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NYSPHSAA State Meet Entries

  • Updated

Overview of NY Sectional State Meet Entry Meets

Each year, Swimcloud creates a Sectional State Meet Entry Meet for every NYSPHSAA section. These entry meets give both coaches and section chairs the tools they need to complete accurate and compliant state meet entries.

A Swimcloud Sectional Entry Meet allows:

  • Coaches to complete and manage their own state meet entries — including “bonus” entries for swimmers who haven’t achieved a qualifying time.
  • Section Chairs to review, manage, and approve entries from all teams in their section, all in one place.

💡 Tip: Some section chairs may also need to include the winner of their championship meet as an automatic qualifier.

Setting up entry meets this way ensures every section can manage its state meet entries efficiently, maintain compliance with NYSPHSAA rules, and eliminate the need to email entry files.

Responsibilities for Section Chairs

To help your coaches and ensure a smooth entry process, complete the following steps.

1. Review Entry Deadlines

Once entries are finalized, there’s no need to email entry files. The NY State Meet Administration team will download and import entries directly from Swimcloud.

2. Manage Duplicate Swimmers

Duplicate swimmer profiles can cause errors in entries or seed times.

To review duplicates:

  1. Go to your Section Management page.
  2. Find your section.
  3. Click Manage → Duplicates.

Encourage coaches to review and merge duplicates as needed. If additional help is needed, please contact Swimcloud Support

➡️ Learn more: Managing Duplicate Swimmers

3. Verify Meet Data

If a swimmer’s qualifying time isn’t appearing in your entry meet, it’s often because a meet file is missing or has an incorrect date.

Please confirm that:

  • All meets in your section have been uploaded and processed.
  • Meet dates and event data are correct.

➡️ Learn more: Why are my meet results showing on the wrong date?

4. Enter Coaches for Deck Passes

Coaches attending the State Meet must be entered in the Coaches tab of your Sectional Entry Meet. This information will be used by NYSPHSAA for deck pass distribution and coach contact purposes.

To add coaches:

  1. Open your Sectional Entry Meet.
  2. Go to the Coaches tab.
  3. Add all coaches attending the State Meet.

➡️ Learn more: Entering Coaches in a Meet

Instructions for Coaches

Please share these steps with your coaches to ensure their entries are correct and complete.

1. Review Team Results

Before completing entries, coaches should verify that all meet results for the season are accurate. Incorrect dates can cause swims to appear under the wrong meet.

➡️ Learn more: Why are my meet results showing on the wrong date?

2. Clean Up Team Rosters

Coaches should review their team roster and merge any duplicate swimmers before beginning entries.

Coaches also need to make sure that every swimmer has their grade designated.

➡️ Learn more: Managing Your Roster

➡️ Learn more: Managing Duplicate Swimmers

3. Complete State Meet Entries Promptly

Coaches should enter their swimmers in the correct Sectional Entry Meet and complete entries before the posted deadline.

➡️ Learn more: Swimcloud Meet Entries 

4. Use Entry Comments

Encourage coaches to use the Entry Comments feature to communicate notes for Section Chairs (for example, bonus entries or substitutions).

➡️ Learn more: Using Entry Comments

5. Enter Coaches for Deck Passes

Coaches must be added to the Coaches tab of the Sectional Entry Meet to appear on the official State Meet Deck Pass list.

➡️ Learn more: How to Add Coaches to a Meet

6. Submit Entries

Once entries are complete:

  1. Go to the Home tab of the Sectional Entry Meet.
  2. Click Submit.

⚠️ Important: Entries left “In progress” will still be received by the Section Chair or State Meet Administration.

Submitting Entries will:

  • Send a confirmation email to the coach.
  • Notify the Section Chair that the entries are complete and ready for review.

✅ Final Checklist

Before the State Meet, confirm that:

  • All team results are verified and accurate
  • Duplicate swimmers are merged, and grade levels are entered
  • Your team's entries are completed and submitted
  • Coaches are entered for deck passes

Thank you for your cooperation and diligence in preparing for this year’s NYSPHSAA State Meet. Your attention to detail helps ensure an accurate, efficient, and compliant entry process for every team and section.

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