CLINIC

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CLUB OFFICIALS' CHAIRPERSON CLINIC
September 2011
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Thanks for Becoming an Club Officials
Chairperson (COC)
Officiating in Ontario
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• Todays Topics
• The role
• General Responsibilities
• Club Officials Development Plan
• New on-line officials registration administration
• Hosting Clinics
• OSOA On-line clinic process
• Staffing a Swim Meet
• Up the Ladder
• Questions

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The COC Role

• Is an integral part of every club and OSOA
• Plays a major role in the development of club
  parents and interested volunteers
• Mentors the Up the Ladder Process
• Has accurate documentation process
• Assigns the on-line clinic keys as required
• Monitor the club development plan
• Ensures new on-line officials registration is
  up-to-date
• Organizes club clinics and assists in the
  communication process of Regional clinics
• Plays a major role in the staffing of swimming
  competitions hosted by their club.

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WWW.OSOA.CA
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COC Responsibilities

• Regular contact with Regional Officials
  Representatives (ROR)
• Officials roster club listing current
• Capable of conducting organizing clinics as
  required
• Complete Officials Certification Form
• Provide/present Up-the-ladder level pins
• Obtains Officials to host meets

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At the beginning of each swim season

• COC shall
• Request from Swim Ontario a supply of officials
  record cards and an appropriate number of pins
  for Levels I II
• Download / print from the officials area of the
  Swim Ontario website Officials Clinic
  Certification Forms, Powerpoint clinics,
  questionnaires, answer sheets, Up the Ladder
  booklets and blank PTRs (may be downloaded /
  printed on an as required basis)
• Update the current list of active club officials,
  with their status identified (i.e. Level I, II,
  etc.).

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At the beginning of each swim season

• COC shall
• Prepare a list of possible candidates for Level I
  clinics from the names of new recruits or parent
  volunteers not currently involved in officiating.
• Arrange a series of clinics to cover Level I and
  all positions in Levels II and III.
• Contact clinic presenters to teach the various
  positions and make the necessary bookings (rooms,
  equipment, etc).

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During the Season

• Maintain good contact with the Regional
  Officials Representatives. They are there to
  help.
• It is not necessary for the COC to attend every
  clinic but it is essential that the presenter be
  supplied with all the necessary materials.
• When the Officials Certification Form has been
  completed, send a copy to the Regional Officials
  Representative. A second copy should be
  maintained in the club files
• The COC is usually responsible for obtaining
  officials for a swim meet as required by the Meet
  Manager, in accordance with CSW 1.2.1.

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During the Season

• When preparing a roster of officials for a meet,
  the COC should ascertain which officials need
  deck evaluation at given positions, and which
  officials need to have PTRs completed for their
  next level. It is not always possible to
  accommodate everyones wishes, but it is
  important to provide as many opportunities for
  evaluations as possible. It is imperative to
  remind candidates that deck evaluation at any
  position is only possible if the evaluator(s)
  (attending Senior and Master officials) are aware
  of the potential certification before the session
  begins.
• Submit all level change notifications to the
  Regional Officials Representatives as they
  occur.
• It is the COCs duty to ensure that the
  appropriate pin presentations are made.
• The Level III pin may not be presented without
  the Regional Officials Representatives
  approval.

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Home
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OSOA News
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Education Folders
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WWW.OSOA.CA
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Officials Development Plan
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CLUB OFFICIALS DEVELOPMENT PLAN

• The Plan
• Encourages clubs to promote their officials
  progression up the officiating ladder.
• Purpose is to
• Enhancing a clubs ability to host and/or assist
  at meets.
• With the End In Mind being
• Better officiating means better and more
  efficient meets.

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Plan Clarification

• The requirement does not apply to developmental
  and regional meets.
• Regional Officials Representatives (ROR) maintain
  a list of club affiliated and alumni officials
  (Levels II to V) for their region.  Regional
  Sanction Officers will be given a list of clubs
  meeting the sanction requirement at the beginning
  of each swim season (i.e., September).  A clubs
  hosting eligibility, once assessed, stands for
  the season.
• Any club not meeting the sanction requirement,
  and wishing to host a meet, must submit an
  officials development plan to the regional
  officials chair for approval.  Clubs can meet
  their requirements at any time during the year.

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Clarifications, continued
4. Clubs may opt to combine resources when
co-hosting a meet.  If a club is not eligible for
a sanction on their own, it must contact their
ROR to confirm combined eligibility.  The ROR
will notify the regional sanctioning officer. 5.
The family count only includes active
competitive families. 6. Clubs with less than
20 families are exempt, but are encouraged to
participate and promote the training of officials
moving up the ladder. 7. Level IV and V
officials may be parents of active swimmers OR
alumni.  Alumni must declare with a single club
for the year, and must agree to work at meets
hosted by the declared club.
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Further Plan Clarification

• The family count only includes active
  "competitive" families.
• Requirement does not apply to development or
  regional meets.
• Level IV / V official may be parents of active
  swimmers, or Alumni
• Alumni must declare with a single club for the
  year, and must agree to work meets hosted by the
  declared club.

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Club Sanctioning requirements

• Club affiliated and alumni officials (Levels
  II-V) updated list available and current
• Regional Officials Representatives (ROR)
  maintains a list provided annually
• Regional Sanction Officer is given a list of
  clubs meeting the sanction requirement (September
  of each swimming season)

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Hosting ability

• Any club not meeting the sanction requirement,
  and wishing to host a meet must
• Submit an officials development plan to the
  regional officials chairs for approval. Clubs
  can achieve their requirements at any time during
  the year.
• b. Clubs may opt to combine resources when
  co-hosting a meet. If ineligible to host on their
  own, clubs must contact their ROR to confirm
  combined eligibility ROR will notify Sanction
  Officer

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Education Folders
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Certification
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Education Folders
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Clinics for Download
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Clinics for Download
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Powerpoint Presentation
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Handout from PowerPoint
In Print mode, under Print What, select Handouts
Then, under Handouts, Slides per page, select 3
Then under Color/grayscale, choose Grayscale.
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Now the Test
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Close each clinic by providing/signing each
participants certification card and retain the
sign-in sheet and input in data base.
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Education Folders
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About Online Clinics
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Education Folders
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Evaluation Guidelines
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Education Folders
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Evaluators listing
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New Clubs Official Registration

• All Level 1, 2, 3, 4, 5 Officials
• Officials are required to register
• Annual profile update
• COC Identify who is working on next Level
• COC and/or ROR to be assisting in this process

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Officials Registration Website
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New Swim Officials Registration

• Designed to allow Swim Officials to record and
  track their Officiating progress electronically

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The Features

• Ability to find register clinics
• Ability to track record deck evaluations
• Ability to track your moving Up the Ladder
• Integrate user names passwords between two
  sites
• Completed online clinic information in one place

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Benefits of the Website

• Designed to aid all levels for Officiating
• For the Individual
• For the Club
• For the Region
• For the Province

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COC RESPONSIBILITIES

• Important responsibilities to administer your
  Club Officials using the Swim Officials
  Registration website.
• Validating new Accounts
• Adding your Club Hosted Clinics
• Verifying hosted clinic attendance
• Verifying Deck Evaluations
• Verifying Past Clinics

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Now lets get registered!
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Where is the Help Guide
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Logging In
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Profile Set up
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Forgot my password
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Forgot my User Name
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Registration Settings
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About User Settings
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Changing your Password
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Basic User (when logged in)
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Viewing Clinics
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Pull down Menu
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What about Past Clinics?
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Entering a Deck Evaluation
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Deck Evaluations
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Managing Clinics
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Clinic Verification
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Clinic Attendees
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Completed Clinics
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Clinic information for download
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Verified Check Box
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Historical Clinic attendance
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Past Clinic Verfication
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Deck Evaluation view
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Verifying Deck Evaluations
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Viewing Officials List
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Officials list page
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Officials Profile
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New User Account Verification
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Approving/Disapproving new accounts
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New Account Approval
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Manage Courses
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Managing Courses
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Manage Club info
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Creating a New Account
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Help folder
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About folder
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Ontario Swim Officials Association Home
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TechSupport
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Where do I find the Online Clinics?
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Accessing the clinics
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Learning Centre Login
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Obtain Enrollment Keys
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Clinic Keys

• Each clinic has a different key
• no more than 3 keys at a time
• Completion results provided
• Record keeping established
• Sign off Certification cards
• Presentation of pins

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Staffing a Meet

• Preparation
• During
• After
• Record keeping

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Staffing a Meet
Chief Finish Judge
Recorder/Scorer
Marshalling Area
Referee
Marshall
Assistant Chief Timer

Timers
False Start Rope

Timers
Turn Judges

Timers

Timers
Backstroke Flags
Backstroke Flags

Timers

Timers
Clerk of Course
Chief Timer
Starter
Approximately 30 -50 officials needed on deck to
run a meet, 6 /or 8 lanes single ended meet per
session
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Chief Finish Judge
Recorder/Scorer
Marshalling Area
Referee
Marshall
Assistant Chief Timer

Timers
False Start Rope

Timers

Turn Judges
Timers

Timers
Backstroke Flags
Backstroke Flags

Timers

Timers

• Runners
• Food Preparation
• Marshals
• Safety Marshals
• Meet Manager

Clerk of Course
Chief Timer
Starter
Staffing a Meet
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Organizing Officials

• If necessary, ask for help in your meet package
  and have the clubs send their list of names /
  phone numbers / and qualifications along with
  their entries
• Divide responsibility between senior officials
  and local Officials Chairperson to arrange for
  officials
• In any event, have the majority of the positions
  filled before the start of the meet.
• Confirm status of officials assignments to
  regional sanction office 10 DAYS prior to meet
• Publish schedule and assignments as soon as it is
  finalized

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Organizing Officials

• Arrange 2 - 3 spare Timekeepers on call in case
  of sickness or no-shows.
• Organize the Officials Room with required
  supplies for that session
• Designate a person to greet and sign-in the
  officials as they arrive, direct them to the heat
  sheets and equipment needed for their position
  and answer any questions.
• All officials working a session must be recorded
• Have all positions posted in the Officials' Room.
  
• If there are openings for other sessions,
  officials can sign-up where they see the empty
  positions.

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Forms folder
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Forms Landing Page
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Forms Landing Page
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Forms Landing Page
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Forms Landing Page
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COC needs to be familiar with how Up-The-Ladder
works!
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Level I

• Attendance and successful completion of this
  clinic
• 2 satisfactory deck evaluations

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Level II

• Certified Level I
• Completion of clinics and 2 deck evaluations in
  any 2 positions except Referee, one of which must
  be Strokes and Turns
• Clerk of CourseChief TimerChief Finish
  JudgeChief Judge ElectronicsRecorder
  ScorerStroke Turn Judgeand Head Lane Timer (2
  signatures)StarterMeet Manager

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Level III

• Certified Level II
• Completion of all clinics and 2 deck evaluations
  in any 3 remaining positions
• Referee can not be used until level lll has been
  attained
• Conduct a Level I clinic

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Up the Ladder
Level V
Level IV

• Levels IV and V
• require
• additional clinics
• intensive evaluation
• National Meet experience
• and much more.

Level III
Level II
Level I
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Questionnaire

• Here are questions you must answer prior to the
  completion of this clinic.
• Please take all of the time you require to
  complete the questionnaire
• Remember! There may be one or more correct
  answers for each question.

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1. The role of COC is

• a. Is capable of conducting organizing
  officials clinics
• b. Have interests in educating and the
  progression of people
• c. Knows where to obtain the tools and materials
  to do the job
• d. Has the keys to the on-line clinics and issues
  them accordingly
• e. operate the automatic placing and timing
  system
• f. Can staff a home meet with some assistance
• g. Has access to the database of officials for
  the club
• h. Able to provide ROR an officials list of club
  officials levels

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2. Some of the responsibilities of the Club
Officials Chairperson are to

• a. Clubs Development plan is in place and
  compliant
• b. Ensure that the parents are able to officiate
  at home and away meets
• c. Has knowledge and can assist in the
  up-the-ladder process
• d. ensure that the meet is staffed properly
• e. Prepare and distribute the meet invitation
• f. Has the pins and certification cards
  available
• g. Is well connected with Regional Officials
  Representative
• h. Can present clinics at home club

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3. The on-line registration is for which level

• a. Level 1
• b. Level 2
• c. Level 3
• d. Level 4
• e. Level 5
• f. FINA only

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4. Which Clinics can I comple on-line?

• a. Level 1 Timekeeper Safety Marshall
• b. Level 2 Strokes Turns
• c. Level 2 Chief Timekeeper
• d. Level 2 Chief Judge Electronics
• e. Level 2 Chief Finishing Judge
• f. Referee and Starter
• g. Level 2 Clerk of Course
• h. Level 2 Recorder Scorer
• i. Level 2 Meet Management

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5. What is the mark to be obtained for a
successful completion of the online clinics?

• a. 60
• b. No mark
• c. 90
• d. 50
• e. 75
• g. 80
• h. 100

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• Thank you.

Approved by the Ontario Swimming Officials
Association Board