1. Overview
Swimcloud provides meet administrators with tools to ensure fair, controlled, and efficient Championship meet-entry management. This guide outlines best practices for keeping entries confidential, managing corrections, controlling psych sheet publication, and maintaining clear communication with coaches.
2. Entry Confidentiality & Blind Entries
To maintain competitive fairness, Swimcloud ensures that team entries remain hidden until the entry deadline or the time and date of psyche sheet publication. This prevents teams from seeing their competitors' entries and making strategic changes.
- Meet Administrators: Have complete visibility of all entries. If competitive fairness is a concern, assign an impartial Meet Administrator to oversee entries and enforce blind entry policies.
- Before the Entry Deadline: Entries are completely hidden from all participating teams. Coaches can make changes to their entries until the entry deadline.
- After the Entry Deadline: Teams cannot make changes.
- Psych Sheet Publication: The meet administrator selects a specific date and time when the psych sheet will be made public on Swimcloud.
3. Review & Correction Process
Meet administrators should establish a clear correction window and communicate the deadline for final changes to all teams. The meet administrator controls this process.
- Swimcloud’s Recommended Approach: Keep entries closed and have the meet administrator make any necessary corrections manually.
- Why? If the entry deadline is extended on Swimcloud, all teams can modify entries, which may be unintended.
- Correction Scope: The meet administrator can correct errors such as inaccurate times, missing qualifiers, or entry list discrepancies, as allowed by the meet’s rules.
4. Swimcloud Psych Sheet Publication
The psych sheet on Swimcloud, which lists all entries, should only be published after corrections have been finalized. Meet administrators control this timing:
- Setting the Psych Sheet Release Time: When creating the meet, the meet admin selects a date/time for the psych sheet to become public on Swimcloud. This is controlled on the RULES tab of a meet.
- Adjusting the Timing: The psych sheet can be delayed if necessary. However, once it is made public on Swimcloud, no further changes to entries should be permitted.
5. Admin Controls & Logging
Swimcloud provides built-in security features to ensure transparency in meet administration:
- Entry Deadline Changes: Every time a meet admin adjusts the entry deadline, Swimcloud logs this action in the meet's FEED.
- Entry Modification Logging: While Swimcloud does not currently log every swimmer’s entry change, this feature is in development.
- Meet Administrator Authority: The meet administrator has final control over entries, deadlines, corrections, and psych sheet publication.
6. Communication Best Practices
Meet administrators are responsible for keeping coaches informed throughout the entry process. Swimcloud provides built-in communication tools to streamline this:
- Using Swimcloud E-Mail: Meet administrators can send updates directly to all coaches from the meet's communication tab. This practice ensures timely and accurate information distribution to all participants.
- Suggested Communication Points:
- Entry Deadline Reminder – Notify teams before entries close.
- Review Period Announcement – Inform teams when they can request corrections.
- Psych Sheet Availability – Let teams know when the psych sheet is published.
By following these best practices, meet administrators can ensure a smooth, fair, and transparent championship entry process.