Meet Info Pack COSC L3 Meet July 14 th -16 th Leys Leisure Pool, Oxford.

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1 This Event is designated by the ASA for entry into Regional and County Championships Affiliated to A.S.A. South East Region Licence Number 3SE Meet Info Pack COSC L3 Meet July 14 th -16 th Leys Leisure Pool, Oxford. Closing date for entries : 8 th May 2017

2 City of Oxford ASA Level 3 Meet July 14 th -16th Meet Information and conditions This Meet is a Level 3 Open Competition as defined in ASA and accords to the criteria required and is held under ASA Law and ASA Technical Rules of Racing and the following: 1) Location Leys Leisure Pool, Oxford 2) Licence Number 3SE ) City of Oxford Swimming Club is affiliated to the ASA South East Region and Oxon & North Bucks Counties ASA. 4) Event is "licensed" by the ASA for entry into Regional and County Championships and accords to the criteria as required by the license level. 5) The Pool - 8 lane, 25 metre, constant depth, deck level pool, anti-turbulence ropes. 6) Age - Age as on last day of meet, 7) Awards Age groups will be 9,10,11,12,13,14,15,& 16+.The 800m and 1500m events will be an open event. 8) Age Groups 50 s, 200 s 9yrs + ; 100 s 10yrs+ ; 400 free 10yrs+ ; 400 IM 11yrs+ 9) Events & Timings - per enclosed Programme of Events and Provisional Timings 10) Entry Times - Swimmers must be slower than the NFT (Not Faster Than) times stipulated per event and age group. 11) Entry via Sports-sys - file available from: website 12) Closing Date for Entries 8pm 8th May No late entries will be accepted after this date, without exception. 13) Entries - All entries should be sent to the Entry Manager: external.fixtures@gmail.com 14) If the information required on the entry form is not given fully or is found to be materially incorrect, irrespective of any previous acceptance of entry, the Promoter may at his discretion reject the entry. 15) Accepted Entries - will be posted on the City of Oxford Website It is the responsibility of the club representative to check the entries for any errors in names, ages, times etc and to notify the Promoter of any such errors. Failure to do so may result in swimmers being excluded from events. 16) Rejections The promoter reserves the right to limit entries to meet gala license timing restrictions. Where this rule is invoked, the swimmers with the fastest submitted times will take precedence. Events chosen for restrictions will be at the meet organisers discretion. 17) Event Entry Fees all events 6.50 per event 18) Manual Entry Surcharge all manual entries (entries not submitted within a Sports-sys compatible data file), both paper based sent by post and forms completed and sent by will attract an additional administration fee of 5.00 per entry. 19) Electronic Bank Transfer Barclays Bank. Sort Code: Account number: ref July L3 20) Poolside Passes - One required for each Coach/Team Manager who will be poolside. Various pass options are available - cost of passes is shown on Summary of Entries sheet. Includes entrance, poolside access, programme/s, heat sheets, poolside refreshments, and food where the appropriate pass is purchased. It is the responsibility of attending clubs to ensure that poolside passes are only issued to people who are members of the ASA and have an up to date CRB. 21) This is a cardless competition and an active withdrawal system will be in operation. The Head Coach / Team Manager is expected to submit withdrawal forms for swimmers who are not intending to swim NO LATER THAN 15 MINUTES BEFORE THE START OF WARM-UP for that particular session. Withdrawal forms will be provided in advance of the competition. The inclusion of an incorrectly withdrawn entry will be at the sole discretion of the Promoter, subject to spare lanes being available in the first 2 heats and will be allocated on a first come first served basis 22) All swimmers must be under the direct supervision of the Club Coaches or pool side designated Club Official (who must be in possession of a poolside pass which must be visibly worn at all times), during warm up, in competition and whilst in the vicinity of the pool and whilst in the pool building. In the absence of a Club Official this responsibility then resides with the parent/carer. This responsibility applies especially to periods of non-competition or between sessions. 23) It is the responsibility of competitors, coaches and clubs to ensure that all swimmers are competent to the standard of the ASA Competitive Award. 24) Swimmers are to report to the marshalling area one event prior to their own. 25) There will be no finals, and all heats in each event will be seeded accordingly. 26) The electronic timing display results are only provisional and may be over ruled by the Referee. 27) The Learner Pool is strictly out of bounds to all swimmers during the course of the weekend. 28) Swim down facilities cannot be provided at this meet. 29) It is hoped that each Club attending will offer the services of qualified Officials to assist with the smooth running of the Meet. 30) Bags - large swimming bags will not be allowed on poolside - please bring a small poolside bag. Lockers are available to leave belongings (a 1 coin, which is returnable, is required). 31) Changing - please note, as this venue is a Leisure Centre the changing facilities are open to the general public during the Meet. 32) Cafeteria - area will be open during Meet. 33) Mobile Phones/Tablets: Swimmers, parents and coaches are reminded that the taking of photographs and/or filming using mobile phones or tablets is not permitted inside the pool environs and changing areas. This policy is actively enforced and all visitors are asked to comply. 34) Swimmers must wear suitable clothing and footwear on poolside and when moving around Leys Leisure pool. Swimmers wearing wet clothing are NOT allowed in the spectator seating area. No Spectators to enter the pool area or changing village without the correct accreditation. 35) The Promoter, referee and Fusion Management reserves the right to remove any person from the pool area whose behaviour is either against the pool rules, Promoter's conditions or the efficient running of the Meet. 36) By submitting entries, consent is thereby given, as required under the Data Protection Act 1984, to the holding of personal information on a computer. Personal Data, including submitted and recorded times, may be made public during the Meet. 37) Swimmers holding a Certificate of Swimming Disability, signed by the ASA Medical Officer or a Functional Ability Card must submit this to the Referee via the Promoter at the beginning of the session in which they intend to swim. 38) Failure to comply with any of the above may result in the Competitor's entry into this Meet being withdrawn. 39) The Promoter reserves the right to address matters arising on the day where prior approval is not possible, to ensure the smooth running of the meet. 40) The Promoter reserves the right to nominate a representative who will be present at the meet, known as MEET MANAGER. 41) Promoter on behalf of City of Oxford Swimming Club: Addy Porter jd.ox.swimming@gmail.com

3 City of Oxford ASA Level 3 Meet July 15 th -17th Programme of Events & Provisional Timings The following Warm Up and Session times are provisional. Session timings will be finalised once all entries have been processed, and swimmers/clubs will be notified accordingly. Programme of Events All events are heat declared winners. All times are approximate. FRIDAY 14th July 2017 Session 1 Wu: TBC : TBC TBC 1 Male 1500 Free 2 Female 800 Free SATURDAY 15th July Male 400 Individual Medley Session 2 4 Female 200 Free 5 Male 50 Back Wu: TBC 6 Female 50 Breast 7 Male 100 Fly 8 Female 400 Free Session 3 9 Male 200 Individual Medley 10 Female 50 Fly Wu: 11 Male 50 Free 12 Female 100 Breast Session 4 Wu: 8pm 13 Male 200 Back 14 Female 200 Breast 15 Male 100 Free 16 Female 100 Back 17 Male 200 Fly

4 Please refer to our website at for further information OXFORD Level 3 OPEN MEET 2016 Programme of Events All events are heat declared winners. All times are approximate. SUNDAY 16th July Female 400 Individual Medley Session 5 19 Male 200 Free 20 Female 50 Back Wu:11.00 TBC Male Female 50 Breast 100 Fly 23 Male 400 Free Session 6 24 Female 200 Individual Medley 25 Male 50 Fly Wu: Female Male 50 Free 100 Breast Session 7 Wu: 28 Female 200 Back 29 Male 200 Breast 30 Female 100 Free Male Female 100 Back 200 Fly Top Visiting Club A trophy for 'Top Visiting Club' will be awarded to the Club who, at the end of the Meet, have the highest aggregate of points. Points will be awarded as follows to the top 8 in each age group, in each event:- 1 st place = 8 points, 2 nd place = 7 points, 3 rd place = 6 points, 4 th place = 5 points, 5 th place = 4 points, 6 th place = 3 points, 7 th place = 2 points, 8 th place = 1 point.

5 City of Oxford ASA Level 3 Meet July 15 th -17th Ages at 17th July m (Short Course) City of Oxford Swimming Club Member Entries Check with your coach which events you should enter. Log on to COSC Swim Manager go to the Meets tab on the left hand side menu, select your child / children allocated to JulyL3 and enter your events. Payment of 6.50 per event entered should be transferred to Barclays Bank. Sort Code: , account number: at the time of entry. Please add a reference to your payment of JULYL3, Childs ASA number and surname. Entries can remain as a draft entry until you are happy with your selections. Please ensure you submit your entry and make your payment prior to the closing date of the meet. Any entries, which remain as draft after this time will be rejected. External Clubs To enter you will need to: Collect and collate your clubs entries into a SportsSystems entry file (available for free download from and select entry manager). Complete the Club summary form (at the end of this pack). Transfer payment to Barclays Bank, sort code , account no , reference your club name and JULY L3 and obtain proof of payment. your Club summary, meet officials form, SportsSys file, and proof of payment to external.fixtures@gmail.com (if your club do not pay by bank transfer you should all files as above and then print out a club summary and send with a cheque to : J Bryan 122 Wytham street, Oxford OX1 4TW Officials All clubs submitting entries are requested to assist in the running of the meet by supplying details of any Licensed or trainee officials who are willing to assist at this Gala. Please can officials indicate their availability using the following link: Do NOT put your address in - use this area to give details of your ASA number, Qualification & home club Any questions please contact Karen Underwood on mailto:swimunderwood@yahoo.co.uk

6 Please refer to our website at for further information OXFORD Level 3 OPEN MEET 2016 City of Oxford ASA Level 3 Meet July 15 th -17th Ages at 17th July m (Short Course) Boys Qualifying Times Boys - Upper Limit ( Not Faster Than) EVENT 50m Freestyle m Freestyle m Freestyle m Freestyle m Freestyle 50m Breaststroke m Breastsroke m Breaststroke m Butterfly m Butterfly m Butterfly m Backstroke m Backstroke m Backstroke m Individual Medley m Individual Medley Girls - Upper Limit ( Not Faster Than) Girls Qualifying Times EVENT 50m Freestyle m Freestyle m Freestyle m Freestyle m Freestyle 50m Breaststroke m Breastsroke m Breaststroke m Butterfly m Butterfly m Butterfly m Backstroke m Backstroke m Backstroke m Individual Medley m Individual Medley Qualifying times will restrict entries to events. Should the number of heats have to be restricted to comply with ASA rules on session time, it may necessary to reject swimmers even if they have achieved the qualifying time. It is hoped these rejections will not occur. Qualifying times may be changed at the promoter's discretion.

7 City of Oxford July 15th-17th Summary of Entries Club: Swimmers:Female Entries Males 6.50 per event 20 per 6.50 per event Coaches & Team Managers:All sessions Poolside Pass Friday Poolside Pass without Food Saturday Poolside Pass with Food Sunday Poolside Pass with 5 per 10 per 10 per pass Manual Entry Surcharge (applicable if entry is not submitted in a Sportsys 5 per swimmer Totals Payment by Bank Transfer (insert transfer date) Name of person submitting the entry (insert name) I hereby certify that I have read & understood the Promoters Conditions (please sign) Telephone: electronic entries to:- external.fixtures@gmail.com CLOSING DATE:- 8th May 2017

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