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NYSPHSAA State Meet Entries

  • Updated

Important Note: Entries are due on November 17th at 12:00 pm Eastern.

Overview of Sectional Entry Meet

Your sectional entry meet is set up to allow for "bonus" entries. This means that a swimmer can be entered into an individual event even if they haven’t achieved the state qualifying time. Some section chairs may need to enter the winner of their championship meet as their state qualifier.

Action Items for Section Chairs

To help your coaches and ensure smooth entries, please complete these steps:

  • Review Entry Deadlines: Remember, all entries are due by November 17th at 12:00 pm Eastern. Once entries are finalized, there’s no need to email entry files; they will be downloaded and imported directly by the NY State Meet Admin staff.

  • Manage Duplicate Swimmers: Check the "Duplicate Swimmers" tab on your regional management page and encourage coaches to review their rosters, merging duplicates as necessary. (Find your Section ## --> Click Manage --> Click Duplicates)

  • Verify Meet Data: If a coach cannot find the qualifying time for a swimmer, it is likely because a meet is missing accurate data. Ensure that all meets in your section have been processed correctly with the correct dates. Coaches can review this article to correct date errors in meet files: Why are my meet results showing on the wrong date?

  • Add Attending Coaches: This year, coaches can use the “Coaches” tab in the state entry meet to list those attending the state meet and request deck passes. This new feature is requested by NY State Meet Administrators, so please remind your coaches to update this information.

Key Steps for Coaches

Please forward the following instructions to your coaches:

  1. Review Team Results: Coaches should verify that all meet results are accurate for this season, particularly as many Hy-Tek meet result files contain date errors. Instructions for correcting dates can be found here: Why are my meet results showing on the wrong date?

  2. Clean-Up Rosters: Coaches should review and merge any duplicate swimmers on their team roster.

  3. Complete State Meet Entries Promptly: Coaches should enter their swimmers in the section’s designated state entry meet on time.  Remember that all entries are due by November 17th at 12:00 pm Eastern.

  4. Use Entry Comments: Encourage coaches to use Swimcloud’s Entry Comments feature to provide specific notes about entries for the section chair. For more on using comments, see this guide: [Swimcloud Entry Comments Guide](link to help article).

  5. Enter Coaches: Please go to the coaches tab of your sectional entry meet and enter your coaches into the meet that will be attending the NY State Meet.  The NY State Meet Admin Staff would like to use these coach entries for contact information and deck passes. Here's how to enter coaches into a meet.

  6. Submit Entries: Once entries are complete, coaches should submit them in their section’s meet. This step is often missed, and entries are left “in progress.” After clicking the “Home” tab, coaches must click “Submit” to finalize their entries. This action will trigger an email receipt to the coach and notify the section chair that entries are complete.

Thank you all for your cooperation and diligence in preparing for this year’s state meet.

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