Guidelines for Electronic Entry
Monday, July 28, 2008
Electronic Entry Guidelines for Orange Committee Teams
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SUGGESTED GUIDELINES FOR THOSE WHO ARE DOING TEAM ENTRIES
1. READ MEET FORM. BE FAMILIAR W/THE SPECIAL THINGS ABOUT THE MEET IF ANY
2. WHATEVER PROGRAM YOU USE TO GET ENTRIES FROM YOU SWIMMERS (CARDS, TEAM UNITY,
DIRECT ATHLETICS, ETC) MAKE SURE THAT THE PARENTS USING ENTRY PROGRAMS CAN PRINT OUT
WHAT THEY THINK THEY HAVE ENTERED (RECEIPT) AND BRING THAT RECEIPT TO EACH MEET. IT
SHOULD BE SUGGESTED TO PARENTS USING CARD ENTRIES, THAT THEY MAKE A COPY OF THE ENTRY.
3. DOWNLOAD HYTEK TM FILE, IF USING HYTEK. BE AWARE IF THERE IS MORE THAN ONE COURSE
OF TIME STANDARDS LISTED IN THE TM FILE, AND CLICK THE APPROPRIATE RADIO BUTTONS (IE,
LONG COURSE MEET WITH SHORT COURSE STANDARDS ALSO LISTED)
4. MAKE YOUR FILE FOR ENTRIES. BEAR IN MIND WHAT YOU HAVE READ FROM THE MEET FORM
MAKE A PRINTOUT FOR YOUR TEAM (TO POST VIA WEB OR AT YOUR POOLS, FOR YOUR COACHES.
A. GIVE THEM A DEADLINE TO ADVISE YOU OF CHANGES. (ADDS, DELETES ETC)
B. MAKE CHANGES TO YOUR DATA FILE.
5. MAKE A LIST OF YOUR ENTRIES FROM YOUR DATA FILE. NUMBERS NEED TO MATCH.
A. SWIMMERS ENTERED
B. IND. ENTRIES ENTERED.
6. SEND ENTRY FILE TO PROCESSOR W/WORD OR PDF COPY OF YOUR ENTRIES. IF PROOF OF
TIME MEET, INCLUDE PROOF OF TIME INFO.
A. ALSO SEND FEE SHEET
B. ASK THE PROCESSOR TO SEND YOU A RETURN ENTRY LIST, WHICH SHOUD BE POSTED
SOMEWHERE THAT IS AVAILABLE FOR THE PARENT AND SWIMMERS TO CHECK.
DO NOT RESEND ENTRY FILE FOR ADDITIONS OR TIME CHGS. PUT IN BODY OF EMAIL TO PROCESSOR
7. WE ARE HAVING A BARRAGE OF PARENTS COMING TO THE ADMIN DESK SAYING THAT THEIR
SWIMMERS ARE NOT IN THE MEET, NOT IN THE EVENTS, OR THEIR TIMES ARE WRONG.
A. IN TEAM ENTRIES THESE QUESTIONS WILL BE REFERRED BACK TO THE COACH OF THE TEAM ONCE WE ARE ON DECK.
B. ALL TEAM ENTRY CHANGES MUST BE INITATED BY THE COACH OR ENTRY PERSON FOR THE TEAM.
8. WE HAVE BEEN INTO ELECTRONIC ENTRIES FOR AT LEAST 2 YRS . WE HAVE NOTICED THAT
THERE ARE SOME TEAMS THAT DON’T SEEM TO HAVE A PARITY CHECK WITHIN THEIR CLUB TO
INSURE THAT ALL ENTRIES, TO THE BEST OF THEIR ABILITY, ARE DOUBLE CHECKED.
9. CHECK LIST
A. ENTRY FILE EMAILED TO PROCESSOR
B. PDF OR WORD FILE EMAILED TO PROCESSOR
C. FEE SHEET EMAILED TO PROCESSOR
D. ENTRY CHECK AND DUPLICATE HARD COPY AND FEE SHEET MAILED TO
PROCESSOR WITHIN 48 HRS. OF EMAILED ENTRY. THIS HAS BEEN GREATLY
ABUSED AND WILL BE ENFORCED MORE STRINGENTLY
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