcharge after the rental and supervision costs have been paid must be remitted to ASI. An accounting of the surcharge income and rental and supervision costs must be included in the meet financial reports which are submitted to ASI. [ASI will split the money (50%-50%) for Zone Travel Fund and Athlete Travel Fund.] 10

15 3. Fees h - m placed in separate interest bearing accounts for the Zone Travel Fund and the Athlete Travel Fund for use to defray expenses of those athletes attending Central Zone Championships and/or National Championships. 4. Developmental Meets a. $30 sanction/approval fee. b. $1.25/individual event. c. $2.50/relay event. d. Less than four (4) hours in length. e. Only swimmers with BB and below times eligible to participate. 5. Officials Training Clinic $10 sanction fee. I. POST-MEET REQUIREMENTS 1. One (1) hard copy or scanned and ed copy of the final results must be received by the ASI Sanction Chairman within two (2) weeks following the meet. For ASI meets, the host team must send final results to ASI website and Records Chair within two weeks of hosting the meet. A hard copy of the final results may be requested by visiting teams, otherwise it is the responsibility of each attending team to acquire the final results from the ASI website or host team. 2. Final results received by the ASI Sanction Chairman must include the first and last names of the relay members and their ages. 3. A list of all competitors, their ages, and their USA Swimming registration numbers shall be included with the final results received by the ASI Sanction Chairman. 4. The final results produced by Hy-Tek must be provided, typically as an attachment, to the Top 16/Records Chairman immediately following the swim meet. 5. Fees Work Sheet, Financial Summary, and payment must be received by ASI Sanction Chairman within forty-five (45) days following the meet. 6. When the ASI timing equipment is used, a copy of the inventory shall be included with the final results received by the ASI Sanction Chairman. 7. The appropriate form approved by ASI, or an equivalent report, that provides a list of officials that worked the meet shall be submitted with the final results. The Meet Referee also should submit a copy directly to the Officials Chairman. 8. A post-meet reconciliation electronic file shall be sent to the ASI Membership/Registration Chairman by the Wednesday after the completion of a meet. 9. Failure to comply with all conditions of the sanction, which includes pre-meet and post-meet requirements, shall result in a $50 fine. The club should be notified of the requirement(s) that was not satisfied so the error is not repeated. 11

16 SECTION 3 REGISTRATION PROCEDURES A. GENERAL INFORMATION 1. All swimmers competing in sanctioned events must be registered athlete members of USA Swimming. They must meet representation and eligibility rules contained in USA Swimming Rules and Regulations. Registration application forms are available on the ASI website. 2. Athletes membership (registration) fee is set by the ASI House of Delegates and includes membership in USA Swimming, membership in ASI, and accident and liability insurance coverage. 3. Except for seasonal athlete registration, membership is for one calendar year (January 1 through December 31). The seasonal athlete registration is for the period of May 1 through August 31. (USA Swimming limits seasonal membership to a maximum of 150 days.) 4. Registration of ASI athletes shall be conducted by the ASI Membership/Registration Chairman. Registration is effective upon receipt of the completed application form with the applicable fee and acceptance by the ASI Membership/Registration Chairman or designee. 5. Any questions or information concerning registration shall be directed to the ASI Membership/ Registration Chairman. 6. Each club shall appoint a registration/membership chairman who will be responsible for distribution and collection of forms. This person must be a non-athlete member of USA Swimming through ASI. 7. Membership cards will be returned to the Club Registration Chairman through the club s contact address of record with ASI. Membership cards are the property of the members, not the club, and must be distributed to the members. Clubs should keep copies of the athletes cards. 8. An athlete registration number may not be used until a card is received following the processing of the application. The athletes registration numbers printed on the membership cards from USA Swimming are OFFICIAL and may differ from those generated by the Hy-Tek Team Manager software. 9. Personal checks are not acceptable, except for athletes and individuals who are not attached to a club. Only athlete registrations accompanied with a club check will be processed. All other athlete registrations will be returned. 10. The ASI Membership/Registration Chairman shall notify clubs seven (7) to ten (10) days after receipt of membership applications that they are in process and are expected to be returned upon a specific date. B. ANNUAL ATHLETE REGISTRATIONS 1. Athletes applying for membership on or after September 1 will be issued a membership card valid through December 31 of the following year. The athlete registration application form is available on the ASI website. 2. Use only current USA Swimming forms. Others cannot be processed and will be returned. 3. Application must be COMPLETE. Type or print CLEARLY. Sign. a. Name include IN ORDER LAST, FIRST, MIDDLE INITIAL or NAME. Use name as it appears on official documents. Insert the preferred name or nickname. If there is no middle initial or name, then leave it blank (and the computer software will select a code when the application is processed). 12

17 b. Address Provide complete address, including zip code. c. Telephone number, including area code. d. Date of Birth, Age, Gender, and Citizenship Please be accurate. e. Club Code Enter 2, 3, or 4 letter code that is requested or assigned by ASI. f. Answer citizenship questions. g. Other swimming affiliations. h. If changing club and/or LSC affiliation, a separate transfer form must be completed. This is in addition to a registration form when registering for the new year. i. Signatures Required for all new applicants. C. SEASONAL ATHLETE REGISTRATIONS The seasonal athlete registration is for the period of May 1 through August 31. (USA Swimming limits seasonal membership to a maximum of 150 days.) These athletes may participate in sanctioned/approved swim meets in open competition at any USA Swimming meet below Zone Championship level. To participate at the Zone or higher level, athletes must be registered as annual athletes and pay the full registration fee, even though they already are registered as seasonal athletes. The seasonal athlete registration application form is available on the ASI website. D. ATHLETE STATUS CHANGE AND/OR TRANSFER OF REGISTRATION 1. Athletes transferring representation from one club to another must do so according to the USA Swimming Code. The change/transfer registration form is available on the ASI website. 2. To transfer representation from one USA Swimming club to another, 120 days must elapse without the athlete having represented any USA Swimming club in USA Swimming sanctioned competition. The 120 days rule cannot be waived for any cause. 3. The EXACT DATE on which the athlete last competed representing a USA Swimming club must be indicated on the application. Deliberate misrepresentation will be referred to the ASI Board of Review for action. 4. The current membership card must be returned with the request. 5. Any request for a registration change or transfer request must be accompanied by a service fee of $5. If the current membership card is not returned, then a $10 fee will apply. There is no service fee if a change is submitted as part of an annual or seasonal registration. 6. An athlete wanting to transfer from one club to another within ASI must apply for transfer to Unattached status on an ASI Transfer Application or by letter that includes the required signatures and following information: a. Athlete s name, b. Address, c. Birth date, d. Name of the club from which transferring, 13

18 e. Date of last competition with that club, and f. Name of the new club (if any) to which the athlete intends to attach after the completion of the 120 days unattached period. 7. Upon completion of the 120 days unattached period, an athlete may remain in the unattached status. If attachment to a club is desired later on, an application by letter for such attachment must be submitted to the ASI Membership/Registration Chairman with the following: a. Athlete s name, b. Address, c. Birth date, d. Name of club to which athlete wishes to become attached, e. Completion of the transfer application, f. Statement of eligibility to attach, and g. Return of current membership card with a $5 service fee. Otherwise, a $10 charge will apply. 8. Steps for transferring from ASI to a new LSC: a. Athlete should send transfer request and current membership card to ASI Membership/Registration Chairman. b. At the same time, the athlete should apply for registration in the new LSC, explaining to that Membership/Registration Chairman that a transfer has been requested from ASI. c. The new LSC should issue a new card, free of charge, for the unexpired term of the old registration. 9. When transferring to ASI from another LSC, an athlete should complete the above procedure in reverse or send the transfer request and current membership card (former LSC) to ASI Membership/Registration Chairman. 10. Athletes competing for a secondary school, college, or university need not apply for formal transfer to unattached status at the commencement of their swimming season, nor return to attached status with the club in which registered at the end of their swimming season. However, if they wish to attach to a different club than the one in which they are registered, they should contact the Membership/Registration Chairman for qualification and procedural requirements. E. REGISTRATION WITH MEET ENTRY 1. A swimmer who wants to enter a meet but is not registered at the time of the entry deadline may send in the registration form and fee (a club check for the fee must be included) with the entry form. 2. DO NOT SHOW THE REGISTRATION NUMBER ON THE ENTRY FORM. 3. APPLIED FOR shall be used instead of a registration number. 4. Only athlete registrations are accepted with entries. 14

19 F. REGISTRATION ON DECK Unless the meet information prohibits athlete registration on deck a club check must accompany the registration subject to the following rules: 1. Registration is allowed on deck subject to a maximum of three (3) athletes per meet per club. [Any number of athletes may be registered on deck, but only three (3) may represent the club.] 2. Registration is allowed on deck prior to 30 minutes before the first event of the first day of the meet for that club. This means that if your club plans to register any athlete for a meet, the registration must be handled as explained. This procedure will be strictly adhered to in ASI. 3. Registration is not allowed on-deck for Championship Meets as outlined by ASI. 4. Only athlete registrations are accepted on deck (or with entries). 5. A club may not register on deck. G. CLUB REGISTRATION 1. Registration forms and procedures will go out to the clubs in the Fall and must be returned to the ASI Membership/Registration Chairman by December 1 to avoid possible insurance consequences. Registration forms also are available on the ASI website. 2. A club shall not register on deck or with meet entries. H. NON-ATHLETE REGISTRATIONS USA Swimming non-athlete membership is required for club officers and board of directors, club safety coordinators, coaches, officials (including apprentices), ASI officers, ASI House of Delegates members, ASI committee members, meet directors, and marshals. The non-athlete registration application form is available on the ASI website. I. COACHES WITH PHYSICAL DISABILITIES The information in this Section was distributed in May 2005, via from USA Swimming, and is published by USA Swimming with permission of Risk Management Services. USA Swimming requires anyone applying for coach membership to provide proof of current certification in First Aid, CPR, and Safety Training for Swim Coaches (STSC). These courses include skill demonstrations that people with certain disabilities may be unable to participate in. In this event, the coach candidate should follow these procedures: 1. Obtain current certifications in any of the three courses where his/her disability is not a factor. Certifications must be from the list of USA Swimming approved courses. 2. Take the remaining course(s) and complete the written exam at the end of the course. 3. Get a letter from the organization that administered the course(s), stating that the candidate passed the written exam(s) but was unable to participate in the skills demonstration portion of the exam(s) due to a physical disability. Letters should be submitted to the LSC Membership Chair. 4. Submit a letter to the LSC Membership Chair from the club s head coach or board president, stating that a lifeguard or another USA Swimming coach will also be on deck at all times. 15

20 The requirements below must be met by people applying for coach membership who are unable to complete the safety courses due to physical disabilities. Candidates with disabilities will be eligible for coach membership provided that all the following conditions are met: T T T Candidate has current USA Swimming-approved certifications where a waiver is not necessary (First Aid, CPR, and/or STSC); Candidate can provide proof of having passed the written exam(s) for those courses where a waiver is necessary, in the form of a letter from the course instructor verifying that the candidate has a disability that prohibits him/her from completing the required skills demonstration; A letter from the USA Swimming club verifying that a lifeguard or another USA Swimming coach member will be on deck at all times. The coach candidate must prove to the LSC Membership Chair that all the above conditions have been met. At that time, coach membership can be granted by the LSC. LSC Membership Chairs will be responsible for ensuring that all the requirements have been met prior to issuing the disability waiver. J. COMPLIANCE 1. Compliance with the above procedures must be accomplished prior to competition in a sanctioned/ approved event. Any athlete not in compliance may be deemed deficiently registered by the Membership/Registration Chairman and subject to the penalties as described below, subject to review as provided for in the USA Swimming Code and the Arkansas Swimming, Inc. rules and regulations. 2. Any athlete entering a sanctioned event as properly registered as a member of USA Swimming, and ASI as applicable, who is in fact not so properly registered, shall be subject to a $100 fine and shall be ineligible for registration until such fine is paid. 3. Any athlete entering a sanctioned event as properly registered as a member of a specific club (i.e., attached ), who is in fact not eligible to be so attached, shall be subject to a $100 fine and shall be ineligible for registration as a member of a specific club (i.e., attached ) until such fine is paid. 4. In the event the deficiently registered athlete described in paragraphs 2 or 3 above is a member of a relay team which swims in a sanctioned event, the club so represented by such relay team shall be subject to a $100 fine and shall not be in Good Standing and ineligible for membership until such fine is paid. 5. Notice of the above fine will be sent to the coach and if the fine is not paid within the time provided, the club will be held responsible. 6. The Meet Director and Referee of each meet are authorized to and shall assure themselves that any and all swimmers entered in a sanctioned event are properly registered swimmers in accordance with the USA Swimming Code, and shall take whatever action is necessary to ensure compliance with the USA Swimming Code. 7. Each swimmer participating in a swim meet should be prepared to show proof of his or her USA Swimming registration, if requested. Thus, an attending coach or team representative should bring to each swim meet copies of each swimmer s USA Swimming Registration Card. 16

21 K. OPEN-CLOSED COMPETITION An athlete may represent two different organizations if one is in a closed league and one is in open competition. (For example, Jane Doe represents ABC Club which is member of ASI and is in the Central B Summer League, which is also a member of ASI and a closed league. She can represent ABC Club in all of the closed league swimming competition. Her current ASI registration card lists her as being affiliated with XYZ Club. That means she must represent XYZ Club in open competition.) Athletes in closed league competition are governed by all ASI rules unless waived by sanction. 17

22 SECTION 4 TIMING EQUIPMENT A. General 1. The timing equipment shall be stored at a designated place as approved by ASI. 2. Arrangements for use of the equipment must be made with the Equipment Chairman at least one week in advance. 3. Transportation is the responsibility of the organization using the equipment. 4. The equipment must be transported and packed according to the instruction sheets. 5. An inventory will be taken by the Equipment Chairman before and after use of the equipment. A copy of the inventory shall be included with meet final results received by ASI within two (2) weeks following the meet. 6. The timing cable (harness) MUST be elevated above the ground. 7. When gun starts are used,.22 caliber BLANKS (not crimps) must be used and furnished by the host club. 8. Velcro mounting strips must be carefully protected. B. Fees 1. Any organization using the Colorado Timing Equipment must have a qualified operator or pay $25 per day for a qualified operator. 2. A $50 deposit must be given to the Equipment Chairman before the equipment is transported. a. The equipment may be acquired a maximum of one (1)week/seven (7) days prior to the swim meet subject to availability. b. The deposit is forfeited if the equipment is not returned within one (1) week following the meet. c. The organization using the equipment is responsible for all damages to the equipment, and the deposit will be applied to the repair of the equipment. d. The organization is responsible for reporting any damage or malfunction before the start of the meet in order not to be charged for the repair. 3. The timing equipment rental fees for meets with minimum or no entry fees (i.e., practice meet, another association, time trials, etc.) are: a. $50 deposit and b. $10 per day or $25 for a three-day meet. 18

23 SECTION 5 ATHLETE TRAVEL FUND All monies placed in the Athlete Travel Fund will be distributed to any athlete who is in Good Standing, represents an Arkansas Swimming, Inc. club in Good Standing, and meets all eligibility requirements. All applications for funds from the Athlete Travel Fund must be received by the ASI Treasurer within thirty (30) days following the swim meet for which reimbursement is requested. The ASI Treasurer shall acknowledge receipt of the reimbursement request in seven (7) to ten (10) days, as well as indicating if additional information is required. The completed ASI Athlete Expenses Reimbursement Request Form and documentation of all expenses, including original receipts (as required by the IRS), must be submitted to the ASI Treasurer. After eligibility requirements have been verified by the ASI Membership/Registration Chairman, the reimbursement request will be processed by the ASI Treasurer. Reimbursements are not made until after the end of the long course season. ASI endorses USA Swimming s recommendation that the reimbursement of athlete expenses are to be paid through the club (i.e., a check is made payable to the club, not to the athlete). The Athlete Travel Fund will be used to defray the cost of reasonable travel expense of an athlete to the USA Swimming Junior National Championships, NCSA Junior National Championships, USA Swimming Spring Championships, USA Swimming National Championships, and the Olympic Trials to participate in those events that he/she qualifies. The Central Zone Travel Fund is used as a budget to be applied to the ASI team overall expenses as permitted by ASI House of Delegates (see Section 6 Central Zone Information ). A. ELIGIBILITY REQUIREMENTS FOR INDIVIDUAL REIMBURSEMENT 1. An athlete must have been registered in Arkansas Swimming, Inc. in the previous year. 2. An athlete must represent only an Arkansas Swimming, Inc. club at the national competition. 3. An athlete must have participated in Arkansas Swimming, Inc. for the minimum of one year prior to high school graduation. (Participation shall be defined as swimming in a minimum of three (3) Arkansas Swimming, Inc. sanctioned meets per season in a year.) 4. An athlete enrolled in college that meets all requirements shall have swum in at least two (2) Arkansas Swimming, Inc. sanctioned meets within the twelve months prior to the national competition. 5. Travel reimbursement is available only to USA Swimming/ASI Swimming registered swimmers who have had at least one-year permanent residency within the borders of the Arkansas LSC. Athletes who reside outside the Arkansas LSC borders shall be considered eligible, if and only if, their primary training site is located within the LSC borders. (Primary training site is defined as one which a swimmer trains at least 90% of their practices over the course of the year.) 6. An athlete desiring special consideration may appeal to the Executive Committee of Arkansas Swimming, Inc. B. FUNDING 1. The Athlete Travel Fund fiscal year is September 1 - August Money derived from swim meet funding of ASI timing equipment as designated by ASI House of Delegates. 3. Money derived from registration of athletes and non-athletes in ASI as designated by ASI House of Delegates. ($1 is designated.) 4. Money derived from interest bearing accounts as designated by ASI House of Delegates. 19