Module 2:
During the Meet

During the meet, an Administrative Official is primarily responsible for generating accurate and official meet results. Keeping track of the meet, checking that the timing system is working, addressing any malfunctions, and adjusting swimmer times as necessary - these are just a few of the things going on once the meet starts.

Things to Know

As the meet starts, it’s helpful to know who to go to when something crops up. Who are the facilities personnel to help with timing equipment issues? Are there people present who know the computer system really well, but volunteering in another capacity that day? Get those names and how to contact them.

Depending on the meet, you may be serving in multiple roles. You may be the Computer Operator and managing other people too.

Your Officials' team is always a resource for you.
Use your team as needed, especially if you need further support.

As issues present themselves, you need to figure out how to best fix the problem or get to the right person who can help. It’s important to handle issues without making a big deal out of it. If the Admin table is struggling, it’s important to keep calm. It’s not helpful if coaches and others sense that there are problems.

During the meet, it's about prioritizing tasks - what needs to be done right now, what needs to be done within the next half hour, and what can wait. The computer, the results, timing adjustments - that doesn't run the meet. What runs the meet is the Timing System Operator.

As long as the timing system is running and collecting data, the meet can go on. If you get behind, that's okay.
Prioritize what needs to get done and move forward.

Once the Meet Starts

Keep an eye on the deck and take note of any items that can cause accuracy issues in timing and results.

Video Transcript - Once the Meet Starts

Keep an eye on the deck and take note of any items that can cause accuracy issues in timing and results.

Once the meet starts, AOs are primarily responsible for generating accurate and official meet results. That starts with making note of what happens in each heat. Be proactive by staying aware of what’s happening on deck. If radios are used, listening to the deck officials on the radio can help you keep track. Work with the Computer Operator to make sure the information in the meet management software is kept up to date.

Keep note of the following:

Did the timing system start correctly? Is the system operating for each lane? The Timing System Operator can typically tell if there are issues. They should make note of any concerns and alert you if something should be addressed.

The Computer Operator must note empty lanes, or lanes that are now filled that aren’t correct on the heat sheet. Sometimes a swimmer might be added into a heat and the Timing System Operator doesn’t notice that a lane is now occupied. Work as a team to ensure that all swimmers receive accurate times.

Did all swimmers on the heat sheet compete in the pool? If not, was the swimmer a No Show? This is recorded in the meet management software as NS but it’s good practice to confirm with the Timing System Operator, the Starter, or the Timers that the swimmer was truly absent. If there is a penalty stated in the Meet Announcement for not showing for a heat, alert the Referee immediately with the information necessary to impose the stated penalty.

Or did the swimmer Declare a False Start prior to the start of their timed final or preliminary heat? This is entered in the meet management software as a DFS DQ and protects the swimmer from a no show penalty. (Note: DFSs cannot be declared for a Finals heat and only the Referee can excuse a swimmer from missing finals.)

Did all swimmers compete in their assigned lane? Sometimes swimmers are moved between heats or alternates are added in at finals. The AO works with the Computer Operator to make this adjustment in the meet management software so that the right swimmer gets the right time. Work with the Referee to stay in the loop on any changes. If the change was the swimmer’s fault, they may be disqualified. But if the timer held them back and the Referee okayed their swim in another heat, no DQ is necessary.

During a developmental meet, the most frequent issue is that a swimmer misses their event and then ends up swimming in a different heat. It is ultimately the AO's job to make sure that the correct swimmer is getting credit for the correct time. The last thing you want is Susie Smith to receive credit for a time when she wasn't even at the meet. Why would this happen? The referee moved Sadie Jones into that empty lane because Sadie missed her earlier heat. If the AO is not paying attention, the time could be assigned to the wrong swimmer.

Did all swimmers compete legally? If a swimmer is disqualified for an infraction, ensure a DQ slip is received. Double check the slip against the heat sheet to confirm the correct swimmer is listed, the heat and lane are correct, and all other information is accurate. Have the Computer Operator record the DQ in the meet management software. Swimmers who are DQ’d will not get an official time, points, awards, or qualify for finals.

If you recognize any problems, check in with the Referee. There's a lot of coordination between the Referee and the AO. This is the main conduit between the wet side and the dry side during the meet

Timing Systems

The AO resolves all timing issues promptly. To do this, you must first understand the kind of timing system in place at the meet. Each has their own indications that the primary system has potentially malfunctioned. Except for meets where three watches are the primary system, every meet requires two timing systems to be in place, a primary and secondary, with manual watches as back up.

AUTOMATIC timing system: The system is initiated by the electronic starting unit. Swimmers finish by contacting the touch pads at the end of the race. Timers back up the primary pad system with at least one button as the secondary timing system, and at least one watch as the tertiary system.

Potential red flags:

No pad time
Button time(s) differs from pad time by about 0.3 seconds or more
No button time
The Timing System Operator, Officials, or Timers report a soft touch or other irregularity

SEMI-AUTOMATIC timing system: is initiated by the electronic starting unit. As swimmers finish, two or three Timers individually depress buttons at the finish as the primary system and at least one watch as the secondary timing system.

Potential red flags:

No button times
Button times are drastically different from each other
Watch time(s) differ from button time by about 0.3 seconds or more
No watch time
The Timing System Operator, Officials, or Timers report an irregularity

MANUAL timing system: Three Timers start watches when the starting unit sounds/flashes and stop those watches when the swimmers finish.

Potential red flags:

No watch times
Officials or Timers report an irregularity
Note: If watches are not wirelessly connected to the timing system, times will need to be typed into the meet management software.

Resolving Time Discrepancies

The AO is responsible for investigating ALL potential timing malfunctions. Then, they must resolve time discrepancies in order to confirm official times for swimmers. See Rule 102.23 for more information about timing rules, as well as how to determine an official time.

Video Transcript - Resolving Time Discrepancies

The AO manages the confirmation of official times. If there are timing issues that need resolution, the AO is responsible for investigating all potential timing malfunctions. While you may not be the one to repair or replace a part of the timing system, you are responsible to make the decision that something is wrong. When you recognize an issue, such as “we seem to be adjusting the times in lane three quite a bit, why is that?,” tell the Referee and the Starter. They may need to hold off for a moment, while you involve facilities and get the problem fixed. A button may be unplugged or a pad may need to be replaced.

When the timing system shows discrepancies, you should work with your Timing System Operator and Computer Operator to determine how to correct official times for swimmers as necessary. Collect relevant data such as Order of Finish from the Place Judge (usually the Starter) and watch times from the Timers to resolve all timing discrepancies.

How do you tell if a time is valid? If the secondary or back up time is within 0.3 seconds of the primary time, the primary time is official. If not, the AO should investigate to determine the official time.

Always exhibit due diligence to provide the swimmer with the most accurate time available. Even with an automatic timing system, you should ensure the primary pad time is accurate. Use the button and watch times and Order of Finish. Consider if the buttons and watches were accurate - does the watch time support the pad or the button? Was the same Timer using both the watch and button, therefore it’s likely both times will agree? Does the Order of Finish support the pad or button times? Did the Timer report a late or soft touch that would have prevented the pad from getting an official time?

So, for automatic systems, a properly operating pad time is always official. If the pad is proven to not be valid, defer to the secondary buttons. Your first choice is if two valid buttons agree. The next options are the middle of three valid button times, or the average of two valid button times, or one valid button time. If secondary timing is not valid, your last option is the tertiary watches. Your first choice is if two valid watches agree. Otherwise the official time is the middle of three valid watch times, or the average of two valid watch times, or one valid watch time.

For semi-automatic systems, your primary option is the buttons. If two valid buttons agree, that is official. Other options are the middle of three valid button times, or the average of two valid button times, or one valid button time. Your secondary options are if two valid watches agree, the middle of three valid watch times, the average of two valid watch times, or one valid watch time.

For manual systems, the official time relies on the primary watches. If two valid watches agree, that is the time. Final options are the middle of three valid watch times, or the average of two valid watch times, or one valid watch time.

You should never take an average between two of the timing systems, like a button and a watch. Always consider those independent of each other and never combine those systems.

If an automatic or semi-automatic system is started late (known as a heat malfunction), the official times will be calculated as required by rule 102.23 in the Rulebook.

In all cases, the AO should use the Order of Finish to assist with making the proper decision. Resolve timing discrepancies consistently and fairly throughout the event, session, and meet to ensure a level playing field for all swimmers. Consult the Referee for timing resolutions that are not easily determined. A second opinion can be helpful.

If you're not working on the computer system, you're still managing that person to make sure they know how to use it. Ask the Computer Operator to record any timing adjustments on their heat sheet. You should check in with them frequently to finalize required adjustments. You're ultimately responsible for confirming the official times for the meet. Be sure they follow the rules for timing resolutions. Ensure the proper Official Time is recorded in the meet management software before generating event results.

Timing Adjustments

As described in the video, always exhibit due diligence to provide the swimmer with the most accurate time available. Even with an automatic timing system, you should ensure the primary pad time is accurate. Use the button and watch times and Order of Finish. Consider if the buttons and watches were accurate - does the watch time support the pad or the button? Was the same Timer using both the watch and button, therefore it’s likely both times will agree? Does the Order of Finish support the pad or button times? Did the Timer report a late or soft touch that would have prevented the pad from getting an official time?

Be sure to review Rulebook 102.23 for assistance.

Let’s walk through some timing adjustment scenarios. After each scenario, you will take a turn investigating to make sure all swimmers get their most accurate official time.

Lane Malfunction

Sometimes the timing system works correctly for the heat except that a swimmer misses the pad or the pad does not record a touch. That is why we always have back up timers in place and specific procedures to determine the official time for every swimmer.

You may see something like this from your timing system:

When the backup button indicates a potential malfunction of the pad (the difference between the button and the pad is approximately 0.30 seconds or greater), the AO investigates to determine whether a timing adjustment is indicated. In this scenario, the Lane 5 button is 0.39 seconds FASTER than the pad. The watch time is close to the button, indicating that the backup (button) time is the right choice. The order of finish also supports this decision. Therefore, the official time is the secondary (button) time.

If the button time is about 0.3 or more different from the pad time, the AO investigates. If the watch supports the pad time, the official time is the pad. If watch time supports the button time, the button time is the official time.

Checking the order of finish can be helpful to ensure the correct decision is made.

Remember our timing philosophy: The primary time stands unless there is evidence to overturn it. Evidence would be a secondary back up (button) that differs by more than about 0.3 seconds. If there is no indication that the primary system has failed, an AO would not look at watch times.

Lane Malfunction with Varying Differencials

In this scenario, the AO sees that the backup button is 0.38 seconds FASTER than the pad in Lane 3 and 0.39 SLOWER than the pad in Lane 5. These differentials mean that the AO must investigate each lane to determine the official time.

Also, the Order of Finish does not agree.

Looking at average watch times for these lanes, the AO sees that the timers in lane 3 most likely observed a soft touch because their watches are very close to each other and closer to the button time.

In lane 5, the watches are not close to each other, but one timer confirms the pad time. The order of finish judges both observed lane 5 finishing first, supporting the conclusion that the pad time is correct.

Note: Situations where backup times are much slower than the pad should be investigated with significant care before selecting the backup time over the pad. Consulting with the referee is advised in these situations.

As a result of the AO’s investigation, Lane 3 would get the backup button as the swimmer’s official time. The pad would stand as the official time for the swimmer in Lane 5.

Heat Malfunctions

When the automatic or semi-automatic system is started late, it is known as a heat malfunction. Rulebook 102.23 details the “adjustment for malfunction equally affecting an entire heat.” It states: “When, because of an early or late start, or other equipment operator malfunction, the time of the automatic or semi-automatic primary timing system is equally incorrect for all the lanes in a heat, but the order of finish and thus the absolute difference of time between the swimmers is accurate, the times of the primary system shall be adjusted by calculating the average difference between the primary times and the valid back-up times and adding, or subtracting when appropriate, that difference to the primary times of every lane in that heat.”

In this scenario, the AO found the difference between each average watch time and pad time per lane (watch minus pad column). This column was added together (24.5) and divided by the number of lanes (8) which equals +3.06. When added to each pad time, the official times were calculated for this heat.

Heat Malfunction with Button Back Up

In this scenario, the timing system started late. The AO has been informed of this by the computer operator. Even though the system started late, the AO should rely on the buttons to confirm that the pad times are valid even if they are early. All the early button times support the early pads. The AO’s next step is to collect watch times from each lane and average them.

Next, the AO calculates for each lane the average watch time minus the pad. The AO then adds all the differentials, divides by the number of lanes, and truncates any digits after the hundredth place. In this scenario, the AO determines that the timing system started 2.05 seconds AFTER the starting signal was given.

The AO then adds the +2.05 to each valid pad time to determine the official time for each lane. A quick check of order of finish confirms the calculations.

Heat Malfunction with Button Back Up

In this scenario, the AO is informed of a late system start. The AO notes that in addition to the late start, the button in Lane 5 suggests that there may have been a soft touch which the AO will investigate as well. First step is to collect watch times for all lanes and average them. Then, compare the average watch time to the pad time.

Looking more closely at lane 5 watches, they are close to each other and the differential versus the button is more in line with the late system start than the differential versus the pad. Therefore, the button time will be considered the official starting point for the timing adjustment in that lane.

The differentials are added and divided by the number of valid lanes. Since the AO determined that the pad time for Lane 5 is invalid, that differential is not included in the calculation. Remember, the adjustment is truncated after the hundredth place, not rounded.

The calculated adjustment is then added to the late start times to determine the official times for each lane. Remember to use the button time in lane 5.

Complete Heat Malfunction

In the situation where the electronic system fails completely, the official time will be the average back up watch time for each lane.

Remember, the primary system always rules unless it is proven to be invalid. In that case, the AO follows the rules for systematically investigating and legally adjusting times using the backup systems to provide each swimmer with their official time. When in doubt, ask the Referee for a second opinion. Ensuring each swimmer gets the time they earned is the top priority in every meet.

When an Event is Complete

When an event is complete:

Confer with the Referee to confirm the number of No Shows (NSs), Declared False Starts (DFSs), and Disqualifications (DQs). Reconcile any differences.
Confirm approved timing adjustments were made.
Check for unusually fast or slow times. Scan for large differences between entry and actual times.
Check for too many ties, which could mean a heat was pulled from the timing system twice.
Print results and confirm that swimmers are ranked correctly with NS, DFS, and DQ indicators especially if there is a penalty for no showing the event.
After every event, follow the paperwork filing procedures set for the meet.

It’s important to keep the paperwork orderly and within the system so anyone can pick it up and troubleshoot or answer a question.

For timed final events and finals of prelim/finals events, events can be scored and results published immediately. For preliminary heats, results must be announced and then turned over to an AO to manage the scratching from finals process. It is important to get those results out in a timely manner. You don't want kids leaving not knowing if they’re swimming in finals.

After Every Session

After every session, request that the Computer Operator perform a system backup. Close the session out by going through all of your results and make sure all are accurate.

Do you have results printed for every event?
Do you have all the DQ slips collated in an organized way?
Is all of your paperwork organized such that if somebody has a question later on, there's a way to find out the information?

Be prepared to debrief the next AO if you are switching between sessions. Give them an idea of things to be aware of and where the process stands for their session, i.e., “Timer sheets are printed, but heat sheets are not finalized yet.”

Module 2 Wrap Up

During the meet, an Administrative Official is primarily responsible for generating accurate and official meet results.

Keep track of the meet
Check that the timing system is working
Address any malfunctions
Adjust swimmer times as necessary

These are just a few of the things going on once the meet starts. Keep prioritizing what needs to be done at any given time. Focus on getting the most accurate times and results for the swimmers.

You’ve finished Module 2: During the Meet. Now it’s time to move to Module 3: After the Meet.

Click Next to start Module 3: After the Meet

Back

Report abuse