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Computer Instructions for Championships 2016

Please read this document in its entirety to ensure you thoroughly understand the particulars of this year's registration process/rules before proceeding with keying your meet entries into Team Manager. If you have any questions, please call Christy (310-1128). Champs registration information is to be sent electronically. The coach will sign off on a form indicating all entries are correct at the in-person registration on Saturday, July 23, where all the other paperwork is to be turned in. To register, e-mail the items below to [email protected]. All Registration Entries must be received by 11:59 p.m., Friday, July 22. However, early entries are much appreciated!

SUMMARY OF WHAT YOU HAVE RECEIVED: 1. Champs file for Team Manager – this file will include all of the Champs Events, and is required in order to input entries for Champs. This file will also be available via the GRAL Web site (Champs).

2. Champs Custom Eligibility Report – this report lists each swimmer that has qualified for Champs, the event(s) the swimmer is eligible to swim and Champs, and the seed time for that swimmer in each event. This report will also be available via the GRAL Web site (Champs Champs Reports, Champs Custom Eligibility Report). PLEASE USE THIS REPORT! DO NOT CREATE YOUR OWN!

3. Champs Seed Times – This report lists Champs Seed Times for all swimmers on each team. This report is primarily used to determine relays, as relays may include swimmers who did not qualify for Champs. This file will also be available via the GRAL Web site (Champs, Champs Reports, Champs Seed Times). PLEASE DO NOT USE THIS FORM TO CREATE INDIVIDUAL ENTRIES FOR CHAMPS; use the Custom Eligibility Report as it will be more accurate. If you have a question about a difference for any swimmer, please contact [email protected].

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mailto:[email protected]


SUMMARY OF WHAT YOU WILL PRODUCE: 1. Email Team Manager backup to [email protected] (Step One)2. Print a Meet Entry Fee report to determine the amount to be paid at Registration (Saturday, 7/23). (Step Four)3. Email the meet entries file to [email protected] by 11:59 p.m. on 7/22. (Step Four) Your entries will then be audited for the following:

Seed time is best time since CHAMPS of prior year Stroke was swam at least once in current season and the swimmer

qualified at that time Swimmers are in, at most, 4 individual events and 2 relay events No sandbags (see sandbag instructions in appendix) Relays:

o Only three relays per club, per age group, per type of event (Free or Medley)

o Times are correctly added, using correct seed times (best time since CHAMPS of prior year)

o All swimmers swam that stroke/distance at least once in the current season (unless relay is intact)

o Intact relays have a faster time than the four individual times added together

o Mixed gendero Correct Relay Event number o At least one swimmer in the relay qualified for CHAMPS in that

stroke/distanceo All swimmers are in that age group

You and your coach will be notified as soon as possible if any of your entries do not conform, and you will be allowed to make changes. Each team’s coach will sign a verification sheet to be turned in at registration on Saturday, July 23.

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Follow these instructions ONLY after you have completed your last meet, AND imported the results from the last meet into your Club's Team Manager file.

Step One: Prepare Team Manager

A. Did you import your last meet’s results? Great! Backup your Team Manager file, and e-mail the backup file to [email protected].

OR

B. Save the Meet Events-2016 Champs-30Jul2016-001 file from either the email sent to all computer reps or off of the Champs page on the www.gralva.com Web site.

C. Import the Meet into your Team Manager file.

1. Click File, Import, Meet Events

2. Select the Meet Events-2016 Champs-30Jul2016-001 file, and select Open. It will tell you that the file has been unzipped – click OK, then select the Meet Events-2016 Champs-30Jul2016-001.ev3 file, click Open. Verify the meet from the image on the next page, then click "OK".

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http://www.gralva.com/



You should also see this screen.

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3. Verify that 102 Events have imported.


Click on the tab that says “Eligibility Rules” and check the two boxes that say “Do NOT Allow No-Time Entries” and “Enforce Qualifying Times” as seen below.

Step Two: Print Items Needed to Create Champs Entries

The following items are necessary for your coach to have in order to create the Champs entries:

A. Custom Eligibility Report – sent as soon as the last meets have ended and the meet has been received and processed. The report will look similar to the image on the next page:

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B. Champs Seed Times Report – includes top times since Champs 2015 for all swimmers in club to be used for relay seed times. This report will also be available on the GRAL Web site.

Step Three: Key Champs Entries into Team Manager

Enter Individual Events as you would with any other GRAL meet (per Section 2.9, page 20 of the GRAL 2016 Computer Manual). Note that swimmers that have not qualified for a particular event in this meet will have their best time highlighted in pink, and you will not be able to enter that swimmer into that event. BUT, if you notice that a swimmer’s time is not pink, however, the custom eligibility form did not show that as an event where s/he qualified, do not enter him or her in the event as s/he is not truly qualified for it.

Each swimmer may compete in no more than four (4) individual events, and two (2) relays. A. Create each relay as during the regular season, however, you will need to enter

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a true time (in Yards) based on the swimmers in the relay. To do this, you will need to use the Champs Seed Times Report for each swimmer and stroke. Total all four individual times, and enter it directly in the custom time field. It will be necessary to convert from seconds to minutes. Check your Math. Then check it again. Seriously, check it. Did you check it yet? The “Calculate Custom” button should give you the correct relay time, but coaches are ultimately responsible for making sure that time is correct. Make sure you convert all times to seconds before adding, then once you have a total in seconds, convert the time to Minutes:Seconds.XX. If you have questions about this method, feel free to call Christy.

As stated above, please check your math several times. There are often mistakes in this at Champs registration. Also, make sure you are using the seed time that includes Champs of 2015 when calculating relays.

To promote consistency in these events, please designate the A relay as the fastest relay, the B relay as the second fastest relay, and the C relay as the third fastest relay in each event. Based on the Time Standard, please enter each relay into the appropriate Event. The rule regarding relays is that each team may enter three total relays per age group per type of event (Free or Medley). Therefore, you may have three relays in the SV division, or two in the SV and one in the V division, or any combination, as long as it’s no more than three total for that age group and type. Each time you move to another event (from JV to V, etc.), you will start again with the A relay.Attached to the email that included these instructions is a list of the Champs Relay Times in yards for each division. The times are also posted on the Web site in the Champs section.

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Relay Regulations:• ALL relays must be mixed gender at Champs.• Each relay must have at least one swimmer who qualified for Champs (JV

time or better) IN THAT STROKE AND DISTANCE that s/he is swimming in the relay in an individual event.

• The total sum of the times of the four swimmers in the relay (based on the seed time that includes prior year Champs times) is what determines the classification of the relay (JV, V, or SV). THIS IS DIFFERENT FROM REGULAR SEASON.

• It does not matter what the classification (JV, V, SV, ADV, N) of swimmers in the relay is, as long as it falls within the relay time standards. For instance, you can have an SV and three N swimmers in a JV relay.

• The only exception to this is an INTACT RELAY. An intact relay is one that was swum in the regular season (must be 2016 season). You can use the actual time from that relay instead of the sum of the four individual times as long as the relay is entered EXACTLY as it was swum earlier in the season. In order to submit an intact relay, that time MUST be faster than the four times added together. Swimmers in an intact relay do not have to have swum that stroke/distance during the regular season as an individual event.

• Sandbag rules do not apply to relays. • For instance, swimmers who are only allowed to swim SV because

they have 4/6 or more times in SV, CAN swim a JV relay. • Each team is only allowed 3 relays per AGE GROUP, per TYPE (Free or

Medley). Those three relays can be distributed in any manner among JV, V, and SV.

• In order to swim a relay, the swimmer must have swum the stroke/distance in the current regular season. The only exception to this is in an intact relay.

• For instance, if a swimmer did not swim 50 Free in the regular season, but is a part of an intact relay (one that was swum during the season and is put into Champs EXACTLY THE SAME), then s/he may swim in that relay.

• Each swimmer is only allowed to swim 2 relays total.• They can each swim two Medley, or two Free, or one Medley and one

Free. • No one can swim two Medley relays that are IN THE SAME EVENT

NUMBER – such as two JV Free Relays. But swimmer could swim a JV Free and a V Free relay (but would probably be really tired!).

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• Swimmers that did not qualify for Champs may swim in a relay (as long as they swam the particular stroke/distance in 2016 or were in an intact relay). The Champs Seed Times report includes top times for all of your swimmers for use in determining the appropriate seed time for each swimmer in a relay. Remember that SOMEONE in that relay must have qualified for Champs in that stroke/distance assigned.

• Note: if a last minute relay substitution at the meet pushes the relay into a different classification or into a unisex status, the relay can only swim as an exhibition entry and will not qualify for a medal.

If you are entering an INTACT RELAY TEAM from the 2016 season, you will need to use the result time they scored during the meet the relay was swum. Intact Relay times MUST be faster than the four times added together to discourage sandbagging. If the time was made in a METER pool, enter the time with an S on the end. If the time was made in a YARD pool, enter the time with a Y on the end. The program will convert when imported as needed. When relays were swum but not counted due to weather impacting the older swimmers’ relays, those relays ARE ADMISSIBLE.

A PDF COPY OF THE MEET RESULTS FROM THE MEET IN WHICH THE INTACT RELAY WAS SWUM, MUST BE DELIVERED TO

[email protected] WITH THE ENTRY .

LACK OF DOCUMENTATION IS GROUNDSFOR DISALLOWING THE RELAY.

Step Four: Print and Send Necessary Registration Documents

A. Print a Meet Entry Fee report.

This report will help you determine the amount that is given to the Treasurer at Registration at your designated time on Saturday, July 25. However, some clubs may require this information earlier so that they can get a check cut by the team in time. The actual report is not necessary to bring to Registration.

After all the entries are in, print a Meet Entry Fee report. From the Menu Bar, Reports, Meet Reports, Meet Entry Fees. Uncheck Totals on Separate Page. Click Create Report to Print.

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Make a note of the number of individual entries, and relay entries. You will need to include the number of individual and relay entries in your e-mail with your meet entry file (B below).

B. Build the Meet Entries File for the Champs Meet as in the regular season (See the 2016 manual –Section 2.15, p. 37). E-mail the entry file to [email protected] by 11:59 p.m. Friday, July 24. Include in the body of your e-mail the number of individual and relay entries from the above report. You will receive a confirmation e-mail once your entries have been received and audited.

C. Once your entries are audited, you will receive a Champs Meet Entries of 12


Verification Form that a coach needs to sign. Once all issues are resolved, the coach will need to sign the form stating that the entries are correct and that s/he understands that no entries can be made after Tuesday. You will also receive your time slot for registration. As long as the entries are corrected (based on audit results) there is no need for a coach to attend registration – BUT THE COACH SIGNED VERIFICATION FORM MUST ACCOMPANY THE CHAMPS PAPERWORK.

Thank you for all your hard work this season!You provide your team a great service!

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APPENDIX

Sandbag Rules –

According the GRAL Handbook, some swimmers are only allowed to swim in certain events based on their achieved times. This is to ensure that faster swimmers aren’t swimming in slower events. The rules for events are as follows:

For Swimmers aged 12 and Under:o If a swimmer has Senior Varsity times in at least four different

events, s/he may only swim those events and may not swim an event where s/he has a Varsity or Junior Varsity time.

o If a swimmer has Varsity times in at least four different events, s/he may only swim those events and may not swim an event where s/he has a Junior Varsity time.

o If a swimmer has Senior Varsity or Varsity times in at least four different events combined, s/he may only swim those events and may not swim an event where s/he has a Junior Varsity time.

For Swimmers aged 13 and Older:o If a swimmer has Senior Varsity times in at least six different

events, s/he may only swim those events and may not swim an event where s/he has a Varsity or Junior Varsity time.

o If a swimmer has Varsity times in at least six different events, s/he may only swim those events and may not swim an event where s/he has a Junior Varsity time.

o If a swimmer has Senior Varsity or Varsity times in at least six different events combined, s/he may only swim those events and may not swim an event where s/he has a Junior Varsity time.

Remember to check the top times report that includes the Champs 2015 times. Your best bet is to use the Custom Eligibility Report,which will highlight the correct events and times for all swimmers.

Sandbag rules only apply to individual events. Any swimmer may swim in any relay as long as the relay rules are followed.

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