Championship Procedure Manual

CHAMPIONSHIP PROCEDURE MANUAL

Written and Compiled by Bob Garland, Jr. 105 Woodhurst Court Charlottesville, VA 22901 (434) 293-2045 [email protected]

JEFFERSON SWIM LEAGUE CHAMPIONSHIP PROCEDURE MANUAL (Revised March 28, 2013)

This Manual Belongs to:

Name: ______

Address: ______

______

Phone: ______

Email: ______

Team ______

IMPORTANT !!! - PLEASE READ BEFORE STARTING

This Manual was originally written by Tom Muncaster in 1984 and has been revised and expanded annually since that time by Bob Garland, Jr. Beginning in 2006, the Championship Consultant serves as the chair of the Championship Committee. He/she will not take on any responsibilities of the Committee, but will monitor the progress of the Committee and serve as the liaison to the full JSL Board. If possible the Team Representative to the Board should also serve on the Champs Committee. Because of the expanded size of the League, it is recommended that there be a Meet Director and 1 or 2 assistants (or Co-Meet Directors) from the Co-host club(s) to help with the various duties.

No volunteer should accept a position on the Championship Committee who does not have the time and organizational skills to significantly contribute to the success of this event . No one on the Championship Committee should accept another volunteer position at the Championship.

You will notice space available to record names of persons responsible for certain duties assigned by the Meet Director. You will also notice "check-off" blanks beside each numbered procedure to be checked when that task is completed. “Check-off” blanks containing the word “Info” require no action by the Committee and are for information only. Copies may be made of various pages to give to persons responsible for certain duties, but the Championship Committee should retain their original manuals intact. All pages are saved on computer for ease of additions, deletions, and corrections. PLEASE make all of the changes you feel are needed to improve the manual directly on the page of the manual in COLORED pen or pencil, then tear out the pages, put them in the inside front cover, & return everything to Bob Garland after the Championship Meet.

Bob Garland, Jr. [email protected] (434) 293-2045 JSL Championship Procedure Manual - Revised March 28, 2013

CHAMPIONSHIP COMMITTEE INFORMATION

CHAIR VOLUNTEER COORDINATOR

Jann Balmer Susan Turner (434) 242-2868 (C) (434) 971-8122 (H) (434) 924-5950 (W) (434) 996-5773 (C) JTB9S@Virginia.edu [email protected]

HEAT SHEET & AD COORDINATOR ASST. VOL. COORDINATOR

Paula Tomko Susan Field (434) 326-5533 (H) (434) 760-0644 (434) 960-3470 (C) [email protected] [email protected]

CORPORATE RELATIONS AWARDS COORDINATOR

B.J. Fortune Terry Doherty (434) 977-8835 (H) (434) 971-7648 (H) (434) 242-4503 (C) (703) 402-5809 (C) [email protected] [email protected]

CGST Jonna Garono

(434) 566-1022 (C)

( )______( )

EMAIL [email protected]

FLST Michelle Sandow

(434) 981-5001 (C)

( )______( )

EMAIL [email protected]

FSBC Jenny Ragsdale

(434) 531-2229 (C)

( )______( )

EMAIL [email protected]

LMST

Wes Sprouse

(434) 981-4775 (C)

( )______( )

EMAIL [email protected]

JSL Championship Procedure Manual - Revised March 28, 2013

PRE-MEET PREPARATIONS SECTION 1 Facility T-shirts Heat Sheet Book Ad Sales & Corporate Sponsors Awards CTS & Computer Food & Refreshments Publicity Insurance USS Approval Planning for Setup Supplies Worker Assignments Seeding Entry Swimmer's Championship Memo Emergency Procedures Swimmer ID Bracelets Team Tents Adult & Coaches Relay CHAMPIONSHIP MEET DAY(S) SECTION 2 Advance Setup Meet Day Setup CTS Setup Computer Setup Emergency Procedures Awards Program High Point Awards Calculations

CHAMPIONSHIP JOB DESCRIPTIONS SECTION 3 Referee Meet Director Starter Clerk-of Course Stroke-&-Turn Judge Sweep Judge & False Start Rope Timer/Button Pusher Table Personnel Computer Personnel Announcers Marshals Heat Sheet & T-shirt Sales CTS Operator Refreshments Team Leader (8 & Under) Safety Officer POST MEET DUTIES SECTION 4 Cleanup Lost & Found Results Publicity High Point Award Ties Follow-up Forwarding of Supplies Honoraria

APPENDICES SECTION 5

JSL Championship Procedure Manual - Revised March 28, 2013

MEET DIRECTOR ASSIGNMENTS

UPSTAIRS DOWNSTAIRS

FRIDAY AFTERNOON ______

FRIDAY EVENING ______

SATURDAY MORNING ______

SATURDAY AFTERNOON ______

TABLE OF CONTENTS

I Pre-Meet Preparations Assigned To:

Page 1 - A. Facility ...... Jann Balmer Page 2 - B. T-shirts ...... ______Page 3 - B. T-shirts (continued) Page 4 - B. T-shirts (continued) Page 5 - C. Heat Sheet Book ...... Paula Tomko Page 6 - C. Heat Sheet Book (continued) Page 7 - C. Heat Sheet Book (continued) Page 8 - C. Heat Sheet Book (continued) Page 9 - D. Ads ...... Paula Tomko Page 10 - D. Ads (continued) E. Corporate Sponsorship ...... BJ Fortune Page 11 - F. Awards ...... Terry Doherty Page 12 - F. Awards (continued) Page 13 - G. Colorado Timing System (CTS) ...... UVa, Bob Garland, H. Computers ...... Bob, Jessica & Locke Page 14 - I. Food Sales Page 15 - J. Refreshments ...... ______Page 16 J. Refreshments (continued) Page 17 K. Publicity ...... Paula Tomko Page 18 - L. Insurance ...... Jeff North M. USA Swimming Approval Page 19 - N. Planning for Setup ...... ______Page 20 - O. Supplies ...... ______Page 21 - O. Supplies (continued) Page 22 - O. Supplies (continued) Page 23 - O. Supplies (continued) Page 24 - P. Assignments ...... Susan Turner & Page 25 - P. Assignments (continued) Susan Field Page 26 - Q. Seeding Entry...... Locke Boyer Page 27 - Q. Seeding Entry (continued) R. Swimmer's Championship Memo ...... ______Page 28 - S. Emergency Procedures ...... ______Page 29 - T. Swimmer ID Bracelets (wristbands) ...... ______Page 30 U. Team Tents ...... ______Page 31 V. Team Information Tables (NO LONGER) ...... W. Adult Relay ...... ______Page 32 X. Coaches Relay ...... ______

JSL Championship Procedure Manual - Revised March 28, 2013

TABLE OF CONTENTS (continued)

II Championship Meet Day(s) ...... Assigned To:

Page 1 - A. Advance Setup ...... ______ALL ______Page 2 - A. Advance Setup (continued) Page 3 - A. Advance Setup (continued) Page 4 - A. Advance Setup (continued) Page 5 - A. Advance Setup (continued) Page 6 - A Advance Setup (continued) Page 7 - B. Meet Day Setup ...... ______ALL ______Page 8 - B. Meet Day Setup (continued) Page 9 - C. CTS Setup ...... UVa, Bob, Page 10 - C. CTS Setup (continued) ...... Jessica, and Locke Page 11 - C. CTS Setup (continued) Page 12 - D. Computer Setup ...... UVa, Bob, Page 13 - D. Computer Setup (continued) ...... Jessica, and Locke Page 14 - E. Emergency Procedures ...... ______Page 15 - E. Emergency Procedures (continued) Page 16 - F. Awards Program ...... ______Page 16 G. High Point Awards Calculations ...... Bob Garland

JSL Championship Procedure Manual - Revised March 28, 2013

TABLE OF CONTENTS (continued)

III Worker Duties and Job Descriptions

Preface - Championship Organizational Chart Page 1 - A. Referee Page 2 - B. Championship Meet Director Page 3 - B. Championship Meet Director (Continued) Page 4 - C. Starter Page 5 - C. Starter (continued) Page 6 - D. Clerk-of-Course Page 7 - D. Clerk-of-Course (continued) Page 8 - E. Stroke-and-Turn Judge Page 9 - F. Sweep Judge (ELIMINATED) Page 10 - G. False Start Rope Page 11 - H. Timer/Button Pusher Page 12 - H. Timer/Button Pusher (continued) Page 13 - I. Head-of-Table Page 14 - J. Deck Runner Page 15 - K. Sorter Page 16 - K. Sorter (Continued) Page 17 - L. Computer Operator and Assistant Page 18 - L. Computer Operator and Assistant (continued) Page 19 M. Events Results Poster Page 20 - N. Volunteer Check-In Page 21 - O. Awards Page 22 - O. Awards (continued) Page 23 - P. Announcer Page 24 - P. Announcer (continued) Page 25 - Q. Position moved to Section V Page 26 - R. Heat Sheet & T-shirt Sales Page 27 - S. CTS Operator & Assistant Page 28 - T. Refreshments Page 29 - U. Head Marshal Page 30 - V. Marshals Page 31 - V. Marshals (continued) Page 32 - W. Team Leader (8 & Under) Page 33 - X. Safety Officer Page 34 - Y. Front Desk/Help Desk Page 35 - Y. Front Desk (continued) Page 36 - Z. Web Broadcast

IV Post Meet Duties ...... Assigned To:

Page 1 - A. Cleanup ...... ______B. Lost-and-Found ...... ______C. Results ...... ______Page 2 - D. Publicity ...... Paula Tomko E. High Point Award Ties ...... Terry Doherty F. Follow-up ...... ______Page 3 G. Forwarding of Supplies ...... ______H. Referee Honorarium (if needed) ...... ______- I. Other Honoraria (if needed) ...... ______

JSL Championship Procedure Manual - Revised March 28, 2013

TABLE OF CONTENTS (continued)

V Appendices

Appendix A - Championship Rotation Appendix A1 - JSL Bylaws, Article VII, Championship Meet Appendix B - Request for Awards Appendix B1 - Request for Gold Ribbons Appendix B2 - Request for Silver Ribbons Appendix B3 - Engraving Order Form (NO LONGER USED) Appendix C - Coaches Memo for Championship Appendix D - Volunteer Cover Memo and Team Worker Assignments Appendix E - Championship Meet Records Appendix F - Request for Aquatic & Fitness Center Appendix F1 - UVa Contract and Related Forms (current, if available) Appendix F2 - UVa Responsibilities Appendix F3 - FDS Tent Size and Locations Appendix F4 - Tent Letter to Teams Appendix G - Heat Sheet Ad Order Form Appendix G1 - Team Ad Order Form Appendix G2 - Team Ad Coordinator Instructions Appendix G3 - Ad Summary Sheet Appendix H - Suggested Talking Points for Ad Sales Meeting Appendix H1 - Ad Solicitation Letter Appendix H2 - Thank You Note for Business Advertisers Appendix H3 - Corporate Sponsor Program Appendix H4 - Corporate Sponsor Levels Appendix H5 - Corporate Sponsor Sign-up Form Appendix I - USA Swimming Rules for CTS Appendix J - JSL Rules for Watched-timed Events (Sorter) Appendix K - Directory Appendix L - Pre-Meet Press Release Appendix M - Post Meet Press Release Appendix N - High Point Award Calculations Appendix N1 - Awards Program Outline Appendix O - Championship Suggestion Form Appendix O1 - Twitter Instructions Appendix P - Championship Meet Schedule, Order of Events, Warm-up Schedule Appendix P1 - Swimmer's Championship Memo Appendix P2 - Championship Do’s & Don’ts Appendix P3 - Adult Relay Advertising Flyer Appendix P4 - Guidelines for Team Information Tables Appendix Q - T-shirt and Heat Sheet Sales Summary Appendix R - Coaches Post-Meet Memo Appendix S - Championship Seeding (Heat) Sheet Appendix T - Championship Timing Card Appendix T1 - Championship Lane Timer's Sheet Appendix U - Championship CTS System 5 Printout Appendix V - CTS Printout (Disqualified Swimmer) Appendix W - CTS Printout (No Backup Times Flagged) Appendix X - CTS Printout (Several Backup Times Flagged) Appendix Y - Extra Labels Printed (example) Appendix Z - Referee Letter End of Appendix CTS Start System Manual

JSL Championship Procedure Manual - Revised March 28, 2013

ALPHABETICAL INDEX

I Pre-Meet Preparations Page Section

Ads ...... Page 9 ...... D. Ads (continued) ...... Page 10 ...... D. Adult Relay ...... Page 31 ...... W. Assignments ...... Page 24 ...... P. Assignments (continued) ...... Page 25 ...... P. Awards ...... Page 11 ...... F. Awards (continued)...... Page 12 ...... F. Coaches Relay ...... Page 32 ...... X. Colorado Timing System (CTS) ...... Page 13 ...... G. Computers ...... Page 13 ...... H. Corporate Sponsorship ...... Page 10 ...... E. Emergency Procedures ...... Page 28 ...... S. Facility ...... Page 1 ...... A. Food Sales ...... Page 14 ...... I. Heat Sheet Book ...... Page 5 ...... C. Heat Sheet Book (continued) ...... Page 6 ...... C. Heat Sheet Book (continued) ...... Page 7 ...... C. Heat Sheet Book (continued) ...... Page 8 ...... C. Information Tables ...... Page 31 ...... V. Insurance ...... Page 18 ...... L. Planning for Setup ...... Page 19 ...... N. Publicity ...... Page 17 ...... K. Refreshments ...... Page 15 ...... J. Refreshments (continued) ...... Page 16 ...... J. Seeding Entry ...... Page 26 ...... Q. Seeding Entry (continued) ...... Page 27 ...... Q. Supplies ...... Page 20 ...... O. Supplies (continued) ...... Page 21 ...... O. Supplies (continued) ...... Page 22 ...... O. Supplies (continued) ...... Page 23 ...... O. Swimmer's Championship Memo ...... Page 27 ...... R. Swimmer ID Bracelets (wristbands) ...... Page 29 ...... T. T-shirts ...... Page 2 ...... B. T-shirts (continued)...... Page 3 ...... B. T-shirts (continued)...... Page 4 ...... B. Team Tents ...... Page 30 ...... U. Team Information Tables ...... Page 31 ...... V. USA Swimming Approval ...... Page 18 ...... M.

JSL Championship Procedure Manual - Revised March 28, 2013

ALPHABETICAL INDEX (continued)

II Championship Meet Days Page Section

Advance Setup ...... Page 1 ...... A. Advance Setup(continued) ...... Page 2 ...... A. Advance Setup (continued) ...... Page 3 ...... A. Advance Setup (continued) ...... Page 4 ...... A. Advance Setup (continued) ...... Page 5 ...... A. Advance Setup (continued) ...... Page 6 ...... A. Awards Program ...... Page 16 ...... F. Computer Setup ...... Page 12 ...... D. Computer Setup (continued) ...... Page 13 ...... D. CTS Setup ...... Page 9 ...... C. CTS Setup (continued) ...... Page 10 ...... C. CTS Setup (continued) ...... Page 11 ...... C. Emergency Procedures ...... Page 14 ...... E. Emergency Procedures (continued) ...... Page 15 ...... E. High Point Award Calculations ...... Page 16 ...... G. Meet Day Setup ...... Page 7 ...... B. Meet Day Setup (continued) ...... Page 8 ...... B.

JSL Championship Procedure Manual - Revised March 28, 2013

ALPHABETICAL INDEX (continued)

III Worker Duties and Job Descriptions Page Section

Announcer ...... Page 23 ...... P. Announcer (continued) ...... Page 24 ...... P. Awards ...... Page 21 ...... O. Awards (continued)...... Page 22 ...... O. Clerk-of-Course ...... Page 6 ...... D. Clerk-of-Course (continued) ...... Page 7 ...... D. Computer Operator and Assistant ...... Page 17 ...... L. Computer Operator and Assistant (continued) ...... Page 18 ...... L. CTS Operator & Assistant ...... Page 27 ...... S. Event Results Poster ...... Page 19 ...... M. False Start Rope ...... Page 10 ...... G. Front Desk/Help Desk ...... Page 34 ...... Y. Front Desk/Help Desk (continued) ...... Page 35 ...... Y. Head-of-Table ...... Page 13 ...... I. Head Marshal ...... Page 29 ...... U. Heat Sheet & T-shirt Sales ...... Page 26 ...... R. Marshals ...... Page 30 ...... V. Marshals (continued) ...... Page 31 ...... V. Meet Director ...... Page 2 ...... B. Meet Director (Continued) ...... Page 3 ...... B. Organizational Chart...... Preface ...... Referee ...... Page 1 ...... A. Refreshments ...... Page 28 ...... T. Runner ...... Page 14 ...... J. Safety Officer ...... Page 33 ...... X. Sorter ...... Page 15 ...... K. Sorter (Continued) ...... Page 16 ...... K. Starter ...... Page 4 ...... C. Starter (continued) ...... Page 5 ...... C. Stroke-and-Turn Judge ...... Page 8 ...... E. Sweep Judge (ELIMINATED) ...... Page 9 ...... F. Team Leader (8 & Under) ...... Page 32 ...... W. Timer/Button Pusher...... Page 11 ...... H. Timer/Button Pusher (continued) ...... Page 12 ...... H. Volunteer Check-In ...... Page 20 ...... N. Web Broadcast ...... Page 36 ...... Z.

IV Post Meet Duties Page Section

Cleanup ...... Page 1 ...... A. Follow-up ...... Page 2 ...... F. Forwarding of Supplies ...... Page 3 ...... G. High Point Award Ties ...... Page 2 ...... E. Lost-and-Found ...... Page 1 ...... B. Other Honoraria ...... Page 3 ...... I. Publicity ...... Page 2 ...... D. Referee Honorarium ...... Page 3 ...... H. Results ...... Page 1 ...... C.

JSL Championship Procedure Manual - Revised March 28, 2013

ALPHABETICAL INDEX (continued)

V Appendices Appendix

Ad Order Form ...... Appendix G Ad Sales Meeting Suggested Talking Points ...... Appendix H Ad Solicitation Letter...... Appendix H1 Ad Summary Sheet ...... Appendix G3 Adult Relay Advertising flyer ...... Appendix P3 Awards Program Outline ...... Appendix N1 Championship Meet Records ...... Appendix E Championship Rotation ...... Appendix A Coaches Memo for Championship ...... Appendix C Corporate Sponsor Program ...... Appendix H3 Corporate Sponsor Sign-up Form ...... Appendix H5 Corporate Sponsor Levels ...... Appendix H4 Coaches Post-Meet Memo ...... Appendix R CTS Printout (Disqualified Swimmer) ...... Appendix V CTS Printout (No Backup Times Flagged) ...... Appendix W CTS Printout (Several Backup Times Flagged) ...... Appendix X CTS Printout (System 5 example) ...... Appendix U CTS Start System Manual ...... End of Appendix Directory ...... Appendix K Engraving Order Form (NO LONGER USED) ...... Appendix B3 High Point Award Calculations ...... Appendix N JSL Bylaws, Article VII, Championship Meet ...... Appendix A1 JSL Rules for Watched-timed Events (Sorter) ...... Appendix J Labels Printed (example) ...... Appendix Y Lane Timer's Sheet ...... Appendix T1 Meet Schedule & Order of Events ...... Appendix P Pre-Meet Press Release ...... Appendix L Post Meet Press Release ...... Appendix M Referee Letter ...... Appendix Z Request for Aquatics and Fitness Center ...... Appendix F Request for Awards ...... Appendix B Request for Gold Ribbons ...... Appendix B1 Request for Silver Ribbons ...... Appendix B2 Seeding (Heat) Sheet ...... Appendix S Suggestion Form ...... Appendix O Swimmer's Championship Memo ...... Appendix P1 Swimmer’s Do’s & Don’ts Championship Memo ...... Appendix P2 T-shirt and Heat Sheet Sales Summary ...... Appendix Q Team Ad Coordinator Instructions ...... Appendix G2 Team Ad Order Form ...... Appendix G1 Team Information Table Request and Agreement (Not Used) ...... Appendix P4 Tent Size & Locations ...... Appendix F3 Thank You Note for Business Advertisers ...... Appendix H2 Timing Card ...... Appendix T Twitter Instructions ...... Appendix O1 USA Swimming Rules for CTS ...... Appendix I UVa Contract and Related Forms (Current Copy if available) ...... Appendix F1 UVa Responsibilities...... Appendix F2 Volunteer Cover Memo and Team Worker Assignments ...... Appendix D

JSL Championship Procedure Manual - Revised March 28, 2013

JSL Championship Timeline

It is assumed that the Championship Committee will meet at least once a month from March through July, with possible additional meetings as the Championship draws closer. Do NOT put off anything until the last minute. Time starts moving faster and faster as it gets closer to the Championship. The following timeline lists the latest any particular task should be completed. It should be helpful in planning but does NOT contain every duty to ensure a successful Championship. The UVA pool should be reserved at the end of the previous season.

March ___ Championship orientation and organizational meeting (with Bob Garland) ___ Initial Champs Committee meeting, organization, and division of responsibilities ___ Visit storage shed and inventory supplies ___ Check supply boxes and replenish per lists or recommend deletions ___ Confirm that UVa pool has been rented for the correct date

April ___ Create designs for T-shirts ___ Make initial contacts for T-shirt suppliers & solicit bids ___ Make initial contacts for Heat Sheet printers & solicit bids ___ Make initial contacts to award & ribbon suppliers & solicit bids (Bob helps) ___ Make initial contacts with food and drink donators and vendors ___ Make initial contacts for wrist band and purchase as needed ___ Make initial contact with RMC for security/crowd control

May ___ Select suppliers and place order for all awards and ribbons (Bob helps) ___ Confirm that Referee(s) is available for Championship ___ Confirm that CTS operator(s) is available for Championship ___ Confirm that computer operator(s) is available for Championship ___ Request ad coordinator’s names from Reps at May meeting with June 1 deadline ___ Start organizing ad coordinators for teams ___ Request volunteer coordinator’s names from Reps at May meeting with June 1 deadline ___ Select and contact printer, place order for heat sheets ___ Select final design for T-shirts ___ Select supplier and place order for T-shirts ___ Confirm that final contract signed for pool rental ___ Confirm that insurance is in place for Championship and provide copy to UVa ___ Have UVA request guest passwords for access to UVA network and internet ___ Conduct a preliminary meeting with UVA A & F staff and full Champs Committee

June ___ Ask teams for volunteers for Board Appointed positions ___ Make initial contact to FDS for tent rental ___ Advise Teams to reserve their team tents through FDS Tents ___ Schedule meeting with team Volunteer Coordinators ___ Meet with team ad coordinators and email ad forms and information ___ Check coaches’ certification list for omissions and notify teams prior to last class ___ Collect names of all senior swimmers from head coaches ___ Select Corporate Sponsor head if not already assigned to Vice-President ___ Start making initial publicity contacts (TV, newspapers, video, etc.) ___ Confirm availability of RMC for security and Charlottesville-Albemarle Rescue Squad ___ Confirm that video and personnel to operate will be available ___ Confirm that video and internet connections are available ___ Present final T-shirt design to JSL Board ___ Place final t-shirt order with vendor

JSL Championship Procedure Manual - Revised March 28, 2013

JSL Championship Timeline (continued) July 1 st week ___ Start online sales of T-shirts, etc. ___ Collect names of team tent coordinators ___ Place final Heat Sheet order with vendor ___ Confirm that someone is available to do seeding (Locke Boyer) ___ Confirm availability of insurance ___ Confirm that worker assignments are being done ___ Finalize any swimmer memo handouts ___ Confirm number of tent rentals and finalize with FDS ___ Confirm availability of 3 extra CTS systems from member teams ___ Conduct meeting with team Volunteer Coordinators ___ Team ad deadlines should be at the end of this first week in July

July 2 nd week ___ Set prices for T-shirts, Heat Sheets, & Combo ___ Confirm that Coaches Championship Memo and materials sent out ___ Absolute deadline for all ads - collect from team ad coordinators ___ Set and arrange ad pages for printer ___ Meet with UVa A & F staff for final arrangements for Championship ___ Make firm contact with all major publicity sources ___ Make final arrangements for security officers and rescue squad

July 3 rd week ___ Have all advance pages for Heat Sheet submitted to printer ___ Confirm that seeding meeting will take place and all notified ___ Have Seeding Coordinator (Locke Boyer) provide total swimmers per session ___ Have Seeding Coordinator (Locke Boyer) provide names of swimmers by Team/Session with all events, heats, and lanes for each swimmer ___ Start moving supplies to convenient location ___ Collect final worker assignments and print spreadsheets ___ Print any swimmer memos and distribute to teams ___ Distribute wrist bands to teams

July Championship week ___ Confirm that seeding is completed and initial sheets printed ___ Final arrangements for Championship ___ Notify AFC Staff of Session Totals (# of swimmers) ___ Final run-thru of all equipment at A & F Center ___ Final arrangements for printing of full Heat Sheets ___ Final arrangements for all publicity contacts ___ T-shirts must be delivered ___ On-site T-shirt printing must be set up ___ Awards must be delivered ___ Awards must be counted and sorted

JSL Championship Procedure Manual - Revised March 28, 2013

JSL Championship Timeline (continued)

July Championship Day NO LATER THAN Friday 9AM ___ All T-shirts must be at the A & F Center ___ On-site T-shirt printing is set up and ready to go ___ All Heat Sheets must be at the A & F Center ___ All Awards must be at the A & F Center ___ All supplies must be at the A & F Center ___ All food and drinks must be at the A & F Center ___ Final setup of A & F Center must be completed

July Championship Day Saturday 6PM ___ All JSL Stuff packed away in supply boxes ___ All lost and found collected - washed where needed ___ Final walk-thru with UVa Staff ___ Final results taken to major media ___ Pass storage locker keys to next year’s host teams ___ Gather all supplies and next year’s hosts properly return to storage

August ___ Store lost and found appropriately ___ Take a break !!!

September ___ Champ Consultant or President to make pool rental for following year ___ Return Championship Manuals to Bob Garland with notes

JSL Championship Procedure Manual - Revised March 28, 2013

CHAMPIONSHIP PROCEDURE MANUAL

Section I

PRE-MEET PREPARATIONS

JSL Championship Procedure Manual - Revised March 28, 2013

PRE-MEET PREPARATIONS (Section I)

I Alphabetical Index Page Section

JSL Championship Procedure Manual - Revised March 28, 2013

PRE-MEET PREPARATIONS

A. FACILITY (Assigned to Champs Consultant - ___JANN BALMER __ Phone ______) (Also see ADVANCE SETUP Section II - A)

Info 1. Beginning in 1996, the indoor pool at the UVa Aquatic & Fitness Center adjacent to Scott Stadium has been used. It is generally large enough for the size of the meet and the fact that it is indoors eliminates potential weather problems. The adjacent gym located on the side of the A & F Center next to Alderman Road is apparently not available to JSL except in emergencies and there is now limited parking in the lot on that side. The management of the facility is under the direction of the Intramural Sports department and they are reasonably well organized and professional. In 2012, the Championship was successfully held at Fork Union Military Academy.

___ 2. The facility should be reserved as far in advance as possible with a preliminary call shortly after the Championship dates are set at the September Board meeting. Historically, JSL Champs have been held on the last Friday and Saturday of July. No attempt has been made to avoid other outside swimming events, because almost all JSL swimmers only swim in JSL during the summer and only a few year-round swimmers would have a conflict. A letter requesting the pool should be sent to the Intramural Sports Department Director in September of the preceding year (Appendix F). He/She will provide a Facilities Request Form to be completed as well as the Contract. A member of the Championship Committee must confirm that the facility has been reserved and the contract has been properly signed and returned. Recent copies of Facility Regulations and Intramural-Recreational Guidelines may be found as Appendix F1.

___ 3. Because UVa apparently has no plans to rent the gyms adjacent to the Aquatic & Fitness Center to JSL, the JSL Board REQUIRES all teams to rent tents (see Section U). Teams have historically paid their own rentals. In recent years, Whitehead Road has been blocked on Friday and Saturday and tents were put in the road. Tents must be rented through FDS Tents (Frank) at 295-7977 as they are aware of all JSL and UVa requirements.

___ 4. In 2006, with the League expanded to 16 teams, the Board voted to expand the Championship to 4 sessions, Friday afternoon & evening and Saturday morning & afternoon. Since 2006 the pool has been rented for Friday 10AM - 10PM and Saturday 7AM - 7PM. The actual meet sessions ("time-in-water") are about 1½ hours for Friday afternoon (1PM - 2:15PM, 6 & U), 5 hours on for Friday evening (3:45PM – 9:00PM depending on age groups), 2½ hours for Saturday morning (9:00AM - 11:00AM depending on age groups), and 4½ hours for Saturday afternoon (1:00PM - 5:30PM (depending on age groups). The additional rental time is needed to allow for set-up before, warm-ups and awards after the meet. Since 2001 the Championship has used a ten-lane format.

Info 5. A donation to Friends of Virginia Swimming has not been made in recent years because of the fees charged for the two-day rental. Any donation must be approved by the JSL Board and sent with a letter to Mark Bernardino, UVa Head Swim Coach, with copies to UVa Director of Athletics and Intramural Sports Department Director.

___ 6. Parking arrangements must be confirmed in advance with UVa. Normally the lot adjacent to Alderman Rd. is open to all and contains handicap parking. The lot on the lower level (adjacent to the pool deck) is reserved for certain JSL officials, particularly those who bring supplies or who may have to come and go during the course of the meet. This lot must be restricted through the use of UVa monitors and parking passes. All other UVa lots are generally available after 5PM Friday and all day Saturday for parents, swimmers, and volunteers.

B. T-SHIRTS (Assigned to ______Phone ______) (Also see ADVANCE SETUP Section II - A)

___ 1. Starting in 1984, the Host teams have been responsible for designing, ordering, and selling T-shirts commemorating the Championship. This has been a very successful fund raiser for the league and the kids seem to like them. The Committee must keep in mind what is fashionable among youths and cater to their tastes. Designs have to be attractive and exciting to foster sales. Commercially available designs such as clip art should be avoided in favor of a custom designed. Red and blue are no longer the best color combinations. Consider recent changes in the preferred styles of T-shirts (girls no longer wear large t-shirts but prefer snug fitting t-shirts) so the size recommendations may need to be considered with the current trends in swimmer apparel. An attractive, exciting, outstanding design is vital to successful T-shirt Sales!

Info 2. Blue Ridge graphics (contact Bob Girard, Josh or Kevin, 296-9746) has been very helpful in the past and should be contacted no later than April regarding design, colors, price, availability, etc. They will design the T-shirt or take ideas for the design. It may be wise to get several bids from different businesses; however caution is advised when trying new vendors. We have occasionally been disappointed when switching suppliers. In 2002, our sponsor Downtown Athletic had the shirts printed (1-800-533-1853). Other businesses (Fair Screening in Stanardsville, 985-7790 was used in 1995, Crazy Horse 817-2729, or Fat Rabbit 296-886) may be considered, but care must be taken to deliver a high quality (Hanes Beefy T), well designed shirt. T-shirts should be 100% cotton. For reference, the following bids were received in 2004: Blue Ridge $4.45 $6.05xxl $3,280.50 Total Chameleon $4.50 $3,285.00 Crazy Horse $3.75 $5.50xxl $2,772.50 Fat Rabbit $5.00 Y $5.08 A 7.57xxl $3,736.60

Price paid in 2005 $4.71/shirt average $3,832.34/813 shirts Price paid in 2006 $4.85/shirt average $3,929.10/810 shirts Price paid in 2009 $4.60/$5.60 xxl $ /800 shirts

___ 3. Beginning in 2010, an outside vender, Rivanna Gear and Apparel, was contracted to make and sell T-shirts by advance order via an Internet web site as well as both days at Champs (at a slight increase in price). This worked very well as it eliminated loss of profit from over-ordering and loss of sales from under-ordering. It is recommended that this process be continued for the future and that a firm procedure be incorporated into this manual.

___ 4. A vertical design is preferred over a horizontal design due to fitting onto smaller shirts and the front of the heat sheet. Four-color art work is very expensive to print but may be considered depending on price and design. Because of price, two or three color art work is preferred but again may depend on cost and design. (red, white, & blue does not work) Designs should NOT include various “clip art” figures, but should be custom drawn. Also, consideration should be given to mostly (if not all) white shirts with a multi-color design, as colored T-shirts have not sold well in the past. An extra charge may be incurred to accommodate all sizes.

B. T-SHIRTS (continued)

Pat Howe (975-2285) did artwork from 1998 to 2001 and Blue Ridge Graphics in-house artists can also do a great job. From 2002 to 2004 a contest was held for T-shirt design and announced on the web page, although this has not been done in recent years. Check for suitable entries before having a professional graphic artist do the design. In 2008, Piedmont Community College Graphics Art Class did the design. Any volunteer artist or contest winner should be given a free T-shirt, a “thank-you”, and mention in heat sheet. All who submitted designs should receive a “Thank-You” note from the committee.

___ 5. In addition a color copy of the design (coordinate with printer) must be requested to use on the cover of the heat sheet and forwarded to the heat sheet coordinator at least 2 weeks before Championship. Coordinate with the T-shirt supplier and the printer as to what is required.

___ 6. Although UVa seems to have a rule against sale of merchandise on its property unless they get a percentage, the League has sold heat sheets, patches, and T-shirts without problems for years, but this should be in the contract each year. UVA has to provide the JSL with a waiver to sell T-shirts and heat sheets without requiring a % from those sales. Any requests for additional items require explicit approval from UVA. No donors/supporters can sell swimming merchandise at the Champs meet.

Info 7. The chart below records the T-shirt orders and sales for the past years based on an earlier league size of 1500-1600 swimmers (recent figures are 1,947 in 2000, 1,911 in 2001, 2,025 in 2002, 2,079 in 2003, 2,233 in 2004, 2,345 in 2005, & 2,500+ in 2006- 2007). Starting in 2002, figures are reported as purchased / left (e.g. 100/0). Do NOT order more than the suggested number of T-shirts unless there is a clear and compelling reason to do so. The object is to sell out, not have extras left unsold.

Year Y-Sm Y-Med Y-Lg A-Sm A-Med A-Lg A-XLg A-XXLg Total/Left 2001 195 120/0 120/0 228/0 175 95 25 958?/175 2002 100/58 100/0 150/4 150/0 225/76 150/50 75/8 20/1 970/197 2003 0/0 200/82 150/0 175/9 200/119 125/22 75/5 20/3 945/240 2004 0 120/0 150/0 170/0 100/0 100/0 70/0 20/0 730/0 2005 0 136/0 160/0 186/0 120/0 110/29 81/25 20/10 813/64 2006 20/0 140/3 160/13 180/10 140/42 100/7 60/0 10/0 810/166* 2007 20/0 140/4 150/10 170/0 90/0 150/10 70/23 10/0 800/47* 2008 30/0 140/0 150/0 175/0 95/0 140/0 60/0 10/0 800/0* 2009 30 140 150 175 95 140 60 10 800 2010 ?? 70 140 150 170 90 130 40 10 ??/?? Totals for 2010 were the suggested order. Actual order not known, since outside vendor provided all shirts and none were left over. * Includes those given away PLEASE FILL IN BLANKS BELOW FROM VENDOR FIGURES FOR CURRENT YEAR

Actual ______

B. T-SHIRTS (continued)

___ 8. Prior to Meet Day, the blank shirts should be divided by size in separate boxes and large signs made with each size available and the price. The chart below reflects cost and selling prices (where known) for the years indicated. In 1998 & 1999 a highlighter pen was sold for $1.00 or included in package (Mutual of Omaha donated this in 2003 & 2004). Deals should continue to be offered for combination purchases (heat sheet + T-shirt). There should ALWAYS be a profit margin allowed for the League. Please record all prices for the current year in space provided.

Year T-shirt (cost) T-shirt (sell) Heat Sheet (cost) Heat Sheet (sell) Both T’s Left 2001 $10.00 $6.54 $9.00 $17.00 175 2002 $5.75/7.25xxl $12.00 $5.05 $7.00 $17.00 197 2003 $4.45 $10.00 $5.75 $7.00 $15.00 240 2004 4.45/6.05xxl $12.00 $8.00 $18.00 0 2005 $4.71 $10.00 $8.62 $9.00 $18.00 64 2006 $4.85 $10.00 $8.71 $10.00 $20.00* 166 2007 $4.30 $10.00 $8.33 $10.00 $18.00 47 2008 $4.60$5.60xxl $10.00 $? $10.00 $18.00 0 2009, 2010, 2011, & 2012 figures not provided *included free highlighter pen

PLEASE FILL IN BLANKS BELOW FOR CURRENT YEAR

2013 $_____ $_____ $_____ $_____ $______

Info 9. Since 1992 the policy has been to NOT cut the price at any time during the meet . This policy has been continued since that time and has seemed to discourage people from waiting for a better price. Any leftover shirts may be sold by the Representatives at their home clubs, given to sponsors or others who help, or returned for sale at the following year's Championship at a reduced price.

___ 10. Signs should be made in advance listing the cost of T-shirts, Heat Sheets, and the combination. Another sign should list sizes available and crossed out as sizes are sold. Signs should be posted on front of tables and in the sales area. UVA REQUIRES THAT ALL SIGNS BE POSTED USING WRESTLING MAT TAPE.

___ 11. T-shirts are sold in the main hall to the left of the main desk. IT IS MANDATORY TO KEEP GOOD RECORDS OF WHAT WAS BOUGHT AND SOLD!! (see appendix Q & Q1). As the size of the League stabilizes, these records will be very helpful for outside vendors ordering for the following season.

Info 12. Suggestions have been made about the possibility of selling hats, patches, and also cropped (cut-off) T-shirts or shorts. This must be cleared through UVa prior to design or purchase. Keep in mind what is popular with kids & parents.

___ 13. Someone from the Championship Committee must be responsible for retrieving money at the end of each session and taking it to the Treasurer for depositing. At no time should the money, T-shirts, or Heat Sheets be left unattended. This must be coordinated with the Treasurer.

___ 14. A very limited number of T-shirts may be provided free to major sponsors, the UVa Aquatics & Fitness staff (apx 5), etc., but care must be taken that large numbers are not given out indiscriminately.

C. HEAT SHEET BOOK (Assigned to __PAULA TOMKO______Phone ______) (Also see ADVANCE SETUP Section II - A)

Info 1. Starting in 1992, due to the expanded size of the League, the last meet of the season to be counted for seeding was a full 9 days before the Championship. Because of the large number of entries, this must be continued in the future. The last meet to be counted should be on Wednesday (9 days prior to Championship) and the teams' data Championship entries must be in no later than 9AM Saturday (6 days prior to Championship). Teams are required to submit entries via email attachment and entry only takes several minutes if there are no problems. This is sufficient time, provided all computer programs are working well, all swimmers have been previously entered into the computer, and someone familiar with the programs is available for final data entry. This can be done with careful planning beforehand.

___ 2. A printer MUST be selected in advance. Several printers may be asked to bid on the previous year's heat sheet (to standardize the bids) and asked to provide a proposal which includes the total price, charge for additional pages (or credit for fewer), a slick- surfaced cover (always bright white), and any additional cost of processing half-tones (photos). In addition, the proposal must include a clear understanding of the date the printer will receive the advance copy (see below #3), the date when the seeding sheets will provided, and the date (and time) when delivery of the completed heat sheet is expected (absolutely no later than Friday 9AM of the Championship). The SEEDING SHEETS only contain the event, heat, and lane order with the swimmers’ name and seed times and are provided at no charge to coaches and officials working the meet. The completed HEAT SHEET BOOK contains the seeding sheets PLUS all of the ads and other information sheets all bound by the printer for sale at the Championship. Proper planning is essential . Care must be taken when changing printers (because of a lower bid) that there is a significant cost savings. It is easier to deal with an experienced printer who knows the League's expectations. Bailey printing (Bish Bailey, 434-293-6573) has been the printer for the last several years.

___ 3. The following pages must ALL be prepared and submitted to the printer by Friday the week before the Championship. (Bob Garland has most of this available, coordinate with him. All Reps must be notified well in advance to provide a list of their graduating seniors. Those marked with an asterisk must be prepared by the committee ): ___ *front and back covers ___ *graduating senior swimmer congratulations ___ *thank-you page for corporate sponsors ___ *T-shirt design info, T-shirt design winner, & National Anthem musicians ___ *various thank-you’s ___ *ALL ad pages ___ *meet officials ___ *JSL Championship Welcome page ___ JSL Board List & JSL Coaches list ___ list of team abbreviations ___ meet records ___ Championship Bylaws ___ USA Swimming Timing rules ___ *Championship Do’s & “Don’ts” ___ Bob Garland Award ___ *volunteer thank-you’s ___ *lost-and-found instructions (Send name and contact info to Bob Garland) ___ extra filler pages ___ Championship expense page ___ *Parent Information Handout (if desired) ___ JSL History (printed every 5 years 2011, 2016 = 50yrs, etc.)

C. HEAT SHEET BOOK (continued)

___ 3. (continued) Some pages may have to be submitted later when the seeding sheets are turned in: ___ session header pages (added during last week) ___ regular season champions (added during last week) ___ meet schedule (added during last week) ___ warm-up schedule and event list (added during last week)

The JSL web page address (www.jsl.org) should be included on as many pages as appropriate. Crossword puzzles or word-finds relating to swimming are useful to pass the time during the meet. If the artist for the T-shirts and heat sheets donated his/her time, it would be appropriate to thank and recognize him/her on a page in the heat sheet. The actual seeding sheets and late pages (above) may be submitted as late as Wednesday morning before the Championship if the printer has been warned and agrees to that deadline. One person and one or two assistants must be responsible for the heat sheet lay out, ads, revenue, and printing. Consult previous years' heat sheets for layout and contents. Due to the increased size of the Heat sheet, pastel color- coded sections should be considered if the cost is not prohibitive. All information pages should be white, parent information handout should be blue, JSL History green, ad pages yellow, and other colors used as needed.

___ 4. When the seeding sheets have been completed by computer (not the whole Heat Sheet Book), enough copies listing ALL sessions should be made to provide one for each head coach in the League plus several for safe keeping. Once the seeding sheets are available, coaches should be contacted via email ( [email protected] ) to arrange for pickup (usually at the printer or copy center which is used). These sheets are very useful to the coaches because they show the final seedings, order, etc. Coaches should be warned in the email NOT to make copies for their teams as this will decrease heat sheet sales .

___ 5. Approximately 35 event sheets and 40 extra seeding sheets (only) should be printed (stapled separately by session) OF EACH SESSION (total of 75) for distribution at the Championship (see #6 below). That is, 35+40 of session 1, 35+40 of session 2, 35+40 of session 3, and 35+40 of session 4. It has also been suggested that a printout should be made (if possible) in swimmer name order listing each event, heat, & lane the swimmer was to swim. This would be provided to the Clerk-of-Course in each session to aid in placing swimmers.

___ 6. Approximately 35 Event List sheets (events in order, number of heats for each event, but no swimmers listed, see Appendix S) + 40 seeding sheets (contain the event, heat, and lane order with the swimmers’ name and seed times) should be prepared FOR EACH SESSION, labeled for each session and provided to the following people: 1 - Meet director 1 - Referee 1 - Starter 12 - Stroke-and-Turn judges 2 - Computer Operator 1 - CTS Operator 1 - Announcer 6 - Clerk-of-Course 4 - Table and Awards 2 - Head Timers 2 - Front Desk Coaches – all extra seeding sheets may be provided to coaches

C. HEAT SHEET BOOK (continued)

___ 7. The price should reflect printing costs and a profit for the League. PROPER RECORD KEEPING IS ESSENTIAL TO RECORD THE NUMBER OF HEAT SHEETS ORDERED AND SOLD!! (see Appendix Q). Package deals (Heat Sheet & T-shirt together discounted) have always been offered and it is suggested that similar deals be continued in the future. If possible prices should be in increments of $5.00. A profit MUST be maintained for the League. Ad income should NOT be included to determine the selling price of the Heat Sheet. That is, the selling price must cover ALL printing costs (including the extra seeding sheets noted above in #4) plus a small profit for the League. Ad income is considered a separate fund raiser for the League and its teams. See also information under Section B. T-shirts. Please record the cost and selling prices for the current season below.

Year Heat Sheets Heat Sheet (cost) Heat Sheet (sell) Both H.S. Left 2000 850 $5.00 $7.00 $15.00 136 2001 750 $6.54 $9.00 $17.00 54 2002 700 $7.00 $17.00 34 2003 700 $6.79 $7.00 $15.00 15 2004 700 $8.00 $18.00 0 2005 725 $8.62 $9.00 $18.00 0 2006 775 $8.71 $10.00 $20.00* 93** 2007 730 $8.33 $10.00 $18.00 20** 2008 ?? $?? $10.00 $18.00 ??** 2009 720 2010 750 46 2011 & 2012 figures not provided *free highlighter included **includes those given away Suggested order for 2013 based on League size of 2,700

700 Heat Sheets Actual Order______

PLEASE FILL IN BLANKS BELOW FOR CURRENT YEAR

2013 ______$______$______$______

___ 8. In addition, approximately 20 complete heat sheet books (with ads) should be set aside before sales for including in JSL records and for sending copies of corporate ads to paid business advertisers with a thank-you note. One copy of the heat sheet book should be given to each club's representative to handle appropriate "Thank-You's" to businesses buying ads for their team (see Appendix H2) and one copy to Bob Garland for including in the JSL files. One copy should be provided to each major corporate sponsor.

Info 9. Since 1992 the policy has been to NOT cut the price of heat sheet books at any time during the meet . This policy has been continued since that time and has seemed to discourage people from waiting for a better price. Any leftover heat sheets may be sold by the Representatives at their home clubs, given to sponsors or others who help, or returned for sale at the following year's Championship at a reduced price.

Info 10. Highlighter pens were provided by Mutual of Omaha from 2002-2005 at no cost and were given out free with each heat sheet. (Contact Mike Wisinski 973-4371) If a sponsor cannot be found, highlighters would have to be purchased. In 2006 the highlighter pen was given free with the combo sale of a T-shirt & Heat Sheet Book.

C. HEAT SHEET BOOK (continued)

___ 11. Laminated signs should be made in advance listing the cost of T-shirts, Heat Sheets, and the combination. Another sign should list sizes available and crossed out as sizes are sold. Signs should be posted on front of table, pillars, etc. in the sales area. UVA REQUIRES THAT ALL SIGNS BE POSTED USING WRESTLING MAT TAPE.

___ 12. Heat sheets are sold with the T-shirts in the main hall to the left of the main desk. IT IS MANDATORY TO KEEP VERY GOOD RECORDS OF HOW MANY WERE BOUGHT AND SOLD AND AT WHAT PRICE (see appendix Q). As the size of the League stabilizes, these records will be very helpful in ordering for the following season.

___ 13. In 1999 a survey form was placed at this table to solicit comments from parents. The form was simple and worked well. It stated, “The JSL Championship Committee would appreciate your comments on how the meet could be improved. Below, please tell us what you think - good or bad, and return the form to the T-shirt/Heat Sheet sales table.” It was about 8 1/2” by 2” and had lined spaced for comments. A sign was made to announce the intent of the survey. A similar request for comments may be made on the JSL web page www.jsl.org.

___ 14. In 2012 an online survey was conducted for the first time and received a great response.

___ 15. Someone from the Championship Committee must be responsible for retrieving money at the end of each session and taking it to the Treasurer for depositing. At no time should the money, T-shirts, or Heat Sheets be left unattended. This must be coordinated with the Treasurer.

D. ADS (Assigned to ____PAULA TOMKO ____ Phone ______)

___ 1. For many years heat sheet ads have been sold as a fund-raiser for the League and teams. A Championship advertising coordinator and one or two assistants must be appointed (normally the person and assistants in charge of the heat sheet). A preseason ad meeting with ad coordinators from each team should be conducted to generate ideas for best practices to maximize ad revenue. This has proved very successful for increasing ad revenues. Suggested talking points for this meeting are included as Appendix H. Any changes to ad prices must be done at the beginning of the season and all forms changed accordingly. The ad order form should also be posted on the JSL web page. All negotiations for Heat Sheet ads and prices must be approved by the Champs Committee. Corporate Sponsor ads and contacts are the sole responsibility of the VP for the JSL. This officer works as a member of the Champs Committee and coordinates financial and in-kind donations, tracking the financial value and the logistics with the receipt of these donations and services.

___ 2. A Heat Sheet Ad Order form (Appendix G) should be posted on www.jsl.org by May 1 and 3 copies should be given to each team representative, no later than the June meeting. A deadline must be set at least ten days prior to the championship. Each team representative must designate an ad coordinator(s) for his/her team. Team Ad Coordinator instructions can be found in Appendix G2. The TEAM ad coordinator's name MUST be filled out on the team's Ad Order Form prior to further copies being made by the team. Team ad coordinator(s) should be advised to retain one good original for additional copying. The team ad coordinator(s) will be responsible for selling ads and collecting checks and money for their own team. See Appendix G3 for the Ad Summary Sheet for each Team Ad Coordinator. Due to the increased number of ads, ALL TEAMS MUST BE REQUIRED TO PASTE UP THEIR OWN PAGES. The Championship ad coordinator must make sure all teams are aware of the deadline and the name, address, and phone number of the Championship ad coordinator.

___ 3. All clubs should be encouraged to sell ads as income from sales is split (currently 40/60) between the League (40%) and the team making the sale (60%). This will be done in the form of a rebate check written at the end of the season back to the clubs. All ads must be paid in full and in advance. This should NOT be done at the last minute as ad income is very important to the League and its individual teams. It may be necessary to get on the phone or visit past advertisers, new advertisers, coaches, etc., and remind ALL JSL representatives to do the same. An Ad Solicitation Letter (appendix H1) may be used also. Corporate sponsor revenue has not been split with the team, but has been paid 100% to the League. Corporate Sponsorship is a major source of League revenue. See Corporate Sponsorship info in Appendices H3 & H4.

___ 4. INSIDE AND BACK COVERS ARE RESERVED FOR CORPORATE SPONSORS ON A ROTATING BASIS. FULL PAGE ADS ARE ONLY AVAILABLE TO CORPORATE SPONSORS AND AS TEAM ADS FOR $100 (see Appendix G1). Teams are not allowed to sell full page ads except as two half-page ads. Ad prices in 2012 were as follows: Half page = $90, quarter page = $50, and Eighth page = $30, Business Card = $25.00, Family Sponsor = $10.00, Name listed on Booster Page = $5.00, and event sponsor = $75.00. Event sponsor ad includes name on Web Page, session page, & scoreboard. A special (colored card stock) divider page separating ads from seedings was added in 2004 at a cost of $150 per side. Photos cost an additional $15.00 to copy correctly with high contrast black and white photos preferred. Color photos do not copy well. All ads must be camera ready and provided as both electronic and print formats. In the past, ads have been provided free to major contributors of time or money to the League and should be continued to be used as bargaining chips. Other than as noted above, ads and locations are first come, first served - date all ads on receipt. Order of ads is at the discretion of the Champs Committee.

D. ADS (continued)

___ 5. Although true typesetting is not needed, an attempt should be made to make all ads neat, legible, and professional in appearance. Some thought should be given as to layout, appearance, etc. Most businesses have logos and other art work which can be used in an ad. Family sponsored ads should be printed as is. Ad layout takes several people from a few hours up to a few evenings depending on the number of ads and how well individual teams prepared their ad sheets. All ads should be cut and trimmed neatly, pasted on 8 1/2 x 11 white sheets (one side only), leaving approximately 3/4" borders all around, and lines drawn to separate the ads. In the past, ads have been grouped in the heat sheet by teams. Consult previous years' heat sheets for ideas and format. The originals of the current year's ads should be collected from the printer (when done) and forwarded to the next year's host team(s) in case someone wants to re-run their ad. Various filler pages (such as JSL logo, etc.) may be needed to make the page count come out correctly.

___ 6. As stated on the ad order form, the Meet Director(s) or Championship ad coordinator may reject any ads not in good taste or sportsmanship and refund the money.

___ 7. No later than 6PM on the designated deadline day (Apx July 10 th ), all completed ads and a SINGLE CHECK PAYABLE TO THE JEFFERSON SWIM LEAGUE representing COMPLETE PAYMENT for all ads must be delivered to the Championship ad coordinator. TEAMS MUST NOT DEDUCT THEIR SHARE BEFORE WRITING CHECK!! A completed Ad Summary Sheet (appendix G3) listing each ad sold, price paid, and total amount paid to the League must be included with the ads from each team. In addition, the Championship ad coordinator must get a receipt book and provide each team with a signed and dated, written receipt for the ads and ad money paid to the League.

___ 8. Exact and careful records should be kept of the total amount of ads sold by each club. As noted above, the Championship Ad Coordinator will likely be responsible for more than $20,000 in revenue from ads alone. These totals and corresponding check(s) should be forwarded to the Treasurer when the Heat sheet is printed. It is much easier, if one person from each club coordinates ad sales for that club and writes one check to the League.

___ 9. Make a photo-copy of each team's ad list to assist them in writing "thank-you's" (see Appendix H2) and to help with contacts for the following year. In addition, it may be helpful to return all pasted-up ad pages back to the respective teams.

E. CORPORATE SPONSORSHIP (Assigned to BJ FORTUNE Phone ______)

___ 1. Corporate Sponsors for the Championship have become a very important source of revenue. The sponsor(s) names appear on the T-shirts as well as getting other publicity. This arrangement has worked very well and helps defray much of the costs of the Championship. Brent Wilson (GHG) did an outstanding job of establishing corporate sponsorships as a major source of revenue for the League, but is no longer doing this. Corporate sponsorships have become a very important part of League fund raising with approximately $10,000 being raised in recent years. The Vice-President of the League now serves as the Corporate Sponsor Consultant and is also be a part of the Champs Committee.

___ 2. Corporate Sponsor funds are NOT split with any team even if someone on a team independently solicits and successfully signs the sponsor.

___ 3. Further details on Corporate Sponsors can be found in appendix H3 & H4.

___ 4. Major Corporate Sponsors should be provided with name tags if they desire to attend the Championship.

F. AWARDS (Assigned to __TERRY DOHERTY ___ Phone ______) (also see ADVANCE SETUP Section II - A & AWARDS PROGRAM Section II - F)

___ 1. Requests for prices (Appendix B for further information) may be sent out to make sure that the League is not paying too much for awards. Requests may be sent to various trophy companies listed in the directory. However, we have generally found that Bunkie Trinite Trophies ( [email protected] or 800-698-4077) provides very competitive prices and service on trophies and medals and Contemporary Industries does the same on ribbons. Do not switch suppliers unless there is a clear price difference on a comparable product. A minimum of eight weeks lead time is required so price requests must be sent in March and a decision made no later than the April Meeting. (Cost of Trophies in 2001 was $751.30, ribbons only and 2002 was $2,179.87, including medals. Total cost for 2004 including larger 2” medals was $2,952.86. Total cost in 2006 was $2,383.83)

___ 2. Starting in 1996, the plates for the first place trophies were engraved with the JSL logo and the words "First Place Championship" and the "year". Also starting in 1996, two years’ worth of 2nd and 3rd place medals were ordered with the JSL logo as the medal and no date. Starting in 1991, several years’ worth of ribbons were ordered at a time with no date printed on them. Since 2003, awards are as follows: first place is a trophy, second is a silver medal, third is a bronze medal, and 4th through 30th are ribbons (gold imprinted). Since 2003, there have been no Silver Division awards, but previously Silver Division awards were as follows: First was a three-ribboned rosette, second and third were one- ribbon rosettes, and 4th through 15th were ribbons (silver imprinted). DO NOT ORDER MEDALS OR RIBBONS WITH YEAR SPECIFIED. CHECK RIBBON AND MEDAL SUPPLY IN THE "AWARDS" BOX BEFORE RE-ORDERING (see Appendix B1 & B2 for suggested order quantities, etc.).

___ 3. A ribbon and award count must be completed by March 15 th and forwarded to the person who will order these items. The following MINIMUM quantities are required for the Championship (assuming no ties): Gold Division 31 Male Individual 1st place trophies 31 Female Individual 1st place trophies 40 Male Relay 1st place trophies 40 Female Relay 1st place trophies 4 Unisex Relay 1st place trophies 146 2nd place silver medals 146 3rd place bronze medals 146 of each ribbon 4th thru 30 th 500 Heat Winner Ribbons

___ 4. For the past several years, Bunkie-Trinite was low bidder and has provided excellent trophies and service. In addition, they can provide the custom JSL medals and trophy plates with no difficulty. Also, they will generally ship all of the awards at no charge. Contemporary Awards (888-449-6700) has provided the ribbons and is also very competitive and provides good service. ALL awards MUST be counted on arrival to assure that there are enough for Meet Day. It is recommended that 2 extra male and female trophies be ordered in case of errors at the table (not included in Appendix B).

___ 5. The Meet Manager program will not print an award label for more than the allowed number of scoring finishers for each team and these same labels can be used for that purpose. However, those swimmers are awarded ribbons. (i.e.. Each team is allowed to have four entries, but limited scoring places (see current bylaws). The extra swimmer(s), if he/she places, gets a hand written ribbon, but no points). Chip Grobmyer knows how to print Heat Winner labels from Meet Manager.

F. AWARDS (continued)

___ 6. PRIOR TO MEET DAY, ALL AWARDS MUST BE SEPARATED INTO BOXES AND CLEARLY LABELED AS TO FIRST SECOND, ETC.; BOY, GIRL; AND INDIVIDUAL AND RELAY to avoid confusion on Meet Day. The male and female trophies are identified by color and anatomy. The relay trophies are shorter than the individual trophies. It’s also helpful to prepare a few “ribbon sets” (1 st – 30 th ) prior to meet day. In addition, all trophies must be separated by session.

___ 7. Jefferson Cups have been, given to the individual high-point scorers and runners-up in each age and sex group. Ties are fully awarded. That is, if there is a tie for High Point, Runner-up is still awarded, etc. From 1994 to 2001, Liberty Fabrics sponsored both awards, but has closed its plant and will not sponsor for the future. Starting in 2002, Downtown Athletic became the High Point Award Sponsor and named it after Carl Deane. Get the price on about 24 cups (to allow for ties), including engraving, and contact the sponsor prior to ordering, but have total price available. Cost for cups in 2001 was $367.59 (2003 was over $400). The sponsor should be provided a free ad in the heat sheet. The billing invoice should be given to the JSL Treasurer for payment. Hold 4 cups for ties (engrave after meet). Cups should be engraved starting 8 spaces from top, size 3 & 1/2 double line block upper & lower case using a line splitter. Engrave 10 of each for meet as follows:

"Carl Deane Memorial " High Point Award & "Carl Deane Memorial " High Point Runner-Up JSL - "Year " JSL - "Year "

___ 8. Bunkie Trinite has provided the cups since 2004 because they can engrave the JSL logo (which they should have on file) as an added advantage at a comparable price to other suppliers. At least 20 cups will be needed (10 each engraved as above). In addition the sponsor should be given the opportunity to present the cups if he/she desires and a thank-you letter sent at the end of the season. The cups needed for ties can be provided by having the supplier mail a cup to one of the swimmers involved in a tie. (check "Awards" box before buying). The person in charge of awards on the Champs Committee should carefully note those swimmers who did not get a completely engraved cup, get their name and address, and contact the supplier to mail a completed cup to that swimmer.

___ 9. The “Bob Garland” volunteer award has to be ordered later in the season (apx July 1 st ) as the Executive Committee (with assistance from the full Board) will not usually decide on the recipient until shortly before the Championship. This is usually about a 7” x 9” flat wood trophy with a brass plaque (P3516) engraved similar to below: Jefferson Swim League “Bob Garland Volunteer Award” Presented to “Name of Recipient” for Outstanding Service to the League “year”

___ 10. About 20 large empty boxes (16 labeled with team names + 4 extras) should be taken to the A & F Center on Meet Day to hold awards for each team. Collapsible cardboard warehouse totes are available from CVS at no charge on “truck day”. Check with them. These boxes are the right size and are easy to handle

___ 11. The Awards area is set up in the classroom adjacent to the deck. A white plastic shelving unit is owned by the League which accommodates the awards boxes.

G. COLORADO TIMING SYSTEM (CTS SYSTEM 5, INFINITY START SYSTEM) (also see CTS SETUP Section II - C) (Assigned to UVA, BOB, JESSICA, LOCKE Phone ______)

___ 1. As of 1996, the new CTS equipment & Hy-Tek software has been used at the Aquatic & Fitness Center. UVa has personnel capable of operating the equipment, but our experience has been that JSL personnel probably know the equipment, software, and the needs of JSL better. It is recommended that the League continue to provide trained CTS and Computer operators even if UVa offers. The JSL Board should make every effort to line up a US Swim certified CTS operator from within or outside of the League well in advance. This person(s) must be familiar with CTS System 6 and its connection to Hy-Tek Meet Manager software. Chip Grobmyer and others from within the League have provided this skill in more recent years.

___ 2. Because of increased reliability, the CTS & computer practice check has not been conducted at the beginning of the week of the Championship in recent years. If there is any question as to the operation or reliability of UVa’s equipment, contact the facilities manager and the JSL volunteers for assistance with this. Several JSL volunteers familiar with CTS, hookups, and the Hy-Tek software are always helpful (Chip Grobmyer, Jessica Simons, Locke Boyer, Bob Garland, etc.) ALL touchpads (and several back-ups), buttons, CTS Infinity start systems, CTS System 6, all cables, computers, & printers should be properly connected and a "run-through" conducted to make sure all components are present and operational. DO NOT WAIT UNTIL IT IS TOO LATE TO CORRECT PROBLEMS!!

___ 3. A second short meeting may be needed several days before the Championship for going over last minute details, solving last minute problems, and loading the JSL software & Championship data base into UVa's Meet Manager computer.

___ 4. The CTS equipment must be set up and tested by JSL personnel early Friday morning of the Championship. Two CTS Start Systems and two speakers with extension cables from League teams should be available as back-up if needed. These may be brought to the meet, but left in cars close by. It may be wise to have FCC bring their CTS system-5 as a backup. UVa has a 10-lane CTS prime cable if the in-ground connections prove unreliable. The 3 buttons should be plugged into each lane and ten touchpads should be put in the water on the side of the pool closest to the viewing stands and all tested prior to warm-ups on Friday. They should not be left in the water overnight unless directed to do so by UVa. It is important to route any on-deck wiring in such a manner as not to be a hazard to swimmers or workers. UVa should provide a taped down rug to cover all CTS wires which run from pool side to the CTS table near the wall. Good pre-meet preparation will avoid most last minute panic on Friday. The CTS and computers MUST be operated by someone familiar with the equipment and JSL rules and procedures.

H. COMPUTERS (Assigned to JESSICA SIMONS Phone ______) (also see COMPUTER SETUP Section II - D)

___ 1. JSL Hy-Tek software has been used on a UVa computer at the Aquatic & Fitness Center for results and scoring. Well trained computer operator(s) familiar with Hy-Tek software are essential for a smooth Championship. Host Team(s), with assistance from the JSL Board, must line up trained operators for all sessions in advance.

___ 2. UVa will normally provide one computer, but computers from JSL (Locke Boyer and Jessica Simons) are also used. Additionally, a laser printer and an Epson printer must be available provided by UVa or JSL (Chip Grobmyer).

I. FOOD SALES (Assigned to ______Phone ______) (also see ADVANCE SETUP Section II - A)

Info 1. From 1992 to 1995 the CYAC swim team operated a food concession as a fund raiser for their team and as a convenience to the League. Since 1996 NO outside food sales have been allowed as UVa food service operates a small cafeteria (snack bar) in the building and will set up a grill outside. Because of concern for the facility, food will only be allowed in the areas designated by UVa.

___ 2. UVA Concessions should be contacted by UVa and be well prepared for the crowds that the JSL Championship will generate. They should have plans in place for extreme weather. They should have records of the food and personnel which are required to service this meet. Domino’s pizza was added to the food selection in 2001 by UVa and worked very well.

___ 3. In addition to the small cafeteria in the building, the food service should set up a grill, tables, and chairs (weather permitting) on the outside cement deck and porch. In 2007 the location of this was changed to the entrance to Scott Stadium but returned to the outside porch the following year because the stadium location was not very good.

___ 4. It needs to be made very clear as to what will happen in the event of inclement weather. That is, the typical brief summer thunderstorm is not a reason for UVa Food Service to close up and go home. It is expected that food service will be provided for the entire length of the Championship. There are a large number of people who expect food during the Championship.

___ 5. It is expected that food service will be provided for the entire length of the Championship. There are a large number of people who expect food during the Championship. Therefor UVA Concessions and other vendors must agree to a schedule that covers all sessions.

___ 6. It should be determined well in advance whether food will be allowed in the building or not. In 1999, UVa Food Service set up inside the building (because of the heat) and thus food was allowed in the building.

___ 7. Refreshments are provided to all workers and coaches by JSL (see below section J. REFRESHMENTS).

J. REFRESHMENTS (Assigned to ______Phone ______)

___ 1. Refreshments are the responsibility of the host team(s) to provide and set up (keep all receipts, as League will reimburse). THE HEAD OF REFRESHMENTS MUST BE FROM A HOST TEAM . The Head Friday afternoon session refreshment person must be responsible for set up of the refreshment area in the classroom at deck level and obtaining all supplies and refreshments (see list below). Bagels, vegetables, “heavy hors d’oeuvres”, sandwiches, wraps, etc. are suggested – this can be a very hungry crowd . Set-up of coffee pot, drink machine, and extension cords and plugs should be determined beforehand. Soft drinks go best for Friday evening, but obviously coffee, bagels, and doughnuts go quickly early Saturday morning. Food should be set out early Friday as many volunteers have not eaten lunch and may want an early supper. In 2008, the reps solicited volunteered baked goods, etc. and it seemed to work well rather than buying at retail. JSL bought snacks, chips, pretzels, etc. Coffee should be ready by 7AM, Saturday. A transition is soon made to soft drinks as the meet gets going on Saturday. It takes at least three people (including the Head) to distribute water to all workers and coaches on deck (trays are heavy). This should be done about every 30 to 60 minutes. The AM Head should check on the adequacy of supplies at the end of the AM shift to determine if more are needed for the afternoon. Ice and drinks can be critical later in the day on Saturday. ABSOLUTELY NO GLASS items are allowed on the deck. UVa ONLY ALLOWS WATER IN PLASTIC OR PAPER CUPS ON DECK!! ALL FOOD OR SOFT DRINKS MUST BE CONSUMED IN THE CLASSROOM OR IN THE CAFETERIA UPSTAIRS!!

___ 2. The following arrangements for supplies, etc. have to be made ahead of Meet Day and brought to the Meet (Check JSL Supplies first!!) Please correct suggested quantities if needed: a. Refreshment supplies coffee pot (apx 25 cup capacity, must borrow, remember filters if needed) apx. 1000 napkins box (“handful”) of stirrers sugar and cream & pint of fresh milk for Saturday AM three 2-liter plastic bottles of cranapple (or similar) juice for Sat AM apx. 100 foam cups for coffee JSL owns two 120qt ice chests (must locate w/ supplies) “handful” of plastic knives for cream cheese coffee (buy fresh) enough for about 50-100 cups plastic pitcher to fill coffee maker (bring from home) borrow 2 large (5 Gal) and one (20qt) plastic cooler with spout for ice water two 48qt (apx. size) coolers plus two 120qt cooler (borrow or check supplies) b. Soft Drinks and cups have been provided by Pepsi for the past couple of years in exchange for a full-page heat sheet ad. This needs to be arranged months ahead of time with Pepsi (978-2140) and ask for John Sampson). Pepsi is a Corporate sponsor and this should be coordinated with the JSL V.P. This has worked very well as they provide bottles or cans and plenty of cups (about 2500 are needed, check what they will bring and buy more if needed). They can also supply bottled water. Mr. Sampson can coordinate directly with UVa. c. A total of at 9 x 40 pounds of ice in coolers is needed. Ice may be obtained from Cassco (293-6421, open 8AM - 4PM), local stores, or possibly provided free by clubs which have adequate ice machines. An ice machine is located in the AFC which makes shaved ice which can supplement what JSL provides. Water is best obtained using the shower in the bathroom next to the computer room. d. Friday, need two JSL 120qt & one 48qt chest of ice (min 200lbs) e. Saturday, need two JSL 120qt & two 48qt chests of ice (min 240lbs)

J. REFRESHMENTS (continued)

2. (continued) f. Need 4 dozen assorted doughnuts and 4 dozen bagels (order pre-sliced w/ 4 containers of assorted cream cheese) for Saturday morning. Arrangements must be made ahead of time with both businesses so there will be no problem with picking up fresh quantities early Saturday morning. Muffins and croissants have been bought from Sam’s on Friday for Saturday. g. Three trays (JSL now has these) to carry drinks

___ 3. A buffet dinner has been set up for all full-time workers and coaches for the Friday evening session at about 5PM (in the aerobics room at the end of the hall downstairs) since many people come directly from work. Both Friday and Saturday buffets must be coordinated with the JSL V.P. because Corporate Sponsors are involved.

___ 4. A buffet lunch on Saturday is set up at 11AM for workers for BOTH Saturday sessions and consisted of soft drinks, burgers, veggie burgers, and fries, etc. JSL bought cookies and two cases of bottled water (1 for Fri & 1 for Sat) from Sam’s. A separate 25-person lunch was purchased by JSL from Take-It-Away for the A & F staff and security personnel who are working the meet. Five Guys Burgers has provided lunch on Saturday and has become a corporate sponsor. Aramark (UVa food service) might provide food if all else fails (no sponsors). The buffet works well and was appreciated by all who were WORKING THE WHOLE DAY. In 2006, access was not controlled and food disappeared before all workers were fed. ACCESS TO LUNCH MUST BE LIMITED TO JSL VOLUNTEER WORKERS AND COACHES ON DUTY FOR BOTH THE AM & PM SESSIONS. The food is NOT for UVa paid staff (unless planned for and permitted) and it is NOT for volunteers or coaches who are only present for one session. Someone from the Champs Committee MUST be at the door to monitor access either through tickets, a name list, or by checking deck passes .

___ 5. Solicit homemade bake goods from the teams via flyers given to team reps for posting at their team pools and distribution to team parents.

___ 6. The following businesses have previously donated the noted refreshments in exchange for appropriate heat sheet ads. Obviously other businesses may be approached and listed for the future. Ad size should approximate the retail value of the donated item(s). Pepsi - Soda, bottled water, and cups (2,000) Standard Produce 2 cases of bananas (apples and oranges don’t go) Five Guys Burgers and Fries for lunch (served 150 in 2008) Take it Away Sandwiches (served 50 in 2008) Sam’s Club Nuts and M & M’s Donut Connection Ten dozen doughnuts for Saturday AM Shenandoah Joe Coffee (contact Dave Fafar)

Other businesses may be solicited, but should be contacted no later than April because many donate money at the beginning of the year rather than June or July. Please list any new businesses below and what they contributed as well as marking off businesses above who no longer contribute.

______- ______

___ 7. Make sure all donated items are acknowledged on the “thank-you” page in the heat sheet. Also a free ad should be provided as per Corporate Sponsor Guidelines.

K. PUBLICITY (Assigned to __ PAULA TOMKO ___ Phone ______)

___ 1. Publicity is very important to the League and its swimmers. A person must be assigned to pre-meet and post-meet publicity. When the word gets out before the meet, it is much easier to get media coverage before, during, and after the meet. The Champs Committee should coordinate publicity with the JSL Publicity Consultant (Chip Deale).

___ 2. The following media should be notified several weeks before the Championship and again several days prior to it: Daily Progress Sports Editor (434)-978-7246 FAX (434)-975-7104 [email protected] WVIR TV (434)-220-2900 [email protected] WCAV & WVAW TV (434) 242-1919 FAX (434) 220-0490 [email protected] The Central Virginian (Louisa Newspaper) (800) 969-0368 & FAX (540) 967-3847 [email protected] C-ville Weekly (434) 817-2749 FAX (434) 817-2758 [email protected] Fluvanna Review Newspaper (434) 591-1000 [email protected] Greene County Record (434)-985-2315 [email protected] The Hook (434) 295-8700 [email protected] Orange Review (540) 672-1266 FAX (540) 672-7481 [email protected] WCHV Radio (434) 978-4408 (x618) [email protected] WCNR Radio (434) 220-2300 FAX 220-2304 [email protected] WCYK Radio (434) 978-4408 FAX 978-1109 [email protected] WINA Radio (434) 977-6397 FAX 220-2304 news@wina.com WKAV Radio (434) 978-4408 [email protected] WQMZ Radio (434) 220-2300 FAX 220-2304 [email protected] WWWV Radio (434) 220-2300 FAX 220-2304 [email protected] In addition, a pre-meet press release may be prepared and sent to all of the above. (Appendix L) Create (not fabricate) an interesting story, build excitement, provide personal quotes etc. to interest the news media in this event. Addresses may be found in the JSL Directory (Appendix K).

___ 3. Simply sending a press release is not enough for the major media indicated with bullet arrow above . It is imperative that the publicity persons actually visit or call the local TV stations (WVIR, WVAW, & WCAV) and the Daily Progress during the week before the Championship to confirm coverage. “Bug them to death.” Create HOT PINK PRESS PASSES for each specific reporter.

___ 4. Post meet results and publicity should also be the responsibility of the publicity person. See instructions under IV Post Meet duties, A. Results.

K. PUBLICITY (continued)

___ 5. Since 2007, JSL has contracted for live video feed of the Championship with a group of four plasma TVs linked together on the lobby wall and one TV on the patio constantly showing all heats. This worked very well with several (3?) cameras positioned high on the swimming area giving a view of the pool and finish end and the projection TV screens located on the wall adjacent to the gym. With this arrangement, no video operator is needed. Contact an audio/video rental company well in advance. They must contact UVa IM Rec in advance to arrange for setup. It has been suggested that it might be neat to have the scoreboard displayed on a TV monitor with messages scrolling, e.g. swimmers being called to clerk, etc. In the past the entire Championship was also taped and the League sold the tapes on www.jsl.org . However, response was low and has been discontinued for the future.

___ 6. TV monitor & equipment rental was obtained through “The AV Company” (977-8288 speak to Jim Beckman). He is familiar with our needs and requirements.

L. INSURANCE (Assigned to __JEFF NORTH ___ Phone ______)

Info I. In 1985 and before, the League purchased an accidental death and dismemberment Policy for coverage on the day of the Championship. After much discussion and consultation with insurance agents and lawyers, it was decided to drop this policy in favor of Liability insurance for 1986 and beyond. In addition, UVa requires a minimum limit of liability of $1,000,000 per person/occurrence for bodily injury and property damage.

Info 2. Liability insurance was previously provided by the host team from 1986 to 2000 by adding a rider to their existing club policy to cover the one day Championship. This provided the League with substantial liability coverage for a relatively modest premium (apx. $0 to $100).

Info 3. It is further recommended that the League no longer try to provide accidental Death and Dismemberment insurance as the cost is not in line with the coverage provided. The League may want to require all swimmers entered to have their own policy.

___ 4. General liability insurance is now purchased directly by the League for coverage during the season and Championship liability should be part of this policy.

___ 5. The Certificate of Insurance (from the insurance company) needs to be reviewed by UVa attorneys. It is very important that the certificate of insurance name the following as Additional Insured: "The Commonwealth of Virginia and the Rector and Visitors of the University of Virginia, its officers, employees, and agents." This should be provided to UVa (IM Sports Director) in May . In addition, the policy MUST provide liability coverage for participants and spectators as well as medical expenses resulting from accidents incurred at the Championship.

M. USA SWIMMING APPROVAL (no assignment needed)

Info 1. The 1983 Championship was the last "USA Swimming Approved Meet" (previously USS) which means that times achieved would count as official USA Swimming times for those swimmers registered with USA Swimming. It is not a necessity, but it is beneficial to USA Swimming swimmers. In addition, if a swimmer swam a top time in the country, it would be official and the League would get some recognition. Information can be obtained from Virginia Swimming Planning Chair.

Info 2. It is believed that no further meets will be USA Swimming approved until JSL adopts the "no false start rule" for all age groups, because the meet is not swum in accordance with USA Swimming rules

N. PLANNING FOR SETUP (Assigned to ______Phone ______)

___ 1. The facilities manager for the Aquatic & Fitness Center and any other involved UVa & JSL personnel should have a meeting well before the meet (April/May) to discuss the setup, times to open the building and pool area, emergency plans, and any other pertinent information. A second meeting (early July) should be held to finalize all arrangements and understandings. Arrangements must be made for access to the classroom by Wednesday night or Thursday during the day before the Championship for supply drop-off, computer & CTS setup, etc. as outlined previously in Section G.

___ 2. The A & F Center manager should be given a tentative meet schedule (see appendix P) based on previous Championships. A final schedule should be given as soon as it becomes available after seeding. In addition, it is helpful to provide the A & F staff with the actual number of kids who will be swimming each session.

___ 3. The A & F Center manager should also be given a copy of Appendix F2 which contains instructions for proper setup by UVa. UVa personnel will set up all equipment, tables, and chairs per those pre-arranged instructions. It must be emphasized that UVa’s setup must be COMPLETED NO LATER THAN 9AM FRIDAY, the first day of the Championship. In 2002, JSL arrived to find UVa just starting to setup several hours before the meet.

___ 4. Additional topics for discussion at this meeting could include, but not be limited to, the following: a. confirmation of dates and times b. facility setup & deadline for ten lane format pool area setup tables, chairs, and bleachers computers & printers start systems, touchpads, etc. lobby area setup video monitors t-shirt sales swim team tables sponsor location and signs awards area setup tents c. JSL volunteer coordination Nametags & t-shirts Saturday lunch location and plans T-shirt sales Rescue Squad Security service d. UVa support services AFC management staffing lifeguards, pool tech, front desk, halls, etc. lifeguards must monitor warm-up pool closely Security Personnel or UVa police (if needed) Parking areas and restrictions UVa food service set up areas (make sure they remain for entire meet) Fire marshal approval of tents e. Emergency contingencies (Rescue Squad) f. Additional thoughts and comments recommendations from last year changes for this year tentative meet time schedule date and time of final meeting in July

O. SUPPLIES (Assigned to ______Phone ______)

___ I. The Meet director should insure that adequate supplies are available before the meet. All supplies should be found in at least FIVE JSL Championship Supply Boxes marked "TABLE AREA", "CTS AREA", "AWARDS" or "MISC. SUPPLIES" except where noted. Needed supplies may be donated by one of the office supply businesses in return for ad space. CHECK ALL SUPPLY BOXES WELL IN ADVANCE OF MEET DAY AND BUY OR ADD SUPPLIES AS NEEDED. Be sure to check pens as they may have dried out.

___ 2. A complete inventory of all supplies must be taken no later than April 15 th and compared to the lists below. Any missing items should be located or replenished. If there is a major item missing, check with others in JSL before replacing. A complete inventory of the ribbons, trophies, and Jefferson Cups should also be completed at this time and the inventory given to the person who will be ordering awards.

ALL SUPPLIES ARE NOW IN A SELF STORAGE LOCKER DURING THE WINTER. The Locker (D-44) is located in Charlottesville Self Storage at 1501 Avon St. Extended. The gate keypad personal code (combination) is #### followed by the “*” key. There are 3 locker keys available - one for the President and 2 for the committee. Contact a member of last year’s committee to obtain the keys.

Supplies NOT IN BOX (must have available)

1 CTS Start System, speaker, extension speaker, & microphone (for front desk) 1 CTS Start System, speaker, extension speaker, & microphone (for tent area) 2 CTS Start Systems, speakers, & microphones (leave in cars for back-up) 1 CTS Start System, speakers, & microphones (outside on steps) 1 aerobics amplifier (UVa has) for clerk-of-course 1 extra computer, see Locke Boyer (if unavailable from UVa) 1.Epson Printer (purchased new for 2004) with extra printer cartridge (Chip Grobmyer) 2 Custom JSL-made cables for connecting computer to CTS (Chip Grobmyer) 1 AEROBICS speaker system & microphone (UVa) (for Clerk-of-Course area) 50 digital watches for back-up timing (JSL now has blue watches) Printed Heat Sheet Books (programs) 70 extra seeding sheets (printed without ads, etc.) for each session (i.e. 70 of just session 1, 70 of just session 2, etc.) 35 event sheets (order of events) for each session (i.e. 35 for session 1, 35 for #2, etc.) T- shirts, signs with prices, etc. (All sales must start as soon as building opens) 1 blackboard on rollers or two boards to post called events in front hall (check with UVA) dry erase board and markers for outside (or moving sign if possible) current USS Rule Book current JSL Procedure Manual including Championship Manual about $1,000 in ones, five’s, and tens (& coins, if needed) for two cash boxes (Treasurer) 5 Completed Master assignment sheets (Appendix D) to post & carry individual job description sheets (Section III of Manual) in page protectors apx 100 Yellow/Gold shirts for timers, clerks, false start rope, runners apx 50 Blue shirts for awards, computer, & refreshment workers (classroom) apx 50 Red shirts for hall marshals apx. 6 day-glo shirts for deck marshals, head marshal apx ?? Green shirts for Clerk-of-Course workers apx 75 Orange shirts for team leaders Wrist bands for swimmers and coaches – #200 Sparkle (Session 1) #800 Yellow (Session 2), #800 Green (Session 3), #800 Orange (Session 4), (check JSL numbers) & #100 Navy (coaches) Name tags for Officers & Board Members (pre-printed tags in plastic necklace holders seem to work best) – Susan Turner can take care of Name tags must be made and given to Mark & Terri Bernardino – Susan Turner "Locker-room" passes for emergency parent access (use a name tag) Suggestion forms (appendix O) attached to job descriptions (Suggestions can also be made to www.jsl.org) T-shirt and Heat Sheet Sales Summary (Appendix Q) All Trophies and awards (double-checked prior to arrival) Set of shelves for awards boxes At least 20 empty cardboard boxes (labeled with team names) for team awards (UVa’s VASC can supply or check with local retail stores on “truck” day) EXTRA INK CARTRIDGES for all printers (make sure UVA has for theirs) Wrestling Tape 1 full roll Signs (8 ½ x 11) printed “No Standing - You must remain seated for all events” Signs (8 ½ x 11) printed “No Noise makers” & “No Flash Pictures at Start” Signs (8½ x 11) printed “Must Leave Open Aisle”

TABLE Supply (Box #1) (take to classroom)

3 boxes (apx. 1500 sheets) of 8½ " x 11" laser paper (find outside of box, may not fit) 2 boxes (apx. 6,000) of 1" x 3½" laser labels 1 computer "AB" switch (check to see if UVa has gotten one, not in box) 12 black ball point pens 48 sharpened pencils for table and extras for all officials 10 red pens 2 hand pencil sharpeners 1 electric pencil sharpener 8 boxes of paper clips (total at least 800) 1 box of rubber bands (apx. 600) several plastic cups for supplies on table 2 scissors 3 staplers and several boxes of staples 1 large marker for any last-minute signs

RIBBONS/AWARDS Supply (Box #2) (take to classroom)

All Ribbons needed (from previous years) All Medals needed (from previous years) One set of pre-printed ribbon labels (see Section I, C-4 and appendix Y) (MUST BE PRINTED, NOT IN BOX)

CTS AREA Supply (Box #3) (take to deck near CTS)

1 80' CTS extension cable (to connect CTS Start system at far side of pool) (Bob Garland has this) 1 roll of wrestling mat tape 1 pair scissors 3 packs of printer paper (apx. 1500 sheets) for CTS Epson printer) 1 extra ink jet cartridge for printer 30 small judges clipboards 14 medium judges clipboards 2 large timer's clipboards 40 pencils (sharpened) 1500 DQ cards (see Bob) 4 extension cords (orange, grounded) 2 multi-socket outlet adapters (power strips) 1 JSL false start rope for ten lanes (long yellow nylon rope) 2 Timing System Cables (leave in bottom of box, will likely not need) 2 extension cord (small, brown) (leave in bottom of box, will likely not need) JSL Prime (gray) Cable (leave in bottom of box, will likely not need) Large plastic sheet to hang from CTS table to protect wiring Small personal fan to keep CTS System 6 cool

MISC. Supply (Box #4) (take to classroom)

2 Money boxes and bags (plus rubber bands and pens) First Aid Kit (not as important as Rescue Squad will have) 1 box Ziploc bags (for first-aid ice) 2 rolls of "Caution Tape" (200' each) to rope off restricted areas 6 "Sharpie" pens (check to see if working) 5 highlighter pens (check to see if working) 1 box of push-pins 1 list of current bona fide coaches (must add to box) 1 pack of suggestion forms (Appendix O) Complete list of Assigned workers (AM and PM) printed from team lists 1 set of current job descriptions inserted in plastic page protectors extra plastic page protectors Number signs #1 through #10 to label Clerk-of-Course (need at least 2 sets) 1 roll of “wrestling mat” tape for mounting signs, etc. 2 small locker-room door signs (Boys & Girls "Entrance to Deck") 2 small locker-room door signs (Boys & Girls "Watch out for Door Opening") 5 large "KEEP OUT - JSL Swim Meet Officials Only" signs (in bottom of box) 5 large "NO SAVING SEATS" signs for doors to bleachers 2 large "NO FOOD, DRINKS, OR GUM" signs for front and bleacher entrances 1 large "TO POOL" sign for entrances to stairs 1 large “TO CLERK-OF-COURSE” sign on stand on deck 2 large “NO COOLERS IN BUILDING” signs 6 worker T-shirt color-coded key signs 3 small “NO STANDING” signs 2 rolls Scotch tape 2 rolls mailing tape 1 roll duct tape 1 copy of Coaches Championship memo for front desk extra “AA” batteries 200 blank timing cards (of each color, total 400) [Get from Bob Garland] 500 Take-off Slips [Get from Bob Garland]

P. ASSIGNMENTS (Assigned to SUSAN TURNER & SUSAN FIELD Phone ______)

___ 1. Each team is expected to contribute EXPERIENCED workers to fulfill their assignments. Should problems arise, other teams should be contacted so responsibilities may be traded. WORKERS MUST BE AWARE OF THEIR RESPONSIBILITIES AND DO THEIR SHARE TO RUN THE MEET. A cover memo and team assignment sheets (Appendix D) must be handed out at the JUNE League meeting and returned completed by the deadline set by the Volunteer Coordinator. Championship job descriptions (section III of this manual) should be copied to give one set to each team. Due to the possibility of problems, swimmers or young people (18 or under) should NOT be allowed as timers, judges, clerks, etc. Since 2004, Susan Turner (GCC) (434-971-8122) took over the organization of workers. She should be contacted early in the season to confirm that she will continue to do this. In addition, it would be wise to have her make a preliminary presentation at the June Board meeting. In the future, an attempt may be made by Paul Boucher (webmaster) (434-973-0431) to incorporate this labor intensive process into the web page. Both should be contacted for assistance.

___ 2. All assignments should be balanced out according to approximate team sizes (as of July 1) to encourage equal participation in the Championship. Each club is provided a worker list which should roughly correspond to their team size. Slight adjustments may be needed to account for variances in team sizes. It is imperative that all clubs provide EXPERIENCED people to fill their positions. ALL HEAD positions should be appointed by the Meet Directors with assistance from the Board, preferably prior to the July Board meeting. It has been recommended that special Official shirts be given to all Heads to set them apart from others. All Marshals’ shifts are now for the full session and should be an equal number of males and females. Hall Marshals will be monitoring activity in the halls, bathrooms, stair wells, and other areas as well as assisting younger swimmers to the pool deck from various areas in the building.

___ 3. The Host Team(s) Meet Director(s) must make all suggestions for improving the assignments for the following year (e.g. more people needed, less people needed, additional assignments needed, etc.). It is only through these recommendations that constructive change can take place. A suggestion form has been used since 1991 (Appendix O) and has worked very well. It is to be handed out to the Head of each area along with each worker's job description prior to the beginning of the shift and collected at the end of the shift.

___ 4. All jobs are split into Friday afternoon, Friday evening, Saturday morning, and Saturday afternoon sessions with the exception of Referee and Starters (rotate as needed). Positions should be rotated randomly according to team size so that teams will not provide the same workers year after year. The master list of jobs (Appendix D) assumes computerization of table and use of touch-pads/back-up buttons on CTS. Bob Garland (434-293-2045) has this in Microsoft Works or Excel. Since 2004, Susan Turner (GCC) has assisted with developing and refining a new method for worker assignment.

___ 5. All volunteers from each team are the responsibility of each team's representative, but it is probably better if each team provides a volunteer coordinator to meet with Susan no later than early June. Problems with volunteers are expected to be solved by the team's representative or volunteer coordinator in conjunction with the Meet Director(s). ONLY ONE VOLUNTEER should fill any one position, there will be relief workers scheduled for rotations.

P. ASSIGNMENTS (continued)

___ 6. Volunteers will be provided worker shirts at the beginning of their shift(s). Yellow/Gold shirts will be worn by deck workers, Blue shirts by the awards, computer, and refreshment workers, and Red shirts by hall monitors. Volunteers must be reminded not to tear or otherwise damage the shirts. The shirts must be returned at the end of each shift and are not to be taken from the building. Someone from the Championship committee must take responsibility for collecting shirts at the end of each session.

___ 7. Large blown-up copies of the worker sheets should be posted in the main lobby if possible. Kinko’s may do this in exchange for a heat sheet ad.

___ 8. IT SHOULD BE EMPHASIZED THAT IT IS THE TEAM VOLUNTEER COORDINATOR OR REPRESENTATIVE'S RESPONSIBILITY TO RECRUIT QUALIFIED VOLUNTEERS AND MAKE SURE THEY KNOW WHAT THEIR JOB ENTAILS AND THE TIME THEY ARE TO REPORT. THE TEAM IS ALSO RESPONSIBLE FOR ROUNDING UP “NO-SHOWS”.

___ 9. Copies of pertinent worker sheets should be given to all head positions (e.g. Head Timers should have list of all timers, Head Clerks should have a list of all clerks, etc.). Deck Marshals need a complete list of all workers for each session and what color shirts they should be wearing.

___ 10. From 2000 to 2005, JSL swimmers sang the National Anthem prior to the beginning of each session. This was well received but the competition got too intense. In 2006 there was so much difficulty with potential volunteers that this process was abandoned in favor of a CD of the National Anthem. If this is attempted again, a suggestion was made that the singers should only come from the host teams. Their names should be published in the heat sheet program. It may be wise to set an age limit so that parents of very young children will not push for an audition. With the terrible acoustics of the A & F Center, it requires a booming voice to be heard.

___ 11. Coaches’ assignments (limits) should be set based on the amount of room available on deck. In 2007, coaches were limited to the following based on team size: teams up to 150 swimmers = 4 coaches; 151-200 swimmers = 5 coaches, and greater than 200 swimmers = 6 coaches. This seemed to work well and should be continued for the future. If there are no limits placed, teams take advantage of JSL by designating too many swimmers as coaches. There is simply not enough room on deck for an unlimited number of coaches. Head coaches of each team must check the list of certified coaches on JSL.org prior to the championship. This will prevent any last minute misunderstandings as to who is allowed on deck. Coordinate with JSL Vice-President (coaches’ liaison). Email and jsl.org should be used to determine the number of coaches and set limits not later than mid-July. All coaches must have all required certifications approved by JSL and have name tags and wrist bands for admission to the deck. Coaches who are staying for both sessions on Saturday have also been invited to the lunch.

___ 12. Coaches (and older swimmers) may serve in some volunteer positions (team leaders, clerk-of-course, etc.) and not be counted as a coach. However, it must be emphasized and enforced that a coach must function as a volunteer and not as a coach. Coaches violating this policy must be removed from the deck.

___ 13. Name badges are provided to all key volunteers. “All-access/all sessions” name tags should be provided to various key individuals.

Q. SEEDING ENTRY (Assigned to Locke Boyer Phone (H 296-0645 or W 924-1596) ) (Coordinate with Locke)

Info 1. In 1994 a completely new method of computer seeding was initiated and the following procedures adopted.

___ 2. Computerized team rosters will be provided to each coach to verify each swimmer's information.

___ 3. Each coach will enter his/her swimmers using Team Manager and Commlink as per instructions for those programs.

___ 4. Relay teams are also entered using Team Manager and Commlink. Relay team seeding times can NO LONGER be a combination of four separate OFFICIAL times for four separate swimmers swimming the stroke required, but must be an actual time swum during the season. The seeding time cannot be faster (lower) than the best time swum by a team during the regular season. Names of swimmers likely to swim are entered at this time for relay teams, but changes may be made as late as prior to the event being called to the Clerk. Relay swimmers names should NOT be printed in the final Heat Sheet Book. The swimmers who actually swim the relay do not have to be the same swimmers who established the seed time. See the Bylaws and the Coaches Championship Memo for details.

___ 5. Alternates are entered as a separate meet, then added to the official meet as lanes become available after preliminary seeding.

___ 6. Swimmers times will be entered as Yard time (Y), short meter (S), or long meter (L) on the entry data. The times will be obtained directly from the official (current season) JSL meet results and NOT converted by the coaches. The computerized Meet Manager will convert all times to Yards during the seeding process. Swimmers with no current JSL recorded time in the event may be entered as "No Time" (NT) and will be seeded last.

___ 7. No later than 9AM Saturday one week before the Championship, coaches are to submit their completed computer entry discs or transmit via email attachment. However a print-out must also be done in case of disc or computer problems.

___ 8. This information will be loaded into the computer by someone experienced in the operation of the Meet Manager program. It is recommended that at least 2 people be involved with this portion and that the coach (or other responsible person) stay or be available by phone until the team has been successfully entered.

___ 9. Once final seeding sheets have been printed, a Meet Time Estimate printout should be run (according to Meet Manager procedure) using the following actual average times between heats. In 2003, the age groups and intervals were Fri PM (6&U B&G, 13-14 B&G, 15-18 B&G)= 41 seconds, Sat AM (7-8 B&G, 9-10B)= 45 seconds, & Sat PM (9- 10 G & 11-12 B&G)= 35 seconds. Since 2006 there have been four sessions set up with the following age groups and intervals Fri PM (6&U) = 30 secs, Fri Eve (9-10B, 13- 14B&G, & 15-18B&G) = 23 secs, Sat AM (7-8B&G) = 35 secs, and Sat PM (9-10G & 11-12B&G) = 22 secs.

Provided the sessions are the same as 2010, the interval should be set as 30 seconds for Fri afternoon (53 heats), 23 seconds for Fri EVE (208 heats), 35 seconds for Sat AM (had to slow down), and 22 seconds for Sat PM (165 heats). These numbers assume no major equipment problems or delays and should be given to the JSL Board to aid in estimating length of sessions.

Q. SEEDING ENTRY (continued)

___ 10. When the first copy of the seeding sheet is complete (no later than 6PM Sunday) a coaches meeting shall be called for no later than 6PM Sunday prior to the Championship. This meeting should consist of ALL coaches and/or their assistants. At this meeting, coaches will be given last minute Championship information and their original entry sheets and a copy of the seeding sheet. Each coach will review the seeding sheet during the League meeting held to discuss the Championship Meet. At the end of the meeting, all corrections and protests will be resolved.

___ 11. When it is felt that all errors have been corrected, any protests resolved, and all exhibition swimmers have been changed to official, a final copy of the seeding sheet (including alternates to fill partial heats) will be printed from the computer (no later than 9AM Monday) and enough photo copies made for each coach plus one extra. The original print-out must be taken to the printer and one copy may be given to each coach, with the extra copy going to the Meet Director for safe keeping. After this final printing, errors (additions, deletions, etc.) have to be corrected manually as any changes cause the heats to be reseeded.

___ 12. A “Warm-Up” report can be run to get preliminary team counts by session for distribution of ID bracelets. The “Meet Check-In” report can be run by team per session for the teams to use in labeling the ID bracelets.

___ 13. The Meet Manager program will generate a sticker (for relays) with the swimmers names, entry time, event heat, and lane number or a timer's sheet (for individual events) for each event. The relay entry stickers are been printed from Meet Manager and the stickers placed on timing cards. Timing cards for relay teams (see Appendix T) and timers sheets (see Appendix T1) for all individual events are printed on Wednesday after all errors in seeding have been corrected. The timer's sheets for individual events must be given to the Head Timer for distribution to each lane timer

Info 14. If relay cards are printed using pin-feed forms, the computer pin-feed edges should be removed from the cards prior to meet day, otherwise the kids will tear them off and throw them on deck. Timing cards should be separated, rubber-banded together into separate events, and placed in a box in order of events by session and given to the Head Clerk on meet day. .

R. SWIMMER'S MEMOS (Assigned to ______Phone ______)

___ 1. Starting in 1996, a memo (see Appendix P1) has been written and distributed to every swimmer in the League. This was originally done because of the many changes associated with moving the Championship to the new Aquatics & Fitness Center. However it must be realized that every season there are many new swimmers and parents coming into the League who have never participated in the Championship. In 2004 a “Championship Do’s and Don’ts” sheet (see Appendix P2) was added as a shortened version and seemed to be a welcomed addition.

___ 2. Review last season's “Parent/Swimmer’s Memo” and “Do’s & Don’ts” sheet and revise as needed (Bob Garland has on his computer).

___ 3. Since 2007, the Swimmer’s Memo and “Do’s and Don’ts” have been sent to the coaches and team representatives via email attachment for distribution to the individual team members. It is important to emphasize that every family get at least one copy of each document via email, printed, or by download from www.jsl.org . It is the responsibility of the individual teams to distribute the documents to every member of their team, but this must be made clear to the coaches and representatives.

___ 4. In addition to printed instructions for distribution, it must be reemphasized at the coach’s championship seeding meeting and the Board’s championship meeting that the memos must be distributed to all team members.

S. EMERGENCY PROCEDURES (Assigned to ______Phone ______)

___ 1. Arrangements must be made for the Charlottesville-Albemarle Rescue Squad (434- 296-4825) to be at the Meet at all times in the event of an emergency. The Rescue Squad should be on duty during the times when there are swimmers in the building. In recent years, UVa has taken care of this, but it must be confirmed. Make sure someone tells them to bring Waterproof band aids.

Info 2. In 2000, UVa obtained an usher (JSL paid) to monitor the viewing stands. This did not work out very well and should only be considered as a last resort in the future. UVa or city policemen probably work better if given adequate instructions, but security personnel (see #3) seem to work best.

___ 3. Arrangements should be made for six hired security personnel per session to serve as Safety Officers (MUST BE IN UNIFORM) to be at the Meet at all times. They will monitor the meet for unsafe conditions and assist in the event of an emergency. (see section II - E and section III, X - Safety Officer). They should be fed and have a parking pass at the AFC lower lot and will be assigned as follows: Two workers will manage the bleacher/seating area Two workers will manage the lobby and the 16 tents on Whitehead road—also make sure that only the T-shirt makers have access to the second floor classrooms Two workers will manage the drop off area—held in the parking lot between Alderman Rd and the AFC RMC Events now has a local office (434-984-7622 & ask for Jesse Johnson) and have worked well in the past. They are based in Richmond (804-358-2892 or 794-0074). The president is Dan Schmitt and the special events coordinator is Rich Reynolds.

___ 4. A donation and thank-you note should be sent to any outside volunteer organizations after the Meet. Starting in 2006, the Rescue Squad has been billed to JSL through UVa and JSL is billed for that service. An additional donation may be considered based on the amount of time and effort which they give JSL.

___ 5. A representative from UVa and the JSL (normally the Meet Director) must be selected to be responsible for communication and questions in the event of a true emergency (or severe inclement weather). ALL MEET DIRECTORS AND SECURITY PERSONNEL MUST BE AWARE OF WHICH UVA PERSON IS IN CHARGE AND WHAT PROCEDURES ARE FOLLOWED.

___ 6. The UVa person-in-charge must ALWAYS be available via cell phone or pager from the communications (announcer’s) office.

___ 7. A thorough review of all UVa Emergency Procedures related to this event must be conducted.

___ 8. All Meet Directors and security personnel must be familiar with JSL Emergency Procedures as outlined in Section II - E

___ 9. It should be emphasized to all deck volunteers that they must assist in keeping swimmers on the deck organized in the event of an evacuation. They should report to the Clerk-of-Course.

T. SWIMMER ID BRACELETS (wristbands) (Assigned to ______Phone ______)

Info 1. Due to difficulties in assigning small children at the Clerk-of-Course in previous years and continuing difficulties in limiting deck access, in 2002 identification bracelets for all swimmers were used for the first time. These were snap-on bracelets and, for younger swimmers, would contain the team abbreviation, swimmers first & last name and each event, heat, & lane which they would swim. They worked very well and will be continued for the future.

___ 2. Obtain sufficient bracelets color-coded for each session . Mutual of Omaha has provided in the past and other sponsors may be considered for the future. Any sponsor should be given the opportunity to have their logo on them if desired. Once seeding has been done, Lock Boyer should be able to provide a breakdown for each team for each session. Be sure to call him before Sunday night’s coaches meeting and request a “Warm-up Sheet” or “Entry List” by session to get the preliminary total numbers. Normal order quantities are: #200 Sparkle (Session 1) #800 Yellow (Session 2), #800 Green (Session 3), #800 Orange (Session 4), (check JSL numbers) & #100 Navy (coaches). Coaches were issued blue bands plus one band indicating the session. The bracelets were ordered from Precision Dynamics Corporation (819) 897-1111 or [email protected] .

___ 3. Obtain sufficient waterproof markers (2 for each team).

___ 4. Once final seeding has been completed, request that a “Meet Check-In Report” from the Seeding Coordinator be emailed to each coach. Distribute enough bracelets plus about 10% extra and markers to each coach at coach’s meeting prior to Championship.

___ 5. The following information is provided in the Coaches Championship Memo and should be included with the wristband distribution to the teams. INSTRUCTIONS FOR PREPARING WRISTBANDS FOR JSL CHAMPS Wristbands will be provided at the Coaches Championship meeting and are sorted by color/session. The color assignments are as follows: Session I: Sparkle ALL 6 and unders Session 2: Yellow 9/10 boys & all 13 and overs Session 3: Green ALL 7/8's Session 4: Orange 9/10 girls & all 11/12's Mark each bracelet with team abbreviation, swimmer's first & last name, event number, heat and lane number (E21, H2, L4) in that order. For example: Team ABC E22, H2, L4 E42, H1, L8 Susie Swimmer E32, H5, L3 E72, H2, L5 Bracelets should be attached to swimmers' left wrists. All swimmers must wear their bracelets during their entire session in order to receive entry to the pool deck. Please be careful with your bracelets as there are only a limited number of replacement bracelets available.

___ 6. Parents must be instructed to have bracelet attached to swimmer’s left wrist during entire session. This is their “deck pass” to get to the pool.

___ 7. A reference must be made in the Championship Swimmers Memo and Coaches memo as to this procedure.

___ 8. Some problems and solutions have been noted with the bands: Bands break - cut off excess, do not tear Labels, stickers unclear - don’t put stickers or labels on bands Bands not labeled - Teams must label event #, heat, & lane (Locke can print out individual swimmers event sheets for teams)

U. TEAM TENTS (Assigned to ______Phone ______)

___ 1. Team tents serve to alleviate some of the crowding within the Aquatics & Fitness Center & to give teams a central meeting place. All teams must be encouraged to have a team tent. Teams can NOT occupy other areas as team meeting locations. No parking is allowed on Whitehead Road and signs should be posted starting Friday afternoon and all day Saturday. No animals are allowed in team tents or on the property. (See Also APPENDIX F3 and F4)

___ 2. Team tents must not be larger than 900 square feet and are only allowed on Whitehead Road from the crosswalk at Alderman Road to the entrance of the lower level parking lot (approximately 375 feet). Tents must be set up along the edge of the road closest to Scott Stadium, allowing adequate room for emergency vehicles to pass. The area directly in front of the steps will be reserved for UVa dining and the remaining area will be assigned by drawing for spaces. Tents may only be set up from 12Noon Friday until 6PM Saturday. FDS is familiar with proper tent setup as approved by UVa. The UVa Fire Marshall will inspect all tents and supply fire extinguishers.

___ 3. Each team wishing to have a tent must contact the designated Meet Director no later than the June JSL meeting with the following information (FDS takes care of most tents): a. Team contact person and phone number b. Size of tent (max 900 square feet) c. Who will be installing tent and phone number

___ 4. If any major corporate sponsors want tent locations, they should have first pick in order of sponsorship amount. The remaining spaces will be pre-assigned to teams (based on previous locations determined by holes in road – SEE APPENDIX F3) and marked with chalk prior to 12noon Friday.

___ 5. THE ONLY APPROVED TENTS ARE THOSE RENTED FROM FDS. No family or personal tents are allowed. The UVa Fire Marshall must inspect all tents after set-up.

___ 6. Tents have been rented from FDS Tents (Frank or Susan 434-295-7977, Frank’s cell is (434) 981-2614 & email is [email protected] ). They should be contacted by someone from the Champs Committee in June to make preliminary arrangements. Team Reps should contact them directly in July to make final arrangements for rental and billing. Each team is responsible for their own tent rental. The following prices were charged from 2005 to 2010: 16’ x 32’ for $355 20’ x 20’ for $225 20’ x 30’ for $295 20’ x 40’ for $395 30’ x 30’ for $445

___ 7. Each team is required to identify a parent or volunteer who is the primary text/communication representative for each team. Cell phone numbers of these individuals need to be included in the volunteer sheets for the Champs meet.

___ 8. Text messaging has worked very successfully in more recent years. A text contact person needs to be designated for each team in each session. Announcements are then sent to that person by the Assistant Announcer.

V. TEAM INFORMATION TABLES - NO LONGER ALLOWED

Team tables were not allowed in 2007 because of lack of space and previous problems. This section is being left in the manual for information only.

Info 1. JSL has allowed various year-round and high school swim programs to set up information tables in the main lobby. There is no charge for this space, but some guidelines (Appendix P3) have been developed.

Info 2. Each team wanting to set up an information table must contact the Meet Director in charge of this area.

Info 3. Each team must be approved by the Meet Director who will sign the Request Form (Appendix P3) and returning a copy to the team.

Info 4. Spaces will be assigned on a first-come basis honoring team requests for location.

Info 5. Team information and displays will be restricted to the team’s designated area.

Info 6. Teams will be responsible for their own set-up and clean up.

Info 7. It must be made clear to all teams that there is no active recruiting allowed at the JSL Championships, these tables are for disseminating information only.

Info 8. No materials, signs, etc. may be hung on the walls or glass.

Info 9. No food, candy, snacks, drinks, etc. may be handed out.

Info 10. Teams will adhere to the Guidelines (Appendix P3) or be asked to leave.

W. ADULT RELAY (Assigned to ______Phone ______)

Beginning in 2007 a parent relay was organized by Frans deJong of BHSC. This functioned as a fund raiser for a charitable organization as well as a “fun” raiser for the League. The JSL Board with approval of Frans will select the recipient organization annually. It followed the last event on Saturday and additionally occupied some dead time while the final scores were being tallied.

___ 1. Coordinate with Frans regarding the matching funds which he solicits. Frans ([email protected] or (434)-989-9240 may be contacted for assistance.

___ 2. There was a rotating trophy which was awarded to the winning team. However, this trophy was not able to be found after the 2008 Champs and needs to be replaced. A rotating trophy is probably NOT a good idea and it is suggested that 4 small “cup” type trophies be ordered in the future and just given to each swimmer on the winning team.)

___ 3. Organization and solicitation of entries has now been assumed by the JSL Champs Committee. Generally speaking, entries are made up of the following: a. Parents of current JSL swimmers b. Other adult relatives of current JSL swimmers c. Former adult JSL swimmers (who may not have children swimming) d. Other volunteers, officials, corporate sponsors, etc. e. Teams may be male, female, or mixed f. NO current JSL swimmers may swim this event

___ 4. The combined ages of the four team members must be 160 years or greater.

___ 5. The Adult Relay is normally a 200-yard (4 x 50yd) freestyle relay.

___ 6. A flyer (See Appendix P3) or email must be sent to all JSL Teams stating the rules & advertising this event.

___ 7. It has been suggested that a humorous song might be played as the parents come out across the bulkhead to swim (e.g. “Theme from the Sugar Plum Fairies” or something more current).

X. COACHES RELAY (Assigned to ______Phone ______)

A coaches' relay has been held after the Adult Relay as another way to raise funds, build JSL spirit, and entertain the crowd.

___ 1. This has been organized at the last minute and should be limited to bona fide current coaches of JSL teams. Consideration may be given to JSL swimmers who also serve as coaches in order to make a full relay team. It is strongly recommended that advance registration and organization take place.

___ 2. In 2010 the coaches’ relay was used as a fund raiser for the Ben Hair – Just Swim for Life Foundation.

___ 3. The Coaches Relay is normally a 200-yard (4 x 50yd) freestyle relay.

CHAMPIONSHIP PROCEDURE MANUAL

Section II

MEET DAYS

JSL Championship Procedure Manual - Revised March 28, 2013

MEET DAYS (Section II)

II Alphabetical Index Page Section

JSL Championship Procedure Manual - Revised March 28, 2013

CHAMPIONSHIP MEET DAY(S)

A. ADVANCE SETUP (Assigned to ______Phone ______)

___ 1. As stated in Section I, N. PLANNING FOR SETUP, the facilities manager and any other UVa personnel should be met well before the meet to discuss the setup and times to open the building and pool area. They must be given a copy of Appendix F2 at this time. The UVa personnel will set up equipment, tables, and chairs per pre- arranged instructions found in Appendix F2. UVa will let JSL personnel start bringing items to the Aquatics & Fitness Center two or three days prior to the meet and place them in the locked classroom on deck. Final arrangements must be made in advance for the following:

All Supplies as outlined in Section I - O SUPPLIES Final arrangements must be made with UVa in advance for the following: CTS System 6 (& laser printer) location, availability, and set up 1 CTS Infinity Start system & speaker 1 CTS Championship Start system SET ON 2 SWIMMING BLOCKS to raise 1 AEROBICS speaker system for Clerk-of-Course 2 computers and 2 laser printers with extra print cartridges (UVa and/or JSL) Touchpads, buttons (3/lane), speakers, and wires sufficient for 10 lanes False Start rope (JSL has ten-lane rope) and poles Back Stroke flags and poles for both pools Plenty of safety rugs Plenty of Mops in all areas Bathing Suit Dryers (behind equipment counter) 2 - Large Black Boards (or bulletin Boards) in Main Hallway for posting scores Dry erase Board for Clerk-of-Course Moving Sign or Dry Erase Board with marker for calling events in Tent Area 10 Tables and 20 chairs needed in classroom about 5 chairs in the control room 30 chairs for timers (3 beside blocks at each lane) + 1 chair for false start rope Chairs or one set of bleachers for Coaches area Trash cans needed (make sure there is a large one in classroom) Numbered signs (#1-8) to number all warm-up lanes “No Diving “ signs for warm-up lanes 6 bleachers for Clerk-of-Course area on deck PA system for pool area (UVa has wired-in system - control room) PA system for rest of building (UVa has - controlled from main desk) Availability of electronic scoreboard Plastic chain/stanchions on coaches side of pool (to keep coaches back) 12 Stanchions to rope off starting blocks on near side of pool 2 stanchions to rope off area for one coach in wheelchair near bulkhead U-shaped rails for bulkhead per diagram Sufficient warning tape for all restricted areas

___ 2. Starting in 1996, the classroom on deck level has been used for the computers, sorters, awards table, and refreshments. This room must be a restricted area except for those UVa and JSL personnel working the meet. Starting in 1998, coaches may be allowed refreshments, but must NOT disrupt the operation of table, awards, or computer. To decrease traffic around computer, it is recommended that the classroom door closest to pool be locked from the inside. (See diagrams below for Classroom)

A. ADVANCE SETUP (continued) ___ 3. As many long tables as will fit and chairs (for T-shirts and heat sheets) should be set up in the main entrance hall to the left at the corner near the main desk. (See diagram below for Front Hall) A rug in front of the T-shirt area is also needed. Heat sheets and T-shirts (arranged by size) should be in boxes on the floor next to the wall behind the tables which serve as a counter. An assortment of T-shirts and a stack of heat sheets should be placed on each table. Parents may write one check for multiple purchases. One cash box should be placed at each table, but never left unattended or unsecured. Heat sheets and T-shirts must be secured to prevent theft. Locking them in a secure area over night is encouraged.

___ 4. Tables and space in the main hall must be arranged for Volunteer check-in and Coaches check-in. The Volunteer tables are arranged by Championship Host Groups and are in order along the wall adjacent to the gym. The coach’s sign-in table should be on the opposite side of the hall. (See diagrams)

___ 5. The Clerk-of-Course area should be set up on deck between the shallow end of the pool and the round pools (see diagram below). The clerk will need a table, 2 chairs around the table, a dry-erase board, and an Aerobics Speaker System (UVa supplies) with microphone. In addition, the swimmers will need 6 sets of 3-row bleachers (UVa will bring in). Three of the bleachers are positioned up against the pillars that separate the round pools from the 50M pool & three are on the wall below the stands. Make (or check Misc. Supply box) 3 sets of waterproof signs ahead of time (numbers 1 through 10) to label the lanes on the front row of 3 sets of bleachers (per diagram). The area containing the round pools is strictly off-limits and needs to be clearly marked. Poles and roping may be helpful in directing swimmers to appropriate areas.

___ 6. The False-Start rope now must be secured to the base of the diving platform on one side and to a false start post on the bulkhead. JSL owns the yellow nylon false start rope for the ten-lane format. The back stroke flags are positioned in their normal places being sure to include backstroke flags for the warm-up pool.

___ 7. UVa must be told to double-check the line clamps for the backstroke flags as they fell twice in 2008. This is a very serious issue and has the potential to cause injury.

___ 8. There are two separate PA systems in the building, one for the pool and bleacher area and the second for the rest of the building. This will require two separate announcers. The primary announcer will be in the pool area, with a secondary announcer located at the check-in desk near the main entrance. The secondary announcer will use the in- house system to repeat such announcements as the events being called to the Clerk- of-Course, etc.

___ 9. Cell-phones and text messaging may be used to communicate among the announcer, clerk-of-course, and front desk. The UVa person-in-charge must be reachable at all times from the announcer’s room via walkie-talkie or other suitable communications.

___ 10. UVa must determine the location of all restricted areas and mark with caution tape. JSL will assist UVa personnel in monitoring these areas. It is especially important to block off stairs to office level.

___ 11. UVa will determine the location for team tents. It is believed that the only practical location will be Whitehead Road on Friday and Saturday until 11PM. See Section I - U. TEAM TENTS for details on team tents.

___ 12. If tents will be located on Whitehead Road, “NO PARKING” signs must be placed all along Whitehead Road as early as possible on Friday (or Thursday night) so that tents can be set up without difficulty.

___ 13. A set of bleachers should be placed in the coaches’ area several feet back from the edge of the pool. No chairs should be allowed in front of the bleachers.

___ 14. Main (entrance level) floor diagram:

Alderman Road Side

___ 15. Pool area (lower level) diagram:

Restricted Area Elevator (Handicap Access Only) Stairs Desk Area Deck Entrance for OFFICIALS ONLY Lower Level Hall

Awards Offices Restricted Area Girl's Locker Room Table Boy's Locker Room No Access Refresh. Announcer Pool Entrance for Females Computer Room Pool Entrance for Male Swimmers Swimmers Area Restricted Area Starting Blocks and Touchpads No Access CTS area Clerk-of-Course Bulkheads Area False Start Coaches Area Rope Restricted Area No Access

10 Lane Racing Pool 8 Lane Warm-up Pool

Starting Blocks Clerk-of-Course Heat Staging Area

___ 16. Main Level Front Hall detail diagram:

___ 17. Stairwell detail diagram:

___ 18. Lower Level Classroom and Control Room detail diagrams:

Pepsi Refresh

Team Award x Tables x x x x x x x Awards Tables UVa Message Board Computer x x Sorterx Table x x Lock This Door x x x x x x x x x x x UVa Computer JSL Meet Manager Computer

___ 19. Deck at Deep End detail diagram: (2009 - Note that CTS Table Platform is set back further than in the past)

___ 20. CTS Table Detail Diagram: (2009- note that this table is set back further than in the past)

21. Deck at Shallow End detail diagram:

B. MEET DAY SETUP (Assigned to ______Phone ______)

___ 1. THE MEET DIRECTOR(S) AND CHAMPS COMMITTEE MUST ARRIVE NO LATER THAN 9AM ON FRIDAY to supervise first day set-up and to make sure everything is positioned and working properly. Meet Directors should enlist the help of others to assist with setup on the first day. All sections of this manual for Supplies and Setup should be carefully consulted. THE MEET DIRECTOR(S) MUST ALSO ARRIVE ON SATURDAY MORNING WHEN THE BUILDING IS SCHEDULED TO BE OPENED (do NOT be late) to insure that everything is opened and set up as specified. Because there is no large gathering area (like the "cage" at Onesty), team areas can NOT be designated within the building. The Clerk-of-Course area must be set up on deck with bleachers and numbered. The CTS, buttons, touchpads, and starting devices should all be set up and tested first thing Friday. All tables and chairs should be previously set up, but final positioning may be done at this time. Chairs should be properly arranged for table workers, timers, and false start rope. Make sure the false start rope is in position and tied up properly. Lanes (and times) for each team's warm-ups should be posted and enforced. The completed master assignment sheet (Appendix D) should be posted on the wall in the entrance-way to the deck to be consulted for no-shows.

___ 2. The Championship Meet Time Schedule (Appendix P) should be consulted and brought to the Meet as a guideline for scheduling

___ 3. The CHAMPS COMMITTEE (or designees) should bring all supplies as listed in the supply lists on Tuesday and Wednesday prior to Champs and set up in locked classroom on deck. A final careful check should be performed so that last minute purchases may be made. Don’t forget to clarify and have available the correct printer cartridges for the computer and CTS printers.

Info 4. Team Sign Areas UVa will NOT allow the posting of any signs anywhere in the building.

___ 5. Computer as outlined in Section I - H (See section D below for connection details) a. The League owns a computer to use for the Meet Manager Program and other League business. Locke Boyer has responsibility for its use. However, UVa or JSL Computer Operators may provide a computer system for use at the Championship meet. This should be set up and tested no later than Wednesday before the meet. b. Check JSL Supply Box marked "Table Area" for computer paper and labels before buying. c. May want two printers (laser), but will need an "AB" switch and appropriate cables so that one printer can be for labels and one printer for results. UVa or JSL can supply. d. League also has a UPS (uninterrupted power source) for the computer in case of power loss or surge. Check with UVa to see if needed. e. All other equipment can be connected to wall outlets.

___ 6. Communications a. Communication from the deck to the front desk will NOT need to be provided, as it is possible to use the phone system to call between all locations b. Cellular phones or walkie-talkies can be handy. See under Section A - 7 c. A CTS Start System should be set up at the front desk for announcements. d. A text message system to assigned team leaders has worked well as a means of communicating with the tent area. The announcers send text messages as needed. e. The UVa person-in-charge must be reachable at all times from the announcer’s room via walkie-talkie or other suitable communications.

B. MEET DAY SETUP (continued)

___ 7 Twitter (see Appendix O1) a. Twitter can send messages directly to cell phones and should be utilized as a means of communication between the announcer, team leaders, and anyone who wants to sign up to receive the messages. This has worked very well since 2009. b. Those wishing to sign up should register with Twitter, then on the settings link near the upper right of the Twitter page (after logging in to Twitter), register their cell phone. c. Those interested in receiving the events being called to the Clerk for the Championship, may register with Twitter and through http://twitter.com/jslchamps receive the messages either directly on the Internet through Twitter, or on their cell phone by registering their cell phone with Twitter.

___ 8. Refreshments must be set up in the classroom area. Consult Section I – J

___ 9. Final setup of CTS should be done as outlined below in Section C COLORADO TIMING SYSTEM (CTS). This must be done first thing on arrival Friday and again very early Saturday morning.

___ 10. "Hair Dryers" and "Suit Mates" must be cut off in each bathroom. Pace clocks on deck should be set to actual time (minutes only).

___ 11. Emergency phones on deck and all areas where swimmers may be should be taped such that the receiver has to be forcibly removed. (In 2009, swimmers discovered these phones and played with them inadvertently summoning police.)

___ 11 The Meet Director(s) must know which UVA person is in charge during all sessions.

C. COLORADO TIMING SYSTEM (CTS SYSTEM 6 & START SYSTEMS) SETUP (Set up by UVa, Bob, Locke, etc.)

___ 1. For 50-yard starts, one UVa CTS Championship Start system (designated as CTS #1) is placed at the deep (diving board) end (on near end of pool) on an elevating stand if possible and connected to the CTS equipment via the wall panel. The proper cable (UVa has) is connected from the CTS #1 Championship Start System “Timer Start” plug to the “Start” plug on the wall panel (blue section for short course starts). JSL no longer uses the auxiliary 40 watt amplifier to boost speaker volumes because the CTS Championship Start System does an adequate job of powering 10 speakers, one under each starting block. UNPLUG speaker on Championship Start System because it causes feedback.

___ 2. Picture and panel details for CTS Championship Start System for 50-yard starts:

___ 3. Positioning Details for Championship Start System for 50-yard starts:

___ 3. For 25-yard starts, a second UVa CTS Infinity Start system (designated as CTS #2) is placed at the deep (diving board) end (on far end of pool). JSL has a 100’ long cable with a microphone plug on one end and a banana plug on the other. This is plugged into the Infinity (CTS #2) “Start Output” and connected to the “Start” plug on the wall panel (blue section for short course starts) “Start” plug by “piggy-backing” it into the CTS #1 “Start” cable which is also plugged into the wall as shown below. Two JSL Speakers are connected (using just their attached wiring cables)with one positioned on the backstroke flag pole at the other side of the blocks pointed towards the swimmers and the other positioned on the backstroke flag pole at the touchpad’s end so the timers can hear the instructions. Using this arrangement, swimmers can be started with minimal delay from the near side of the pool (for 50 and 100 yard events) as in #2 above or the far side (for 25 yard events). The extra JSL CTS Start systems are held in reserve in case of system failure.

___ 4. Wiring Details for Infinity Start System and Speakers for 25-yard starts:

___ 5. Connection plates are located on the underside of the starting blocks.

Touchpad Start

Button A Speaker

Button B Button C

a. Touchpads and speakers are plugged into the appropriate plug b. Timing buttons are each plugged into “Button A, B, and C plugs c. Start plug is not used d. Make sure all plugs are correctly positioned !! e. When not using touchpads, plug “C” button into touchpad plug

___ 6 The CTS System 6 back panel connections are as follows (see diagram below): a. A 9-pin Ethernet cable is connected to "Com port 1" and to the computer in the classroom via the wall plate “MM yellow” socket. b. The large Primary Input Cable is connected to the wall plate “Far End Timing Short” socket. c. A standard printer cable is connected to the "Printer Port” and then to a laser printer (UVa may provide or borrow) on the CTS table. d. NOTE - PRINTER MUST BE EPSON OR IBM OR EMULATE THESE (set laser printer options as Epson emulation & font size 12 CPI) e. A phono cable is connected to the “Scoreboard” plug and then to the wall plate “CTS Blue” socket. f. External Power Cord is connected to 110v wall outlet g. The CTS System 6 options must be set to give print-outs as per examples (see appendices V, W, & X)

LEFT BACK OF CTS SYSTEM 6

___ 7. It is recommended that JSL use the UVa in-ground (or prime cable) system by placing three timers on each lane. Two of those timers will have buttons and watches and the third will have a button and the clip-board. If there are problems with the in-ground system, UVa has a 10-lane CTS PRIME CABLE. Extra touchpads need to be available on site as there are occasional problems with touch pads. ALL touchpads should be tested prior to Meet Day. Someone needs to confirm the location of ALL CTS and related equipment prior to Meet Day.

___ 8. A large plastic sheet should be hung from the front edge of the CTS Timing table to protect all wiring from water.

___ 9. A small fan should be positioned behind CTS Sx 6 blowing under to cool it.

___ 9. MAKE SURE SCOREBOARD IS TURNED ON IN OFFICE.

___ 10. Diagram of Wall Plate on deck (dark sockets are not used by JSL):

D. COMPUTER SETUP (HY-TEK MEET MANAGER (Set-up by UVa, Jessica, Bob)

Info 1. The computer system setup for the JSL Championship meet consists of the Colorado Timing System #6 (CTS-Sx6) and a computer for running the Hy-Tek Meet Manager program. The computer, designated as PC1, electronically receives swimmer times from the CTS System 6. PC1 is the official scoring computer since the meet is setup to score each event with all competing swimmers grouped in a single division. If JSL ever returns to awarding Gold and Silver at champs, a second computer (PC2) is used to print event results and gold/silver ribbon labels. Other hardware, such as lane touch pads, electronic starter, and scoreboard, are generally setup by UVA personnel and are ready for operation when the meet begins (See also section D, above).

___ 2. The CTS-Sx6 is located at the finishing end of the pool deck (See additional drawings in Section II, A. #18 ) so that the CTS-Sx6 operator can see the finish of each heat. PC1 and PC2 (if needed) are located in the class room where the operations of scoring, ribboning, and results printing take place (See additional drawings in Section II, A #17).

___ 3. Beginning with the 2009 Championship, in-wall wiring was used such that the PC1 computer in the classroom could be connected to the CTS System 6 on deck via the specified sockets in the wall plates. Additionally in-wall wiring was available so that the classroom computer could be connected to the computer in the pool office which will display the swimmers’ names on the scoreboard. (also see D-6 below)

___ 4. In the classroom, the Hy-Tek Meet Manager computer connections are as follows: a. A USB port is used to connect a multi-port USB hub b. Using a USB 9-pin male adapter, a 9-pin female-male cable is run from the USB hub to the “Yellow MM” female plug on the classroom wall plate. c. Using another USB adapter, a second female (9-pin) -male (phono) cable is run from the USB hub to the “Red Names” female plug on the wall plate. d. "Printer" port is connected to "AB" switch (if two printers are used) e. "AB" switch ports are connected to 2 laser printers f. Keyboard and power cords connected as usual

___ 5. Diagram of Wall Plate in classroom (dark sockets are not used by JSL):

D. COMPUTER SETUP (continued)

___ 6. A (UVa) computer is used in the control room to operate the message board on the Scoreboard and to put the swimmers’ names on the scoreboard. Connections and procedures are as follows: a. "Com port 1" is connected to wall panel "Alpha" b. Keyboard and power cords connected as usual c. Power up CVC box under computer, then turn on scoreboard computer d. Open “display link” software & load “10-lane template” e. Power up CTS & run swimming program on CTS f. Power up Meet Manager computer with all connections plugged in g. Configure comports on MM computer & transmit data This computer can also be used to print informative messages and to call swimmers to the Clerk-of-Course when not displaying results. Someone from UVa can instruct the announcer in its use.

___ 7. For whatever reason, the in-wall wiring has occasionally failed and a long wire with 9- pin connectors at each end has been run directly from the Meet Manager Computer to the scoreboard computer. This is located in the ceiling and runs over the ceiling tiles. a. Unplug cable from scoreboard computer which runs to “Microphone” hole b. Connect one end of long ceiling cable to this same port on scoreboard computer c. Connect other end to MM computer where “Names” cable is connected

___ 8. At least two packs of 500 sheets of laser printer paper are needed at the CTS System 6 printer on deck. At least 3 packs of 500 sheets of laser printer paper is needed in the classroom for the results printer and one box (apx. 3000) of laser 1" x 3 & 1/2" labels is needed for the label printer. Also make sure there are backup ink cartridges available for all printers being used. (see supplies before buying) JSL now owns an Epson printer for use at the Championship.

___ 9. Order of finish and official times when using CTS-Sx6 are determined by using USA Swimming guidelines (Appendix I). Order of finish and official times, when NOT using CTS-Sx6 (in event of total system failure), are determined by JSL guidelines in Sorter Job description.

___ 10. The scoreboard should be used as people like to see the times and finish. It should be made clear to the swimmers and all participants that the scoreboard is neither the official time nor official order of finish. (Timer errors are not resolved by the scoreboard.) info 11. Reference diagrams of 9-pin connector and phono plug for use with communication systems (these are for info only in case any new cables have to be constructed):

Diagram of 9-pin male port connector Diagram of corresponding connections to plug

E. EMERGENCY PROCEDURES (Assigned to ______Phone ______)

During the 1998 & 2006 Championships there were building evacuations due to accidental alarm activation. This very quickly pointed to the need for an emergency procedure. While it must be recognized that the following procedure cannot cover all possible emergencies, some guidelines are needed. There should be designated Safety Officer(s) on duty throughout the meet. Ideally this would be a security person, fireman or policeman in uniform. The duties for this person would include keeping doors unblocked, keeping aisles and halls clear, keeping stands and the area behind the stands orderly, and generally making sure that no unsafe condition exists. There also must be a designated representative from UVa and the JSL who will be responsible for communication, questions, number of swimmers, location of swimmers, etc. in case of emergency. ALL MEET DIRECTORS MUST KNOW WHICH UVA PERSON IS ACTUALLY IN CHARGE FOR EACH SESSION. All Board members and key meet personnel MUST be given copies of the emergency procedures. In a true emergency, a command center will be set up by the head officer in charge. This will normally be a red city of Charlottesville car with a green light on top. Each meet job description (Section III) now has emergency procedures added. The Meet Director(s) in conjunction with UVa Staff must immediately evaluate all emergencies or alarms and decide on a definite course of action. The following procedure assumes the worst case scenario (fire, smoke, etc.):

1. At the first sign of any emergency or alarm, the building MUST be evacuated in an orderly fashion. If the alarm sounds for any reason, the building must be evacuated - NO EXCEPTIONS.

2. The Pool Director or Meet Director must call “911” if needed. The fire alarm will automatically summon the fire department.

3. UVa Staff are in charge during an emergency - follow their instructions.

4. Meet Director(s) should go to the following pre-designated areas to ensure that all swimmers, parents, workers, and other JSL people leave the building: a. Main Hall & Bleacher Area b. Pool Deck Area c. Downstairs Hall & Locker Room Area

5. Using the drawings on the following page, ALL occupants should be directed to the CLOSEST AND SAFEST EXIT in the following manner: a. Attempt to keep swimmers in heat/lane order b. Direct swimmers and others to nearest exit i. exits in the main hall are the main ground level exits from building ii. exits in the pool deck area are on the far (narrow side of the pool) iii. exits in the downstairs hall may be taking stairs up or exiting through locker rooms to pool deck iv. exits from locker room are onto the pool deck c. Direct swimmers to Designated Emergency Area i. designated area for main level is grassy (tent) area on Whitehead Road side ii. designated area for pool level is parking lot and adjacent grass on that level d. Instruct swimmers to stay in heat/lane order in the designated emergency area e. Instruct swimmers to remain orderly f. Do not allow swimmers to leave the designated area until released to parent(s) g. Direct swimmers to return to building when instructed by UVa staff h. Assist in resuming meet and organizing swimmers as soon as possible

E. EMERGENCY PROCEDURE (continued)

6. Emergency Exit Diagrams a. Main Level

EMERGENCY EXIT

Retail Store DESIGNATED EMERGENCY AREA Across Whitehead Rd

Bathrooms

Elevator (Do NOT Use in EMERGENCY) Cafeteria Area Stairs Porch Area Heat Sheet Sales

EMERGENCY EXIT Front Desk Restricted Area (No Access)

EMERGENCY EXIT

South Terrace Balcony Spectator Area

a. Pool Level

Restricted Area Elevator (Do NOT use in EMERGENCY) Stairs Desk Area Deck Entrance for OFFICIALS ONLY Lower Level Hall

Awards Offices Table Announcer Girl's Locker RoomRefresh. Computer Boy's Locker Room EMERGENCY EXIT Room EMERGENCY EXIT EMERGENCY EXIT Starting Blocks and Touchpads

CTS area

Clerk-of-Course Area

EMERGENCY EXITS EMERGENCY EXITS PARKING LOT IS DESIGNATED EMERGENCY AREA

F. AWARDS PROGRAM (Assigned to ______Phone ______)

___ 1. UVa should set up a small stage using 2 sets of risers between the pillars in the main lobby next to the balcony. A table is needed for the awards. This is all set up towards the end of the final session. A CTS start system and speaker is used to make the awards announcements.

___ 2. Final Scoring for the Team Championship Plaques can be printed from the computer.

___ 3. Immediately following the FINAL session, there should be an awards program recognizing the High-Point Award winners from ALL sessions. The following awards and/or recognition should also be given in this suggested order (See Appendix N1): a. Any miscellaneous awards, recognition’s, or "Thank-you's" b. The Blue Ridge Cup Award (winner of Parent Relay) c. The top heat-sheet-ad-sales team recognition d. The "Bob Garland" Award e. Sportsmanship Awards f. New JSL Records set g. High-Point Awards by age and sex starting with mites h. Regular season Championship Awards by Division starting with lowest i. Championship scoring and awards starting with lowest

G. HIGH POINT AWARDS CALCULATIONS (Assigned to ____Bob Garland ____

___ 1. Calculations of High Point Award winners can be slightly complicated due to JSL rules allowing swimmers who swim 2 individual events and 2 relays to also count their relay individual points towards the High Point award. Consult JSL By-Laws, Article VII, #16 - Scoring for rules and points allowed for each place. Swimmers who swim 3 individual events (and thus 1 relay) can only count their individual points towards High Point Award. a. At the end of each session, have the computer operator generate a High Point printout (See Appendix N) for each age and sex group. This report only lists points scored in individual events. b. Draw a line below the lowest scoring swimmer (in each age & sex group) who scored more than 32 points. All swimmers above this line had to swim 3 individual events to score this high. Those swimmers scores stand as printed and are NOT adjusted by relay scoring. c. Subtract 16 points from the tentative runner-up (as determined in b above) and draw a second line below this score on the list. d. Note the swimmers names that fall between these two lines. Look up each swimmer in the computer and eliminate any who swam three individual events from further consideration. e. Being very careful, consult the final relay team listings and results for the remaining swimmers and add the appropriate individual points (Article VII, #16), as scored on the two relays, to their individual point total on the computer printout. This is their new High Point Total. f. Rank High Point Totals for each age and sex group from top to bottom, with the highest being High Point Award winner and the next is Runner-Up. NOTE THAT TIES ARE FULLY AWARDED. THAT IS, THERE CAN BE MULTIPLE WINNERS FOR HIGH POINT AND RUNNER-UP. g. Record results on Awards List (Appendix N1)

CHAMPIONSHIP PROCEDURE MANUAL

Section III

JOB DESCRIPTIONS

JSL Championship Procedure Manual - Revised March 28, 2013

PRE-MEET PREPARATIONS (Section II)

III Worker Duties and Job Descriptions Page Section

JSL CHAMPIONSHIP ORGANIZATIONAL CHART

The organizational chart below should be viewed as a general guideline of the organizational structure for the various duties and responsibilities at the JSL Championship. It is not meant to cover all situations nor is it meant to exclude any individual from the decision making process regarding any aspect of the Championship. It does however create a logical “chain of command” for the Championship and provides the various volunteers with a structured environment relative to their responsibilities. It must be realized that many decisions arising during the Championship require the input of various positions to reach the best outcome. Generally the Referee has responsibility for ensuring that the meet is run according to the rules whereas the Meet Directors are more responsible for the overall operation of the Championship. Nothing in this chart should preclude any position seeking appropriate assistance from any other position. For example, some decisions may require both the Referee and Meet Director(s), such as a rules interpretation coming from the table area

JSL Board

Referee Meet Director(s)

Head Head Head Head CTS Deck Front Desk Head Stroke & Starter Clerk of of of Operator Announcer JSL Board Member Marshal Turn Course Table Refreshments

Stroke & CTS Clerk of Course Computer Front Desk Front Desk Safety Turn Head Timers Refreshments Assistant Assistants Operator Announcer Assistant Officer Judges

T-Shirt Hall, Lobby Gate, Lane Video Assistant Heat Sheet & AFC Door Timers Operator Sales Marshals

Racing Pool & False Start Event Results Volunteer Warm-up Pool Rope Poster Check-in Marshals

Team Runners Checker Leaders

Sorters

Head Awards

Awards

JSL Championship Procedure Manual - Revised March 28, 2013

WORKER DUTIES AND JOB DESCRIPTIONS

A. REFEREE (should wear white shirt and blue shorts)

The Referee is the most important official at the Championship Meet and therefore should be the responsibility of the host team to line up as soon as possible before the meet. Sentiment has been expressed that any appearance of partiality might be avoided if the referee is not a parent of a child swimming in the JSL. Up until the last couple of years, referees have been obtained from outside of the League and reimbursed for expenses ($250 in 1996 & 1997). More recently, Locke Boyer, a JSL volunteer who is USA Swimming certified, has served as the Referee. The Referee must be thoroughly familiar with USA Swimming Technical Rules because the Bylaws state that the meet be conducted in accordance with these rules unless otherwise stated. A USA Swimming certified referee is therefore strongly recommended.

The referee has full jurisdiction over the meet and must see that all rules are enforced. He/she must decide all questions arising during the course of the meet, the final settlement of which is not otherwise covered by the rules. It may be helpful to mail the referee a copy of JSL Bylaws in advance of the meet as there are some variations from USA Swimming rules. If two qualified people cannot be obtained to split the meet, provisions should be made for other reasonably qualified people such as a Starter or Head Stroke-and-Turn Judge to periodically spell the Referee.

As outlined in the JSL Championship Organizational Chart, the Referee supervises the Head Stroke-and-Turn Judge, the Starter, the CTS Operator, and the Head Clerk-of-Course. The Referee and the Meet Director(s) report to the JSL Board.

1. Determines Starter rotation if needed

2. Meets with Coaches to lay ground rules and verify certifications

3. Meets with Head Officials 45 minutes before each session to answer questions and discuss meet. This meeting takes place at the end of the downstairs hall near the check-in desk.

4. Meets with timers to review procedures and answer questions. Ensures that all timers have TWO watches if using dive-over starts in session.

5. Supervises meet and ensures that meet is conducted in accordance with U.S. Swim technical rules and/or regulations and the Jefferson Swim League Bylaws

6. SHUTS OFF TOUCHPADS IN ALL 6 & UNDER AND 8 & UNDER EVENTS BY UNPLUGGING THE TOUCHPADS AND REPLACING THEM WITH BACK-UP “C” BUTTON.

7. Determines that all swimmers in first heats have finished last warm-up session

8. Stops or delays meet if meet running too fast.

9. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

B. MEET DIRECTOR(S) (should wear white)

The Meet Director(s) is an extremely important position for the Championship Meet. It should only be undertaken by someone willing to take on the responsibility and give the time necessary to conduct an event of this magnitude. With the expanded League size, sentiment has been expressed that all Team Representatives to the Championship Committee should share the duties of Meet Director. The Championship Committee and Meet Director(s) should be determined no later than March of each year and an up-dated copy of the JSL Championship Manual given to each person. Work and planning should begin immediately. Proper organization and follow-through is essential. The JSL Championship Manual has evolved over many years and should be considered the "bible" for conducting the Championship. The Meet Director will find that if the Manual is followed exactly, the Meet will be held with few or no problems. The following job description simply points out the highlights, but the Meet Director is ultimately responsible for everything covered in the Manual.

As outlined in the JSL Championship Organizational Chart, the Meet Director(s) supervise the Head-of-Table, Head-of-Refreshments, Deck Announcer, Front Desk JSL Board Member, and the Head Marshal. It should be clear that the Referee is in charge of the actual running of the events and ensuring that the rules are followed (everything occurring “in the pool”), whereas the Meet Director(s) are in charge of the support personnel for the whole meet (everything “out of the pool”). Meet Directors should take care that they do not become involved in rule and technical decisions reserved for the Referee. The Meet Director(s) and Referee report to the JSL Board. In the past, it has been suggested that one person serve as overall Meet Director with at least two Assistant Meet Directors, one to supervise the main upstairs hall and one to supervise the downstairs deck area. More recently the plan has evolved into one person being the primary Meet Director for a particular session (along with the upstairs & downstairs Meet Directors). This works very well in that there are 4 persons and 4 sessions, so each person can take a turn.

1. Ensures that pool area is reserved and properly prepared (in accordance with U.S. Swim rules where appropriate) as outlined in Section II of the Championship Manual.

2. Ensures that adequate supplies are available for the meet to include all items in Section I - F, G, H, I, J, & especially O of the Championship Manual

3. Confirms that adequate personnel are available to run the meet by consulting with Volunteer Coordinator (See Section I – P)

4. Obtains official sanction of meet if needed

5. Ensures that sufficient refreshments are available (See Section I – J)

6. Arranges publicity (See Section I – K and Section IV - D)

7. Ensures that summary of meet is properly executed and filed with the Jefferson Swim League (See Section – IV – C)

8. Performs ALL other duties as described in JSL Championship Procedure Manual

9. Always knows which UVA person is in charge.

10. Meet Director duties are divided as follows and may be rotated among the 4 Committee Members for each of the 4 sessions. Meet Directors must be a member of the JSL Champs Committee. a. One Meet Director serves as Primary with an overview of the entire meet. b. The Upstairs Meet Director is responsible for oversight of the administrative and organizational activities located on the main floor and outside of the building. This individual works with AFC staff, RMC staff and volunteers to ensure a safe and efficient meet. The Upstairs Meet Director rotates per session and oversees the following: i RMC Security personnel and serves as JSL contact person ii information desk activities and personnel iii volunteer check-in tables iv heat sheets and T-shirt sales v AV broadcast services and personnel vi volunteer workers and swimmers moving down to deck through gate vii UVa food services viii team tent activities ix determining inclement weather or evacuation procedures for main floor x any safety or facility issues and serves as contact person with UVa personnel

c. The Downstairs Meet Director is responsible for oversight of the conduct of the meet and associated activities that occur on the pool deck and areas on the lower level. This Meet Director works with the Referee, AFC staff, and other lead volunteers to ensure a smooth and efficient meet. The Downstairs Meet Director rotates per session and oversees the following: i volunteers on deck issues (including clerk assistance) ii swimmers on deck issues (including warm-up pool issues) iii table, supply, awards, or refreshment issues iv meet timelines, flow of events, and communications to teams and swimmers v AFC staff and serves as JSL contact person for lower level vi deck access violations by swimmers, workers, parents, etc. vii any possible violations of JSL Championship policies or procedures viii any assistance needed by Referee or other lead volunteers ix determining inclement weather or evacuation procedures for deck level x any safety or facility issues and serves as contact person with UVa personnel

11. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

C. STARTER (should wear white shirt and blue shorts)

The starter is probably the second most important meet official and therefore it should also be the responsibility of the host team(s) to obtain the most qualified starters in the League. The starter must be well experienced and, if possible, USA SWIMMING certified. Two or more starters must be obtained due to the physical demands placed on them. The starter should be equipped with 2 CTS Starting Systems (and back-ups) and whistle. He/she shall be stationed within 10 feet of the starting end and where the light is clearly visible to the timers and sound is easily heard by the swimmers.

Jefferson League requires starters to be either USA SWIMMING certified or have attended a USA SWIMMING, JSL, or YMCA clinic for starters in the current calendar year. The starter will meet with the Head Timers, Timers, & Runners 45 minutes prior to the start of each session to review procedures and give an opportunity for questions. This meeting takes place at the end of the downstairs hall near the check-in desk.

THE TOUCHPADS ARE SHUT OFF IN ALL 6 & UNDER AND 8 & UNDER EVENTS BY UNPLUGGING THE TOUCHPADS & REPLACING THEM WITH “C” BACK-UP BUTTON.

As outlined in the JSL Championship Organizational Chart, the Starter supervises the Head Timer, False Start Rope, and Runners. The Starter reports to the Referee.

1. Receives swimmers from the Clerk-of-Course.

2. Directs swimmers to step onto the starting block and remain there. (Backstroke swimmers are directed into water.)

3. Notifies swimmers of the following: a. Event number b. Distance (with pool length clarification; e.g. 1 length) c. Event name d. Stroke(s) to be used and order, (if applicable) e. Relay swimmers are to leave the pool immediately after swimming their leg. f. If coaches are assisting swimmers at far end of pool, gives command for “Coaches step back”, then “Swimmers step up”.

4. Blows whistle and commands, "Quiet for the start!" (may be done by referee)

5. Asks if, "Timers and judges ready?" (may be done by referee)

6. Directs swimmers to, "Take your mark!" and gives sufficient time for swimmers to come to starting position with at least one foot at the front edge of the platform (swimmers must respond at once). Backstroke swimmers may be directed to, "Place your feet!" and must have both hands on the starting grips and both feet (including toes) below the surface of the water. At this point it is too late for a swimmer to show for heat or changes to be made in relay teams.

7. Gives starting signal (gun or horn) when all swimmers are motionless

8. Gives false start signal (multiple horn blasts) if false start is committed & directs swimmers to, "Stand up!". (n.b. In certain age groups, false starts are not permitted and the USA Swimming procedures are followed.)

9. Calls false start(s) by lane number(s)

C. STARTER (continued)

10. In conference with Referee, disqualifies any swimmer with two false starts and notifies closest DQ Judge or makes out "DQ" card

11. In conference with Referee, changes order of events or heats (using discretion) to rest swimmers involved in false starts

12. Commands timers to, "Clear watches!" prior to start of next heat

13. Determines that all swimmers in first heats have finished last warm-up session

13. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

14. Returns all supplies to Meet Director at end of meet

D. CLERK-OF-COURSE (should wear white) (Also see Section II, A. ADVANCE SETUP)

With the increased size of the League, the Clerk-of-Course has become a very crucial position. The Head clerk for each session MUST be well qualified and experienced. Selection of the Head Clerks should be done by the Meet Director(s) in conjunction with the League Board to insure that the best clerks are available for this position.

Since 1996, the Clerk-of-Course area has been on deck between the shallow end of the pool and the round pools. Six sets of 3-row bleachers must be provided by UVa. Three sets of bleachers should be labeled with the appropriate lane numbers taped on the front row and three sets are positioned along the wall below the stands for preliminary staging. There are built-in benches along the wall on the narrow side of the pool which can be used for staging 5 - 7 heats prior to advancing to the blocks.

The Head Clerk and one Assistant should be at the primary area, with the other two assistants stationed along the wall to advance heats smoothly to the blocks. More assistants are scheduled for sessions when there are small children.

The Championship Meet is pre-seeded and all Clerks are provided with a heat sheet (see Appendix S). Timing cards are no longer used except for relays. Because of computerization of the Championship, NO CHANGES should be made other than to notify the table of a missing swimmer. THERE ARE NO ALTERNATES PUT IN PLACE OF A "NO SHOW" SEEDED SWIMMER. That is, the event is NOT re-seeded and a lane remains open in the event of a missing swimmer. Violation of this rule may result in the swimmer being disqualified and the team possibly receiving penalty points.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET **** As outlined in the JSL Championship Organizational Chart, the Head Clerk-of Course supervises the other Clerks and assistants. The Head Clerk reports to the Referee and the Clerks report to the Head Clerk-of-Course.

1. Assists announcer in calling swimmers to the Clerk-of-Course area in a timely manner through runners and/or event boards.

2. Stages swimmers by event number and heat number using the heat sheet and relay timing cards.

3. Gathers swimmers (for current event) in the area around and on the first set of bleachers.

4. Uses Aerobics Speaker System to ask for "Quiet" and asks swimmers to raise hand and come forward as called.

5. Calls swimmers names by heat and lane order using heat sheet.

6. Verifies armband and directs swimmer to next set of bleachers behind appropriate lane number. Small children will need assistance from other clerks and must stay in bleachers until heats are filled.

D. CLERK-OF-COURSE (continued)

7. Verifies all swimmers with the correct Event, Heat, & Lane number once swimmers are positioned on bleachers in correct heat. Gives timers card to first swimmer on each relay team. Retrieves color coded cards once relay swimmers are set to leave area.

8. Checks wrist band and writes heat and lane number on hands or arms of small children if information is missing to avoid confusion at blocks. (e.g. writes "H2 L3" for heat 2, lane 3)

9. Directs swimmers to staging area along the wall (keeping all swimmers in exact heat and lane order, with lane 1 swimmer always to the Clerk's right while facing swimmers), then behind starting blocks, and instructs them to wait there pending instructions from the starter (makes sure younger swimmers are led to the blocks if needed). Mite 25-yard events will take off from the far side and swim to the touchpads on the side closest to balcony. All other events will take off from the side closest to the balcony, except shorter (100 yard) mite relays where the first and third swimmers will be on the side closest to the balcony and the second and fourth swimmers will be on the far side.

10. Positions younger swimmers on far side or leads swimmers (if needed) to side closest to balcony at starting blocks using heat and lane numbers written on swimmer's hands.

11. Reports to table (and/or starter or timer) any heat or swimmer deletions as a result of "no-shows". Swimmers who do not report to Clerk-of Course will be eliminated from the event.

12. Allows coaches access to ONLY THEIR OWN team's relay cards for final relay team line-ups. (cards are NOT to leave the immediate area)

13. Allows coaches to make changes to Medley Relay cards prior to event being called to the Clerk-of-Course

14. Allows coaches to make changes to Free Relay cards prior to the event being called to the Clerk-of-Course

15. Allows one coach per team to have access to his/her own swimmers while in first part of staging area. Does NOT allow coaches to interfere with smooth operation of Clerk area.

16. Notifies announcer of further events to call to Clerk area.

17. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the Clerk area in event/heat/lane order b. Directs swimmers to nearest exit (likely the pool level doors on far side) c. Instructs swimmers to stay in event/heat/lane order in the designated area d. Instructs swimmers to remain orderly e. Does not allow swimmers to leave the designated area until released to parent f. Directs swimmers to return to building when instructed by UVa staff g. Assists in resuming meet and organizing swimmers as soon as possible

18. Returns all supplies to Meet Director at end of Meet.

E. STROKE-AND-TURN JUDGE (should wear white shirt and blue shorts)

The Head Stroke-and-Turn Judge and Referee will meet with all Stroke-and-Turn Judges prior to the start of a shift to lay ground rules and discuss the Meet. Sufficient Judges should be provided and positioned to properly supervise lanes and ends. Jefferson Swim League requires Stroke-and-Turn judges to be either USA SWIMMING or YMCA certified or have attended a USA SWIMMING, YMCA, or JSL clinic for Stroke-and-Turn Judges within the current calendar year. Stroke-and-Turn Judges must be available to meet with the Referee 30 minutes prior to the beginning of the session.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Head Stroke-and-Turn Judge supervises the other Stroke-and-Turn Judges. The Head Stroke-and-Turn Judge reports to the Referee and the other Judges report to the Head Stroke-and-Turn Judge. All Stroke-and-Turn Judges must meet with the Referee 45 minutes prior to each session.

1. Raises hand if not prepared when starter (or Referee) asks, "Timers & judges ready?"

2. Walks abreast of swimmers and observes U.S. Swim rules relating to the following: a. Style of swimming designated for the event (i.e. stroke) b. Correctness and completeness of "Turn"

3. Judges relay takeoffs at both ends of the pool. The Stroke-and-Turn Judge initiates the disqualification, but it must be confirmed by another judge having jurisdiction over the lane in which the violation occurred. Without dual confirmation, the violation did not occur. Violations called outside of the judge's jurisdiction are not valid. a. The Starter may serve as a takeoff judge at starting end of pool. In the absence of an adequate number of judges, the head judge can delegate responsibility c. Records take-off violations on DQ Slip using "O" for legal and "X" for illegal. d. Compares DQ Slip with other judge at the end of each event. e. Disqualifies any team for illegal takeoff where both cards agree

4. Raises one hand with open palm when any infraction (other than take-off violation) is observed.

5. Reports violations on DQ slip (same as regular season) detailing: a. Swimmers name b. Event number c. Heat number d. Lane number e. Description of infraction f. Judges initials

6. Gives completed DQ slip to Referee for initials

7. Assists with mite swimmers at far end of pool by not letting them on blocks until time to swim, etc.

8. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

8. Returns all supplies to Meet Director at end of Meet

THIS POSITION HAS BEEN ELIMINATED FROM THE CHAMPIONSHIP

F. SWEEP JUDGE (should wear white)

The Head Sweep Judge organizes this area, makes seating (lane) assignments, assists in close calls, and serves as a relief if a judge has to leave the area. Two sweep judges shall be stationed on each side of the pool having a clear direct view of the finish line. There shall be one sweep judge card (same as regular season) filled out (on each side of the pool) for each heat. One sweep judge shall observe and call out the order of finish, while the other assists and records order on sweep judge card. These two positions should be rotated every 20 events to prevent fatigue and boredom. The automatic timing system normally determines the order of finish, but the sweep judges are necessary for back-up and should always be in position to make their calls. AT NO TIME SHOULD A SWEEP JUDGE CONSULT THE SCORE BOARD FOR ASSISTANCE IN FILLING OUT A SWEEP JUDGE CARD . The score board only records the touchpads, not the back-up buttons. Many races are difficult to call, but it is far better to list "tie" if a judgment cannot be made. Consulting the scoreboard to record finishes can create confusion for the sorter in certain situations. ***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

1. Records event number and heat number at top of sweep judge card

2. Raises hand if not prepared when starter (or Referee) asks, "Timers and Judges Ready?”.

3. Observes order of finish and calls out lane number as swimmer in that lane touches finish line

4. Records order of finish by lane number on sweep judge card

5. Records "tie" if place distinction cannot be made. (It is important to note that recording a tie is far better than guessing at finish. If both sweep judge cards from each side of pool agree, that is the official order of finish if the CTS is NOT working no matter what timers’ cards say.) Judges are again cautioned NOT to be influenced by the order of finish on the score board as these are frequently wrong. The Judge should make his/her best judgment as to the order of finish.

6. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

7. Returns all supplies to Meet Director at end of Meet

G. FALSE START ROPE

There shall be one person assigned to the false start rope. Care must be taken not to get distracted and to make sure that the rope is always ready to drop quickly. The false start rope must not be allowed to sag as swimmers will catch their arms on it. A loop should be tied in the rope to attach it with a pin so that the rope is tight. The end of the rope should be tied to the base of the pole so that the rope can be easily retrieved after dropping.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the False Start Rope reports to the Starter.

I. Secures false start rope 4 feet above the water and approximately 36 feet from the start in such a manner that it can be released (dropped) quickly

2. Pulls “firing pin” to release false start rope immediately upon hearing false start signal from starter (multiple gun shots or horn blasts). If taut, the rope will "shoot" across all lanes and drop properly.

3. Re-secures false start rope after all swimmers stop and return

4. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

H. TIMER/BUTTON PUSHER

UVa's CTS system and touch pads will be used, but back up must be provided in the form of 3 Timers/Button Pushers on each lane. Two of the timers will each be issued a watch (TWO watches for dive-over starts). They will each hold a watch in one hand and the button in the other. (USA Swimming rules permit one person to operate two different pieces of timing equipment.) The third timer will hold a button and the clip board. Thus there will be three back-up buttons and two back-up watches on each lane plus an additional watch for dive- over starts in Sessions II and IV.

The host team is responsible for obtaining sufficient watches for the meet (Apx 40 in case CTS system fails). In conjunction with the Referee, The two head timers organize timers/button pushers 45 minutes prior to each session, give instructions, assign lanes, give out watches, distribute timer's sheets, and serve as a back-up timers. The head timers will review "Recommended Timing Procedures for Jefferson Swim League" with all timers prior to the start of the meet.

Button Pushers are to back up the touch pads in case the swimmer does not trip the timing system. The button pusher only pushes the button at the swimmers finish - not at the start . In the event the button pusher pushes the button early at the finish (e.g.. at the 50 yard mark of a I00 yard event), he/she should still hit the button at the finish as it will be recorded correctly. DO NOT PUSH BUTTONS IF THERE IS NO SWIMMER IN LANE.

THE TOUCHPADS ARE SHUT OFF IN ALL 6 & UNDER AND 8 & UNDER EVENTS BY UNPLUGGING TOUCHPADS AND REPLACING THEM WITH “C” BACK-UP BUTTON.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Head Timer supervises the Timers/Button Pushers and reports to the Starter. The Timers/Button Pushers report to the Head Timer.

1. VERIFIES name, event, heat, and lane by placing a check mark beside swimmer's name on timer's sheet (see Appendix T1) or relay team on timer's card (see Appendix T).

2. Resets watch and is prepared to time at beginning of race when starter (or Referee) signals "Clear watches!"

3. Raises hand to signal starter to delay start if not prepared to time when starter (or Referee) asks "Timers and judges ready?"

4. Starts watch from flash of light (not sound). Button pushers must NOT push buttons at the start.

5. Raises hand to signal head timer to take over position if start is missed, watch malfunctions, or watch is stopped prematurely

6. Stops watch (or presses button) when any part of swimmer touches end of pool (or breaks the imaginary line at end of pool), being aware that many races are multi-lap events

7. Reads watch and records all watch times (only) in hundredths on timers sheet or on timer's card for relay events. Scoreboard times are recorded electronically.

8. Records two times and initials timer's sheet beside times (or timer's card) to verify accuracy of times and gives to runner at the completion of the event.

H. TIMER/BUTTON PUSHER (continued)

9. Encourages all swimmers to exit the water promptly. Assists swimmers exiting pool. Relay swimmers MUST exit immediately to avoid disruption of the race and touchpads. Timers must assist any swimmer who does not exit the pool immediately.

10. Assists in crowd control by keeping swimmers back from blocks

12. Returns all supplies to the Meet Director at the end of the Meet.

I. HEAD-OF-TABLE (Also see Section II, A. ADVANCE SETUP)

The Head-of-Table is another important position which requires a great deal of experience. This person should be familiar with all Scoring Table procedures and positions as well as how the Championship procedures may differ from dual meet procedures.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Head of Table supervises the Computer Operator, Sorters, and Head of Awards. The Head of Table reports to the Meet Director(s).

1. Ensures that sufficient workers are available to run table using computer (obtains additional workers in the event of computer malfunction)

2. Prepares Table prior to meet a. Ensures that adequate supplies are available by consulting list of table supplies

3. Sets up table and supplies in an efficient manner

4. Assists at any table position needed

5. Mediates disputes and solves problems arising at table

6. Ensures that all forms are completed at end of meet and given to appropriate people

7. Organizes and assists in clean-up of table and supplies

9. Returns all supplies to Meet Director at end of Meet

J. DECK RUNNER The Deck Runners must report to the Timers meeting (conducted by Starter) about 30 minutes before each session to get a copy of their job description, get instructions, and ask any questions. While the job is relatively simple, any misunderstandings can cause confusion on deck and at the Table area.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Deck Runners report to the Starter.

1. Collects the following after each heat: a. "DQ" slips and sweep judge cards from sweep judges or Referee b. Timers cards from timers for relay events (timer's sheets are collected after each EVENT ) c. CTS event sheets from CTS operator

2. Takes sheets or cards and CTS sheets immediately (in heat and sex order) to appropriate boy or girl sorter at table in classroom

3. Returns to collect more cards and sheets

K. SORTER

THE CHAMPIONSHIP DEMANDS AN EXPERIENCED SORTER. The sorter MUST be familiar with CTS System 6 printouts and should review procedures for reading these sheets well before the meet . Because confusion can occur when the smaller children don’t hit the touchpads hard enough to shut them off, the touchpads are turned off and replaced with the “C” backup button. This will cause the sorter to have to rely on back-up times on the sheets. As older children swim, the CTS sheets become more accurate and easier to read. The CTS sheet times (whether by touchpads or back-up button) are the official times and determine the order of finish provided the CTS is working correctly. If the CTS is TOTALLY NOT working, the Sorter will have to follow JSL procedures for dual meet sorting. If needed, those procedures can be found in Appendix J. The following procedures are used with the CTS System 6 Timing System:

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Sorters report to the Head of Table.

1. Receives one timer's sheet per lane after each individual event or 1 timer's card per relay team after each relay heat from runner

2. Receives 1 CTS sheet from Runner for each heat swum

3. Receives any "DQ" slips from Runner

4. Sorts (organizes) all sheets or cards BY LANE NUMBER and CTS sheets into individual heats

5. Any name changes on relay timing cards must be brought to the attention of the computer operator.

6. Any lane or heat changes must be clearly related to the computer operator on the timer's sheet or timing card AND CTS sheet. Any name changes in individual events must be brought to the attention of the Meet Director and/or Referee, as this is not allowed and may constitute a rules violation.

7. Compares timer's sheets (for individual events) or cards (for relay events) to CTS sheets and sweep judge cards to make sure all timers’ sheets or cards are present in each heat

8. Separates all complete "DQ" slips and matches with timer's sheets or cards, marks "DQ" clearly on timer's sheet or timing card (i.e. does not determine place or compute times for DQ'd swimmers) a. "DQ" slips must be complete with swimmers name, Event #, Heat #, Lane #, Judge's initials, Referee's Initials, and infraction. Sorter should add team name. b. Questionable or incomplete "DQ" slips should be brought to the attention of the Referee and/or Meet Director for official ruling. c. Determines swimmer's heat and lane and marks CTS sheet "DQ" beside the swimmer's time and puts one red line through time (so computer operator will not record time rather than "DQ"). (see appendix V) d. Places copy of "DQ" slip into awards box of appropriate team e. "Voided" DQ slips should be kept with all other meet records.

K. SORTER (continued)

9. Observes and checks official times on CTS sheet (see Appendix U, V, W, X) using following: a. Back-up times (e.g. < 25.04 >) are noted beside each lane only if the back-up time is less (or greater?) than 0.3 second from the pad time b. Back-up times by themselves are always generated at the top of the page

10. Uses following in determining which time to accept a. Back-up times noted beside the touchpad time (flagged) are most often the correct time unless the back-up time is higher (slower) than the touch pad time b. If the back-up time is lower (faster) than the touch-pad time (see Appendix X), the back-up time will be correct unless it is obvious that one button pusher was early causing the time to be flagged c. Consult all back-up times at top to make sure they are consistent. d. You will note that the flagged back-up time is the middle of three times or is the same as two times which agree (all according to USA SWIMMING rules). If, by chance, only two back-up buttons are recorded, the CTS will record the average of those times. e. Further questions may be resolved or confirmed by looking at watch times on timer's sheet or relay timing card.

11. Using above information, draws single line through touchpad time making an arrow pointing to back-up time when back-up time has been determined to be official. Obviously if NO back-up times are listed, the touch-pad time is the official time. (see appendix W & X)

12. Initials CTS sheet in upper right hand corner and makes any appropriate notes to computer operator.

13. Puts completed cards in order by LANE number (in each heat) with the CTS sheet for each heat

14 Passes cards and sheet for each heat to Computer Assistant noting any discrepancies or problems in upper right hand corner of CTS sheet.

15. Groups all cards by lane, heat, and event order when computer operator complete. a. Places rubber band around each EVENT b. Puts cards in box in EVENT order

16. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

L. COMPUTER OPERATOR and ASSISTANT (Reader)

The Computer Operator and Assistant enter all times into the computer one heat at a time. Both should be familiar with the computer program and operation of the computer and printers. One person should read the data as the other keys it in. Alternating jobs will minimize fatigue. The Computer Operator and Assistant must not get distracted with discussions going on around them - their job is to enter approved (pre-sorted) data as fast & as accurately as possible, not make decisions regarding the data.

It may help to remind the CTS operator that THE TOUCHPADS ARE SHUT OFF IN ALL 6 & UNDER AND 8 & UNDER EVENTS BY UNPLUGGING THE TOUCHPADS AND REPLACING THEM WITH “C” BACK-UP BUTTON.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Computer Operator supervises the Assistant, the Results Printer, and the Checker. The Computer Operator reports to the Head of Table.

1. Receives completed timing sheets & cards, CTS sheets, and "DQ" cards from Sorter

2. Verifies Race Number (upper right on CTS sheet) with Race Number in computer to confirm that correct heat is being finalized.

3. Verifies swimmer's names from timing sheets or cards

4. Observes touchpad times transmitted from CTS system 5 for each heat.

5. Overrides touchpad time and keys in back-up time as directed by sorter on CTS sheets. (See appendix U, V, W, & X)

6. Indicates "DQ" as the time for any swimmer disqualified from event.

7. Accepts official time for each swimmer in each heat per procedures for Meet Manager Program

8. Consults with Sorter if any discrepancies noticed

9. Groups ALL sheet and cards from each Event, secures with rubber band, and passes back to sorter

10. Passes CTS sheets to Awards Table to aid in labeling awards

11. Prints the running score every 10 events (if possible) for posting

12. Prints Awards labels as often as possible and passes to awards table

13. Prints 3 sets of results as often as possible, passes one to awards table; posts one in upstairs main hall and one on deck behind diving boards.

14. Prints High-Point results at the end of each session (for verification, NOT announcement)

15. Ensures that CTS System 5 is not cut off before downloading final results

16. Prints final results at end of Meet

18. Removes any JSL Software from UVa’s computer.

L. COMPUTER OPERATOR and ASSISTANT (continued)

17. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

M. EVENTS RESULTS POSTER

The Events Results Poster position is responsible for removing results from the printer and posting them in a designated area. In addition, this person should assist the Computer Operator(s) with the printer and all printed materials.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Events Results Poster reports to the Computer Operator.

1. Removes the awards labels from printer and passes the labels to the awards area.

2. Removes first set of results for awards table reference

3. Removes next two sets of results from printer and posts one on the deck behind the diving boards and the second in the main upstairs hall on bulletin board.

4. Keeps the Announcer informed of the running score approximately every 10 events. (It is recommended that the running score be printed every 10 events

5. Checks every event to spot "Record Breakers" flagged by computer

6. Gives Announcer complete information on "Record Breakers"

7. Performs other duties as needed by Computer Operator(s)

N. VOLUNTEER CHECK-IN

Volunteer check-in personnel are responsible for setting up tables in the front hall near the Alderman Road entrance throughout the various sessions. These tables should be set up NO LATER than when the building opens for volunteers and kept open until all volunteers have checked in. The Head of Volunteer Check-In will stay at the table for the full session to answer questions, etc.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET **** As outlined in the JSL Championship Organizational Chart, the Volunteer Check-In personnel report to the Front Lobby/Upstairs Meet Director.

1. It is extremely important that this area be set up and properly staffed BEFORE the building opens for volunteers.

2. Sets up tables and needed chairs in front hall near the Alderman Road entrance as outlined in Section II, A - 3.

3. Sets up large signs on easels in front of (or behind and above) various check-in areas. The signs should be prepared ahead of time and state the team names being check in at that location.

4. Provides the proper pass to all volunteers as they check in.

5. Consults copy of Worker Assignment Form and assists parents, and other personnel a. Distributes deck passes or volunteer T-Shirts to authorized personnel b. Distributes Yellow/Gold shirts for timers, clerks, false start rope, runners c. Distributes Blue shirts for awards, computer, & refreshment workers (classroom) d. Distributes Red shirts for hall monitors, deck monitors e. Distributes Green shirts for team leaders f. Offers directions to various areas of the building g. Limits access to authorized personnel only

6. Checks off each name on assignment sheets so that all positions are filled.

7. Notifies Team Reps or volunteer coordinator of any team failing to fill a position.

8. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers calm and focused b. Directs swimmers to nearest exit (likely the main level doors at the front or side exits) c. Instructs swimmers to stay in the designated area d. Instructs swimmers to remain orderly e. Does not allow swimmers to leave the designated area until released to parent f. Directs swimmers to return to building when instructed by UVa staff g. Assists in resuming meet and organizing swimmers as soon as possible

O. AWARDS

The Awards position is responsible for obtaining awards labels from the Results Printer person, sticking them on the proper award, and placing the award in the proper team's award box. The Head-of Awards should be experienced in this area and should oversee the operation of the awards table making sure all awards are labeled properly and put into the right team's box. In addition, the Head may fill in for anyone needing a break.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Head of Awards supervises the Awards Table and reports to the Head of Table.

The following MINIMUM quantities are required for entire Championship (assuming no ties): 31 Male Individual 1st place trophies (taller blue trophies, male figure) 31 Female Individual 1st place trophies (taller pink trophies, female figure) 40 Male Relay 1st place trophies (shorter blue trophies, male figure) 40 Female Relay 1st place trophies (shorter pink trophies, female figure) 4 Unisex Relay 1st place trophies (shorter trophies) 146 2nd place silver medals 146 3rd place bronze medals 146 of each ribbon 4th thru 30th 500 heat winner maroon ribbons

Trophies MUST be sorted by session and into male, female, individual, and relay groups.

1. Organizes awards area and identifies awards as follows: a. first = trophy i notes male and female physiques on trophies for boy and girl events ii awards taller trophies for individual events, shorter for relays b. second = silver medal c. third = bronze medal d. fourth through thirtieth = appropriately labeled gold imprinted ribbon, e. heat winner = maroon

2. Labels awards boxes for each team as needed

3. Receives awards labels and results from Results Printer

4. Applies awards labels to proper awards (identified in #1 above)

5. Places awards in correct box for each team (PLEASE be careful)

6. Makes out other labels by hand as needed (Any team scoring more than 3 swimmers in an event will not have labels printed past the third swimmer. Hand written labels will have to be printed for those swimmers (See Appendix Y). In that situation there will be a label printed by the computer for the swimmer who scores the points, but no label printed for the swimmer who actually finishes in the position. That label will have to be written and the correct award given. In this situation, both swimmers get ribbons)

O. AWARDS (continued)

7. In 2002, Chip Grobmyer discovered a way to print heat winner ribbons at the end of each session. a. Print heat winner ribbon labels at end of each session. b. Stick each label onto maroon heat winner labels. c. Place completed ribbons in appropriate team boxes

P. ANNOUNCER

The Announcer must be someone comfortable with public speaking. He/she must also be aware of the following guidelines and the importance of not contributing unnecessary noise and confusion to the meet. Because there are two separate P.A. systems, there will be three announcers required - one on deck and two at the front desk. The front desk announcer may also assist with proper check-in. Announcers must speak SLOWLY and DISTINCTLY because of the poor acoustics. Due to increased confusion, there should be no music during 8-&-under warm-ups.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Deck Announcer supervises the Front Desk Announcer and the Video Operator. The Deck Announcer reports to the Meet Director(s) and the Front Desk Announcer and Video Operator report to the Deck Announcer.

1. The Deck Announcer will announce the following at the beginning of each session: a. Give a welcome and a short introduction as to meet host, etc. b. Announce that coaches must seed Medley Relays and Free Relays prior to the events being called to the Clerk-of-Course c. Announce that all volunteers must be at their stations d. Announce that the meet is starting when all officials are in place e. Play National Anthem or announce performers for National Anthem

2. In addition, the Deck Announcer will assist in getting swimmers to Clerk-of-Course by updating team leaders via cell phone. This has become a VERY important function of this position as the acoustics are terrible and swimmers cannot hear their events being called. a. Receives instructions on text messaging via cell phone and Twitter b. Enters appropriate message and sends to team leaders as events are called c. Notifies front desk announcer to call events

3. Both Announcers will announce the following several times during each session: a. Remind all to constantly be aware of the closest emergency exit b. Remind all of NO SMOKING anywhere in building (Smoking must be OUTSIDE away from entrances) c. Remind all of heat sheet and T-shirt sales and location in front hall d. Remind all to put trash in trash cans e. Remind all that there is ABSOLUTELY NO FOOD OR DRINK ALLOWED IN THE BUILDING EXCEPT IN MAIN LOBBY AND CAFETERIA AREA. Water is allowed. f. Announce that NO ONE is allowed on deck unless they are a coach or official with a deck pass or a swimmer g. Announce events as called for Clerk-of-Course (the front desk announcer must announce this over the in-house system as well as over the CTS system which has an extension speaker to the outside h. Only Deck announcer will announce event on blocks i. Announce score every ten events j. Make NO announcements between the time the referee blows his whistle and the start of the race. (An exception would be if the referee asked for a "Quiet for the start" announcement)

P. ANNOUNCER (continued)

4. Both announcers will announce the following towards the end of each session: a. Announce for people to start cleaning up around their area towards the end of the meet. BUILDING MUST BE LEFT CLEAN !!! b. Announce that awards presentations will be held in the main lobby after the completion of the Meet c. Start calling Saturday afternoon volunteers to report to their stations about one- half hour before end of Saturday morning session. Repeat this announcement several times d. Announce a break to change officials after Saturday morning is complete. Remind officials to turn over watches and supplies to afternoon officials.

6. The Front Desk Announcer will assist in making announcements throughout the Main Hall, Front Steps, and in the Tent Area. A CTS system set up on the inside steps going upstairs should be available to make announcements in the main entrance hall. Communications to the tent area is now by cell phone to team leaders.

7. In the event of emergency, assists in orderly evacuation of entire building. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Makes appropriate announcement regarding nature of emergency b. Directs audience, workers, & swimmers to nearest exits c. Posts appropriate evacuation message on message board (example: “Please leave the building at once - swimmers on deck will be at ....”) d. Assists in evacuating swimmers on deck e. Attempts to keep swimmers in heat/lane order f. Directs swimmers to nearest exit (likely the pool level doors on far side) g. Instructs swimmers to stay in heat/lane order in the designated area h. Instructs swimmers to remain orderly i. Does not allow swimmers to leave the designated area until released to parent j. Directs swimmers to return to building when instructed by UVa staff k. Assists in resuming meet and organizing swimmers as soon as possible l. Makes appropriate informational announcements m. Updates message board as appropriate

Q. Position Moved to Section V (Rest of page intentionally left blank.)

R. HEAT SHEET & T-SHIRT SALES (See Section II, A. ADVANCE SETUP)

Five workers are responsible for setting up a position with tables in the front hall to the left of the main desk and selling Heat Sheets, patches (if sold), and T-shirts throughout the various sessions. Sales areas should be set up NO LATER than when the building opens for swimmers and kept open until everything sells out or until business slows down. If business slows down before items are sold out, a count should be taken to assist in ordering for following year. At no time should the price be cut to encourage sales. It has been determined that this only causes hard feelings by those who bought at full price and many shirts were not sold because people were waiting for the price to go down.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET **** As outlined in the JSL Championship Organizational Chart, the Heat Sheet and T-shirt Sales reports to the Front Desk Board Member.

1. Bring at least $1,000 in ones, five’s, tens, and quarters (if needed) for change, two money boxes, money bag, heat sheets, patches (if sold), T- shirts, and large signs announcing prices.

2. Set up tables and needed chairs in front hall to the left of the main desk as outlined in Section II, A - 3.

3. Set up large signs in front of (or behind and above) various sales areas. The signs should be prepared ahead of time and state the item (size, if needed) and price.

4. Do not give out any free heat sheets except at the direction of the Meet Director or League President. Of course, do not give out any T-shirts, but be liberal with exchanges for color, size, etc.

5. A record sheet should be provided (appendix Q) to keep records of sales to help in ordering for following year.

6. A complete count of money should be turned over to the Meet Director or Treasurer of JSL.

7. All money MUST be secured at the end of each session when it is turned over to the designated member of the Championship Committee, League President, or Treasurer. AT NO TIME SHOULD THE MONEY, T-SHIRTS, OR HEAT SHEETS BE LEFT UNATTENDED.

8. In 1999 a survey form was placed at this table to solicit comments from parents. It stated, “The JSL Championship Committee would appreciate your comments on how the meet could be improved. Below, please tell us what you think - good or bad, and return the form to the T-shirt/Heat Sheet sales table.” It was about 8 1/2” by 2” and had lined spaced for comments. Comments should also be directed to www.jsl.org.

9. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers calm and focused b. Directs swimmers to nearest exit (likely the main level doors at the front or side exits) c. Instructs swimmers to stay in the designated area d. Instructs swimmers to remain orderly e. Does not allow swimmers to leave the designated area until released to parent f. Directs swimmers to return to building when instructed by UVa staff g. Assists in resuming meet and organizing swimmers as soon as possible

S. CTS OPERATOR & ASSISTANT

The CTS Operator MUST be familiar with the CTS System 6. The CTS operator and any assistant(s) are positioned on deck at the starting end of the pool. The CTS operator should bring a whistle to alert referee and starter when CTS is not ready to start an event. The CTS equipment must be carefully set up ahead of time by UVa personnel, but checked out by someone from the League. The CTS operator should follow usual USA SWIMMING procedures for this position and may make a judgment call to over-ride the touchpad differential set at 0.3 sec. based on visual observation of CTS display menu. THE TOUCHPADS ARE SHUT OFF IN ALL 6 & UNDER AND 8 & UNDER EVENTS BY UNPLUGGING THE TOUCHPADS AND REPLACING THEM WITH “C” BACK-UP BUTTON.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart , the CTS Operator supervises the CTS Assistant. The CTS Operator reports to the Referee and the CTS Assistant reports to the CTS Operator.

1. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

2. Do NOT cut off CTS System 6 until all downloads are complete at the end of each session and directed by Computer Operator.

T. REFRESHMENTS

As stated earlier, refreshments are the responsibility of the Host Team and the HEAD REFRESHMENT PERSON MUST BE FROM A HOST TEAM . REMEMBER THAT NO FOOD OR SOFT DRINKS ARE ALLOWED OUTSIDE OF THE MAIN FLOOR CAFETERIA OR CENTER REFRESHMENT ROOM ON DECK. WATER IN CUPS IS THE ONLY REFRESHMENT ALLOWED ON DECK. The Head Refreshment worker is from the Host Team and must take care of all duties as listed in Section II Championship Meet Day #B.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Head of Refreshments supervises the Refreshment workers. The Head of Refreshments reports to the Meet Director(s) and the Refreshment workers report to the Head of Refreshments.

1. Monitors coffee, bagel, and doughnut usage during morning

2. Continues to serve ICE WATER ONLY during the meet to all official workers and coaches about every 30 to 60 minutes

3. Monitors ice usage during entire meet

4. Replenishes ice if needed

5. Assists in continual clean-up of this area

6. DOES NOT ALLOW FOOD OR SOFT DRINKS TO BE REMOVED FROM CENTER ROOM.

7. Allows coaches access to refreshment area ONLY.

U. HEAD MARSHAL

The Head Marshal organizes, instructs, and supervises the Safety Officers (see X), the various Marshals (see V), and the Team Leaders (see W). This person must be familiar with the aforementioned job descriptions, be available to conduct a brief meeting prior to the beginning of a shift explaining what those positions are to do, and give an opportunity for questions. In addition, the Head Marshal must be continually circulating throughout the building offering assistance and guidance to those positions. Ideally this would be a “speak- softly-and-carry-a-big-stick” individual.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Head Marshal supervises the Safety Officer, Hall Marshals, Deck Marshals, and Team Leaders. The Head Marshal reports to the Meet Director(s).

1. Reviews all job descriptions listed above prior to meet day.

2. Obtains sufficient copies of job descriptions to hand out during meeting.

3. Conducts separate brief meetings with Safety Officers, all Marshals, and Team Leaders as they arrive for their tour of duty.

4. Explains the basics of each job, what is expected, and what to do if problems.

5. Gives opportunity for questions.

6. Supervises the above positions during the course of the session.

7. Is available throughout the session to offer assistance to any of above positions.

8. May warn participants involved in minor offenses as appropriate and keeps record of offender’s name. Second warnings require removal from the meet.

9. Reports problems to Meet Director(s) and or UVa personnel as appropriate.

10. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

V. MARSHALS

The Marshals’ tour of duty is for the entire session unless noted otherwise below. These are very important positions and are responsible for keeping order in various areas of the building. All officials are, of course, allowed to be in any area while performing their jobs. They can be easily identified by a shirt, deck pass or timer's stop watch hanging from their neck. If someone does not have a shirt or volunteer pass, they are probably out of place and are only allowed in the lobby and other public areas. Any difficulty with any swimmer, parent, coach, or spectator should be reported to the Head Marshal. Marshals should be constantly moving throughout their area to monitor swimmer's (and parent's) activity. Because many Marshals are often in the hall areas, consideration must be made for these volunteers to be able to see their children swim. Hall Marshals must coordinate these breaks among themselves and the Head Marshal.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the various Marshals report to the Head Marshal prior to the start of warm-ups unless noted otherwise below.

ALL MARSHALS

1. Must constantly be alert to any situation which may be dangerous (e.g., running, glass on deck, loose wires, blocked halls, horseplay, etc.). THERE IS NO FOOD OR DRINK ALLOWED IN BUILDING EXCEPT IN THE MAIN FLOOR CAFETERIA AREA. WATER IS ALLOWED ON DECK. In addition, NO SMOKING is allowed in any area in the building or surrounding areas where there are swimmers.

2. May warn participants involved in minor offenses as appropriate and keeps record of offender’s name. Second warnings must be reported to the Head Marshal and require removal from the meet.

3. In the event of emergency, assists in evacuating swimmers in the immediate area. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers in the take-off area in event/heat/lane order b. Assists Clerk-of-Course as needed to keep swimmers in event/heat/lane order c. Directs swimmers to nearest exit (likely the pool level doors on far side) d. Instructs swimmers to stay in event/heat/lane order in the designated area e. Instructs swimmers to remain orderly f. Does not allow swimmers to leave the designated area until released to parent g. Directs swimmers to return to building when instructed by UVa staff h. Assists in resuming meet and organizing swimmers as soon as possible

AFC DOOR MARSHAL

1. Must be in position on Friday and Saturday mornings approximately 1 hour before building opens for volunteers and swimmers to prohibit early entry.

2. Allows entry of volunteers at designated time.

3. Monitors volunteer check-in area to prohibit anyone from removing badges prior to volunteer checkers arrival.

4. Once the building is open for swimmers and parents and the volunteer checkers arrive, this position ends.

HALL MARSHAL

1. Helps maintain order in halls, stairwell, especially bathrooms and locker rooms , and all other areas of building and does NOT permit any activity which may injure a swimmer or damage property. There are separate Deck Marshals for deck area.

2. Keeps trash under control, reminding swimmers to pick up their own trash, and change trash bags if needed.

3. Does not allow any food or drink in building other than at cafeteria areas and main hall.

4. May have to occasionally mop wet floors.

5. Assists announcer at front desk in announcing events being called to Clerk-of-Course.

LOBBY GATE MARSHAL

1. Positioned at lobby Front Desk Gate and controls access to pool area.

2. Verifies adult volunteers have deck pass for entry to pool area for current session.

3. Verifies coaches have deck pass for entry to pool area for current session.

4. Verifies swimmers have correct wrist band for entry to pool area for current session.

5. Uses best judgment in allowing RELAY TEAMS access to deck even if not marked for that particular event. (Last-minute relay swimmers may not be marked for an event.)

6. Reports violations to Head Marshal.

RACING POOL MARSHAL

1. Keeps area behind blocks free of all but the timers and other officials and swimmers waiting for their events. Coaches are specifically NOT allowed in this area. (Timers have watches, swimmers have wrist bands, and officials and coaches have designated wrist bands)

2. Keeps swimmers and spectators off the deck area surrounding the deep end of the pool being used for the swim meet. The only exception to this would be swimmers going to and from their events and coaches.

3. Allows NO ONE on bulkhead except starting swimmers and officials.

4. Assists Clerk-of-Course on deck to monitor coaches and swimmers at clerk area.

5. Assists in directing swimmers to the locker rooms and onto the deck to the Clerk-of Course staging area near the shallow end of the pool.

WARM-UP POOL MARSHAL

1. Assists Lifeguards in monitoring for horseplay in warm-up pool. Removes swimmers who are not using pool properly. Periodically checks with clerk for problems.

2. Keeps Clerk-of-Course side of deck (far side) clear of all but officials and swimmers who have been seeded and are waiting for their event. One coach from each team may be in this area.

3. Because of lack of space for swimmers in other areas of the building, swimmers will be allowed on deck towards the shallow end of the pool and at the Clerk-of-Course area. However, it must not become too crowded and removal should be immediate for any difficulty such as horse play, uncooperativeness, etc.

4. Keeps the round pool area clear. NO ONE is allowed in the round pool area behind the columns as this area is not monitored and represents a danger to the individual.

W. TEAM LEADER (8-&-UNDER and 9-10, BOYS & GIRLS)

The Team Leaders are responsible for making sure all 8-and-unders & 9-10 boys & girls from their team are shepherded to the Clerk-of-Course and returned in an orderly fashion. Every team must appoint at least two parents (one male and one female) for this job during any session where there will be 8-and-under (and 6-&-under) and boys & 9-10 girl swimmers. Teams may have as many team leaders as desired, but there will be a limit as to how many can be on deck - see volunteer roster. All Team leaders must have cell phones with text messaging and Twitter capabilities.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET ****

As outlined in the JSL Championship Organizational Chart, the Team Leader reports to the Head Marshal.

1. Consults heat sheet for each 8-&-Under, 6-and-Under, & 9-10 girl events.

2. Notes names of swimmers on their team who are swimming in upcoming events.

3. Gathers swimmers for each upcoming event in a central location on main level.

4. Verifies swimmer’s name, event, heat, and lane using heat sheet. Swimmers must have wrist band on left arm to be admitted to the deck.

5. Leads swimmers downstairs, through appropriate locker room(s), onto deck, and to Clerk-of-Course area.

6. Consults heat sheet and/or swimmers printed info and gets swimmers into event and heat order.

7. Stays available to assist Clerk until swimmers are seated for each heat.

8. Remains on deck until completion of event to gather all swimmers from their team. (Note that in the 6 & Under Session, all swimmers will stay on deck during the entire session)

9 Leads swimmers back through appropriate locker rooms, upstairs, and into main hallway for parents to retrieve.

X. SAFETY OFFICER (MUST WEAR UNIFORM or SPECIAL SHIRT)

Ideally the Safety Officer(s) should be an off-duty UVa, Policemen, or Security Personnel hired specifically to assist in crowd control, keep order, and be available in case of a true emergency. Officers must be made aware of the location of the Rescue Squad in the downstairs control room. Obviously this is a children’s sporting event and major trouble would be unexpected. Most infractions are minor and can be stopped with a simple friendly suggestion by the officer. The use of excessive verbal or physical force should be an absolute last resort to solve an issue at the Championship. A copy of this job description and the Swimmer/Parent memo should be given to every officer prior to the start of their shift. They should be clear as to the expectations below and have an opportunity to ask questions. As outlined in the JSL Championship Organizational Chart, Safety Officer reports to the Head Marshal.

1. Reads and understands expectations of job description

2. Checks in at start of shift with Head Marshal

3. Obtains a copy of the Swimmer/Parent Memo a. Has general idea of information communicated to parents b. May use Memo as justification for enforcing various rules c. Consults Memo for building diagrams d. Consults Memo for Emergency Concerns for Parents

4. Two security personnel are assigned to each of the following 3 areas: a. Bleacher seating area b. Lobby and tents area c. Drop-off area in Alderman Rd parking lot

5. Continually walks all areas of the facility including, but not necessarily limited to: a. Outside areas immediately surrounding building b. Main Hall (Lobby) and adjacent areas c. Spectator stands d. Downstairs hall

6. Monitors all areas for unsafe conditions such as, but not necessarily limited to: a. Excessive horseplay where injury may occur b. Blocking of any hallways or doorways with people, towels, coolers, etc. c. Blocking of aisles in spectator stands (this can be a constant problem) d. Any problem which might cause physical injury (e.g. broken glass, etc.) e. Any spectators or swimmers who, by their actions, are clearly out of order

7. Notifies Head Marshal, Meet Director, and/or UVa personnel of any difficulty with any participant which cannot be solved with a simple warning or suggestion

8. Removes any participant from the building who is clearly out of control presenting a danger to himself or others. Examples may include but not be limited to: a. A loud argument on the verge of escalating to a more serious problem b. Obnoxious, profane, or sexually inappropriate behavior c. Physical violence of any kind such as fighting, hitting with objects, etc. d. Persons who refuse to obey rules such as moving when asked, etc.

9. In the event of emergency, assists UVa and JSL personnel in orderly evacuation. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Assists in calling for appropriate emergency personnel b. Assists UVa and JSL personnel in resolving emergency c. Directs participants to nearest exit (see Swimmer/Parent Memo) d. Directs participants to the nearest designated emergency area (see Memo) e. Assists in coordinating other emergency personnel f. Directs participants to return to building when instructed by UVa staff

9. Checks out at end of shift with Head Marshal

Y. FRONT DESK/HELP DESK

The Front Desk personnel are composed of two JSL Board Members, several assistants, and an event announcer/poster. They are stationed in the main lobby at the front desk. Their primary duties are to answer questions, direct people to various locations, and generally help to keep order in this area of the building. They MUST arrive shortly before the building is opened for swimmers for each session. The two JSL Board Members will be in charge of this area, the Volunteer Check-In and the Heat Sheet/T-Shirt sales area and will report to the Meet Director(s). Many decisions made by this area will not be able to be covered by any job description, but must be made on the spot with the best interest of UVa, JSL, parents, and swimmers considered. As outlined in the JSL Championship Organizational Chart, the JSL Board Members report to the Meet Directors and supervise the Front Desk Assistants, the volunteer check-in area and the Heat Sheet/T-shirt Sales.

1. Checks in at start of shift with Meet Director(s) or other responsible person(s).

2. Reads and understands expectations of job description

3. Obtains and reads a copy of the Swimmer/Parent Memo a. May use Memo as justification for enforcing various rules b. Consults Memo for building diagrams c. Consults Memo for Emergency Concerns for Parents

4. Consults copy of Heat Sheet and assists swimmers in the following: a. Directs swimmers to deck as needed and as called b. Checks ID bracelets for admission to deck

5. As noted above, situations may arise which call for a decision not covered by the job description. At least one JSL Board Member should be at the front desk at all times. COMMON SENSE MUST BE USED, but the following guidelines apply: a. Allow all bona fide workers and coaches (check list) to obtain a deck pass and /or worker shirt and have unlimited deck access. b. Allow all bona fide swimmers access to deck and downstairs hall as appropriate to the events as called. There will not be a list of swimmers to check, but wrist bands must be checked. c. Do NOT allow spectators and parents to have access to deck and downstairs hall. You will have the authority to waive this rule in the case of very young swimmers or obviously concerned parents. Any parent who needs emergency access downstairs should be escorted by someone from the desk (preferably the JSL Board Member). Parents who simply want to go to the deck to see their child swim must be politely told to go to the spectator stands on the main level. Also, the large bathrooms are downstairs, if needed.

7. Monitors front lobby for unsafe conditions such as, but not necessarily limited to: a. Excessive horseplay where injury may occur b. Blocking of any hallways or doorways with people, towels, coolers, etc. c. Any problem which might cause physical injury (e.g. broken glass, etc.) d. Any spectators or swimmers who, by their actions, are clearly out of order

8. Notifies Meet Director and/or UVa personnel of any difficulty with any participant which cannot be solved with a simple warning or suggestion

9. Assists Deck Announcer in calling events to Deck and making other announcements a. Consults Announcer Procedure (P) for announcing outline b. Makes announcements as appropriate and requested c. Repeats all important announcements outside to tent area d. Posts and updates events called to deck on appropriate board(s)

Y. FRONT DESK (continued)

10. Serves as “Lost and Found” area for kids and personal property.

11. Assists Heat sheet/T-Shirt sales area as needed

12. In the event of emergency, assists UVa and JSL personnel in orderly evacuation. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Assists in calling for appropriate emergency personnel b. Assists UVa and JSL personnel in resolving emergency c. Directs participants to nearest exit (see Swimmer/Parent Memo) d. Directs participants to the nearest designated emergency area (see Memo) e. Assists in coordinating other emergency personnel f. Directs participants to return to building when instructed by UVa staff

13. Checks out at end of shift with Meet Director or other responsible person(s)

Z. WEB BROADCAST

The Video Operator is on deck to aim the video camera during the races by following the lead swimmers from the start to the finish. With multiple cameras, the need for a video operator has been eliminated.

***** MUST REPORT TO FRONT DESK TO GET SHIRT AND ASSIGNMENT SHEET **** As outlined in the JSL Championship Organizational Chart, the Video Operator reports to the Deck Announcer.

1. Confirms that TV’s are on and properly tuned in lobby.

2. Locates video camera area. (video camera is set up by outside company)

3. Confirms that camera is on and properly operating.

4. Aims camera at starting end of pool as swimmers take the blocks making sure that as many swimmers as possible are visible.

5. Follows lead swimmers with the camera from the start, during the race, and to the finish, again making sure that as many swimmers as possible are visible.

6. In the event of emergency, assists UVa and JSL personnel in orderly evacuation. (If a fire alarm sounds the building MUST be evacuated - NO EXCEPTIONS !!) a. Attempts to keep swimmers calm and focused b. Directs swimmers to nearest exit (likely the main level doors at the front or side exits) c. Instructs swimmers to stay in the designated area d. Instructs swimmers to remain orderly e. Does not allow swimmers to leave the designated area until released to parent f. Directs swimmers to return to building when instructed by UVa staff g. Assists in resuming meet and organizing swimmers as soon as possible

7. Checks out at end of shift with Meet Director or other responsible person(s)

CHAMPIONSHIP PROCEDURE MANUAL

Section IV

POST MEET DUTIES

JSL Championship Procedure Manual - Revised March 28, 2013

POST MEET DUTIES (Section IV)

IV Alphabetical Index Page Section

JSL Championship Procedure Manual - Revised March 28, 2013

POST MEET DUTIES

A. CLEANUP (Assigned to ______Phone ______)

___ THE CURRENT AND FOLLOWING YEAR’S CHAMPIONSHIP COMMITTEES MUST STAY IN THE BUILDING UNTIL ALL JSL SUPPLIES HAVE BEEN REMOVED, LOST-AND-FOUND HAS BEEN GATHERED, AND CLEANUP HAS BEEN STARTED . It is important that ALL JSL supplies be packed up and removed from the building. One last walk-through of the building and adjacent grounds is helpful to prevent any problems with UVa. Since 1996, UVa has contracted for its own cleaning services and the League is no longer responsible for cleanup. The following areas should be thoroughly checked for JSL supplies and lost and found: a. Outside area including porches, team tent area, sidewalks b. Upstairs lobby, bathrooms, and bleacher area c. Stairwells and halls (remember to remove all JSL signs) d. Downstairs aerobics room, bathrooms, control room, classroom, and deck e. JSL supplies are found especially in the classroom and on deck

B. LOST-AND-FOUND (Assigned to ______Phone ______)

___ 1. A full page should be included in the heat sheet with information on who will have all lost-and-found and how to get in touch with that person after the meet. Most lost-and- found consists of towels, clothing, etc., so it may be wise to bring laundry baskets from home. It should be gathered and usually taken to the home of the Meet Director. All towels and clothing should be washed and dried to prevent mildew. Attempts should be made to notify anyone whose name is on anything of value. Otherwise, all lost-and- found should be kept past the League's September meeting, then donated to a favorite charity (Salvation Army, SPCA, etc.). Towels may also be kept with JSL supplies for use during future Championships.

C. RESULTS (Assigned to ____Jessica Simons ____ Phone ______)

___ 1. The final results must be emailed to the Daily Progress and other media outlets no later than 8PM Saturday and transmitted to www.jsl.org for posting as soon as possible.

___ 2. A copy of all of the award winners should be sent as above to all major media and to www.jsl.org .

___ 3. One additional computerized copy (disc or emailed) should be sent to each coach as soon as possible and the original retained by the League President for League records. Coaches are also sent a copy of the post-meet press release. In addition, a cover letter should be sent to the coaches stating that any question, error, or protest must be brought to the attention of the League Board at its September Meeting as all records (timing cards, etc.) of the Championship will be destroyed after that meeting. (see appendix R).

___ 4. ALL JSL SOFTWARE MUST BE REMOVED FROM UVA’S COMPUTER.

___ 5. It is helpful to email all teams the web links to any major publicity.

___ 6. All other records of the meet (timing cards, sweep judge cards, DQ cards, etc.) may be destroyed after the September League meeting following the Championship.

D. PUBLICITY (Assigned to __Paula Tomko ______Phone ______)

___ 1. Media coverage is appreciated by everyone. A story, picture, and publication of place winners in the Daily Progress should be encouraged. Coverage by the local TV stations should also be attempted. However, post-meet press releases and results must get to the various media on Saturday night to get any coverage. None of the media is interested in day-old news. Also, the post-meet press release (appendix M) MUST be interesting.

___ 2. Final results must be emailed to the Daily Progress and other media outlets (no later than 8PM Saturday) along with a news release (Appendix M) giving final scores, regular season champion, meet records broken, and any other information to make an interesting story.

___ 3. The press release must be taken to the TV stations as soon as possible Saturday after the meet and given to the Sports Director on duty that night.

E. HIGH POINT AWARD TIES (Assigned to ___Terry Doherty _____ Phone ______)

___ 1. The person in charge of awards must make sure that all High Point Award winners involved in ties receive their correctly engraved awards. See Section I under Awards F, #8.

___ 2. The easiest way to handle this is to get the swimmers’ names and addresses involved in ties, contact the cup supplier, and have them mail a completely engraved cup directly to the swimmers.

F. FOLLOW-UP (Assigned to ______Phone ______)

___ 1. Suggestions should be made to the Jefferson Swim League Board at its September meeting, as to how the Championship Meet and Manual might be improved. The Board should evaluate all suggestions and update the Manual as required. USE RED INK TO MARK ALL SUGGESTIONS FOR MANUAL CHANGES DIRECTLY IN MANUAL, THEN REMOVE PAGES and forward ALL to Bob Garland, (434-293-2045) in September, as he has the complete manual on computer.

G. FORWARDING OF SUPPLIES (Assigned to ______Phone ______)

___ 1. The supplies are found in at least FIVE blue plastic totes labeled as TABLE, RIBBONS/AWARDS, CTS AREA, and MISC. The list of contents for all boxes is found in this manual Section I, L-Supplies. All supplies, not depleted in the Championship, must be sorted into the correct box and stored in the JSL storage locker. Any wet items must be washed and dried before storing. It is VERY important that supplies not be lost, wasted, or "borrowed" as this will cost the League more money each year. BOTH OUTGOING AND INCOMING CHAMPS COMMITTEES ARE RESPONSIBLE FOR AN ORDERLY REMOVAL AND STORAGE OF SUPPLIES.

___ 2. THE STORAGE LOCKER KEYS MUST BE GIVEN TO THE INCOMING PRESIDENT, VICE PRESIDENT, OR CHAMPS CONSULTANT, AND TO THE INCOMING CHAMPS COMMITTEE.

___ 3. ALL SUPPLIES ARE RETURNED TO A SELF STORAGE LOCKER IMMEDIATELY AFTER THE MEET . Arrangements should be made with the incoming Championship Host Teams to assist with this as they will need to know where everything is for the following year. The Locker (D-44) is located in Charlottesville Self Storage at 1501 Avon St. Extended. The gate keypad personal code (combination) is #### followed by the “*” key. There are 3 locker keys available - one for the President and 2 for the committee. Contact a member of last year’s committee to obtain the keys.

H. REFEREE HONORARIUM (Assigned to ______Phone ______)

___ 1. Whenever a referee is used from outside of the League, the Board should authorize an honorarium (1996, 1997, & 1998 = $250) at its September meeting. In addition, the referee should be offered an overnight stay if needed. A thank-you letter (see Appendix Z) should be sent along with the check as soon after that meeting as possible.

I. OTHER HONORARIA (Assigned to ______Phone ______)

___ 1. Non-paid volunteers are an essential part of the success of the JSL and its Championship. However, the Meet Director and JSL Board must always attempt to recognize and/or reward Volunteers who no longer have swimmers in the League. Depending on the level of service, a simple “Thank You” note, flowers, other gifts, or money would be appropriate. The Meet Director(s) should make rewards with approval of the JSL Board. In 1998 the CTS Operator, Nancy Kovatch was given $100.00.

___ 2. The Charlottesville-Albemarle Rescue Squad services are now billed through UVa. If desired, they still may be given a donation in recognition of their service to the League if they are present during the Championship. This amount must reflect the time and personnel involved.

CHAMPIONSHIP PROCEDURE MANUAL

Section V

APPENDICES

JSL Championship Procedure Manual - Revised March 28, 2013

APPENDICES (Section V)

V Appendices Appendix Ad Order Form ...... Appendix G Ad Sales Meeting Suggested Talking Points ...... Appendix H Ad Solicitation Letter...... Appendix H1 Ad Summary Sheet ...... Appendix G3 Adult Relay Advertising flyer ...... Appendix P3 Awards Program Outline ...... Appendix N1 Championship Meet Records ...... Appendix E Championship Rotation ...... Appendix A Coaches Memo for Championship ...... Appendix C Corporate Sponsor Program ...... Appendix H3 Corporate Sponsor Sign-up Form ...... Appendix H5 Corporate Sponsor Levels ...... Appendix H4 Coaches Post-Meet Memo ...... Appendix R CTS Printout (Disqualified Swimmer) ...... Appendix V CTS Printout (No Backup Times Flagged) ...... Appendix W CTS Printout (Several Backup Times Flagged) ...... Appendix X CTS Printout (System 5 example) ...... Appendix U CTS Start System Manual ...... End of Appendix Directory ...... Appendix K Engraving Order Form (NO LONGER USED) ...... Appendix B3 High Point Award Calculations ...... Appendix N JSL Bylaws, Article VII, Championship Meet ...... Appendix A1 JSL Rules for Watched-timed Events (Sorter) ...... Appendix J Labels Printed (example) ...... Appendix Y Lane Timer's Sheet ...... Appendix T1 Meet Schedule & Order of Events ...... Appendix P Pre-Meet Press Release ...... Appendix L Post Meet Press Release ...... Appendix M Referee Letter ...... Appendix Z Request for Aquatics and Fitness Center ...... Appendix F Request for Awards ...... Appendix B Request for Gold Ribbons ...... Appendix B1 Request for Silver Ribbons ...... Appendix B2 Seeding (Heat) Sheet ...... Appendix S Suggestion Form ...... Appendix O Swimmer's Championship Memo ...... Appendix P1 Swimmer’s Do’s & Don’ts Championship Memo ...... Appendix P2 T-shirt and Heat Sheet Sales Summary ...... Appendix Q Team Ad Coordinator Instructions ...... Appendix G2 Team Ad Order Form ...... Appendix G1 Team Information Table Request and Agreement (Not Used) ...... Appendix P4 Tent Size & Locations ...... Appendix F3 Thank You Note for Business Advertisers ...... Appendix H2 Timing Card ...... Appendix T Twitter Instructions ...... Appendix O1 USA Swimming Rules for CTS ...... Appendix I UVa Contract and Related Forms (Current Copy if available) ...... Appendix F1 UVa Responsibilities...... Appendix F2 Volunteer Cover Memo and Team Worker Assignments ...... Appendix D

JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX A (Revised February 24, 2007)

JSL Championship Rotation

With the increased size of the League, the Board approved Co-hosts for 1993 and the officer elections were no longer tied to this rotation. The Board subsequently approved a three host rotation beginning in 1994 as follows:

1993 FV & ELKS 1994 GHG, CGST, & HM 1995 FSBC, FLST, & LMST 1996 BHSC, KWC, & CITY 1997 FCC, ACAC, & GVG 1998 FV, ELKS, & GCC 1999 GHG, CGST, & HM 2000 FSBC, FLST, & LMST 2001 BHSC, KWC, & CITY 2002 FCC, ACAC, & GVG 2003 FV, ELKS, & GCC 2004 GHG, CGST, & HM 2005 FSBC, FLST, & LMST 2006 BHSC, KWC, FAST & CITY

In 2006, with the continued growth of the League, the Board approved a 4-team hosting schedule as follows: 2007 FCC, ACAC, GCC, & GVG 2008 ELKS, FV, GHG, & HM 2009 CGST, FLST, FSBC, & LMST 2010 BHSC, CITY, FAST, KWC 2011 ACAC, FCC, GCC, & LG (GVG changed name to LG in 2009) 2012 ELKS, FV, GHG, & HM 2013 CGST, FLST, FSBC, & LMST 2014 BHSC, CITY, FAST, KWC 2015 ACAC, FCC, GCC, & LG 2016 ELKS, FV, GHG, & HM 2017 CGST, FLST, FSBC, & LMST 2018 BHSC, CITY, FAST, KWC 2019 ACAC, FCC, GCC, & LG 2020 ELKS, FV, GHG, & HM

ARTICLE VII CHAMPIONSHIP MEET

1. All rules and regulations listed above shall apply except as listed below.

2. The meet will include all events as listed under the Championship Meet Format. Each team may have four official entries in each individual event. Each individual swimmer may officially enter a maximum of four events - three individual events and one relay event or two individual events and two relay events. Swimmers entered in a 6-&-Under event will not be allowed to enter that same event as an 8-&-under. (Revised, 2004)

3. All swimmers NOT officially entered in any events (as outlined in #2 above) may be entered as exhibition (X), first in the unlimited heats of short free, then as exhibition (X) in one other event of either butterfly, backstroke, or breaststroke. Swimmers who are official in only one event (as outlined in #2 above) may be entered as exhibition (X) in one more event of either short free, butterfly, backstroke, or breaststroke. Swimmers who are official in two or more events (as outlined in #2 above) may not be entered as exhibition in further events. Entry as an alternate shall not eliminate the swimmer as an exhibition entry into short free or into the one other event. No team may enter an exhibition swimmer who has a faster seed time than any of the team's four official entries in an event. All exhibition swimmers will swim their individual events and be eligible for points and ribbons. (Revised, 2004)

4. As many alternates as the coach feels necessary are allowed. However, entry as an alternate shall count as an entry towards the limit of four entries for each swimmer for the meet. No team may enter an alternate who has a faster seed time than any of the team's four official entries in an event. Alternates will be allowed to fill (in order of seed times) open positions in individual events to complete a partial heat until final seedings have been printed. Alternates will also be allowed to fill (in order of overall seed times, not necessarily from team scratched) any lane vacancy created by a swimmer being "scratched" at the seeding meeting. All alternates will be eligible for points and ribbons. No alternates may be added to any individual event after final seeding. (Revised, 2004)

5. Each team will be allowed to enter only ONE relay team in each event. Alternates are allowed as substitutes. The entry (seed) time must be the best (fastest) official time actually swum by a relay team during the current season in the JSL. If a swimmer is moved up to an older group in a relay; he/she may not swim the SAME relay with his/her age group. He/she may, however, swim (for example) as a Junior in the Medley Relay and as an Intermediate in the Freestyle Relay. All members of each relay team must report to the Clerk-of- Course as the event is called. Final names and swimming order for relay events will be listed on the relay timer's card prior to the end of the warm-up session for Medley Relay and by the end of the breaststroke events for Free Relay, otherwise the team will swim as exhibition. Additionally, the Clerk will confirm the identity of each swimmer prior to the event being called to the starting blocks. (Revised, 2010)

6. All seeding entry times must be the best (fastest) official times swum by the swimmer in the event during the current season in the JSL. Seeding times will be entered as unconverted yard time (Y), short meter (S), or long meter (L) using the Team Manager Program. The Computerized Meet Manager will convert all times to yards be consistent with the Championship venue . Alternates will be entered in the same manner on a separate disc as a separate meet and will be chosen based on fastest time(s) and lane availability. (Revised, 2013)

7. After the final seedings, "no shows" (sickness, etc.) in individual events will NOT be replaced in the meet. That is, the lane will remain vacant. Coaches should report all "No shows" to the Clerk-of-Course at the start of the meet. If a swimmer present has to drop out of an event, the coach should report this to the Clerk-of-Course prior to the first heat of the event taking the blocks. (Revised, 1997)

8. The seeding is to be done by computer no later than the Saturday prior to the Championship Meet. At a deadline time determined by the Executive Committee, Coaches must submit a Commlink file via email attachment which contains all Championship entries to the Seeding Consultant. A coach (or designated person) must be available by phone until it is successfully entered into the JSL computer. Any new swimmers added after the meet entry deadline shall swim as exhibition and will not be eligible for points or awards. If a swimmer has no recorded time in a given event, he/she should be listed as "No Time" and will be seeded last. If a swimmer is entered in more than the allowed number of events, he/she will be dropped from the last event(s) entered in error. No later than Sunday prior to the Meet, all Coaches will be provided with a preliminary heat sheet to proof read during the JSL Board meeting. Errors will be noted and corrections made at the end of the Board meeting. No coach's errors may be corrected without the Seeding Consultant’s approval. A final copy of the seeding sheet will be made and copies given to all coaches as soon as possible. At this point, changes must be approved by the Referee prior to the start of the Championship meet. Timing sheets and cards will be printed by computer after the final proof read. (Revised, 2012)

9. Any team which fails to have Championship Entries in by the designated deadline time will be penalized 100 points for the Championship. (Adopted, 1996)

10. If a coach has a problem or complaint he/she must take it to the Referee.

11. All officials, starters, announcers, table workers, etc. must report promptly as assigned. Absentees must be replaced by the team responsible for that position. (Revised, 1992)

12. Warm-ups will be held at the discretion of the Board with lane assignments, times, and length assigned by the Board. Meet start times and schedules are determined by the Board. (Revised, 2004)

13. Refreshments will be provided to officials. A break(s) to change officials will be scheduled at the discretion of the Board. (Revised, 2004)

14. FREE heat sheets will be provided as needed for officials and coaches. All other full programs will be sold. (Revised, 2004)

15. Awards for all events will follow the actual order of finish. Trophies will be awarded for first place. Medals will be awarded for second and third places. Ribbons will be awarded for fourth through thirtieth places. Jefferson cups will be awarded for each over-all age/sex group winner and runners up. Team Plaques will be awarded to team winner and runner-up in each division as determined by overall raw score. Heat ribbons will be awarded. In addition, team plaques will be awarded to the regular season champions and runners-up in each division. The JSL Sportsmanship Award will be awarded to the team in each Division with the highest sportsmanship rating. (Revised, 2004)

16. Scoring Individual Relay Relay Individual * First = 16.0 points 26.0 points 8.00 points Second = 15.0 points 25.0 points 7.50 points Third = 14.5 points 24.5 points 7.25 points Fourth = 14.0 points 24.0 points 7.00 points Fifth = 13.5 points 23.5 points 6.75 points Sixth = 13.0 points 23.0 points 6.50 points Seventh = 12.5 points 22.5 points 6.25 points Eighth = 12.0 points 22.0 points 6.00 points Ninth = 11.5 points 21.5 points 5.75 points Tenth = 11.0 points 21.0 points 5.50 points Eleventh = 10.5 points 20.5 points 5.25 points Twelfth = 10.0 points 20.0 points 5.00 points Thirteenth = 9.5 points 19.5 points 4.75 points Fourteenth = 9.0 points 19.0 points 4.50 points Fifteenth = 8.5 points 18.5 points 4.25 points Sixteenth = 8.0 points 18.0 points 4.00 points Seventeenth = 7.5 points 17.5 points 3.75 points Eighteenth = 7.0 points 17.0 points 3.50 points Nineteenth = 6.5 points 16.5 points 3.25 points Twentieth = 6.0 points 16.0 points 3.00 points Twenty-first = 5.5 points 15.5 points 2.75 points Twenty-second = 5.0 points 15.0 points 2.50 points Twenty-third = 4.5 points 14.5 points 2.25 points Twenty-fourth = 4.0 points 14.0 points 2.00 points Twenty-fifth = 3.5 points 13.5 points 1.75 points Twenty-sixth = 3.0 points 13.0 points 1.50 points Twenty-seventh = 2.5 points 12.5 points 1.25 points Twenty-eighth = 2.0 points 12.0 points 1.00 points Twenty-ninth = 1.5 points 11.5 points 0.75 points Thirtieth = 1.0 point 11 points 0.50 points

No team will be allowed to score more than TWO places in any individual event. Ribbons will be awarded to swimmers in order of finish without regard to points scored. *Relay Individual points will only be awarded to individual swimmers who swim less than three individual events. (Revised, 2007)

17. Protests against the judgment of decisions of starters, stroke, turn, place, and relay take-off judges can only be considered by the Referee and the Referee's decision shall be final. (Adopted, 1997)

18. The order of finish shall be by integration of official times as determined by following procedures in the current USA Swimming Rules and Regulations, Section 102.24. (Revised, 2012)

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 4 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX B (Revised February 24, 2008)

Request for Awards (Copy available on computer)

Dear Chris,

I have been delegated the duty of obtaining awards for the Jefferson Swim League Championship to be held July 25th & 26th, 2008. We are ordering from you again because of your low bid and good service from previous years. However, I would like a copy of this letter returned as soon as possible with the prices filled in to aid in our budget calculations. If there will be any problem supplying these awards by July 18th, please let me know immediately. The order is as follows:

Trophies (5" swimmer, wood pedestal, marble base, engraved with "JSL Logo, First Place, Championship, 2008" as before) NOTE CHANGE IN COLORS BELOW FOR 2008 31 Male Individual WITH BLUE COLUMN (about 10" overall) $______.___ 31 Female Individual WITH PINK COLUMN (about 10" tall) $______.___ 40 Male Relay WITH BLUE COLUMN (about 9" tall) $______.___ 40 Female Relay WITH PINK COLUMN (about 9" tall) $______.___ 4 Unisex Relay WITH GOLD COLUMN (about 9" tall) $______.___

Medals (Custom JSL Logo including pin banner and mounting card as before) 325 Silver 2" second place (enough for 2 years) $______.___ 325 Bronze 2" third place (enough for 2 years) $______.___

Plaques same as previous years (Engraved with the following plus JSL Logo at top of plate). Please, no abbreviations! First Place Championship Team Award, 2008 $______.___ Second Place Championship Team Award, 2008 $______.___ First Place Championship Division II, 2008 $______.___ Second Place Championship Division II, 2008 $______.___ First Place Championship Division III, 2008 $______.___ Second Place Championship Division III, 2008 $______.___

Plaques, smaller than above (NOTE CHANGE IN WORDING BELOW FOR 2008) (Engraved with the following plus JSL Logo at top of plate) Please, no abbreviations! First Place Division I Champion, 2008 Dual Meet Season $______.___ Second Place Division I Champion, 2008 Dual Meet Season $______.___ First Place Division II Champion, 2008 Dual Meet Season $______.___ Second Place Division II Champion, 2008 Dual Meet Season $______.___ First Place Division III Champion, 2008 Dual Meet Season $______.___ Second Place Division III Champion, 2008 Dual Meet Season $______.___ Division I Sportsmanship Award, 2008 Season $______.___ Division II Sportsmanship Award, 2008 Season $______.___ Division III Sportsmanship Award, 2008 Season $______.___

Jefferson Cups, as before (Engraved with the following plus JSL Logo on one side) Please, no abbreviations! 10 Carl Deane Memorial High Point Award 2008 $______.___ 10 Carl Deane Memorial High Runner-up 2008 $______.___ 2 Carl Deane Memorial High Point Award (No year - hold for ties)$______.___ 2 Carl Deane Memorial High Runner-up (No year - hold for ties) $______.___

One Wood Plaque (apx 7 x 9) with JSL logo on brass plate engraved: “Bob Garland Volunteer Award” For Outstanding Service to the League” $______.___ “Presented to Name Provided at Later Date” “2008” TOTAL (Includes, shipping, engraving, etc.) $______.___

Should there be any question, I can normally be reached at (434)-979-1750 (Work) or (434)-293- 2045 (Home).

Sincerely,

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 6 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX B1 (Revised January 16, 2005)

Request for GOLD Ribbons

In 1992, the League obtained better ribbon prices directly from VOLK which was our regular season ribbon supplier. In 1996, Volk sold its ribbon business to Ultra-Mark which became Contemporary Awards and is now named Contemporary Industries. It is very important to check ribbon supply before ordering as there are always ribbons left from previous years. Remember that GOLD ribbons for the Championship only start with fourth place. Approximately 150 of each place ribbon are needed for the Championship. Quantities below represent a four year’s supply of each ribbon. Any re-order, should take into account what is on hand and several years supply ordered. Contemporary Industries’ toll-free number is (888) 449-6700, FAX is (248) 478-1430, & email is [email protected] . Silver ribbons are no longer used, but Appendix B2 is still available for suggested SILVER ribbon Order.

(Copy available on computer) Michael Wilczewski, President Contemporary Industries 20750 Chesley Drive Farmington Hills MI 48336

Dear Michael,

Please email ( [email protected] ) or call me at (434) 293-2045 to confirm receipt of this order. Because of the quantity ordered, I am requesting a bid price (per ribbon) to be emailed or phoned to me for final approval before proceeding with the order . I am trusting that we will get your best price for this size ribbon taking into account the size of our total annual order and our desire to continue doing business with you in the coming years. You may notify me in the future at either of the phone numbers below or by email. As in the past, please ship and bill to my address above and I will make sure you get prompt payment.

We would like to order the following R-50 (2-piece 2”x8”) ribbons in the left column and the following R-10 (1-piece 2" x 8”) ribbons in the right column with jagged cut top and bottom with no Backup tags attached. A camera-ready 1&5/8" (wide) Jefferson Swim League logo should be on file with your company. Please be sure that the logo is near the top of the ribbon with the text below. You will note that this ribbon is printed in GOLD, says "Championship Meet" and starts with fourth place.

R-50 (2-piece 2”x8”) Quantity R-10 (1-piece 2”x8”) Quantity Yellow "Fourth Place" 600 Purple “Nineteenth Place” 600 Green "Fifth Place" 600 Orange “Twentieth Place” 600 Pink "Sixth Place" 600 Brown “Twenty First Place” 600 Purple "Seventh Place" 600 Lt. Blue “Twenty Second Place” 600 Orange "Eighth Place" 600 Black “Twenty Third Place” 600 Brown "Ninth Place" 600 Lt. Green “Twenty Fourth Place” 600 Lt. Blue "Tenth Place" 600 Gray “Twenty Fifth Place” 600 Black "Eleventh Place" 600 Old Gold “Twenty Sixth Place” 600 Lt. Green "Twelfth Place" 600 Gold “Twenty Seventh Place” 600 Gray "Thirteenth Place" 600 Lavender “Twenty Eighth Place” 600 Old Gold "Fourteenth Place" 600 Teal “Twenty Ninth Place” 600 Gold "Fifteenth Place" 600 Neon Pink “Thirtieth Place” 600 Lavender “Sixteenth Place” 600 Maroon “Heat Winner” 600 Teal “Seventeenth Place” 600 Neon Pink “Eighteenth Place” 600

Thank you in advance for your usual prompt attention and please let me know if there are any problems in having these ribbons delivered by June15th or if you need additional artwork or information.

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Request for SILVER Ribbons (Silver Ribbons are NO longer used)

From 1998 thru 2002, the League awarded SILVER ribbons for the Silver Division at the Championship. These ribbons consisted of a large rosette ribbon for first (blue, R-203), a smaller rosette ribbon for second (red, R-201) and third (white, R-201) and 2” X 8” (R-10) ribbons for 4th through 15th place. At least 75 of each ribbon should be available for the championship. (Relays are all gold events, no silver awards.) It is very important to check ribbon supply before ordering as there are always ribbons left from previous years. Any re-order, should take into account what is on hand and several years supply ordered. Quantities below represent four years’ worth except for 1st, 2nd, & 3rd. Because of expense and difficulty in storing, only one year’s supply (75) of each of these rosette ribbons should be ordered. Contemporary Award’s toll-free number is (888) 449-6700, FAX is (248) 478-1430, & email is [email protected] . See Appendix B1 for suggested GOLD ribbon Order.

(Copy available on computer) Michael Wilczewski, President Contemporary Industries 20750 Chesley Dr. Farmington Hills MI 48336

Dear Michael,

We would like to order the following rosette ribbons and 2" x 8" (R-10) ribbons with jagged cut top and bottom with no Backup tags attached. A camera-ready 1&5/8" (wide) Jefferson Swim League logo should be on file with your company. You will note that these ribbons are printed in SILVER, say "Championship Meet" “SILVER Division”. I am trusting that we will get your best price for this size ribbon taking into account the total size of this order and our desire to continue doing business with you in the coming years.

Quantity

Blue “First Place” (R-203) 75 Red “Second Place” (R-201) 75 White “Third Place” (R-201) 75 Yellow "Fourth Place" 300 Green "Fifth Place" 300 Pink "Sixth Place" 300 Purple "Seventh Place" 300 Orange "Eighth Place" 300 Brown "Ninth Place" 300 Lt. Blue "Tenth Place" 300 Black "Eleventh Place" 300 Lt. Green "Twelfth Place" 300 Gray "Thirteenth Place" 300 Old Gold "Fourteenth Place" 300 Gold "Fifteenth Place" 300 Maroon "Heat Winner" 600

Should there be any question, I can normally be reached at (434)-979-I750 (Work) or (434)-293-2045 (Home).

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ENGRAVING ORDER FORM

THIS PROCEDURE IS NO LONGER USED BUT IS LEFT IN PLACE. Get swimmers’ names involved in ties and order extra cups from supplier to be mailed directly to swimmer.

CONGRATULATIONS !!

You are receiving this form because you have tied with another swimmer for a Jefferson Swim League Championship High Point or Runner-up Award. JSL has prepared for this possibility by having your cup available for you. However, your cup has not been engraved with your award of:

______and the year ______.

Please fill out your personal information below and include this paper inside the box.

NAME ______

ADDRESS______

CITY ______

STATE ______ZIP ______

To receive the engraving at no cost to you, please place your cup in the postage box, cut out and attach the mailing label provided below, and mail it using the attached postage.

Address ______City ______State ______Zip ______

BUNKIE TRINITE TROPHIES 12 EAST GRACE ST. RICHMOND VA 23219

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Coaches Memo for Championship (Copy Available on Computer) (This memo will be done by Bob Garland) THIS IS A PAST YEAR’S MEMO, MUST REVISE FOR CURRENT YEAR JSL Coaches Memo for Championship 2004

To: All JSL Coaches From: Bob Garland, Jr., Advisor (434) 293-2045 [email protected] Locke Boyer, Seeding Entry (434) 296-0645 [email protected] Re: Seeding and Championship Meet Required Coaches Meeting July 25th, 2003 - 5:00PM at ACAC, Four Seasons Date: July 15, 2004

Attached, please find 1. a copy of the JSL By-laws Article VII: Championship Meet 2. a copy of the Championship Warm-up times and Event Order List (Tentative) 3. a copy of the Championship Meet Schedule (Tentative) 4. a copy of Championship “Do’s & Don’ts” to be distributed to swimmers on your team after the July 25 th coaches meeting. Do NOT make copies as there will be plenty provided to you by JSL at the coaches meeting. 5. a copy of the Parent & Swimmer Information Sheet. JSL will only be providing a handful of printed copies to each team for posting. If you want to distribute to your full team, you may use this for copying or email purposes.

THERE ARE SEVERAL CHANGES FOR THIS YEAR, PAY ATTENTION !!! DO NOT WAIT UNTIL THE LAST MINUTE TO REVIEW MATERIALS AND PROGRAMS!!! READ ALL SHEETS BEFORE STARTING AND FOLLOW DIRECTIONS CAREFULLY!!!

JSL Seeding Questions should be directed to Locke Boyer Championship Procedure Questions should be directed to Bob Garland, Jr. Data Entry Questions should be directed to Locke Boyer Software Questions should be directed to Jessica Simons (295-1582), Chip Grobmyer (978-3693), or Hy-Tek (252-633-5177), Suggestions for improvement of this memo should be directed to Bob Garland (434) 293-2045 or [email protected]

INSTRUCTIONS FOR CHAMPIONSHIP COMPUTER ENTRY

1. CHECK TO MAKE SURE THAT EACH SWIMMER WILL BE AVAILABLE TO SWIM IN THE CHAMPIONSHIP PRIOR TO ENTERING THE SWIMMER. PLEASE DO NOT ENTER A SWIMMER WHO IS NOT COMING AND DENY ANOTHER SWIMMER A CHANCE TO SWIM. 2. READ ALL OF ARTICLE VII - CHAMPIONSHIP MEET BEFORE STARTING !! Pay particular attention to Article VII #2, #3, #4, #5, & #6. SWIMMERS NOT ENTERED AS ONE OF YOUR FOUR “OFFICIAL” ENTRIES IN ANY EVENT MAY BE ADDED AS “EXHIBITION (X)” TO THE UNLIMITED HEATS OF SHORT FREE AND ONE OTHER EVENT OF EITHER FLY, BACK, OR BREAST. NOTE THAT YOU MAY ONLY ENTER FOUR "OFFICIAL" ENTRIES IN SHORT FREE. The terms “official” and “exhibition (X)” in these instructions can be confusing because they are slightly different from the terms as used in the regular season. All swimmers are official in the sense that they are eligible to score and get awards up to the three place maximum per team (Article VII, #16). The term “official” as used in these instructions refers to the four entries for each team for each individual event (Article VII, #2). The term “exhibition (X)” refers to swimmers who have not been entered in at least two events as one of the top four entries per team. These “exhibition (X)” swimmers may be entered into the unlimited heats of short free and one other event (Article VII, #3). These “exhibition (X)” swimmers will be seeded into the event and get to swim. Thus, all swimmers who qualify to swim in the Championship (Article V, #5) will swim at least two events. The term “alternate” refers to those swimmers who have not been entered in their maximum number of events, but are entered as an alternate in an additional event(s). Entry as an alternate does not guarantee that the swimmer will swim that event whereas “exhibition (X)” swimmers will get to swim their events.

3. FOLLOW THIS PROCEDURE IN THIS ORDER FOR MAKING ENTRIES: a. Go through the Meet (Championship Format) event-by-event and enter up to four “official” swimmers in each individual event and up to one relay team in each relay event. b. Go through your swimmers and make sure no swimmer is entered in more than four events (3 individual & 1 relay or 2 individual & 2 relay). Note that no individual swimmer is allowed in more than 3 individual events. c. After completing the above steps (a & b), swimmers who have NOT been entered in ANY events may be entered as “EXHIBITION (X)” into short free plus one more event of either butterfly, backstroke, or breaststroke. Swimmers who have been entered as “official” into one event (a & b above) may be entered as “EXHIBITION (X)” into a second event of either short free, butterfly, backstroke, or breaststroke. Swimmers who have been entered as “official” in at least two events (a & b above) are not eligible to swim further events as “EXHIBITION (X)”, but may be added to the team’s “alternate” list (and possibly get to swim). d. All “EXHIBITION (X)” swimmers will swim their events as “official” swimmers and be eligible for points and ribbons up to the allowed team maximums. e. Any swimmer who has not been entered into the maximum allowed number of events may be entered as an “alternate” into any event. Entry as an alternate does not eliminate a swimmer as an “EXHIBITION (X)” entry into short free plus the one additional event (because entry as an alternate is no guarantee of swimming). f. However, entry as an alternate counts towards the total number of entries for that swimmer (because they potentially could get to swim all entered events). 4. Read Team Manager and CommLink instructions carefully (especially sections covering Meet Entries) 5. The Team Manager program will assign ID numbers to each swimmer

6. If you are not submitting data online, create a data disc (labeled with team name) from the Commlink program and label the outside of the disc with the name of the “C file” (e.g. cfile01.cl2) to be sent to Locke Boyer (a backup copy to retain may be wise) 7. Create 1 copy of the Meet Entry Report to be retained by you in case of difficulty or questions. This report will contain all Individual and Relay entries.

8. NOTE THE FOLLOWING PROCEDURES FOR ENTERING ALTERNATES . a. Alternates will be entered as a separate file or on a separate disc. (Think of alternate entry as a second meet) b. You may enter as many alternates in as many individual events as desired keeping in mind that alternate entry counts towards the swimmer's maximum of four (3 individual) events entered. c. Follow above instructions #3, #4, #5, #6, and #7 for entering alternates and submit a separate online file or disc (labeled with team name, “C file” name, and "alternates ") and a Meet Entry Report (labeled "alternates "). d. As stated in Article VII - 4, alternates will only be allowed to swim if there are open lanes in individual events to complete a partial heat. Alternates are also allowed to replace a scratched swimmer as outlined in VII-4. e. Alternates will not be considered unless entered using this procedure. 9. Relays are entered via Team Manager, WITHOUT individual names, but with a VALID (documented) seeding time actually swum by the relay team during the current season. (See Article VII #5) 10. IMPORTANT NOTE ON RELAY ENTRY: Relay teams are entered in the Championship IN GOOD FAITH via the Team Manager Program. Submitted seeding times must be documented and not faster than the best time actually swum during the season. ("No Time" is NOT considered to be in good faith) The Board has interpreted Article VII, #5 to NOT ALLOW Relay team seeding times to be a combination of 4 separate times for 4 separate swimmers (in that sex and age group swimming the stroke required), who have not actually swum together on the relay. That is, again, it must be a time actually swum by the relay team during the current season. This team may not be the actual swimmers who will swim on the relay in the Championship, but that time is the seed time. THE ACTUAL SWIMMERS' NAMES MUST BE ENTERED and the order that they swim ON THE TIMING CARD AT THE BEGINNING OF THE SESSION . This is done at the Clerk-of-Course area (on deck) by the coach or authorized representative. Changes are allowed UNTIL the event has been called to the Clerk-of-Course . The coach or authorized representative will only be allowed to see his/her own team's cards. Of course, all of the swimmers on the relay team must be eligible for the championship (Article V, #5). 11. Note that ALL 6 & under events will be completely awarded, records established, but no points awarded and thus no "High Point" awards for this age group. 12. NOTE THAT SILVER AWARDS HAVE BEEN ELIMINATED FROM THE CHAMPIONSHIP AND THE AWARDS NOW FOLLOW THE ACTUAL ORDER OF FINISH. HOWEVER, THE NUMBER OF AWARDS HAS BEEN DOUBLED TO INCLUDE THRU THIRTIETH (30 th ) PLACE. a. Total team scoring will be the same as in previous years. (The meet will be SCORED BY ORDER OF FINISH THRU FIFTEENTH PLACE (as if gold/silver does NOT exist.) b. High Point Awards will remain the same as in past years. THERE WILL BE AN OVERALL TEAM CHAMPION AND RUNNER-UP (likely from Division I) AND TEAM CHAMPIONS AND RUNNER-UPS IN DIVISIONS II AND III.

13. ALL ENTRIES MUST BE GIVEN BY DISC OR ONLINE COMMLINK FILE TO LOCKE BOYER BY 9AM SATURDAY, JULY 24th (earlier, if possible). DELIVER THE DISC OR SEND THE COMMLINK FILE VIA EMAIL TO [email protected] BY 9AM SATURDAY JULY 24th . A coach or other responsible person must remain with the disc (or be immediately available by phone if emailed) until it is successfully entered into the JSL computer . Don’t forget to provide a phone number where you can be reached. You will receive a confirming email when your data is successfully entered. If bringing discs personally, take to 2589 Kimbrough Circle (From C-ville, take Rt. 250W to Ivy and turn right onto Rt. 678 (Owensville Rd.) just before Duner's Restaurant. Go approximately one mile and take a right onto Rt. 1604 (Kimbrough Circle). Take the first left and go to the third house on the right (English Tudor style). Any questions may be directed to him 924-1596(W) or 296-0645(H). Do NOT jeopardize your team by being late! There is a 100-point team penalty for late entry. 14. YOU OR YOUR ASSISTANT MUST BE PRESENT at a Coach's meeting to be held SUNDAY, July 25th at 5:00PM at ACAC Four Seasons for proofreading the first copy of the seeding sheet. You MUST BRING A COPY OF YOUR MEET ENTRY REPORT to this meeting and assist in the proof read of the seeding sheet by checking your swimmers against the final seeding sheets. No coach's errors may be corrected without permission of the Seeding Advisor (Locke Boyer). This meeting is for Championship Question & Answers as well as correction of data entry errors and protesting any seedings. PLEASE DOWNLOAD, PRINTOUT, AND BRING THIS ENTIRE PACKET TO THAT MEETING. 15. Any seeding protest must be brought to the attention of the President of the League immediately following the first proofread 16. The final copies of the seeding sheet will be made as soon as possible after this meeting and 1 copy distributed to each coach. 17. NO Changes can be made after the coaches meeting without the approval of referee. Appropriate penalties will be assessed for violations.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 13 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX C (continued) GENERAL CHAMPIONSHIP INFORMATION

1. Practice in the Aquatic & Fitness Center before meet day is strictly forbidden by UVa and the Jefferson Swim League. Any team violating this rule will forfeit 100 points at the Championship (Article V, #12). 2. All JSL Bylaws apply except as listed in Article VII Championship Meet (see attached). Please pay particular attention to Article V, #10, #11, & #12 regarding penalties for various rules violations. 3. Consult the Championship Schedule (attached) for approximate times. Consult Championship Warm-up times and event order list. Swimmers may only warm-up in the time period in which they are swimming. (e.g. Friday night warm-ups are only for Friday night swimmers). THERE IS NO DIVING ALLOWED IN THE WARM-UP POOL. 4. If a coach has a problem or complaint during the Championship Meet, he/she must take it to the Referee (Bylaws VII-10) 5. Because of lack of any large area, swimmers will be called to the Clerk-of-Course on deck. If the deck becomes too crowded, some swimmers will have to leave. Swimmers should be encouraged to stay in the stands and main level hallways, but will NOT be allowed in any restricted areas. Please read the attached “Do’s & Don’ts” and the “Parent and Swimmer Information Sheet”. (ALL WILL BE STRICTLY ENFORCED FOR SWIMMERS, PARENTS, COACHES, & OFFICIALS) At the coaches meeting, you will be given enough copies of the “Do’s & Don’ts” for distribution to your team . You may copy or email the Parent/Swimmer Sheet as desired (JSL will not provide further copies). 6. The location and space availability for team tents is the same as last year, but team tent positions will be determined by the meet directors. UVA DOES NOT ALLOW TENTS LARGER THAN 900 sq.ft. No stakes are allowed to hold down tents. All tents not rented through FDS tents must obtain a state permit. See your JSL Team Rep. for information. 7. Please make sure your swimmers understand that they must report to the MAIN Clerk- of-the-Course ON DECK. There will be no Clerk-of-Course in any other areas. Swimmers who serve as assistant coaches must also report personally to the Clerk. Teams wishing to have team "check-in" areas must designate areas (table and/or person) outside of the building. 8. Make sure your swimmers understand that we will NOT be using timing cards for INDIVIDUAL EVENTS in the Championship, but will be using a timing sheet given to each lane timer. Timing cards will be used for relay events. It will be very important for swimmers to pay attention and cooperate at the Clerk-of-Course area. ALL 8-&- UNDERS MUST HAVE THEIR EVENT, HEAT, & LANE NUMBERS WRITTEN IN WATERPROOF INK ON THE BACK OF THEIR LEFT HAND or on the wrist band. 9. It may be wise to instruct your (particularly younger) swimmers on the proper technique for finishes which will shut off touch pads. 10. AGAIN THIS YEAR – ALL swimmers will be required to have an identifying wrist band (provided by JSL) for admittance to the deck . These wristbands will be handed out at the Coaches meeting on July 25 th for the Coaches to distribute to those swimmers entered in the Championship. The wristbands will be color-coded by session and should be on the swimmer’s left wrist. More information will be provided at the Coaches meeting. 11. Coaches' Deck wrist bands will be handed out at the Meet at the Main Entrance Desk to no more than six bona fide coaches per team on the JSL Coaches Safety Certification List and must be worn at all times when on deck. Persons violating this rule will be banned from the deck .

12. Coaches are allowed in the designated area at the end of the pool where the diving boards and platforms are located. You may bring small fold-up chairs, if desired. One coach from each team is allowed in the Clerk-of-Course area to give advice to swimmers, but is NOT to interfere with the Clerks or in any way impede the operation of this area. Coaches are NOT permitted in the take-off block area or on the bulkhead at the center of the pool. Coaches are not allowed in the control room nor on the far (narrow) side of the pool unless directed. 13. DO NOT BRING FOOD OR DRINK (OTHER THAN WATER IN PLASTIC BOTTLES) ONTO THE DECK. Coaches violating this UVa rule will be asked to leave the deck !! 14. REMEMBER THAT NO POSTERS , SIGNS, ETC. ARE ALLOWED ANYWHERE ON THE PREMISES !! THERE IS ALSO NO BODY PAINT ALLOWED IN THE BUILDING. 15. Again, no changes can be made after the coaches meeting without the approval of referee. Appropriate penalties will be assessed for violations.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 15 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX C (continued) COACHES PUNCH LIST

This “Punch List” was developed to help coaches prepare for the Championship. It is a much abbreviated version of the full Coaches Memo above. Please consult that memo for complete instructions. The numbers below correspond to the paragraph numbers on the memo.

___ Distribute copies of the Swimmer/Parent Memo, Do’s and Don’ts, Championship FAQ’s, and Emergency Procedures to ALL swimmers. ___ 1. Verify that ALL swimmers entered in Champs will be there to swim. ___ 2. Read ALL of Article VII – Championship Meet before starting your entries. ___ 3. Make all of your entries in this order : ___ a. Enter up to 4 official swimmers in each individual event & up to 1 relay in relay events. ___ b. Enter as UNCONVERTED times as yard (Y), short (S) or long (L) course meter. ___ c. Verify that no swimmer is entered in more than 4 events. (up to 3 individual + 1 relay or 2 individual + 2 relay – NOT 4 individual) ___ d. Swimmers not entered as “official” in any events may be entered as EXHIBITION (X) into short free plus one other event of either fly, back, or breast. Swimmers only entered as “official” into 1 event may be entered as EXHIBITION (X) into a second event of either short free, fly, back, breast. ___ e. JSL will switch exhibition swimmers to official after the seeding meeting and they will be eligible for all points and awards up to the team maximums. ___ f. Swimmers not entered into the 4 event maximum may be entered as alternates. Alternate swimmers are not guaranteed a spot to swim. ___ g. Entry as an alternate counts towards the total events because the swimmer may get to swim. ___ 4. Read Team Manager & Commlink instructions, especially relating to meet entries. ___ 5. The Team Manager program will assign ID numbers to each swimmer. ___ 6. Create 1 copy of the Meet Entry Report to retain in case of difficulty. Confirm that all swimmers to be entered appear on this report prior to emailing the Commlink file. ___ 7. The Commlink file is emailed to Locke Boyer [email protected] , NOT uploaded to jsl.org.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 16 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX C (continued) ___ 8. Enter Alternates as follows: ___ a. Enter alternates as a SEPARATE Commlink file (like a second meet) ___ b. Enter as many alternates as desired up to the maximum of 4 events (3 individual per swimmer) ___ c. Follow above instructions #3, #4, #5, #6, and #7 for entering alternates and submit a separate Commlink file ( labeled with team name, “C file” name, and "alternates ") and a Meet Entry Report (labeled "alternates ") ___ d. Alternates will only be allowed to swim if there are open lanes in individual events to complete a partial heat and may replace scratched swimmers as outlined in Article VII, #4. ___ e. Alternates are not considered unless entered as above. ___ 9. Enter “RELAY ONLY” swimmers as follows: ___ a. This is for any swimmer who is not entered into the meet as an individual or relay swimmer, but who may be available to swim (not sure). ___ b. In Team Manager, click on the Entrd check box next to the swimmer’s name. ___ c. Right mouse click and click YES to confirm and the swimmer will be stored. ___ d. The column to the left of the swimmer’s name should have an @ character. ___ e. Alternates are not considered unless entered as above. ___ 10. Important notes on relay entries: ___ a. Submitted seed times must be the fastest time actually swum by a relay team during a meet. “No time” is allowed only if the event was never swum. ___ b. The relay team setting the seed time in the regular season meet does not have to be the actual team to swim in the Championship. ___ c. Relay teams are entered via Team Manager WITHOUT individual names. ___ d. The actual names must be entered at the Clerk-of-Course prior to the warm-up session for Medley Relay and by the end of breaststroke for Free Relay otherwise the team will swim as exhibition and will not ribbon or score. ___ 11. All 6 & under events will be completely awarded but there are no points, thus there are no “High Point” awards for this age group.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 17 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX C (continued) ___ 12. There is neither gold/silver scoring nor gold/silver ribboning at the Championship, but the total number of awards and scoring goes through 30 th place. ___ a. Each team is only allowed to score up to TWO places in each individual event. The meet will be scored through 30 th place (no gold/silver). ___ b. High Point and other Awards will remain the same as in past years. ___ 13. ALL ENTRIES MUST BE EMAILED VIA COMMLINK FILE ATTACHMENT TO LOCKE BOYER BY 9AM SATURDAY, JULY 21st (earlier, if possible). YOU MUST SEND THE COMMLINK FILE VIA EMAIL TO [email protected] BY THAT DEADLINE OR RISK 100 PENALTY POINTS. Uploading to jsl.org is NOT necessary, but if you do, YOU MUST ALSO SEND A COPY TO LOCKE. A coach or other responsible person must be immediately available by phone until it is successfully entered into the JSL computer. Don’t forget to provide a phone number in your email where you can be reached. You will receive a confirming email when your data is successfully entered. If you do not receive a confirming email by 10AM Saturday, you must contact Locke by phone (882-0340 or 296-0645). ___ 14. You may send a correcting file, if needed, PRIOR TO THE DEADLINE. Locke will use the last file sent. ___ 15. You must attend the Coaches’ Meeting to be held SUNDAY, July 22 nd at 5:00PM at the Hilton Double Tree Hotel (near Sam’s Club) and bring a copy of your meet entry report. This meeting is for Championship Question & Answers as well as correction of data entry errors and protesting any seedings. ___ 16. Any seeding protest must be brought to the attention of the Seeding Advisor immediately following the first proofread. ___ 17. Final copies of the seeding sheet will be available for pickup Monday afternoon. ___ 18. NO changes may be made after the coaches meeting without the approval of the Championship Referee (Locke Boyer).

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 18 JSL Championship Procedure Manual - Revised March 28, 2013 Appendix D (Revised January 16, 2005) IMPORTANT !! - Read and Follow Directions Carefully TO: All JSL Representatives FROM: Susan Turner RE: Championship Job Lists DATE: January 16, 2005 Attached, please find a Championship Organizational Chart, abbreviated descriptions of Championship Positions, and a master copy of the Championship Job Lists for each team. In addition, you should have a packet of complete Championship Job Descriptions suitable for copying. The jobs have been divided again this year among the Championship Host Team groupings with consideration given to team sizes as of June 24th: The BOLD "Board Selected" & “Stroke-&-Turn” positions are selected by the Host Teams in conjunction with the JSL Board to ensure that the most qualified people in the League fill these positions. EACH TEAM IS EXPECTED TO PROVIDE THE MOST QUALIFIED PERSONS TO FILL THE BOLD "BOARD SELECTED" POSITIONS and STROKE-&-TURN POSITIONS. Do NOT recommend persons who are NOT WELL QUALIFIED for the position. The totals below do NOT include 14 positions already assigned to your team on the Master List, but does include positions in BOLD. You must fill all of your assigned positions, group positions, and BOLD positions. Come prepared with names for all positions and extras at the bottom of page 5 to the pre-Championship meeting July 25th. Teams and (Individual Shift Totals ) Group # Size Total # Shifts FV (35), ELKS (1), GCC (12) ...... 1...... 462 ...... 48 GHG (17), CGST (21), HM (5) ...... 2...... 432 ...... 43 (host teams) FSBC (14), FLST (15), LMST (4) ...... 3...... 382 ...... 33 BHSC (23), KWC (1), CITY (17) ...... 4...... 426 ...... 41 FCC (15), ACAC (24), GVG (9) ...... 5...... 457 ...... 48 2159 213 You must divide up the group shifts with other teams in your group tonight! Consult the list above to determine your group number, and then highlight all of the blanks which contain your group number on the master list. Those will be part of the positions (shifts) provided by the teams in your group. Consult the chart above to see how many of the total shifts must be filled by your team (e.g. CGST provides 21 shifts of the total of 43 for group #2), then divide up the positions among the teams in your group. It is not necessary to have names for those positions tonight. You will note the following concerning the lists for this year: 1. All teams are expected to provide EXPERIENCED volunteers for EVERY shift. The Championship is NOT the place to learn a new position. 2. PLEASE, ONLY ONE PERSON FOR THE ENTIRE SHIFT! You will note that there is a “Relief” person(s) scheduled for most positions. That person must be on duty during the entire shift to offer rotating relief to the workers. 3. It is permissible for one person to fill more than one shift (provided the shifts do not overlap in any way) 4. There are three sessions - Fri. (4:00PM - 9:00PM), Sat (7:30AM - 12:00PM), and Saturday Afternoon (12:15PM - 5:30PM). ALL TIMES ARE APPROXIMATE!! 5. Note that some shifts have a different arrival time as noted in the blanks. Make sure that the person filling the position is aware of the arrival time and can be present at that time. (e.g. Awards workers actually arrive "late", but stay later also) 6. All shifts are for the entire session (approximately 4-5 hours) EXCEPT the Hall Marshal positions, which are for approximately 1 hour. You will note that the Hall Marshal position requires 2 males and 2 females for each 1 hour shift. 7. ALL Championship Job Descriptions are attached. The letter in the second column will direct you to the proper job description. Make sure everyone filling each position UNDERSTANDS what the position is and has a copy of his or her description PRIOR to Meet Day(s), if needed. 8. It is permissible to trade positions between teams provided it is made clear on the sheet and everyone agrees. You will note the new section at the end for extras !! 9. The blanks for your group MUST be filled out with the VOLUNTEER'S NAME and TEAM (in parenthesis) by July 20th. Submit names on this original form; do NOT use any other format . 10. Combine all names from your group onto one original form to be returned at the JULY 24th JSL Board Meeting before the Championship.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 19 JSL Championship Procedure Manual - Revised March 28, 2013 Appendix D (continued) CHAMPIONSHIP JOB DESCRIPTIONS (Abbreviated)

A. REFEREE The referee has full jurisdiction over the meet and must see that all rules are enforced. He/she must decide all questions arising during the course of the meet, the final settlement of which is not otherwise covered by the rules. The Referee is chosen by the Board.

B. MEET DIRECTOR The Meet Director(s) is an extremely important position for the Championship Meet. It should only be undertaken by someone willing to take on the responsibility and give the time necessary to conduct an event of this magnitude. The Meet Directors come from the host teams.

C. STARTER The starter is probably the second most important meet official and therefore it should also be the responsibility of the host team(s) to obtain the most qualified starters in the League. The starter must be well experienced and, if possible, USS certified. The starters are selected by the Board.

D. CLERK-OF-COURSE With the increased size of the League, the Clerk-of-Course has become a very crucial position. The Head clerk for each session MUST be well qualified and experienced. Selection of the Head Clerks should be done by the Meet Director(s) in conjunction with the League Board to insure that the best clerks are available for this position.

E. STROKE-AND-TURN JUDGE Jefferson Swim League requires Stroke-and-Turn judges to be either USS or YMCA certified or have attended a USS, YMCA, or JSL clinic for Stroke-and-Turn Judges within the current calendar year. Stroke-and-Turn Judges are selected by the Board.

F. SWEEP JUDGE This position has been deleted from the Championship.

G. FALSE START ROPE There shall be one person assigned to the false start rope. This is the same position as exists in a dual meet.

H. TIMER/BUTTON PUSHER UVa's CTS system and touch pads will be used, but back up must be provided in the form of three button pushers and two watch timers (total of 3 people, as individuals can operate 1 button and 1 watch each) on each lane. This position is similar to the timer position for a dual meet, except the timers also use buttons to shut off the touch pads as the swimmer crosses the plane of the finish line. The Head Timers are selected by the Board.

I. HEAD-OF-TABLE The Head-of-Table is another important position that requires a great deal of experience. This person should be familiar with all Scoring Table procedures and positions as well as how the Championship procedures may differ from dual meet procedures. This is a Board selected position.

J. DECK RUNNER Collects "DQ" cards, timers cards, CTS printouts after each heat and takes cards and printouts immediately (in heat and sex order) to appropriate boy or girl sorter at table. Runners also help transfer timing cards in mite 25 yard events to the timers.

K. SORTER The Championship demands an experienced Sorter. The sorter MUST be familiar with CTS printouts and should review procedures for reading these printouts well before the meet. This position is somewhat different from the dual meet sorter position, but an experienced sorter would have no difficulty mastering this position. This is a Board Selected position.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 20 JSL Championship Procedure Manual - Revised March 28, 2013 Appendix D (continued) L. COMPUTER OPERATOR and ASSISTANT (Reader) The Computer Operator and Assistant enter all times into the computer one heat at a time. Both should be familiar with the computer program and operation of the computer and printers. This position differs slightly from the dual meet position, but an experienced computer operator would catch on quickly. This is a Board selected position.

M. RESULTS PRINTER The Results Printer position is responsible for removing results from the printer and posting them in an agreed upon location. In addition, this person should assist the Computer Operator(s) with the printer and all printed materials.

N. BACK-UP CHECKER The Back-up Checker position is responsible for reviewing all printouts for obvious discrepancies such as misplaced decimals, etc. PRIOR to posting or announcing.

O. AWARDS The Awards position is responsible for obtaining awards labels from the Results Printer person, sticking them on the proper award, and placing the award in the proper team's award box.

P. ANNOUNCER The Announcer must be someone comfortable with public speaking. He/she must also be aware of the guidelines and the importance of not contributing unnecessary noise and confusion to the meet.. The Deck Announcer is selected by the Board.

Q. HALL MARSHAL The Hall Marshal's tour of duty is about one hour. Marshals report to the Head Marshal prior to their shift. Responsibilities include helping maintain order in all areas of the building, keeping trash under control, and assisting Clerk-of-Course in directing swimmers to the Clerk-of Course area on deck.

R. HEAT SHEET & T-SHIRT SALES This position is responsible for setting up tables in the front hall and selling Heat Sheets and T- shirts throughout the meet. Please note arrival times.

S. CTS OPERATOR The CTS Operator MUST be familiar with the operation of the CTS System 5. This is a Board selected position.

T. REFRESHMENTS As stated earlier, refreshments are the responsibility of the Host Team. The Head Refreshment worker is from one of the Host Teams and must take care of all duties as listed in Section II Championship Meet Day #B. In addition the following must be done throughout the entire meet: Monitors coffee, bagel, and doughnut usage during morning and continues to serve water (w/ ice) during the meet to all official workers and coaches about every 30 to 60 minutes

U. DECK MARSHAL The Deck Marshall is a very important position and is responsible for keeping order on the deck.

V. HEAD MARSHAL The Head Marshal organizes, instructs, and supervises the Safety Officers, Hall Marshals, Deck Marshals, and Team Leaders.

W. TEAM LEADER 8-&-UNDER The Team Leaders are responsible for making sure all 8-&-unders from their team are taken to the Clerk-of-Course and returned in an orderly fashion.

X. SAFETY OFFICER The Safety Officer is an off-duty policeman hired by JSL to assist with crowd management.

Y. FRONT DESK The Front Desk personnel are composed of two JSL Board Members, several assistants, and an event announcer/poster. Their primary duties are to answer questions, direct people to various locations, hand out deck passes/T-shirts, and generally help to keep order in this area.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 21 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX E (Revised July 31, 2011)

Jefferson Swim League Championship YARD Records

Mite Freestyle Relay

P1 Mite M 100Yd Free Relay (#100) 1:22.78 FV Mite Mixed FV 2004 M. McHugh, A. Gonella, H. Harper, B. Moyers 1 Mite B 100Yd Free Relay 1:03.75 GHG Mite Boys GHG 1979 C. Taylor, Davis, Hawkins, Pumphrey 2 Mite G 100Yd Free Relay 1:06.02 FAST Mite Girls FAST 2009 A. Searcy, A. Kuzemka, A. Owen, G. Tosi

Individual Medley

3 Midg B 100Yd Ind. Medley 1:08.66 Brian Hynes HM 2009 4 Midg G 100Yd Ind. Medley 1:09.64 Katherine Nicholson FV 2003 5 Jr. B 100Yd Ind. Medley 1:00.29 Austin Tate GHG 2011 6 Jr. G 100Yd Ind. Medley 1:04.06 Katie McGraw FCC 1999 7 Int B 100Yd Ind. Medley 55.50 Andrew Williamson FV 2011 8 Int G 100Yd Ind. Medley 1:00.57 Rebecca Cronk KWC 1993 9 Sr B 100Yd Ind. Medley 52.17 Nick Montes de Oca GHG 2009 10 Sr G 100Yd Ind. Medley 59.15 Holly Harper FV 2011

Medley Relay

11 Mite B 100Yd Med. Relay 1:12.58 FV Mite Boys FV 2006 J. McHugh, B. Moyers, H. Harper, B. Trotter 12 Mite G 100Yd Med. Relay 1:13.90 FAST Mite Girls FAST 2011 B. Kuzemka, A. Harlow, A. Brown, A. Hudock 13 Midg B 200Yd Med. Relay 2:21.64 FV Midget Boys FV 2008 J. Hegemier, B. Moyers, H. Harper, J. McHugh 14 Midg G 200Yd Med. Relay 2:18.02 FV Midget Girls FV 1995 Swimmers not known 15 Jr. B 200Yd Med. Relay 2:01.10 FV Junior Boys FV 2008 S. Telford, C. Hensien, A. Williamson, A. Halmy 16 Jr. G 200Yd Med. Relay 2:04.69 FLST Junior Girls FLST 2011 M. Woods, M. Jones, A. Eagleson, M. Warlick 17 Int B 200Yd Med. Relay 1:49.79 FV Intermediate Boys FV 2005 A. Starr, M. Howe, M. Nicholson, J. McHugh 18 Int G 200Yd Med. Relay 1:56.67 FSBC Intermediate Girls FSBC 1995 K. Hayes, J. Haury, J. Simons, M. White 19 Sr B 200Yd Med. Relay 1:39.93 ACAC Senior Boys ACAC 2008 I. Joyce, J. Shelley, A. Starr, P. Boucher 20 Sr G 200Yd Med. Relay 1:51.99 FV Senior Girls FV 2011 H. Harper, C. Morton, H. Harper, K. Miller

Short Freestyle

P21 Mite B 25Yd Free 6 & under (#210) 16.36 Matt McHugh FV 2005 21 Mite B 25Yd Freestyle 13.74 Chris Taylor GHG 1979 P22 Mite G 25Yd Free 6 & under (#220) 17.25 Katherine Nicholson CGST 1999 22 Mite G 25Yd Freestyle 14.30 Brittany Dickerson GCC 2004 23 Midg B 50Yd Freestyle 28.14 Paul Harris CAST 1981 24 Midg G 50Yd Freestyle 28.24 Miranda Deputy VAST 1988 25 Jr. B 50Yd Freestyle 24.83 Kamal Akeel GCC 2004 26 Jr. G 50Yd Freestyle 25.84 Brittney Jamerson ACAC 1999 27 Int B 50Yd Freestyle 22.90 Pat DiFazio CAST 1980 28 Int G 50Yd Freestyle 24.56 Rebecca Cronk KWC 1993 29 Sr B 50Yd Freestyle 20.59 Luke Anderson FCC 2000 30 Sr G 50Yd Freestyle 24.14 Holly Harper FV 2011

Butterfly

31 Mite B 25Yd Butterfly 14.86 Lucas Smith FV 2011 32 Mite G 25Yd Butterfly 15.24 Brittany Dickerson GCC 2004 33 Midg B 50Yd Butterfly 29.09 Brian Hynes HM 2009 34 Midg G 50Yd Butterfly 30.02 Mary Nash FSBC 1993 35 Jr. B 50Yd Butterfly 26.47 Joe Redmon FV 1999 36 Jr. G 50Yd Butterfly 27.83 Mary Nash FSBC 1995 37 Int B 50Yd Butterfly 24.70 Alex Montes de Oca GHG 2009 38 Int G 50Yd Butterfly 26.91 Laura Mosca BHSC 1996 39 Sr B 50Yd Butterfly 23.12 Mark Nicholson FV 2008 40 Sr G 50Yd Butterfly 25.98 Chelsea Tomko FAST 2009

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Backstroke

P41 Mite B 25Yd Back 6 & Under (#410) 21.10 Matt McHugh FV 2005 41 Mite B 25Yd Backstroke 16.40 Chris Taylor GHG 1979 P42 Mite G 25Yd Back 6 & Under (#420) 20.57 Avery Huang CITY 2011 42 Mite G 25Yd Backstroke 18.12 C. Worontzoff WAM 1981 43 Midg B 50Yd Backstroke 32.55 Bryan Yasinsac FV 1995 44 Midg G 50Yd Backstroke 33.10 Fefe Nardone LMST 2009 45 Jr. B 50Yd Backstroke 28.25 Austin Tate GHG 2011 46 Jr. G 50Yd Backstroke 29.23 Maggie Woods FLST 2011 47 Int B 50Yd Backstroke 26.26 Alex Montes de Oca GHG 2009 48 Int G 50Yd Backstroke 27.55 Holly Harper FV 2008 49 Sr B 50Yd Backstroke 24.31 Ricky Kovatch ACAC 1996 50 Sr G 50Yd Backstroke 26.31 Wendy Hipskind FV 1989

Breaststroke

51 Mite B 25Yd Breaststroke 17.91 Lucas Smith FV 2011 52 Mite G 25Yd Breaststroke 19.36 Katie Kilburg CAST 1978 53 Midg B 50Yd Breaststroke 36.49 Jeff Leckrone ACAC 2007 54 Midg G 50Yd Breaststroke 35.72 Meaghan Rady FSBC 1986 55 Jr. B 50Yd Breaststroke 29.96 Austin Tate GHG 2011 56 Jr. G 50Yd Breaststroke 32.56 Megan Rosenblatt GHG 1996 57 Int B 50Yd Breaststroke 27.94 Andrew Williamson FV 2011 58 Int G 50Yd Breaststroke 31.16 Laura Mosca BHSC 1996 59 Sr B 50Yd Breaststroke 26.58 Nick Montes de Oca GHG 2009 60 Sr G 50Yd Breaststroke 30.20 Laura Mosca BHSC 1997

Long Freestyle

61 Mite B 50Yd Freestyle 32.21 Henry Van Wincoop FV 2011 62 Mite G 50Yd Freestyle 32.06 Mary Nash FSBC 1991 63 Midg B 100Yd Freestyle 1:00.82 Brian Hynes HM 2009 64 Midg G 100Yd Freestyle 1:02.05 Mary Nash FSBC 1993 65 Jr. B 100Yd Freestyle 55.47 Andrew Williamson FV 2009 66 Jr. G 100Yd Freestyle 56.70 Brittney Jamerson ACAC 1999 67 Int B 100Yd Freestyle 50.10 Matt Thomson FCC 1990 68 Int G 100Yd Freestyle 53.00 Rebecca Cronk KWC 1993 69 Sr B 100Yd Freestyle 45.19 Luke Anderson FCC 2000 70 Sr G 100Yd Freestyle 52.84 Rebecca Cronk KWC 1995

Freestyle Relay

73 Midg B 200Yd Free Relay 2:02.76 VAST Midget Boys VAST 1991 A. Gustafson, B. Holsinger, C. Smith, W. Chapman 74 Midg G 200Yd Free Relay 2:03.76 CGST Midget Girls CGST 2006 C. Witt, A. Corley, M. Rossberg, E. Strickland 75 Jr. B 200Yd Free Relay 1:49.30 FSBC Junior Boys FSBC 1995 Swimmers not known 76 Jr. G 200Yd Free Relay 1:51.38 CGST Junior Girls CGST 2008 E. Strickland, A. Campbell, M. Rossberg, C. Witt 77 Int B 200Yd Free Relay 1:39.39 BHSC Intermediate Boys BHSC 1979 S. Morris, F. Berry, C. Echols, D. Callaghan 78 Int G 200Yd Free Relay 1:45.12 FSBC Intermediate Girls FSBC 1995 K. Hayes, J. Haury, J. Simons, M. White 79 Sr B 200Yd Free Relay 1:30.27 FV Senior Boys FV 2011 B. Donovan, C. Hensien, S. Topping, M. Lockman 80 Sr G 200Yd Free Relay 1:41.30 BHSC Senior Girls BHSC 2011 H. Lamb, D. Jazouli, A. Nicholson, G. Lamb

HELP !!: We are missing the names of relay swimmers in events 14 and 75. If you know who they are and can present reasonable supporting documentation, we will correct our records. You may also report any misspellings, etc. to: Bob Garland, Jr. at [email protected] or (434) 293-2045.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 23 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX F (Revised February 24, 2007)

Request For UVa Aquatic & Fitness Center (Copy available on computer)

105 Woodhurst Ct Charlottesville, VA 22901 February 24, 2007

Director IM/Rec Sports University of Virginia Aquatic & Fitness Center 450 Whitehead Rd. Charlottesville, VA 22903

Dear Xxxxx,

I am writing on behalf of the Jefferson Swim League to again request the use of the indoor pool and other facilities at the UVa Aquatic & Fitness Center for our annual Championship. For 2007, we would like to use them on Friday, July 28 th (9AM to 10PM) and Saturday, July 29 th (7AM to 7PM). At your convenience, please send the usual contract to the above address for me to have signed and returned. As in the past, we would like to use the electronic timing system, PA system, and display board. Please clarify all charges in the contract, including personnel and custodial fees. We understand that UVa will assume clean-up of the building and the cost will be included as part of the contract.

In addition, I would like to request permission to allow the sales of heat sheets (programs), patches, and/or T-shirts in the Main Hall area during this event. As you remember, the Jefferson Swim League is a local non-profit organization dedicated to promoting swimming in the Central Virginia area and in the past has expanded this support to include Friends of Virginia Swimming. It is hoped that we will be able to resume this support in the future.

Sincerely,

Meet Director, 2007

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UVa RESPONSIBILITIES (Copy of this must be given to UVa)

As stated in Section I, L. SETUP, the facilities manager and any other UVa personnel should be met well before the meet to discuss the setup and times to open the building and pool area. UVa personnel should set up equipment, tables, and chairs per the following pre-arranged instructions. UVa will let JSL personnel start bringing items to the Aquatics & Fitness Center one or two days prior to the meet and place them in the locked classroom on deck.

PERSONNEL PROVIDED BY UVa

Final arrangements must be made with UVa in advance for the following personnel: Sufficient management personnel to adequately supervise employees Sufficient lifeguards for both pools at all times Sufficient janitorial staff to maintain keep floors reasonably clean and dry Sufficient bathroom staff such that bathrooms are continuously monitored Sufficient miscellaneous staff to monitor halls, etc. Sufficient front desk staff to aid in administering front desk and lobby area

EQUIPMENT PROVIDED BY UVa

Final arrangements must be made with UVa in advance for the following: CTS System 6 (& laser printer) location, availability, and set up 1 CTS Championship Start System 1 CTS Infinity start system & speaker 1 AEROBICS speaker system for Clerk-of-Course Touchpads, buttons (3/lane), speakers, and connections sufficient for 10 lanes False Start rope poles (JSL has ten-lane rope) Back Stroke flags and poles for both pools Plenty of safety rugs Plenty of Mops in all areas Bathing Suit Dryers (behind equipment counter) 2 - Large Black Boards (or bulletin Boards) in Main Hallway for posting scores Dry erase Board for Clerk-of-Course Moving Sign or Dry Erase Board with marker for calling events in Tent Area 10 Tables and 20 chairs needed in classroom about 5 chairs in the control room 30 chairs for timers (3 beside blocks at each lane) + 1 chair for false start rope Chairs or one set of bleachers for Coaches area Trash cans needed (make sure there is a large one in classroom) Numbered signs (#1-8) to number all warm-up lanes “No Diving “ signs for warm-up lanes 6 bleachers for Clerk-of-Course area on deck PA system for pool area (UVa has wired-in system - control room) PA system for rest of building (UVa has - controlled from main desk) Availability of electronic scoreboard and proper hookups for name display Plastic chain/stanchions on coaches side of pool (to keep coaches back) 12 Stanchions to rope off starting blocks on near side of pool 2 stanchions to rope off area for one coach in wheelchair near bulkhead U-shaped rails for bulkhead per diagram Sufficient warning tape for all restricted areas

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 25 JSL Championship Procedure Manual - Revised March 28, 2013 Appendix F2 (continued) OUTSIDE AREA PREPARATION

___ 1. Outside of the building, an area must be set up for grills and food sales (normally on side deck, see main floor diagram).

___ 2. UVa will determine the location for team tents. It is believed that the only practical location will be Whitehead Road on Friday and Saturday until 6PM.

___ 3. If tents will be located on Whitehead Road, “NO PARKING” signs must be placed all along Whitehead Road as early as possible on Friday so that tents can be set up without difficulty.

MAIN LEVEL PREPARATION

___ 1. Three long tables and 4 chairs (for T-shirts and heat sheets) must be set up in the main entrance hall to the left at the corner near the main desk. (See diagram for Front Hall below) Heat sheets and T-shirts must be secured to prevent theft. Lock them in a secure area overnight if at all possible. Yellow caution tape must block all restricted areas on the main floor. Bathrooms must be prepared with supplies, etc. Trash cans must be placed in all areas. (See diagram for Clerk-of-Course area).

Main Level Detail Diagram

___ 2. Set up a small stage between the pillars in the main lobby next to the balcony towards the end of the final session (Saturday Afternoon). A table is needed for the awards. A CTS start system and speaker is used to make the awards announcements.

___ 3. Non slip mats should be placed in all areas where wet swimmers would be expected. Caution Tape must be attached on the stairwell as per the following diagram:

Stairwell Detail Diagram

LOWER LEVEL DIAGRAM

Restricted Area Elevator (Handicap Access Only) Stairs Desk Area Deck Entrance for OFFICIALS ONLY Lower Level Hall

10 Lane Racing Pool 8 Lane Warm-up Pool

Starting Blocks Clerk-of-Course Heat Staging Area

___ 1. The Lower Level Classroom must have 9 tables and about 20 chairs arranged as per the following diagram. One UVa computer (with Hy-Tek software) has been used in the past. The Control Room should have several chairs and the Message Board computer must be up and running. In addition, the PA system must be working. Trash cans must be placed in these rooms. (See diagram for Clerk-of-Course area).

___ 2. The bathrooms must be properly prepared with supplies, etc. Hair Dryers” and “Suit Mates” must be cut off and trash cans placed in each bathroom. Pace clocks should be set to actual time (minutes).

Classroom and Control Room Detail Diagrams

Pepsi Refresh

Team Award x Tables x x x x x x x Awards Tables UVa Message Board Computer x x Sorterx Table x x x x x x x x x x x x x UVa Computer JSL Meet Manager Computer

___ 1. The Clerk-of-Course area should be set up on deck between the shallow end of the pool and the round pools. The clerk will need a table, 2 chairs around the table, a dry erase board and the UVA Aerobics Speaker System with microphone. In addition, the swimmers will need 5 sets of 3-row bleachers. Three of the bleachers are positioned up against the pillars that separate the round pools from the 50M pool & three are on the wall below the stands. The area containing the round pools is strictly off-limits and needs to be clearly marked with caution tape. Poles and roping are very helpful in directing swimmers to appropriate areas. Trash cans must be placed in this area. (See diagram for Clerk-of-Course area).

Warm-up Pool End Detail Diagram

___ 2. The pool should be set up in the 10-lane, 25 yard format with both bulkheads placed appropriately. Two U-shaped railings should be placed at the ends of the bulkhead closest to the racing pool. The False-Start rope (JSL has a ten-lane rope) must be positioned about midway between the start and finish ends of the pool. The back stroke flags are positioned in their normal places being sure to include backstroke flags for the warm-up pool. Ten starting blocks are positioned on both sides of the pool in their normal positions. Ten touchpads (with three back-up buttons each) are positioned on the side closest to stands. A platform is positioned for the CTS System 5 equipment as indicated. A table and several chairs are placed on this platform. Both CTS start systems are used, one at each end of the pool as indicated. Two chairs must be placed beside each starting block for the timers. The stanchions and chain are positioned to keep the coaches back from the side of the pool. All timing equipment and speakers are properly connected and functioning. Any restricted areas must be marked with caution tape. Trash cans must be placed in this area.

Racing Pool End Detail Diagram (2009 - Note that CTS Table Platform is set back further than in the past)

CTS Table Detail Diagram (Note that this table is set back further than in the past)

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 29 JSL Championship Procedure Manual - Revised March 28, 2013 Appendix F3 (Revised January, 2010)

FDS TEAM Tent Size and Locations

The drawing below shows the size and approximate locations of all TEAM tents provided by FDS. Sizes are selected by individual teams and location is predetermined by anchor locations on Whitehead Road. FDS Tents has a record of previous team rentals.

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June 15, 2010

Team Representatives,

The objective of this letter is to provide basic guidance and information to support your Team’s Tent needs during JSL Champs.

FDS Tents is providing Tent rental services for the 2010 JSL Champs scheduled. They have provided exceptional services to JSL for many years and understand the requirements of setting-up and breaking down tents on Whitehead Road within a compressed time period.

FDS Tents provides 5 different tent sizes. The tent sizes, the quantity of tent sizes provided to the JSL, and price of setting up and breaking down the tents during JSL Champs are as follows: 16’ x 32 ‘ 2/ea $355 20’ x 20’ 5/ea $255 20’ x 30’ 7/ea $295 20’ x 40’ 1/ea $395 30’ x 30’ 1/ea $445 Attached to this note is a schematic of where the tent sizes are set-up on Whitehead Road and which Teams ordered which size tents in the past. Because of the restrictions associated with the location of the tent sizes on Whitehead Road, the mix of tent sizes and the location of where the tents are set-up will not change. However, if your Team is inclined to change tent size or tent location, it is up to the Teams to work out amongst themselves a mutually agreeable arrangement.

FDS Tents needs each Teams’ order by Close of Business Friday, July 2, 2010. To make an order Teams need to call FDS Tents and ask for Susan. Her number is (434) 295-7977. She will need the Team’s point of contact, the Team’s name, and contact information for billing. All payments will need to be made upon delivery. Delivery of tents is scheduled for Friday, July 30, 2010.

If you have any questions please do not hesitate to call me.

Scott Wild JSL Champs Committee (434) 989-8574

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CHAMPIONSHIP HEAT SHEET AD ORDER FORM

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CHAMPIONSHIP HEAT SHEET TEAM AD ORDER FORM

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 33 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX G2 (Revised January 16, 2005) Team Ad Coordinator Instructions

Thank you for helping sell ads for your Team and the Jefferson Swim League . Ad revenue is split between your team for its own needs and the JSL to help cover Championship expenses. Your individual team receives the majority of the funds collected in the form of a rebate check paid out at the end of the current season. You may make as many copies of the Ad Order Form as needed. This form is also available for download at www.jsl.org.

Prior to making additional copies of the JSL Heat Sheet Ad Order Form for distribution to your team, you should fill out the blank following “(make checks to_____)” with your name and the blank following “Must be received no later than ____” with a date several days before the JSL deadline. You must also fill out your name, address, and phone numbers in the blanks for Team Coordinator information (located about 1/3 down the page).

You should make your TEAM deadline for ads a few days earlier than the date set by the JSL Board to give all “last minute” ads a chance to be received and pages prepared (see below). Ads may be turned in early at the scheduled early July JSL board meeting on the date set by JSL. Ads received after the deadline may not be accepted and your money will be returned. Ads not in good taste or reflecting poor sportsmanship will not be accepted and your money will be returned.

Ads should be printed in black ink or using black and white photographs (if possible). Do not use blue ink as it may not show up. Colors do not reproduce well and the Heat Sheet is printed in black & white. If certain pages must face each other, indicate with post-it notes on each page.

1. For full-page (remember for TEAM AD ONLY), half-page, quarter-page, eighth-page, business card, and family sponsor ads , teams are expected to compile their team ads into pages. This can be done with a scanner or ads can be neatly glued to a standard 8.5 x 11 sheet of paper using glue (such as a glue stick) which does not cause wrinkles. Remember to adhere to blank border guidelines on all pages (at least 3/4” on all sides). Ads should be fit against one another with minimal blank space separation. It is strongly recommended that teams make a copy of the ad pages that they submit.

2. Booster Page names should be typed, alphabetized if you choose, on a page with the team name at the top. List the team name as you wish it listed in the Heat Sheet Book (such as City Swordfish Boosters).

3. Event Sponsor ads should also be listed together on a single page with the “Team Name” and “Event Sponsors” at the top. They will not be glued or scanned, but will be listed on the session page in the heat sheet, on the scoreboard during the event, and on the JSL website.

4. The Team Ad Coordinator must complete the attached Ad Summary Form which documents the number and type of each ad sold. Total the amount of money raised from ads for your team and submit a single check or money order for the entire amount made out to “Jefferson Swim League”. Teams are NOT allowed to subtract their share before writing the check to JSL. As noted above, the League Treasurer, will refund the team’s share at the end of the season.

5. Sell lots of ads! This is a great fund raiser for your team and also helps the JSL defray some of the costs of the championship. It is a great way to show team spirit.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 34 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX G3 (Revised January 31, 2011) Ad Summary Sheet

Size or Type Ad Number x Cost = Total Full Page (Team Ad Only) ______x $100.00 = $____.___

Half Page ______x $100.00 = $____.___

Quarter Page ______x $55.00 = $____.___

Eighth Page ______x $35.00 = $____.___

Business Card ______x $30.00 = $____.___

Family Sponsor ______x $15.00 = $____.___

Booster Page Sponsor ______x $5.00 = $____.___

Event Sponsor ______x $75.00 = $____.___

GRAND TOTAL $______.___

Submit all ads, this completed sheet, and one check payable to “Jefferson Swim League” for the Grand Total to the Championship Ad Coordinator. Be sure your check is identified by team in the lower left corner in the area provided for note. In addition, please complete the information below: Team Name ______Team Ad Coordinator ______Address ______Phone ______Email ______

Important Note: For all ads received after the deadline set by JSL, there will be no Team rebate – 100% of the fees for those ads will remain with JSL.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 35 JSL Championship Procedure Manual - Revised March 28, 2013 Appendix H (Revised January 16, 2005) Suggested Talking Points for Ad Sales Meeting The Championship Ad Coordinator will find it helpful to conduct a meeting with all Team Ad Coordinators early in the season to hand out Ad Order Forms and instructions. This meeting should cover the following discussion points, build enthusiasm, and offer a question and answer period relating to ad sales. Make sure the names and contact information are obtained for each Team Ad Coordinator. Develop a hand-out that consolidates all of the information including, but not necessarily limited to, copies of the JSL Ad Form (appendix G), Team Ad Coordinator Instructions (appendix G1), Ad Summary Sheet (appendix G2), and examples of prior ads. Go over each of the pages in the handout and allow time for questions. Additional points which may be covered in this meeting to help the team coordinators include: Pull your talents together. Recruit people with time available during day to sell ads when businesses are open. Most important is to find the right one or two people to head up the process. Graphic arts and data processing skills are especially valuable. Someone with the desire for raising money for a worthwhile cause and who has creative ability with popular computer graphics programs would be ideal. Set reasonable goals. Decide how much you want to raise, then begin with a list of businesses and contacts to go after. Identify within your swim team someone who has a contact with the company. Use all resources you can think of: club member list and their employers, swim team parents (non- members of the club), local companies who could benefit from coverage, suppliers, work, etc. Review past ads — make sure they are all contacted. Can they be sold “up” to a larger ad this year? Generate a hit list with the help of other parents, what businesses are in your team’s area, who knows who??? Find the decision maker - who can write the check??? Coordinate with neighboring teams. Make sure agreement is reached as to who will contact a business; don’t duplicate effort, but don’t miss anyone either. Make sure everyone is aware of the current corporate sponsors and are told NOT to contact them. Have all facts before walking in the door to make the sale: cost of ads (see order form), circulation (# of heat sheets), total size of Championship (est. 4,000+ attending), number of swimmers participating (1,600+),.and an example of last year’s heat sheet book, Make sure you know where the teams are located especially ones near their business. Does our group fit their targeted advertising? Use their business card if they don’t have the ability to do artwork or help make up ad. Sell the benefits of JSL to the kids, the community, and to their business.

While personal contact is better, an ad letter may be sent if it is not practical to contact a business or individual (see appendix H1). This may be useful in contacting previous advertisers and including a copy of their previous ad. Also some businesses may want a written request after being personally contacted Some businesses may not want to buy an ad but will donate equivalent services for an ad. Be reasonable with exchange and try to accurately estimate the value of the donated service. Examples from the past include Kinko’s enlarging job assignments and CFW-Intellos providing 6 walkie talkies. Coordinate with the Championship Committee before agreeing to barter to make sure what services are actually needed. Review previous year’s ad sales figures and ads so that everyone has a feel for what is expected and how ads should look. Previous copies of each team’s ads may be distributed to help if a business wants to see or run last year’s ad. Consider ways to make this fun for swimmers and parents. Set goals, have contests, give out recognition, etc. Decide what your team might do with its share of the money raised. Make sure everyone knows why we need the ad revenue. Most of the money goes back to the team which sold the ad and many teams depend on this revenue to pay for swim team essentials. The portion which goes to the JSL is used to partially defray the expenses of the championship. The total of all JSL registration fees collected from each swimmer will not cover the expenses of the Championship. In addition, JSL supplies all teams with ribbons, supplies, and much equipment during the dual meet season. Many parents may think they have paid enough for swim team, but selling of ads also improves team spirit and individual swimmers are recognized by family ads. Every swimmer gets a kick out of seeing their name or picture in a heat sheet ad. Even though some teams are fully funded by their clubs, they should be encouraged to sell ads in support of the League as a whole. . Those teams may want to consider returning all of their revenue back to the League as a donation for betterment of the whole League. In addition, no team would want their swimmers left out of the recognition that many ads provide. All ad coordinators should be encouraged to thank the business advertisers with a thank-you note (see example in Appendix H2).

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 37 JSL Championship Procedure Manual - Revised March 28, 2013 Appendix H1 (Revised February 24, 2007) Ad Solicitation Letter

Dear ,

Thanks for your interest in supporting the and the Jefferson Swim League. Attached is an order form and some samples of past ads. The ads go into the “Championship Heat Sheet Book” that lists all of the swimmers and their events. There are over 2,500 swimmers in the JSL belonging to 16 teams spread from Greene County to Fluvanna County along with Albemarle County and Charlottesville. The Championship Swim Meet will be held at the University of Virginia Aquatics and Fitness Center. The Championship Heat Sheet Books will be on sale all weekend. Even though we are a volunteer organization, the proceeds from the ads help cover the expenses of having the meet at UVa’s facility. The Heat Sheets have room for various size ads (see the order form). Please send your ad to me at by or call me at to arrange a time for me to pick it up. Thanks again for your support.

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Thank You Note to Business Advertisers (Copy available on computer)

Dear ,

The and the Jefferson Swim League sincerely appreciates your support of our youth in purchasing an ad in the heat sheet program for our Championship Meet. The JSL is composed of 16 teams in the Central Virginia Area and serves over 2,500 youngsters. Without advertisers like your company, our summer swimming program would not have been nearly as successful.

Enclosed is your ad as it appeared in the Championship Heat Sheet Program, which we thought you would like to see.

Thanks again,

Meet Director, JSL Championship

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2013 CORPORATE SPONSORSHIP PROGRAM (Revised March 28, 2013)

Prospective Corporate Sponsor:

The Jefferson Swim League (JSL) would like to request your company’s support as an official corporate sponsor of the 2013 JSL Swim Season and subsequent JSL Swimming Championship, that will be held on July 26th and 27th at the UVa Aquatics and Fitness Center.

The Jefferson Swim League began hosting a swim championship for the youth of Central Virginia in 1966. Currently, the JSL is comprised of seventeen area teams, stretching from Crozet to Lake Monticello to Louisa to Greene County. In total, over 2,700 youth swimmers, ages 5 to 18, swam with the JSL in 2012. Expectations are even higher for 2013. The swim season begins in early June, and ends with the culmination at the annual Championship competition in late July.

As an official corporate sponsor of the JSL, your business would have the opportunity to choose among a variety of levels, ranging from $500 to $3000 and more. The dollar amount donated (or in-kind donations thereof) designates the level of rewards for the merchant. The more you provide to the JSL, the more publicity JSL will provide for your company (see the attached sheet).

Additionally our sponsors may choose to donate a percentage of their support and/or an additional amount directly to the Ben Hair – Just Swim for Life Foundation (BH-JSL). BH- JSL is a 501(c)(3) charity separate from JSL but supported by JSL. The mission of BH-JSL is to raise awareness of the need, and provide the motivation, systems, and tools to waterproof our community so that all children have basic swimming skills and are safe around water.

All funds received by the JSL are used exclusively towards the operation of the league and the cost of hosting the annual championship. All members of the JSL Board of Directors and all consultants to the JSL Board are volunteers who receive no funding from the organization. Thus, 100% of the funds from our corporate sponsors are put back into the swimming community of Central Virginia.

We hope that you will find that the attached offerings meet within your requirements for sponsorship. I am the official coordinator of the corporate sponsorship program for the 2013 Season. I would be glad to meet with you personally to further discuss your support of the Jefferson Swim League.

You may reach me on my cell (434) 242-4503 , at home (434) 977-8835 or by email [email protected] .

Thank you for your consideration and support of the JSL!

BJ Fortune, JSL Corporate Relations

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 40 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX H3 (continued) (Revised March 28, 2013)

JEFFERSON SWIM LEAGUE 2013 CORPORATE SPONSORSHIP LEVELS

OLYMPIC LEVEL—$3,000 and Up Corporate Video Ad (provided by the Corporate Sponsor) to be run twice between each session on public video screens Larger Corporate Table for display purposes only in the building — Free raffles are permitted. Two Full Page Ads in JSL Champs Heat Sheet — placement in accordance with rotation schedule one of which will be outside or inside back cover or inside front cover Options include: outside or inside back cover, inside front cover, divider page between Heat Sheet and Ads, or other placement as available and determined by JSL Two Large Banners to be hung during champs (provided by the Corporate Sponsor) Corporate Name &/or Logo on two Awards Categories (High Point plus one similar, determined by JSL) Opportunity to present above Awards Category at Champs Ceremony Corporate Name and Direct Link on www.jsl.org Website for one year Corporate Name and/or Logo on Champs T-Shirt and on Front Cover of Champs Heat Sheets Logo size to be larger than all other sponsors Four Platinum Sponsor Passes for total access at Champs Four Champs T-Shirts and One Heat Sheet Program

PLATINUM LEVEL—$2,000 and Up Corporate Video Ad (provided by the Corporate Sponsor) to be run once between each session on public video screens Corporate Table for display purposes only in the building — Free raffles are permitted. Full Page Ad in JSL Champs Heat Sheet — placement in accordance with rotation schedule Options include: outside or inside back cover, inside front cover, divider page between Heat Sheet and Ads, or other placement as available and determined by JSL Large Banner to be hung during champs (provided by the Corporate Sponsor) Corporate Name and/or Logo on Awards Category (High Point or similar as determined by JSL) Opportunity to present above Awards Category at Champs Ceremony Corporate Name and Direct Link on www.jsl.org Website for one year Corporate Name and/or Logo on Champs T-Shirt and on Front Cover of Champs Heat Sheets Two Platinum Sponsor Passes for total access at Champs Two Champs T-Shirts and One Heat Sheet Program

GOLD LEVEL--$1,500 to $1,999 Full Page Ad in JSL Champs Heat Sheet (to be on a Primary Focus Page determined by JSL) Large Banner to be hung during Champs (provided by the Corporate Sponsor) Corporate Name and/or Logo on Awards Category Opportunity to Present above Awards Category at Champs Ceremony Corporate Name and Direct Link on www.jsl.org Website for one year Corporate Name and/or Logo on Champs T-Shirt and on Front Cover of Champs Heat Sheets One Gold Sponsor Pass for total access at Champs Two Champs T-Shirts and One Heat Sheet Program

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 41 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX H3 (continued) (Revised March 28, 2013) SILVER LEVEL--$1,000 to $1,499 Full Page Ad in the JSL Champs Heat Sheet (preferred location, determined by JSL) Banner to be hung during champs (provided by the Corporate Sponsor) Corporate Name and/or Logo on Awards Category Opportunity To Present Above Awards Category At Champs Ceremony Corporate Name and Direct Link on www.jsl.org Website for one year Corporate Name and/or Logo on Champs T-Shirt and on Front Cover of Champs Heat Sheets Two Champs T-Shirts and One Heat Sheet Program

BRONZE LEVEL--$500 to $999 Full Page Ad in the JSL Champs Heat Sheet (Sub-Prime Location, determined by JSL) Banner to be hung during champs (provided by the Corporate Sponsor) Corporate Name and Direct Link on www.jsl.org Website for one year Two Champs T-Shirts and One Heat Sheet Program

COPPER LEVEL—$100 to $499 Half Page Ad in the JSL Champs Heat Sheet (Prime Location, Not to be on a Cover Page) Small banner to be hung during champs (provided by the Corporate Sponsor)

PERCENTAGE DONATIONS made to the Ben-Hair – Just Swim for Life Foundation are part of the total advertising donation, but designated for BH-JSL.

ADDITIONAL DONATIONS made to the Ben-Hair – Just Swim for Life Foundation are tax deductible, but offer no further advertising benefits from JSL.

**IN-KIND DONATIONS will be accepted at the Financial Level so stated above.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 42 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX H3 (continued) (Revised March 28, 2013)

RULES REGARDING JSL CORPORATE SPONSOR DETAILS

The following pertains to how official Corporate Sponsors will be so recognized by the Jefferson Swim League throughout the swim season and during the JSL Swim Championships (further acknowledged as “Champs”):

• Corporate Sponsors must have all fees associated with their sponsorship paid in full by July 6, 2013, before being recognized as an official JSL Corporate Sponsor. • Corporate Sponsors will be recognized for their past sponsorship based upon the level of sponsorship previously held by the sponsor and the length of time of said sponsorship level. • A JSL Corporate Sponsor must have provided funding at the same specified level for TWO YEARS in order to become “vested” at that level of corporate sponsorship. • Once the Corporate Sponsor is vested at that funding level, they are added to a rotation for preferences for specific benefits such as the placement of ads in heat sheets, placement of corporate logo on tee shirts, location of banners hung during champs, placement of display tables at the facilities during Champs, order of placement on the JSL.com website, etc. • The rotation cycle for these preferred benefits is contingent upon the number of vested sponsors at that level and the continued support by each of those corresponding sponsors annually. • All sponsors will be recognized as such for the period of one calendar year beginning at the start of the swim season, continuing thru Champs for that particular season, and concluding at the start of the following year’s swim season. • Failure of a corporate sponsor to maintain this annual level of funding will remove them as a “vested” sponsor, and requires a two-year funding cycle before being reinstated in the original rotation cycle.

Any questions or concerns by an official corporate sponsor as to their sponsorship will be addressed by the Executive Committee of the JSL Board of Directors.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 43 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX H3 (continued) (Revised March 28, 2013)

2013 CORPORATE SPONSORSHIP PROGRAM OFFICIAL SIGN-UP NAME OF COMPANY: ______

BILLING ADDRESS: ______

CONTACT PERSON: ______

CONTACT PHONE #s: ______

CONTACT EMAIL: ______

LEVEL OF COMMITMENT: ______

FINANCIAL CONTRIBUTION: $______

PERCENT OF ABOVE TO BH-JSL 5% 10% 15% 20% (Circle Choice)

AND/OR ADDITIONAL TAX DEDUCTIBLE CONTRIBUTION TO BH-JSL: $______

IN-KIND CONTRIBUTION: ______

ADDITIONAL COMMENTS: ______

By signing below, the above listed company agrees to support the Jefferson Swim League for the 2013 Season with the stated financial/in-kind contribution. Likewise, with the signature of the JSL Vice-President, the Jefferson Swim League agrees to provide compensation to the sponsoring company as detailed on the attached pages.

All financial contributions are due by July 6, 2013

Checks should be made payable to: The Jefferson Swim League, Att: Treasurer, 81 Old Farm Road, Ruckersville, VA 22968

SIGNATURE OF SPONSOR: ______

PRINTED NAME OF SIGNEE: ______

DATE OF SIGNATURE: ______

SIGNATURE OF JSL PRES and ______

JSL CORPORATE RELATIONS ______

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 44 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX I (Revised February 1, 2006)

USA Swimming Rules & Regulations Regarding Automatic Officiating Equipment

(Altered ( in Italics) & Abridged, consult current Rule Book for full text)

ARTICLE 102.16. TIMING

.2-A Primary System - The primary system (touchpads) shall determine the official time (and order of finish) of each swimmer unless a comparison of the primary with the secondary and/or tertiary system times indicates a malfunction of the primary system. .2-B Secondary System - The secondary system shall be three backup buttons per lane. .3-C Tertiary System - The tertiary system shall be at least one watch per lane. .4-B Timing Resolution (Accuracy) - Timing is recorded to hundredths (0.01) of a second... Digits representing thousandths shall be dropped with no rounding. .4-D Backup Timing System Requirement - ...backup timing shall be provided for all competitors. No swimmer shall be required to reswim a race due to equipment failure... .4-E Use of Secondary and Tertiary Times - Secondary (backup button) and tertiary (watch) times shall be recorded but shall not be used except to corroborate or correct missing or inaccurate primary/secondary results. .5-A Automatic Timing - When recorded by properly operating automatic timing equipment, the pad time shall be the official time. .5-B Semi-Automatic and Manual Timing - Whenever semi-automatic (backup buttons) or manual (watch) timing is used, the times shall be determined as follows: (1) If two of the three button or watch times agree, that shall be the time for that lane(s) . (2) If all three buttons or watches disagree, the time of the intermediate button or watch shall be the time for that lane(s) . (3) If only two button or watch times are available, the time shall be the average of those two button or watch times. (4) If only one button or watch time is available, the time of that button or watch shall be the time for that lane(s) . .5-C Primary Timing System Malfunction - May have occurred if: (1) The difference between the time obtained by the primary system and the Backup system(s) is 0.30 seconds or more. (2) A late or missed touch is reported by an official observing the finish. .6-A Place and Ranking - When automatic equipment is used (primary or secondary) , the place and ranking of the swimmers shall be by integration of official times. The decision of human judges shall not be used for placement. .6-C Judging - (Sweep) Judging is no longer used by JSL at the Championship

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USA Swimming Rules & Regulations Regarding Automatic Officiating Equipment (Altered ( in Italics) & Abridged for JSL, consult current USAS Rule Book for full text)

102.24 TIMING RULES .1 Requirements for Official Time B Timing Resolution — …Times from all systems shall be recorded to hundredths of a second. The digits representing thousandths shall be dropped with no rounding. C System Requirements for Specific Purposes (2) A backup time adjusted for timing system differences as described in 102.24.4 may be used as an official time. D Backup Timing System Requirement — Except when the primary system consists of watches, backup timing shall be provided for all competitors. No swimmer shall be required to reswim a race due to equipment failure which results in unrecorded or inaccurate time or place…. E Use of Secondary and Tertiary Times — Secondary and tertiary times shall be recorded but shall not be used except to corroborate or correct missing or inaccurate primary/secondary results. .2 Timing Systems — Every race in a swimming competition shall be timed with one or more of the following systems, listed in their preferred order of use: A Automatic — A timing system activated by a starting device and stopped at the finish by the swimmer touching the touchpad. B Semi-Automatic — A timing system activated by a starting device and stopped by buttons pushed by timers at the finish touch of the swimmer. C Manual — A timing system consisting of individual lane timers, each operating a manual watch that is both started and stopped by the timer as described in 102.17.3. Only hand-held, battery- powered, digital read-out type watches designed for timing purposes shall be used. .3 Timing System Designation — Timing systems shall be designated in the order in which results are used as follows: A Primary System — The primary system shall determine the official time of each swimmer unless a comparison of the primary with secondary and/or tertiary system times indicates a malfunction of the primary system. A primary system shall always be in place and shall consist of one of the following, listed in their preferred order of use: (1) Automatic Timing. (2) Semi-Automatic, with three (3) or two (2) buttons per lane, each operated by a separate timer. (3) Manual, with three (3) watches per lane, each operated by a separate timer. B Secondary System — If manually operated watches are not the primary system, a secondary system of precedence equal to or lower than the primary system must be used. The secondary system may be: (1) Stationary overhead video cameras recording 100 images per second. The cameras must be fully integrated with the primary timing system. (2) Semi-Automatic with one (1), two (2), or three (3) buttons, each operated by a separate timer. (3) Manual with one (1), two (2) or three (3) watches per lane, each operated by a separate timer C Tertiary System — Unless the primary system consists of manual watches or the secondary system is a fully integrated video system or includes at least one (1) manual watch per lane, a tertiary system of at least one (1) manual watch per lane shall be provided.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 46 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX I (continued) .4 Determining Official Time A Automatic Timing — When recorded by properly operating automatic timing equipment, the pad time shall be the official time. B Semi-Automatic and Manual Timing — Whenever semi-automatic or manual timing is used, only valid times shall be used in calculating the official time. The times shall be determined as follows: (1) If two of the three button or watch times agree, that shall be the time for that timing system. (2) If three valid buttons or watches disagree, the time of the intermediate button or watch shall be the time for that timing system. (3) If only two valid button or watch times are available, the time shall be the average of those two buttons or the average of the two watch times. The digits representing thousandths of a second shall be dropped with no rounding. (4) If only one button or watch time is available, the time of that button or watch shall be the time for that timing system provided it is supported by other information. C Primary Timing System Malfunction — A malfunction may have occurred if: (1) The difference between the time obtained by the primary system and the back-up system(s) is more than .30 second; or (2) It is reported the swimmer missed the pad or had a soft touch. D Adjustment for the Timing System Difference — When the Referee determines that there is a malfunction of the primary timing system, the back-up time(s) shall be adjusted for the timing system difference prior to integrating them with accurate primary times in establishing the official times and determining the results. The adjustment for timing system difference may be incorporated into the automatic or semiautomatic system by design or may be determined by calculating the consistent average difference between the valid primary and backup systems used at that meet. E Adjustment for Malfunction on a Lane — When a malfunction is confirmed on a lane, the back-up times for that lane shall be adjusted by calculating the average difference between valid primary and valid back-up times of the other lanes in that heat, or if necessary, using times from heats immediately preceding and/or following the heat. This shall be done by adding, or subtracting when appropriate, that average difference to the valid back-up time of the lane where the malfunction occurred. (See Appendix 1-A on page 42) F Adjustment for Malfunction Equally Affecting an Entire Heat — When, because of an early or late start, or other equipment or 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. (See Appendix 1-B on page 43) .5 Determining Results A Place and Ranking — The results shall be by integration of official times including those times adjusted in accordance with 102.24.4. B Ties — official times identical to the hundredths shall be ties, …. C Judging — Judging shall only be used to change the results produced by ranking the Official Times if: (1) The swimmers competed in the same heat, (2) Times obtained from properly operating automatic timing equipment are not available, and (3) The Place Judges both observed a different relative order of finish and made a written record of their observation immediately following the conclusion of that heat. Note: A different relative order of finish means there is agreement that a different swimmer finished ahead of another swimmer; there need not be agreement on their exact placement within the heat. D Impact of Judging on Order of Finish — If judging changes the results: (1) In timed finals meets and the finals of preliminaries and finals meets, such placement by judges decision (JD) shall be indicated in the meet results. (2) In the preliminaries of preliminaries and finals meets, in no case may a swimmer with a faster time displace a swimmer who was judged to have placed ahead of him within a heat according to 102.24.5C. If this should result in disputed qualifications all swimmers having times tied or within the disputed times shall swim-off for the disputed places in accordance with 102.5.2

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 47 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX J (Revised February 1, 2006) JSL Rules and Regulations Regarding Official Times & Finishes (Only Used during Complete Failure of Automatic Timing Equipment)

Pertinent Excerpts from Sorter Job Description

SORTER The following outlines sorting as done at a JSL dual (or tri) meet. If there is a timing system and/or computer failure at the Championship, hand sorting will require more people and table modification of this procedure may have to be done to reflect which part of the systems have failed.

The sorter is one of the most important positions at the table. It requires a thorough knowledge of the procedures below and a cool head. A general knowledge of swimming and its terms is preferred. The sorter determines how swimmers actually placed in each event by "sorting" or determining the order of finish using the procedures below. (Remember when swimming a "gold/silver" scored meet, "gold" and "silver" swimmers are treated as separate events and are scored and ribboned as such.)

1. Receives 2 sweep judge cards (white) from runner for each heat swum

2. Receives 1 timer's card (pink for girls or blue for boys) from runner for each swimmer in heat

3. Sorts (organizes) all cards into individual heats first, and groups heats into event order next a. When swimming a "gold/silver" scored meet, separates "gold" swimmers from "silver" swimmers and treats the "gold" swimmers as a separate event.

4. Compares timers cards to sweep judge cards to make sure all timers’ cards are present in each heat (Note that empty lanes should be “X’ed” out at the top of the card.)

5. Separates all complete “DQ" (yellow) cards and matches with timers cards, circles "DQ" at top of timers card, staples together, and places at the bottom of the heat (i.e. does not determine place or compute times for DQ'd swimmers) a. "DQ" cards must be complete with swimmers name, Event #, Heat #, Lane #, Judge's initials, and infraction b. Questionable "DQ" cards should be brought to the attention of the Meet Director for official ruling. c. "DQ" cards, which have been voided by the Meet Director, should be marked "VOID", reason voided, and retained with valid "DQ" cards.

6. Pulls out unofficial timers cards (see Appendix E-I & F-I) making sure that "UNO" is clearly marked and places at the bottom of each heat with "DQ" cards. (Unofficial swimmers receive no points or ribbons, but their official time is determined)

7. Compares both sweep judge cards in each heat for order of finish a. Remember when swimming a "gold/silver" scored meet, "gold" and "silver" swimmers are treated as separate events. b. If both sweep judge cards agree, that is the order of finish for that heat (regardless of official time). If this results in an order of finish which conflicts with the official times, “JD” must be circled on all cards affected and brought to the attention of the Computer Assistant. c. If both sweep judge cards do not agree, a "ballot" must be conducted (see #8 below)

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 48 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX J (continued) L. SORTER (continued) 8. Conducts Ballot within a heat if sweep judges do not agree (See Appendix J) a. Awards 1 point for 1st place rank by sweep judge (2 points for 2nd, 3 points for 3rd, etc.) b. Awards 1 point for best official time (2 points for 2nd, 3 points for 3rd, etc.) c. Adds together total number of points obtained by each swimmer involved in balloting d. Awards first place to swimmer with the lowest number of points (2nd place to the next lowest, etc.) e. Awards ties if point totals are the same, omitting next place i) Circles two cards first and skips second when there is a tie for first place (3rd and 4th are still awarded) ii) Circles two cards second and skips third when there is a tie for second (1st and 4th are still awarded) iii) Circles two cards third when there is a tie for third (1st and 2nd are still awarded) iv) Circles two cards fourth when there is a tie for fourth 1st, 2nd, and 3rd are still awarded) v) Awards any further ties in the manner described above f. Circles "JD" on all cards involved in balloting g. Circles "Tie" on all cards involved in ties

9. Computes and circles the official time on each swimmer's card (except DQ's) in red ink a. Circles middle time when 3 different times are given (however, if 2 of those times agree, that is the official time) b. Computes and circles average when 2 times are given (thousandths are dropped) c. Puts cards in order by time (in each heat) with the lowest (i.e. fastest) time on top

10. Compares sweep judge cards (if they agree) with the timers cards from each individual heat and puts timers cards in finish order with first place in each heat on top. Determines heat winners (as in 7 above) and circles "HW" at the top rather than "1", "2", "3", etc. a. Remember when swimming a "gold/silver" scored meet, "gold" and "silver" swimmers are treated as separate events with heat winners in each event. b. Awards multiple ribbons in case of heat ties (do not ballot) c. Awards "HW" only to official, non-DQ'd swimmers who did not place in the event d. Usually awards no heat ribbon in a heat in which any swimmer finishes 1st through 8th in the event (may award heat ribbon in this situation at discretion of table)

11. Compares sweep judge cards (if they agree) with the timers cards from last (fastest) heat (regardless of times) and follows procedure in steps 7 & 8 above). a. If this results in an order of finish which conflicts with the official times, “JD” must be circled on all cards affected and brought to the attention of the Computer Assistant. b. Remember when swimming a "gold/silver" scored meet, "gold" and "silver" swimmers are treated as separate events.

12. Passes timing cards for each event (in event, heat and lane number order) to Computer Assistant. e.g. heat 1 lane 3, 4, 5 / heat 2 lane 1, 2, 3, 4, 5, 6, etc. It is important to note that heats can be passed forward as completed without waiting for the entire event to be completed.

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 49 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX K (Revised March 21, 2013)

JSL DIRECTORY

Aquatics & Fitness Staff ...... (434) 924-3791 Jill Krantz ...... Interim Director IM/Rec Sports .... 924-9339 ...... [email protected] Jeramy Spitzer ...... Asst. Director IM/Rec Sports ...... 924-3791 ...... [email protected] Amanda Crombie ...... A & F Director ...... 924-0927 ..... [email protected] Timothy Pfeuffer ...... Aquatics Manager ...... 924-3918 ...... [email protected] Emily Forch ...... Asst. Facility Manager ...... 243-3368 ...... [email protected] Shane Land ...... Asst. Facility Manager ...... 243-3367 ...... [email protected] Brian Mundy ...... Pool Technician ...... 924-4238 ...... [email protected] Pool Side Office Phone ...... 924-0713 The AV Company (Jim Beckman, contact for VIDEO SERVICES) ...... (434) 977-8288 1112 East Market St Fax (434) 977-1988 Charlottesville www.theavcompanny.net VA 22901 Bailey Printing (Bish Bailey, contact for HEAT SHEET PRINTING) ...... (434) 293-6573 914 Harris St or (434) 293-5434 Charlottesville [email protected] VA 22901 Balmer, Jann (1994, 2001 Pres., CHAMPIONSHIP CONSULTANT)...... C (434) 242-2868 511 Eastbrook Dr. W (434) 924-5950 Charlottesville [email protected] VA 22901 Bernardino, Mark (UVa Head Swim Coach) ...... (434) 982-5755 University of Virginia PO Box 3785 Charlottesville, VA 22903 Blue Ridge Graphics (Contact for T-SHIRTS) ...... (434) 296-9746 550 Meade Ave Charlottesville VA 22901 Boucher, Paul (1999 President, WEB PAGE MASTER) ...... C (434) 973-4733 3610 Graemont Dr Earlysville [email protected] VA 22936 Boyer, F. Locke ('86 JSL V.P., '87-'88, '93, ‘00 President, ...... H (434) 296-0645 2589 Kimbrough Cir ( SEEDING & OFFICIALS CONSULTANT ) W (434) 924-1596 Charlottesville [email protected] VA 22901 Bunkie Trinite Trophies (Chris Trinite, Contact for TROPHIES) ...... (800) 698-4077 12 East Grace St. [email protected] Richmond VA 23219 C-ville Weekly (Local Newspaper) ...... (434) 295-3986 100 South St W Charlottesville VA 22901

Charlottesville-Albemarle Rescue Squad (UVa will arrange) ...... (434) 296-4825 828 McIntire Rd. Charlottesville VA 22902 Colorado Timing Systems (all CTS QUESTIONS, etc.) ...... (800) 287-0653 1551 E 11th St. [email protected] Loveland CO 80537 Contemporary Industries (Mike Wilczewski, contact for RIBBONS) ...... (888) 449-6700 20750 Chesley Dr. FAX (248) 478-1430 Farmington Hills [email protected] MI 48336 C.P. Dean (Contact for Trophies, but not used recently) ...... (434) 355-6588 3001 Cutshaw Ave FAX (434) 355-0025 Richmond VA 23230 Daily Progress (Local Newspaper) ...... (434) 978-7246 685 West Rio Rd Sports Dept. FAX # (434) 978-7252 Charlottesville VA 22901 FDS Tents (contact for TENT RENTAL) ...... (434) 295-7977 Frank Shephard or Susan Frank’s cell (434) 981-2614 Charlottesville Fax (434) 295-7979 VA [email protected] Garland, Bob...... ('84,'91,'96 Meet Director,'85,'86,'92 JSL Pres., ... H (434) 293-2045 105 Woodhurst Ct 91 V.P., ADVISOR TO THE BOARD ) Charlottesville [email protected] VA 22901 Goodale, Todd (Creative Director of Cavalier Sports Marketing) ...... (434) 982-4812 UVa contact for video/TV [email protected] Charlottesville FAX (434) 982-4788 VA 22903 Greene County Record (Newspaper) ...... (434) 985-2315 P.O. Box 66 Stanardsville VA 22973 Grobmyer (Chip, Computer Expertise & Pam, Meet Director, 1997,2002) .... H (434) 978-3693 1818 Hearthglow Ln [email protected] Charlottesville VA 22901 IM/Rec Sports (contact for Aquatics & Fitness Center rental) ...... (434) 924-3791 Aquatics & Fitness Center University of Virginia Charlottesville VA 22903

Mutual of Omaha (Skip Platt or Mike Wisinski) ...... (434) 973-4371 695 Berkmar Circle. Mike’s cell (434) 960-4830 Charlottesville [email protected] VA 22901 North, Jeff ('94 V.P., '94 Meet Director, '95 Pres., TREASURER ‘93, ‘97-’09) H (434) 985-2095 81 Old Farm Rd. [email protected] Ruckersville VA 22968 Orange Review (Sports Editor) ...... (540) 672-1266 Fax (540) 672-7481 Orange VA 22960 Pepsi (Contact for SOFT DRINKS) ...... (434) 978-2140 1150 Pepsi Place Charlottesville VA 22901 Precision Dynamics Corp. (Contact for WRIST BANDS) ...... (818) 897-1111 or (800) 255-1865 13880 Del Sur St [email protected] or [email protected] San Fernando www.visaband.com CA 91340-3490 FAX (818) 899-4045 Rent-X (Tent Rental, but not used recently) ...... (434) 977-5915 Charlottesville VA Rivanna Gear And Apparel. (Contact for T-SHIRTS) ...... (434) 293-4558 350 Pantops Shopping Center cell (434) 996-5773 Charlottesville [email protected] VA 22911 FAX (434) 971-7502 RMC Events (Local Contact for SECURITY) ...... (434) 984-7622 Jesse Johnson (Local Manager) ([email protected] Charlottesville FAX (434) 984-2689 Dan Schmitt (Pres.) (804) 794-0074 Richmond ...... [email protected] VA Simons, Jessica (SOFTWARE CONSULTANT) ...... (434) 295-1582 Colthurst Cell (434) 962-1708 Charlottesville [email protected] VA 22901 Skyline Trophy and Engraving (Contact for trophies, not used) ...... (540) 949-6633 141 North Wayne Ave (540) 949-7433 Waynesboro VA 22980 Turner, Susan (VOLUNTEER COORDINATOR) ...... (434) 971-8122 1865 Graham Ct Cell (434) 996-5773 Keswick [email protected] VA 22947

UVa Athletic Director (Craig Littlepaige) ...... (434) 982-5100 UVa - PO Box 3785 Charlottesville VA 22903 UVa Fire & Safety (Tim Ritchey) ...... (434) 924-4914 Charlottesville Page (434) 923-5051 VA 22903 Fax (434) 982-4915 UVa Police Department (M.A.Pannell) ...... (434) 924-7166 Charlottesville Fax (434) 982-2817 VA 22903 [email protected] VAE - Charlottesville (Video Tape Equipment, not used recently) ...... (434) 296-1262 1935 Arlington Blvd. Suite 7 Fax (434) 296-1006 Charlottesville VA 22903 WCHV (Radio) ...... (434) 977-5566 1140 Rose Hill Dr. Charlottesville VA 22901 WINA (Radio) ...... (434) 977-6397 501 East Main St. Fax (434) 977-3775 Charlottesville VA 22901 WKAV (Radio) ...... (434) 977-1400 114 4th St. SE Charlottesville VA 22901 WVIR (TV) ...... (434) 977-7082 503 East Market St. Fax (434) 220-2904 Charlottesville VA 22901 WWWV (Radio) ...... (434) 971-4057 1140 Rose Hill Dr. Charlottesville VA 22901

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 53 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX L (Revised July, 1996)

Pre-Meet Press Release

TO: All Local News Media Sports Departments FROM: Bob Garland, Jr. Meet Director 293-2045(H) or 979-1750(W) RE: Jefferson Swim League Championship DATE: July, 1996

********* FOR IMMEDIATE RELEASE *********

1400 SWIMMERS TO COMPETE IN ANNUAL JEFFERSON SWIM LEAGUE CHAMPIONSHIP

Approximately 1,400 area swimmers will compete in the first swim meet to be held in UVa's new Aquatic & Fitness Center on Friday July 26th and Saturday July 27th. The 1996 Jefferson Swim League Championship, believed to be the largest youth athletic event in the Charlottesville area, is the culmination of the summer swim season for 14 teams from the Central Virginia Region. This summer's season marks the 30th Anniversary of the Jefferson Swim League which started as five small teams in 1966 and has now grown to 14 teams and more than 1600 swimmers. This year's championship should provide lots of excitement for swimmers and spectators alike. The competition during the regular dual meet season was intense for all teams with many meets being decided by less than 50 points out of a possible total of over 1200 points. The teams competed in one of three divisions (based on team records) and swam 5 regular dual meets during the six week summer season. The regular season Division I winner was Fairview with ACAC second. In Division II, Boars Head Sports Club was first, followed by Forest Lakes Swim Team. Division III had a 3-way tie for first with Crozet Gators Swim Team, Hollymead Swim Team, and Key West Club all finishing with identical records and the City Swim Team finishing second. While Division I winner Fairview is the clear favorite to repeat as this year's League Champion, heavy competition is expected among ACAC, Farmington Country Club, Fry’s Spring Beach Club, Boars Head Sports Club, and Forest Lakes Swim Team for a shot at second place. The Olympics may be in Atlanta, but the swimming excitement is in Charlottesville this weekend.

The one-and-one-half day event (Friday evening and all day Saturday) is the only opportunity for all teams to compete against one another in one meet and for individual swimmers to compete with all other swimmers in their age group. In addition, competitive swimming offers a unique opportunity for swimmers to compete against themselves to improve their times as well as competing against all other swimmers who have ever swum a particular event in the past by attempting to establish a new record for that event. The oldest record in the Jefferson Swim League still standing today was set in 1972 by Jim Umdenstock in the 13-14 boys 50-yard butterfly. Swimmers will compete in one of 6 age groups starting with 6 year olds (and under), 7- 8, 9-10, 11-12, 13-14, and 15-18 year olds. This type of organization provides each swimmer with the benefits of age appropriate competition, a broad base of team support, and the enjoyment of role modeling for other swimmers.

All sessions are opened to public spectators free of charge.

Catch the excitement of age group swimming!

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 54 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX M (Revised July 27, 1996)

JSL Championship Post Meet Press Release

TO: All Local News Media Sports Departments FROM: Bob Garland, Jr. Meet Director 293-2045(H) or 979-1750(W) RE: Jefferson Swim League Championship

DATE: July 27, 1996 ********* FOR IMMEDIATE RELEASE *********

FAIRVIEW WINS LOCAL JEFFERSON SWIM LEAGUE CHAMPIONSHIP

Approximately 1,300 area swimmers competed in the first swim meet to be held in UVa's new Aquatic & Fitness Center on Friday July 26th and Saturday July 27th. The 1996 Jefferson Swim League Championship, believed to be the largest youth athletic event in the Charlottesville area, concludes the summer swim season for 14 teams from the Central Virginia Region. This summer's season marks the 30th Anniversary of the Jefferson Swim League which started as five small teams in 1966 and has now grown to 14 teams and more than 1600 swimmers. This year's championship was won by pre-meet favorite Fairview with 1,964.5 points. They were followed by ACAC with 1,450, Boars Head Sports Club with 1,141, Fry's Spring Beach Club 1,098, Farmington Country Club 1,042.5, Forest Lakes Swim Team 952, Greene Hills Gators 772, Elks Swim Team 706, Crozet Gator Swim Team 505.5, Hollymead Swim Club 482.5, City of Charlottesville 478, Key West Club 439, Lake Monticello Swim Team 396, and the Gordonsville Gators 322. Individual "Liberty Fabrics" High Point award winners included Jonathan Kibler (GHG) in the 7-8 mite boys with Douglas Jones (BHSC) as runner-up. In the 7-8 mite girls, there was a tie for High Point award between Mariel Tremblay (FCC) and Claire Sullenberger (FCC) with Elizabeth Snook (FV) as runner-up. Eric Boyer (FCC) won the 9-10 midget boys award with Jack Wisman (FV) as runner-up. In the 9-10 midget girls, Katie McGraw (FCC) was High Point award winner and Meg McLean (FCC) was runner-up. Brian Craddock (FV) won High Point award in 11-12 junior boys with Bryan Yasinsac (FV) as runner-up. In the junior girls 11-12, Megan Rosenblatt (GHG) took the top award and Erin Patterson (FV) was runner-up. Derrick Mulder (FSBC) won the 13-14 intermediate boys High Point award and Jesse Garris (FSBC) was runner- up. Laura Mosca (BHSC) and Jordan Simons (FSBC) tied for High Point in the 13-14 intermediate girls and Mary Nash (FSBC) was runner-up. In the senior events, Ricky Kovatch (ACAC) won the 15-18 boys High Point award with David Hoeller (HM) as runner-up. The 15-18 senior girls High Point was won by Rebecca Cronk (KWC) followed closely by Dawn Williams (FV) as runner-up. Highlights of the meet included Ricky Kovatch breaking the 15-18 boys’ 50 yard butterfly record at 23.55. This was the second oldest record in the League previously set in 1973, a full 5 years before Ricky was born. Other new records set during the one-and-one-half day meet were the 15-18 boys 50 yard freestyle (22.00) and the 50 yard backstroke (24.31) by Ricky Kovatch (ACAC), 13-14 girls 50 yard butterfly (26.91) and the 50 yard breaststroke (31.22) by Laura Mosca (BHSC), 15-18 girls 50 yard butterfly (26.68) and 50 yard breaststroke (31.16) by Rebecca Cronk (KWC), 11-12 girls 50 yard breaststroke (32.56) by Megan Rosenblatt (GHG), and the 11- 12 girls 200 yard medley relay (2:07.58) by the Fairview relay team. Ralph Law, who was instrumental in starting the League 30 years ago, was given a special recognition award during the closing ceremonies. The annual Bob Garland Volunteer award was given to League parents, Jeff North (GHG) and Stu Prather (ELKS), in recognition of their service to the League.

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[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 56 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX N1 (Revised February 7, 2010) JSL AWARDS PROGRAM

Champs Committee: Chairwoman—Jann Balmer Volunteer Coordinator — Susan Turner

Team ______Name ______

Team ______Name ______Thank You to everyone who assisted with Champs and throughout the regular season!

Corporate Sponsors: Gold Sponsors Downtown Athletic, David Deane Freestyle, Sepp Kober Rivanna Gear and Apparel, Susan Turner The AV Company, Jim Beckman

Silver Sponsors Crutchfield Ntelos Business

Bronze Sponsors American Press Putt-Putt Pepsi Cola Bottling Take It Away Sandwich Shop

Copper Sponsors Alltel Virginia National Bank Donut Connection Standard Produce

Team Selling Most Ads: Division One ______

Division Two ______

Division Three ______

“Bob Garland” Award: Presented by Bob Garland ______

Regular Season Division Champions: Division III—Runner-Up ______Division III—Champion ______Division II—Runner-Up ______Division II—Champion ______Division I—Runner-Up ______Division I—Champion ______

Five Guys Sportsmanship Awards: (Bill McKechnie—Owner)

Division III ______

Division II ______

Division I ______

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 57 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX N1 (continued) FREESTYLE AWARDS (Sponsored by Freestyle Sepp Kober)

FREESTYLE Fastest Individual Male: Team - ______

Swimmer - ______

Time -______

FREESTYLE Fastest Individual Female: Team - ______

Swimmer - ______

Time -______

FREESTYLE Fastest Male Relay Team: Team - ______

Swimmers - ______

Time -______

FREESTYLE Fastest Female Relay Team: Team - ______

Swimmers - ______

Time -______

PARENT RELAY—JSL BLUE RIDGE CUP:

(Funds to Blue Ridge Food Bank) (Sponsored by Frans de Jong, Bill McKechnie, Wayne Bookstaver, & Virginia National Bank)

Total Raised By Teams $______Total Match By Sponsors $______

Winning Team______

Team Members ______

______

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List NAME and TEAM (second blank is for ties)

8 & Under Boys Runner-Up ______

8 & Under Boys High Point ______

8 & Under Girls Runner-Up ______

8 & Under Girls High Point ______

9 & 10 Boys Runner-Up ______

9 & 10 Boys High Point ______

9 & 10 Girls Runner-Up ______

9 & 10 Girls High Point ______

11 & 12 Boys Runner-Up ______

11 & 12 Boys High Point ______

11 & 12 Girls Runner-Up ______

11 & 12 Girls High Point ______

13 & 14 Boys Runner-Up ______

13 & 14 Boys High Point ______

13 & 14 Girls Runner-Up ______

13 & 14 Girls High Point ______

15 to 18 Boys Runner-Up ______

15 to 18 Boys High Point ______

15 to 18 Girls Runner-Up ______

15 to 18 Girls High Point ______

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 59 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX N1 (continued) JSL TEAM CHAMPIONSHIPS

OVERALL POINTS DIVISION PLACEMENT TEAM NAME EARNED PLACEMENT

16 th

15 th

14 th

13 th

12 th

11 th

10 th

9th

8th

7th

6th

5th

4th

3rd

RUNNER-UP

CHAMPION

Next Year’s Champs Committee— ______

Please be sure to pick up all of your stuff—Especially your awards boxes

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JSL Championship Suggestion Form

Please take a few minutes as you finish your shift at the JSL Championship to fill out this form. It is the only way we can make improvements for the future.

When completed, give it to ______(MEET DIRECTOR) before leaving. Thanks !!!!

Your Name ______Phone ______

Position Worked ______Shift ______

Were there enough people assigned to this area? Yes____ No____

If answer was NO, how many more people did you need? ____

Were there too many people assigned to this area? Yes____ No____

If answer was YES, how many people are really needed? ____

Did everyone show up on time? Yes____ No____

Do you have any suggestions for improving this job? Yes____ No____

If answer was YES, what are they?

Was the job description written clearly for this position? Yes____ No____

If answer was NO, what needs to be changed, added, etc.?

Other comments, criticisms, and suggestions not covered above.

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TWITTER INSTRUCTIONS

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Championship Meet Schedule

MUST REVISE FOR CURRENT SEASON

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 63 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX P4 (Revised February 24, 2007) INFO ONLY – TEAM TABLES NO LONGER USED Swim Team INFORMATION Table Request Form & Agreement

The Jefferson Swim League allows area year-round and high school swim teams to set up INFORMATION tables in the main lobby of the Aquatics and Fitness Center during the annual JSL Championship Meet. We believe that this fosters cooperation between the JSL and those teams for the benefit of swimming in the central Virginia area. This form is used to request permission from the JSL Championship Meet Director(s) to staff an INFORMATION table and serves as an agreement to adhere to the guidelines below.

TEAM NAME ______CONTACT PERSON ______

PHONE ______EMAIL ______

1. Swim teams wishing to have an INFORMATION table at the JSL Championship must contact the Championship Meet Director(s), complete, & return this form by July 7th.

2. The request is not approved until the team contact person receives a completed copy of this form signed below by a Championship Meet Director.

3. Upon acceptance of this request, teams will be assigned a location by the Meet Director(s) in order of requests received.

4. Each team is allowed only one location.

5. The only tables allowed are those provided by UVa Aquatics and Fitness Center.

6. Each team is responsible for their on setup, takedown, and complete cleanup.

7. Displays shall be limited to the table-top area and may include such items as standup posters, team swim suits & T-shirts, small videos, audios, and other JSL approved media.

8. All video & audio are to be kept at a volume which will not disturb areas outside of the display.

9. NO signs, T-shirts, etc. may be taped on the walls, windows, etc.

10. NO ACTIVE RECRUITING IS ALLOWED - information and handouts only!!.

11. INFORMATION DISTRIBUTION is limited to the team’s display area.

12. Handouts are limited to registration materials and informational packets.

13. NO promotional handouts such as bumper stickers, buttons, t-shirts, hats, swim caps, or other similar items are allowed.

14. Because of the extra cleanup required NO “giveaways” of the following are permitted: NO GUM, NO SUCKERS, NO CANDY, NO STICKERS, NO BALLOONS, OR SIMILAR ITEMS

15. The JSL Championship Meet Directors or UVa staff have the authority to restrict the hand out of any materials that do not conform to UVa or JSL policy without benefit of appeal.

16. The JSL Championship Meet Directors or UVa staff have the authority to remove any materials that do not conform to UVa or JSL policy without benefit of appeal.

17. The JSL Championship Meet Directors or UVa staff have the authority to remove any persons or displays that do not conform to UVa or JSL policy without benefit of appeal.

ON BEHALF OF THE ABOVE TEAM I AGREE TO ABIDE BY THE JSL RULES ABOVE AND UVA POLICY.

______(Signed) (Printed) (Date)

ON BEHALF OF JSL PERMISSION IS GRANTED FOR A DISPLAY TABLE FOR THE ABOVE TEAM.

______(Signed) (Printed) (Date)

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 64 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX Q (Revised February 1, 2006)

JSL T-shirt and Heat Sheet Sales Summary

Please help the League by taking a few minutes to record the following information as the T-shirts and Heat Sheets are being sold. This will help us in the future to avoid over/under ordering, etc. Comments may be added to back of sheet. Make sure this completed sheet and MONEY is turned in to the Meet Director or Treasurer.

Thanks!!!! T- Shirt Sale Price = $______ea

Heat Sheet Sale Price = $______ea

Joint Sale Price = $______both T-shirts

SIZE COLOR STARTING COUNT ENDING COUNT DAY & TIME SOLD OUT

Y. Sm. white ______

______

Y. Med. white ______

______

Y. Lg. white ______

______

Small white ______

______

Medium white ______

______

Large white ______

______

X-Large white ______

______

XX-Large white ______

______

TOTAL REMAINING _____

------Heat Sheets

Total Beginning _____

Total Ending - _____

Total Sold = _____ Day & Time Sold Out ______

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 65 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX R (Revised August, 1996) To: All JSL Coaches From: Bob Garland, Jr. - Meet Director (434) 293-2045 (H) (434) 979-1750 (W) Re: Championship and Results Date:

I would like to thank all of you for your cooperation prior to and during this year's Championship. It was obvious to me that all teams had been given and had read the pre-meet handout. The problems with food, coolers, etc. were very minimal and the swimmers especially seemed well- behaved. You may not realize that we ran 1,301 swimmers through 406 heats in 12 hours and essentially stayed on schedule for all sessions. Those of us who take responsibility for this event have already made lists of suggestions for improvements to next year's Championship, but I would like to solicit your input. You may call me at either of the above numbers with positive suggestions for improvement. Telling us what we did wrong is not as helpful as telling us how to do it right.

Enclosed you should find: 1. JSL Championship Post Meet Press Release The media coverage was very good this year, but I thought all of you may want to see what I sent out after the meet. Also you should watch for this week's Charlottesville Observer as they have said they will cover the results better than the Daily Progress. 2. Total List of Meet Results This is the 25 page list of final results and times for all events. 3. Final Team Scoring This is a one page list of final team scores. Two teams had swimmers in more than the allowed number of events and, while it would change the team scores, it does not change the final ranking. Thus I have let the scores stand as printed by the computer. 4. Improved Swim Times Meet Summary Report This is a list of all the swimmers on your team who beat their Championship seeding time. According to total meet data, 68% of individual swimmers beat their seed times. 5. List of Record Breakers Meet Summary Report You will receive this list only if anyone on your team broke a JSL Championship record. In one case, two swimmers broke an event record, but of course the first place finisher now holds the current record. 6. Computer Disks All disks are being returned. You should find one disk with all Championship results recorded for your use.

Any protests, questions, etc. must be resolved by the Board's September meeting. All meet paperwork (cards, DQ slips, etc.) will be destroyed after that date.

Again, my thanks for your help and cooperation during the season and especially during the meet. Please join me and start thinking about how next year can be even better!

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JSL Championship CTS Printout (Description of 8 lane format printout)

RACE HISTORY section at top shows the sequential Race number (0068) to match at the computer and the date and time of this particular heat. Below that line, the Lane Number, Lengths swum, and touchpad time for each swimmer is recorded. Below those lines, all Backup button times for each lane and the official Backup button time on the "BACKUP" line are recorded. RACE SUMMARY section again shows the sequential Race number (0068) to match at computer and the date and time of this particular heat. Below to the left is the JSL description of the Event and to the right are the official finishes (by lane) for this particular heat. In this example, all touchpad times are official as there are no backup button times flagged to the far right. (see appendix X for other examples)

[JSL CHAMPIONSHIP PROCEDURE MANUAL - 2013-3-29 for jsl.org] © 2013 JSL - Championship Manual Section V - Page 70 JSL Championship Procedure Manual - Revised March 28, 2013 APPENDIX V (Revised January 16, 2005)

JSL Championship CTS Printout (Shows Swimmer Disqualified)

In the example above, the sorter has received a "DQ" card on the swimmer in lane 7. The swimmer's timing card (not shown) is marked "DQ" in red ink and the original copy of the "DQ" slip is stapled to the timing card. All times for that swimmer are marked t hrough (not obliterated) in red ink and "DQ" is written beside the flagged backup time to make it clear for the computer operator. As always, the sorter has initialed the CTS printout at the lower right.

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JSL Champio nship CTS Printout (No Backup Times Flagged)

In the example above, no backup times are flagged, thus all touchpad times are official and the order of finish is as printed.

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JSL Championship CTS Printout (Backup Button Times are Flagged)

In the example above, there was no swimmer in lane 2. The only swimmer who properly shut off the touchpads was the swimmer in lane 3 whose official time was 25.57. All other swimmers failed to hit the touchpads hard enough, thus the backup button times are flagged to the right. Close inspection of all backup button times at the top of the page reveals remarkable consistency for amateur timers, thus the backup times are the official times. The sorter has marked through (not obliterated) the touchpad times and drawn an arrow pointing to the backup (flagged) times as the official times. The computer will determine the order of finish once the official times are entered. The sorter does NOT have to determine the new order of finish as a result of using backup times.

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Referee "Thank-You" Letter

105 Woodhurst Court Charlottesville, VA 22901 September 9, 1996

Dear Don,

Personally, and on behalf of the Jefferson Swim League Board, I would like to thank you for your help as Referee at this year's JSL Championship. At last night's Board meeting, everyone agreed that the meet ran well and was a success. An important part of that success was the direct result of having you as a Referee. Only a few improvements were suggested for next year.

The Board voted unanimously to award the enclosed honorarium to you as a heartfelt "Thank You !" for your service to this League. It includes $100 for your assistance in meeting to discuss plans for the use of the new Aquatics & Fitness Center prior to the meet and $250 for Friday evening and Saturday. It certainly would not have run as smoothly without you.

The Board also voted to hold next year's Championship on Friday August 1st and Saturday August 2nd. I am sure next year's Meet Director would like for you to "pencil in" those two dates for us if you would like to help us out in 1997.

Again, my thanks for all of your help.

Sincerely,

Bob Garland, Jr. JSL Meet Director,1996